Administrative Services Committee Meeting

Administrative Services Committee Meeting Committee Room- 8/10/2009- 12:45 PM ADMINISTRATIVE SERVICES 1. Approve hiring temporary administrative support for the EEO Office to Attachments assist the Law Department with the daily administrative activities of the EEO office. 2. Report from Administrator/staff regarding the proposed Early Retirement Attachments Incentive Program (ERIP). (Referred from July 28 Administrative Services) 3. Consider a request from Hall Marketing for a waiver in reference to the Attachments Non-Compliance” status they received at the bid opening for RFQ 09-103 Communications Strategy and Marketing Plans for Housing and Community Development Department on May 28, 2009. www.augustaga.gov  Administrative Services Committee Meeting 8/10/2009 12:45 PM Approve Hiring Temporary Administrative Support for the EEO Office. Department: Human Resources Caption: Approve hiring temporary administrative support for the EEO Office to assist the Law Department with the daily administrative activities of the EEO office. Background: The EEO Coordinator and the Administrative Assistant positions for Augusta are currently vacant and the duties of the department have been assumed by the Law Department until a new EEO Coordinator is selected. The additional duties have strained the administrative staff of the Law Department and it is necessary to bring in a temp to assist with the daily administrative operations of the EEO office. Analysis: Hiring a temporary employee will greatly assist the Law Department in the daily operations of the EEO Office and could also potentially be a major asset during the transitional period when a new EEO Coordinator is named. Financial Impact: The funds are available in the EEO Office budget Alternatives: Do not approve hiring temporary administrative support for the EEO Office. Recommendation: Approve hiring temporary administrative support for the EEO Office thru the end of FY09. Funds are Available in available in account 101-077120, but need to be moved from Perm S&W the Following down to line item for temp staffing. dbw Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1  Administrative Services Committee Meeting 8/10/2009 12:45 PM Approve the proposed Early Retirement Incentive Program (ERIP) Department: Human Resources Caption: Report from Administrator/staff regarding the proposed Early Retirement Incentive Program (ERIP). (Referred from July 28 Administrative Services) Background: The Human Resources Department was asked to obtain a cost study of an Early Retirement Incentive Program. There are several long term Augusta employees who are either close to or at retirement age. Offering an ERIP will make several of the employees who are otherwise not eligible to retire due to age or service eligible to retire. It will also give retirees a boost to their retirement income and make retirement more inviting. The program will incentivize higher paid employees to retire and offer long term savings in job elimination, delayed rehirings, and entry level pay for any new hires. Analysis: In researching and developing criteria for our proposed Early Retirement Incentive Program (ERIP) I have narrowed the criteria to the following: • Benefits are for Defined Benefit (DB) retirement plans only • One time window to apply from August 15 - September 31, 2009 • Applicants must be 60 years old and have 20 years of service as of December 31, 2009 • Effective date of retirement is October 1, 2009 – December 31, 2009 • 5 years credited service • Change multiplier to 1.65% on October 1 instead of 2010 for GMEBS participants • Accrued Sick leave converted to credited service up to six months • No reduction/penalty due to age if otherwise qualified for ERIP The Administrator has the discretion to delay an applicant’s retirement through December 31, 2010, if the applicant is in a critical position and there is a need to delay the retirement for business purposes. Departments must show savings incurred by the early retirement in one of the following methods: • Eliminate or vacate position for at least one year • Eliminate a lower level position • Contact the Human Resources Department for assistance with a reorganization plan • Freeze the hiring of vacated position for a period of time specified by the Administrator • Limit the hiring level of the to the entry level of the salary range of the vacation position If the position is critical or the department is sound the Administrator may choose to allow the position to be filled with no savings. Financial Impact: The financial impact will vary depending on how many employees take the ERIP offer and how the filling of the vacated positions is managed. Alternatives: Do not approve the proposed Early Retirement Incentive Program (ERIP). Cover Memo Recommendation: Item # 2 Approve the proposed Early Retirement Incentive Program (ERIP). Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 2  Administrative Services Committee Meeting 8/10/2009 12:45 PM Protest from Hall Marketing Department: Procurement Caption: Consider a request from Hall Marketing for a waiver in reference to the Non-Compliance” status they received at the bid opening for RFQ 09-103 Communications Strategy and Marketing Plans for Housing and Community Development Department on May 28, 2009. Background: Hall Marketing was deemed as non-compliant due to the fact that their bid was late. The date and time in which the bid was due was Thursday, May 28, 2009 @ 11:00 am. The RFQ package received from Hall marketing was stamped and received on Thursday, May 28, 2009 at 12:04 p.m. The time was changed from the original bid date and notice was sent on Addendum No. 1 and Addendum No. 2. Hall Marketing acknowledges receipt of both addenda. Analysis: On May, 28, 2009, Hall Marketing submitted a bid which was stamped and clocked as Thursday, May 28, 2009 at 12:04 p.m. Due to the fact that the RFQ was due in the Procurement Office no later than Thursday, May 28, 2009 at 11:00 a.m., the submittal was deemed as non-compliant. A non- compliant letter was sent to Hall Marketing on June 1, 2009. Hall Marketing responded by letter on June 2, 2009 requesting to protest the decision of deeming their company as noncompliant. The Procurement Department responded on June 10, 2009 stating that we had reviewed their submittal and must stand by the initial decision to deem their submittal as non-compliant and also gave them notice of their right to have the Administrator review their request. Hall Marketing responded on June 24, 2009 requesting that we forward their protest to the Administrator’s office for review. Procurement Department responded on June 25, 2009 stating that we would forward their letter to the Administrator for his review. On Thursday, July 16, 2009, a representative from Hall Marketing meet with the Administrator to discuss his non-compliant status. On July 27, 2009 a letter was sent by the Administrator to Hall Marketing stating that he also found that Hall Marketing’s qualifications were properly rejected as non-compliant. He also gave notice in the letter of their rights which is to have all requests to waive or modify any such material conditions shall be submitted through the Procurement Director to the appropriate committee of the Augusta- Richmond County Commission for approval by the Augusta-Richmond County Commission. Hall Marketing responded by letter on July 31, 2009 requesting that they would like to request a waiver through the commission as offered in Mr. Russell’s letter. Cover Memo Financial Impact: None Item # 3 Alternatives: None Recommendation: None - ARC Code - Article 1-10-43 Seal Bid Selection Method "(b) Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta-Richmond County Commission for approval by the Augusta-Richmond County Commission." Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 Page 1 of 3 Item # 3 Attachment number 1 Page 2 of 3 Item # 3 Attachment number 1 Page 3 of 3 Item # 3 Attachment number 2 Page 1 of 1 Item # 3 Attachment number 3 Page 1 of 1 Item # 3 Attachment number 4 Page 1 of 1 Item # 3 Attachment number 5 Page 1 of 1 Item # 3 Attachment number 6 Page 1 of 1 Item # 3 Attachment number 7 Page 1 of 1 Item # 3 Attachment number 8 Page 1 of 1 Item # 3 Attachment number 9 Page 1 of 2 Item # 3 Attachment number 9 Page 2 of 2 Item # 3