Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 7/8/2013- 1:05 PM Meeting ADMINISTRATIVE SERVICES 1. Discuss possible repercussions from ambulance services Attachments because of commission action on ambulance contract. (Requested by Commissioner Fennoy) 2. Motion to approve two (2) annual bid items. The items Attachments require Commission approval due to the fact that purchases on the individual items will exceed $25,000.00 per order. 3. Discuss/approve Retro Pay Request from Augusta Utilities Attachments Department. 4. Approve updating the Augusta, Georgia Citizen Participation Attachments Plan to include the by-laws of the Citizen Advisory Committee in an effort to strengthen the overall intent of what citizen participation means. 5. Motion to approve for Augusta to enter into a contract with the Attachments Pollock Comany to be the service provider for "Copier Managment Service" for Augusta, Georgia. This contract provided for the placement of 57 copiers in various Augusta, Georgia Departments by Pollock Company. The pricing for this agreement was predicated by determining a combined monthly copy volume of all 52 devices with a singe monthly invoice for all usage. The contract includes all required hardware, service support, parts, labor and consumable supply items (excludes papers) for the agreement term. The contract will be established as a three (3) year program with two (2) automatic one year (1) year renewal. 6. Discuss Commission's authorized directives. (Requested by Attachments Commissioner Marion Williams) 7. Discuss filling the County Attorney's position. (Requested by Attachments  Commissioner Marion Williams) (Referred from the June 18 Commission meeting) 8. Motion to direct the Administrator and staff to seek qualified Attachments applicants to fill the vacant position listed in the Consolidation Act as "Equal Employment Opportunity Director and as Director of Minority and Small Business Opportunities" and to submit the Administrator's recommended candidate to Commission for consideration and approval. (Requested by Commissioner Joe Jackson) (Referred from the June 18 Commission meeting) 9. Presentation by Mr. Ellis Albright of the CSRA Business Attachments League regarding minority, women and disadvantaged businesses. (Requested by Commissioner Williams) 10. Discuss evaluation process for Commission's direct reports. Attachments (Requested by Commissioner Marion Williams) 11. Executive Session/Legal Meeting: Discuss personnel. Attachments 12. Motion to approve rotating the scheduled meeting time for all Attachments committees at two month intervals in accordance with proposed schedule presented by Commissioner Davis. (Approved by Administrative Services Committee June 10, 2013) (Referred from the June 18 Commission meeting) 13. Motion to approve the minutes of the Administrative Services Attachments Committee held on June 10, 2013. www.augustaga.gov  Administrative Services Committee Meeting 7/8/2013 1:05 PM Ambulance Services Repercussions Department: Clerk of Commission Caption: Discuss possible repercussions from ambulance services because of commission action on ambulance contract. (Requested by Commissioner Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1  Administrative Services Committee Meeting 7/8/2013 1:05 PM Annual Bid Items for Sheriff's Office Department: Caption: Motion to approve two (2) annual bid items. The items require Commission approval due to the fact that purchases on the individual items will exceed $25,000.00 per order. Background: The following annual bid items required Commission approval: 13-131 Uniform Leather Accessories; 13-132 Uniform Pants. Analysis: Each item was bid through the sealed bid process as directed in the Augusta Procurment Code. The Sheriff's Office reviewed the submittals and presented a recommendation of award to the Procurement Department. Financial Impact: The Sheriff's Office is responsible for the purchase of the items listed on the individual bids. Alternatives: Not to award and require the Sheriff's Office to follow the purchasing guidelines as listed in the Agusuta Procurement Code for each individual purchase. Recommendation: Approve the recommendation as submitted by the Sheriff's Office. Funds are Available in the Following 273-03-2110/5311410 Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2  Attachment number 1 \nPage 1 Invitation to Bid Sealed bids will be received at this office on Friday, April 19, 2013 @ 11:00 a.m. for furnishing: Bid Item 13-131 Uniform Leather Accessories for Sheriff’s Office Bid Item 13-132 Uniform Pants for Sheriff’s Office Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, April 5, 2013 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. 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, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle March 14, 21, 28, April 4, 2013 Metro Courier March 20, 2013 Revised: 3/7/2013 Item # 2  Bid Item #13-131 Uniform Leather Accessories For Augusta, Georgia - Sheriff's Office Bid Opening: Friday, April 19, 2013 @ 11:00 a.m. Command Uniforms by Artistic Design DGG Taser & Tactical Law Enforcement Supply GT Distributors John 1809 Gordon Highway 8725 Youngerman CT 1257 Kennestone Circle 100 McFaarland Ave 511 Broad Street Augusta, GA 30904 Jacksonville, FL 32244 Marietta, GA 30066 Rossville, GA 30741 VENDORS Augusta, GA 30901 ATTACHMENT B Yes Yes Yes Yes Yes E-VERIFY NUMBER 272348 434009 318791 129350 482314 SAVE FORM Yes Yes Yes Yes Yes Est Description Quan Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price $50.00 $5,000.00 $60.45 $6,045.00 $53.17 $5,317.00 $52.64 $5,264.00 $48.85 $4,885.00 Duty Belt 100 $117.00 $11,700.00 $142.50 $14,250.00 $133.17 $13,317.00 $109.54 $10,954.00 $113.98 $11,398.00 Retention Holster 100 $23.00 $2,300.00 $27.85 $2,785.00 $24.79 $2,479.00 $24.40 $2,440.00 $22.64 $2,264.00 Handcuff Case 100 $20.00 $2,000.00 $22.95 $2,295.00 $21.11 $2,111.00 $20.59 $2,059.00 $19.20 $1,920.00 Baton Carrier 100 $25.50 $2,550.00 $30.45 $3,045.00 $27.14 $2,714.00 $26.71 $2,671.00 $24.84 $2,484.00 Ammo Carrier 100 $20.00 $2,000.00 $23.60 $2,360.00 $21.11 $2,111.00 $20.59 $2,059.00 $19.20 $1,920.00 OC Carrier 100 $28.75 $2,875.00 $34.75 $3,475.00 $30.81 $3,081.00 $29.26 $2,926.00 $28.26 $2,826.00 Under Belt 100 20 - 30 Days ARO 30 - 60 Days 45 Days ARO 30 Days 30 Days ARO Delivery Date Safariland Safariland Safariland Safariland Safariland MFG & Model Item # 2 Attachment number 3 \nPage 1 Item # 2 Attachment number 3 \nPage 2 Item # 2 Attachment number 4 \nPage 1 Item # 2 Attachment number 4 \nPage 2 Item # 2 Attachment number 4 \nPage 3 Item # 2 Attachment number 5 \nPage 1 Item # 2 Attachment number 5 \nPage 2 Item # 2  Attachment number 6 \nPage 1 Bid Item #13-132 Uniform Pants For Augusta, Georgia - Sheriff's Office Bid Opening: Friday, April 19, 2013 @ 11:00 a.m. Command Uniforms by John Artistic Design 511 Broad Street 1809 Gordon Highway VENDORS Augusta, GA 30901 Augusta, GA 30904 Est Description Quan Unit Price Total Price Unit Price Total Price $72.75 $54,562.50 $65.00 $48,750.00 Mens 6 Pocket Pant 750 $72.75 $54,562.50 $65.00 $48,750.00 Womens 6 Pocket Pant 750 Yes Yes ATTACHMENT B 272348 434009 E-VERIFY NUMBER Yes Yes SAVE FORM Item # 2 Attachment number 7 \nPage 1 Item # 2 Attachment number 7 \nPage 2 Item # 2 Attachment number 7 \nPage 3 Item # 2 Attachment number 7 \nPage 4 Item # 2  Attachment number 8 \nPage 1 PROCUREMENT SOURCE SELECTION METHODS AND CONTRACT AWARDS Sec. 1-10-48. Generally. The following sections provide detailed information concerning the use of the seven (7) source selection methods available for use for the procurement of commodities, services and construction products for Augusta, Georgia. The seven methods are: (1) sealed bids, (2) sealed proposals, (3) special services, (4) quotations or informal bids, (5) sole source, (6) emergency procurement and (7) annual contracts. Purpose. A significant portion of the Augusta, Georgia Annual Budget is committed each year to various purchase contracts such as raw materials, equipment, equipment parts or components, general supplies, and professional and non-professional services. Therefore, it is essential that maximum value be obtained for each public tax dollar spent. A proven technique for obtaining this goal is through the annual bid contract process, Sec. 1-10-58. Annual contracts. Upon approval of an annual contract by the Board of Commissioners (or the Administrator for annual bids of up to $25,000), any using agency may order supplies or services under such annual contract as needed up to the maximum amount approved in the annual bid. Purchases on the following annual bid items will exceed $25,000.00 per order: Department Description Recommended Vendor Local Vendor Uniform Leather 13-131 Sheriff’s Office Uniforms by John Uniforms by John Accessories 12-132 Sheriff’s Office Uniform Pants Uniforms by John Uniforms by John Item # 2  Administrative Services Committee Meeting 7/8/2013 1:05 PM Augusta Utilities Retro Pay Request Department: Caption: Discuss/approve Retro Pay Request from Augusta Utilities Department. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3  Administrative Services Committee Meeting 7/8/2013 1:05 PM Augusta, Georgia Citizen Participation Plan – Acceptance of Amendment Department: Housing and Community Development Department (AHCDD) Caption: Approve updating the Augusta, Georgia Citizen Participation Plan to include the by-laws of the Citizen Advisory Committee in an effort to strengthen the overall intent of what citizen participation means. Background: Citizen Participation in consolidated planning (24 CFR 91.100- 91.115) is integral to the development of the Consolidated Plan. Further, a Citizen Participation Plan (CP Plan) must be adopted that encourages citizens to participate in the development of the Consolidated Plan, any amendments, and the performance report. Further, emphasis is placed especially on reaching and involving Low-to-Moderate income persons living in areas where proposed Community Development Block Grant (CDBG) activities would be undertaken. Analysis: If supported by the Administrative Services Committee and the Augusta City Commission, the Housing and Community Development Department will be able to show good faith in making sure citizen participation on every level (local citizens and Citizen Advisory Committee) is integral to the development of the Consolidated Plan. Financial Impact: Augusta Georgia has already adopted this Citizen Participation Plan. However, we are now in the process of adding the Citizen Advisory Committee By-Laws (approved by Commission in 2013) to this plan in an effort to strengthen our comprehensive citizen participation plan and to be sure the purpose and intent of the Citizen Advisory Committee (to act as a representative body for the citizens of Augusta, Georgia) is included in the overall participation plan. Alternatives: None Recommended Recommendation: Accept this amendment to the Augusta, Georgia Citizen Cover Memo Participation Plan by resolution Item # 4 Funds are Available in the Following Not Applicable Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 4  Attachment number 1 \nPage 1 Consolidated Plan & Annual Action Plans Housing and Community Development Department 925 Laney-Walker Boulevard, 2nd Floor Augusta, Georgia 30901 (706) 821-1797; Fax (706) 821-1874 Revised June 2013 Item # 4  Attachment number 1 \nPage 2 TABLE OF CONTENTS Page Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Purpose of Citizen Participation Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Citizens Participation and Involvement . . . . . . . . .. . . . . . . . . . . . . . . . . . 4 Citizens Advisory Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Public Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Public Access to Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Public Hearings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Consolidated Plan Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Amendment Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Technical Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Anti-Displacement and Relocation Assistance Plan. . . . . . . . . . . . . . . . . 11 Complaints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Complaint Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Item # 4 2  Attachment number 1 \nPage 3 INTRODUCTION This Citizen Participation Plan was drafted in accordance with Section 91.105 of the U.S. Department of Housing and Urban Development (HUD) Consolidated Plan regulations. The City is required to have a detailed Citizen Participation Plan which contains the City’s policies and procedures for public involvement in the Consolidated Plan process. The Consolidated Plan is a HUD requirement that combines the planning and application process of four HUD grants: the Community Development Block Grant (CDBG), HOME Investment Partnerships, Emergency Shelter Grant (ESG) and Housing Opportunities for People With AIDS (HOPWA). The Consolidated Plan examines the housing and community development needs of the city, sets priorities for the HUD grant monies and establishes an action plan for meeting current and future needs. The Consolidated Plan consists of the following parts: A housing and homeless needs assessment; a strategic plan; an action plan; certain certifications; and a monitoring plan. The entire Consolidated Plan is rewritten with citizen participation every five years. The action plan, which describes resources and their expected use in the coming program year, is written with citizen participation every year and constitutes an update to the larger 5-year Consolidated Plan. The City receives the above grants annually from HUD resulting from its classification as an “entitlement” community. The City is also eligible to apply for supplemental funds under the Section 108 Loan Guarantee Program. The City may exercise its option to apply for Section 108 Loan Guarantee funding and in so doing will follow the procedures outlined in this Citizen Participation Plan. Use of the term “Consolidated Plan” within this Citizen Participation Plan refers either to the entire five-year plan, or the annual action plan, depending on which year of the five- year planning cycle the city is in. Item # 4 3  Attachment number 1 \nPage 4 PURPOSE OF CITIZEN PARTICIPATION PLAN The purpose of the Citizen Participation Plan is to encourage citizen participation, emphasizing involvement by low and moderate income people – especially those living in low and moderate income neighborhoods in the development and implementation of the Consolidated Plan, the annual performance report and any necessary amendments to the Plans. CITIZEN PARTICIPATION AND INVOLVEMENT The primary purpose of the CDBG, HOME, ESG and HOPWA programs covered by this Citizen Participation Plan is to improve communities by providing: decent housing, a suitable living environment and expanding economic opportunities – all principally for low and moderate income people. It is the City’s policy to encourage citizen participation from all sectors of the community, with particular emphasis on participation by persons below the federal poverty line, low and moderate income residents of blighted areas and of areas in which federal funds are used or are proposed to be used; and for the participation of minority and non- English speaking residents, as well as persons with mobility, visual, speech or hearing impairments. Community input will be gathered, through a variety of methods such as community meetings, surveys and other appropriate forums, regarding funding priorities for services provided by community-based organizations. Involvement by low income people will take place at each stage of the planning process. These stages include: 1. Identification of housing and community development needs. 2. Preparation of the draft Proposed Consolidated Plan or the Proposed Annual Action Plan. 3. Formal approval by the Commission of the Final Consolidated Plan or Annual Action Plan. 4. On occasion during the year, it might be necessary to change the use of the funds already budgeted in an Annual Action Plan, or to change the priorities Item # 4 4  Attachment number 1 \nPage 5 established in the Five-Year Strategic Plan. In this case, a formal “Substantial Amendment” will be proposed, considered and acted upon. 5. After completion of a “program year”, a Consolidated Annual Performance and Evaluation Report will be available for public review and comment and then sent to HUD. The “program year” chosen by the City is January 1 through December 31. CITIZEN ADVISORY COMMITTEE It is the purpose and intent of the Citizen Advisory Committee (CAC) to act as a representative body for the citizens of Augusta, Georgia and act on their behalf in the following: 1. The Citizens Advisory Committee shall act as a representative body for the citizens of Augusta, Georgia and serve in an advisory capacity to the Housing & Community Development Department (formerly known as Housing & Economic Development) for all projects funded, or proposed to be funded, under the following HUD programs: Community Development Block Grant (CDBG), HOME Investment Partnership, Emergency Solutions Grant (ESG), and Housing Opportunities for Persons with AIDS. 2. The Citizen Advisory Committee shall be provided an opportunity to review and comment on the Five-Year Consolidated Plan and the Annual Action Plan, pursuant to relevant Federal laws and Guidelines. Such Plan(s) shall be submitted to the Augusta Commission and HUD for approval. As part of this responsibility, the Citizens Advisory Committee will be allowed to attend and observe different meetings with the public and neighborhood associations. 3. The Citizens Advisory Committee shall have the responsibility of reviewing all Citizenry comments submitted in regards to the expenditure of funding to the Housing & Community Development Department. The Citizens Advisory Committee shall serve as “a voice” for the citizens of Augusta, Georgia. All such comments will be submitted to the Housing & Community Development Department for consideration. 4. The Citizens Advisory Committee shall submit the Citizenry comments and concerns to the Director of the Housing & Community Development Department. Said concerns shall be taken under advisement and addressed in a manner deemed appropriate by the Augusta Housing and Community Development Department in consultation with the Augusta Commission. Item # 4 5  Attachment number 1 \nPage 6 The Citizens Advisory Committee shall consist of ten (10) members, each of whom shall represent one of the voting districts in August, Georgia. Each member of the Citizens Advisory Committee shall be nominated by the presiding Commissioner representing the applicable voting district, and confirmed by the full Augusta Commission. All members shall be residents of the City of Augusta. Terms of the office shall be for four (4) years and coincide with the term of the appointing Commissioner. No member of the Citizens Advisory Committee shall serve more than two (2) consecutive terms or eight (8) years consecutively. PUBLIC NOTICES The City will publish notices of Public Hearings and Comment Periods, summaries of the Consolidated Plan, amendments to the Consolidated Plan and the Consolidated Annual Performance and Evaluation Report (CAPER) in the Augusta Chronicle, Augusta Focus and the Metro Courier as a display ad in the non-legal section of the newspapers. Public Hearings will be advertised two weeks prior to the event. Notices announcing public comment periods will list the location where copies of the entire documents may be obtained and where public comments or complaints may be submitted. Public Comment Periods for the following documents are as indicated: § Proposed Consolidated Plan and Proposed Action Plan - 30 days § Amendments to Consolidated Plan - 30 days § CAPER - 15 days Item # 4 6  Attachment number 1 \nPage 7 PUBLIC ACCESS TO INFORMATION The City will provide citizens, public agencies and all other interested parties with reasonable and timely access to information and records relating to the data or content of the Consolidated Plan, as well as the proposed, actual and past use of funds covered by this Citizen Participation Plan. Regarding the past use of funds, the law requires reasonable public access to records about any uses of these funds during the previous five years. This information will be provided upon written request. Also, the public will be provided reasonable and timely access to public hearings and meetings relating to the proposed or actual use of funds as indicated under the Public Notices section above. Standard documents to be available include: § The Proposed and Final Consolidated Plan (five-year strategic plan). § The Proposed and Final Annual Action Plans. § Proposed and Final Substantial Amendments to either the Consolidated Plan or the Annual Action Plan. § Annual Performance Reports (CAPER). § The Citizen Participation Plan § Anti-Displacement/Relocation Policy Standard documents for public review will be available at: § Housing and Community Development Department 925 Laney-Walker Boulevard Augusta, GA 30901 § Clerk of Commission 530 Greene Street, Room 806 Augusta, Georgia 30901 § ARC Public Library 902 Greene Street Augusta, Georgia 30901 § ARC Planning Commission 525 Telfair Street Augusta, Georgia 30901 Copies of the above documents will be provided to the public at no cost and within three (3) working days of request. Item # 4 7  Attachment number 1 \nPage 8 PUBLIC HEARINGS The City holds two annual public hearings which are intended to obtain citizens input and comments on the Consolidated Plan and/or Annual Action Plan. The first public hearing is held near the beginning of the program year. At this time citizens and organizations have an opportunity to identify needs in the community. The Community Needs Surveys are made available to record needs. In addition to this public hearing, the City may also conduct public meetings in different low income neighborhoods. The second public hearing is held shortly after approval of the Proposed Consolidated/Annual Action Plan by the Commission. Comments from individuals or groups will be solicited for a minimum of thirty days prior to submission of the plan to HUD. Written comments received during the comment period regarding the Consolidated Plan/Annual Action Plan, amendments and/or the CAPER will be documented and presented to the Commission for consideration. A summary of the comments or views, accepted or not accepted will be included in the documents and sent to HUD. Participation of all residents of Augusta, Georgia including minorities and non-English speaking persons, as well as persons with mobility, visual or hearing impairments are encouraged to comment. All public hearings and public meetings will be held at locations accessible to people with disabilities and provisions will be made for people with disabilities when requests are made at least five (5) workings days prior to a hearing. Translators will be provided for people who do not speak English when requests are made at least five (5) working days prior to a hearing. Item # 4 8  Attachment number 1 \nPage 9 CONSOLIDATED PLAN SCHEDULE The annual Consolidated Plan or Annual Action Plan schedule is anticipated to be: Month Action Purpose/Responsible Party § Obtain input from citizens and agencies st January 1 Public Hearing regarding needs in the community. § Send letters to adjacent municipalities § Solicit for applications § Conduct application workshop Public Meetings § Conduct Neighborhood Meetings February Technical Assistance § Provide assistance to agencies applying for funds. March Technical Assistance § Continue Technical Assistance April Application Deadline § Last Friday of April by 5:00 p.m. May Staff Review Applications § To be determine applicants to be funded Staff & Citizens Advisory § Complete Application Review June Committee § Make funding recommendations § Send funding recommendations, strategies July Planning Commission and goals to Planning Commission for development of Consolidated Plan and/or Annual Action Plan § Completes Proposed Plan August Planning Commission § Administrative Services Committee considers Proposed Plan (last Monday of Month) st § Commission approves Proposed Plan (1 September Proposed Plan Tuesday of Month) nd 2 Public Hearing - (Present Plan § Publish Proposed Plan in Newspapers for 30- to Public for Review) day comment period § Deadline for Citizens Comments October Proposed Plan § Comments Submitted to Committee & Commission § Administrative Services Committee considers comments & approve Plan (last Monday) § Commission considers comments & approve st November Final Plan Plan (1 Tuesday) § AHEDD submits Plan to HUD for receipt by th 15 December HUD § Review Plan January Program Year § Begins January 1 Item # 4 9  Attachment number 1 \nPage 10 CRITERIA FOR AMENDMENT/SUBSTANTIAL CHANGES Occasionally, amendments or changes may be needed to the Consolidated Plan or Annual Action Plan. The City will give citizens the opportunity to participate in the planning and development of any substantial change in five (5) year strategies or priorities and annual projects. A “substantial change” is defined as a change that affects the purpose, scope, location, beneficiaries, administrator of an activity or the transfer of $50,000 or more from any activity identified in the Consolidated Plan. The Citizens Advisory Committee and AHEDD will be responsible for soliciting views and comments from affected or interested persons before developing a recommendation to the Commission regarding proposed change(s). The changes described below will be subject to the citizen participation process as described in this guide. Consolidated Plan a. A decision to change the method for distribution of funds; b. Any change in priority strategies which may affect the activities to be funded from CDBG, HOME, ESG or HOPWA funds. Annual Action Plan a. Any new activity proposed for CDBG, HOME, ESG or HOPWA funding. b. The elimination of an activity originally described in the Consolidated Plan. c. Any revision in an approved activity which results in a change from one eligible activity to another or a change in the location, scope, beneficiaries or administrator of the activity. d. A change of $50,000 or more from one eligible activity to another eligible activity. TECHNICAL ASSISTANCE Technical assistance will be provided to neighborhood organizations, non-profits agencies, developers or any group representing low and moderate income citizens of Augusta on a case by case basis. All potential applicants for funding are encouraged to contact AHEDD staff to set up appointment for technical assistance before completing a proposal form. Item # 4 10  Attachment number 1 \nPage 11 ANTI-DISPLACEMENT AND RELOCATION ASSISTANCE PLAN It is the policy of the City to comply with the acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended (URA); the government-wide URA regulations at 49 CFR Part 24, revised section 104 (d) of the Housing and Community Development Act of 1974, as amended; and the final rule at 24 CFR 570.606. As required under section 104(d) of the Act, the City will follow a residential anti- displacement and relocation assistance plan providing one-for-one replacement units [(570.606(c)(1)]. Consistent with other goals and objectives of the CDBG, HOME, ESG and HOPWA programs, the City will comply with its Anti-Displacement/Relocation Policy to minimize the displacement of persons from their homes as a result of any activities assisted under the programs. Relocation assistance will be provided to each low/moderate income household displaced by the demolition of any housing unit or by the conversion of a low/moderate income dwelling to another use, occurring as a direct result of assisted activities. Persons will be provided assistance as described in 570.606(c)(1) or as described in the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970. A copy of the Local Anti-Displacement and Relocation Policy can be obtained from the AHCDD. Item # 4 11  Attachment number 1 \nPage 12 COMPLAINTS All public inquiries and grievances regarding the CDBG, HOME, ESG and HOPWA programs will be provided a written response within fifteen (15) working days from receipt of complaint. COMPLAINT PROCESS a. Persons desiring to file a complaint must submit complaint in written form to Director of Augusta Housing and Community Development Department, 925 Laney-Walker Boulevard, 2nd Floor Augusta, Georgia, 30901. b. If the person filing the complaint does not get a satisfactory explanation from the Director, , the person may request that the complaint be included as an item on the agenda of the next scheduled Administrative Services Committee and Commission meeting. c. If the complainant does not receive a satisfactory response to the complaint from the Commission, the complainant may submit the complaint to the regional office of the Department of Housing and Urban Development: Ms. Mary Presley, Director U.S. Department of Housing and Urban Development Georgia State Office, Community Planning & Development Five Points Plaza 40 Marietta Street, NW, 15th Floor Atlanta, Georgia 30303-9812 e. All complaints shall be submitted on the form attached to this Citizen Participation Plan and shall be signed by the complainant. Item # 4 12  Attachment number 1 \nPage 13 COMPLAINT FORM AUGUSTA HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT (AHEDD) PLEASE PRINT OR TYPE 1. NAME OF PERSON OR ORGANIZATION SUBMITTING COMPLAINT(S) Name:_____________________________________________________________ Address: ___________________________________________________________ ____________________________________ Phone # ____________________ 2. NATURE OF COMPLAINT (Please summarize briefly the facts. If you need more space for additional details, you may attach additional page(s). If your complaint is against an individual, please include that person’s name.) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 3. PREVIOUS ACTION Have you expressed your complaint to any person at AHEDD verbally? ______ Who was that person? _____________________________________________ Have you expressed your complaint to any member of the Citizens Advisory Committee? ________________ Who was that person? ______________________________________________ 4. I HAVE READ THIS COMPLAINT (including any attachments) AND IT IS TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION AND BELIEF. _______________________________________ ______________________ Signature Date Item # 4 13  Administrative Services Committee Meeting 7/8/2013 1:05 PM Award Copiers Services 13-144 Department: Procurement Caption: Motion to approve for Augusta to enter into a contract with the Pollock Comany to be the service provider for "Copier Managment Service" for Augusta, Georgia. This contract provided for the placement of 57 copiers in various Augusta, Georgia Departments by Pollock Company. The pricing for this agreement was predicated by determining a combined monthly copy volume of all 52 devices with a singe monthly invoice for all usage. The contract includes all required hardware, service support, parts, labor and consumable supply items (excludes papers) for the agreement term. The contract will be established as a three (3) year program with two (2) automatic one year (1) year renewal. Background: The Pollock Company was the successful bidder on the previous contract for "Copier Management Serivce". The Procurement Department bid the services as an RFP. Three (3) vendors responded with 1 being deemed as non-compliant. During the evaluation process, Ricoh and Pollock Company were requested to make presentations to the evaluation committee. Following a detail evaluation of the proposals and the vendor presentations, it was the recommendation of the committee to proceed with an award to Pollock Company. Analysis: Approving Pollock as our service provider will allow the vendor to begin implementing copiers in the indentified area timely and in a cost efficient manner. Financial Impact: It would be in the best interest to Augusta to award the contract to Pollock based on Pollock's service level and cost proposal. Alternatives: Purchase individual department copiers which will include adding the cost of supplies and maintenance or enter into negotations with the next compliant vendor Richo. Cover Memo Recommendation: Approve the award to enter into contract negotations with Pollock Item # 5  Company. Funds are Available Each Departement will be responsible for the copiers which are in the Following located in their respective departments. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5  Attachment number 1 \nPage 1 Request for Proposal Request for Proposals will be received at this office until Tuesday, April 30, 2013 @ 3:00 p.m. for furnishing: RFP Item #13-144 Copier Lease Service for Various Departments RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. A Mandatory Pre Proposal Conference will be held on Tuesday, April 16, 2013 @ 10:00 a.m. in the Procurement Department, 530 Greene Street, Room 605. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, April 18, 2013 @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 90 days after time has been called on the date of opening. 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, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Bidders are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 21, 28, April 4, 11, 2013 Metro Courier March 27, 2013 Revised: 3/5/2013 Item # 5  Attachment number 2 \nPage 1 RFP Opening RFP Item #13-144 Copier Lease Service for Augusta, Georgia - Various Departments RFP Due: Tuesday, April 30, 2013 @ 3:00 p.m. Addendum Fee VENDORS Attachment B E-Verify # SAVE Form Original 6 Copies 1-2 Proposal POLLOCK COMPANY 1711 CENTRAL AVE Yes 235697 Yes Yes Yes Yes Yes AUGUSTA, GA 30904 RICOH 2743 PERIMETER PKWY BUILDING 100, STE 112 Yes 41099 Yes Yes Yes Yes Yes AUGUSTA, GA 30909 SIMPLIFIED OFFICE SYS 6220 BUSHRIVER ROAD No RFP Response COLUMBIA, SC 29212 DIGITAL OFFICE EQUIPMENT No RFP Response 611C NORTHSIDE DR W STATESBORO, GA 30458 The following vendors did not respond: CSRA DOCUMENT SOL / 802 E MARTINTOWN RD, STE 162 / NORTH AUGUSTA, SC 29841 CAROLINA BUSINESS EQUIPMENT / 5123 BUSH RIVER ROAD / COLUMBIA, SC 29212 Item # 5 Page 1 of 1  Cumulative Phase I - Evaluation Sheet Phase I - Augusta, Georgia - Copier Score Sheet RFP #13-144 Copier Lease Service for Augusta, Georgia - Procurement Department Rating Weighted Score Vendors (Scale 0 (Low) to 5 (High)) Vendors Factor Points General Description RICOH RICOH POLLOCK COMPANY POLLOCK COMPANY 2743 PERIMETER PKWY 2743 PERIMETER PKWY 1711 CENTRAL AVE 1711 CENTRAL AVE BUILDING 100, STE 112 BUILDING 100, STE 112 AUGUSTA, GA 30904 AUGUSTA, GA 30904 AUGUSTA, GA 30909 AUGUSTA, GA 30909 6.00 Ability to meet all RFP requirements . 3.75 4.75 4.500 5.700 Company history and the present organizational structure and QUALIFICATIONS AND 3.00 list the contact person for this project. 4.75 5.00 2.850 3.000 EXPERIENCE Cover letter introducing the company and include the corporate name, address and telephone 3.00 number of the corporate headquarters and local office. 5.00 5.00 3.000 3.000 Points 12.00 13.50 14.75 10.35 11.70 Provide sample of firm's reporting capabilities (invoicing by 8.00 department). 2.50 4.75 4.000 7.600 Provide specification sheets/brochures of all proposed copiers 5.00 - identify the location(s) on each sheet/brochures 5.00 5.00 5.000 5.000 Ability to meet all the requirements for equipment, installation 4.00 and maintenance 3.00 5.00 2.400 4.000 Creative/Innovative Solutions for the five (5) volume range 3.00 tiers of copiers 4.00 4.75 2.400 2.850 Firm's customer training, orientation and technical support for PLAN ADMINISTRATION, 2.00 users 3.50 5.00 1.400 2.000 SERVICES, TECHNICAL APPROACH AND 4.00 Ability to meet all the requirements for equipment service 4.25 5.00 3.400 4.000 QUALITY 7.00 Maintenance Service 3.50 4.75 4.900 6.650 3.00 Phase-In of new equipment/Implementation plan 3.75 5.00 2.250 3.000 3.00 Right sizing of equipment 4.00 5.00 2.400 3.000 Copier Malfunction Plan: Describe the maintenance plan to 3.00 ensure reliability and availability of each copier type 3.50 5.00 2.100 3.000 Provide information regarding your firm’s customer training, 3.00 orientation and technical support. 2.75 4.50 1.650 2.700 4.00 Replacement Plan 3.00 4.00 2.400 3.200 Points 49.00 42.75 57.75 34.30 47.00 TECHNICAL Integration with Augusta's Information Technology Department REQUIREMENTS 1.00 and Networking Capabilities 5.00 5.00 1.000 1.000 Points 1.00 5.00 5.00 1.00 1.00 The deliverables listed in this section are the minimum desired from each vendor. (Deliverables ar any attachments, DELIVERABLES 10.00 license, and etc. requested in the Request for Proposal). 4.38 4.88 8.750 9.750 Equipment requirements - Show Plan Copiers will be located at the locations identified within RFP 5.00 13-144 3.63 5.00 3.625 5.000 Points 15.00 8.00 9.88 12.38 14.75 8.00 Experience related to performance of requested services 3.75 5.00 6.000 8.000 PROSPECTIVE 3.00 Financial/Administrative Stability 4.75 4.75 2.850 2.850 CONTRACTOR'S 3.00 RFP Quality/Completeness 3.50 4.75 2.100 2.850 CREDENTIALS AND RESPONSIVENESS 4.00 Character, Reputation, References 3.75 4.75 3.000 3.800 5.00 Overall Value Proposition 3.75 4.75 3.750 4.750 Points 23.00 19.50 24.00 17.70 22.25 Grand Total 164.00 208.00 75.73 96.70 100.00 Cumulative Phase II - Presentations Item # 5 (Ranking in order of preference - 1 being the number one choice) Presentation 2 1 1 Attachment number 4 \nPage 1 Item # 5 Attachment number 4 \nPage 2 Item # 5 Attachment number 4 \nPage 3 Item # 5 Attachment number 5 \nPage 1 Item # 5 Attachment number 5 \nPage 2 Item # 5 Attachment number 5 \nPage 3 Item # 5 Attachment number 6 \nPage 1 Item # 5 Attachment number 7 \nPage 1 Item # 5  Attachment number 8 \nPage 1 Contract #CPRO13-144 RFP #13-144 Copier Lease Services DRAFT CONTRACT This contract is entered into on and as of _______________, 2013, by and between Augusta, Georgia, by and through the Augusta, Georgia Commission, and the___________________. This contract is prepared in accordance with the Procurement Regulations of Augusta, Georgia and shall be controlled by provision thereof. 1. DEFINITIONS As used in this Contract the terms below are defined as follows: a. “Augusta” shall mean Augusta, Georgia, acting by and through the Augusta, Georgia Commission. b. “Using Department” shall mean all departments listed on Attachment “A” attached hereto and incorporated herein by reference. c. “Contract Administrator” shall mean the individual and/or department assigned to administer this Contract, to wit: the Augusta, Georgia Procurement Department and its Director. d. “Contractor” shall mean the__________________, whose authorized representative is ________________________, who is responsible for the performance obligation of the Contractor under the Contract. e. “Commission” shall mean the Augusta, Georgia Commission. 2. TERM; TERMINATION a. This Contract shall be for an initial term of three (3) years, beginning __________, 2013. This Contract may be renewed for two additional terms of one (1) year each, by the mutual written consent of the parties, unless earlier terminated. b. The parties agree that Augusta may terminate this Contract or any work or delivery required hereunder, from time to time, either in whole or in part. c. Either party wishing to terminate this contact, must give a 90 day written notice of such intent. Termination by Augusta, in whole or in part, shall be affected by delivery of a Notice of Termination signed by the Mayor, mailed or delivered to Contractor, and specifically setting forth the effective date of termination. Upon receipt of such Notice, Contractor shall: i. Cease work and future deliveries due under this Contract, on the date, and as specified in the Notice of Termination; ii. Place no future orders with any subcontractors except as may be necessary to perform that portion of this Contract not subject to the Notice of Termination; iii. Terminate all subcontractors except those made with respect to Contract performance not subject to the Notice of Termination; iv. Settle all outstanding liabilities and claims which may arise out of such termination, with the ratification of the Procurement Department of Augusta; and v. Use its best efforts to mitigate any damages which may be sustained by Augusta as a consequence of termination under this clause. After complying with the provision of paragraph iii Above, the Contractor shall submit a termination claim, in no event later than six months after the effective date of termination, unless an extension is granted by the Director of Procurement. Item RFP 13-144 Copier Lease #5 Service Page 1 of 5  Attachment number 8 \nPage 2 The Director of Procurement, with the approval of the Commission, shall pay from the Using Department’s budget reasonable costs of termination, including a reasonable amount for profit on services delivered or completed. In no event shall this amount be greater than the original contract price, reduced by any payments made prior to Notice of Termination, and future reduced by the price of the services not delivered, or those services not provided. This Contract shall be amended accordingly, and the Contractor shall be paid the agreed upon amount. In the event that the parties cannot agree on the whole amount to be paid to Contactor by reason of termination under this clause, the Director of Procurement shall pay to the Contractor the amount determined as follows, without duplicating any amount which may have already been paid under the preceding paragraph of this clause: i. With respect to all Contract performance prior to the effective date of Notice of Termination, the total of: a. Cost of the work performed; b. The cost of settling and paying any reasonable claims as provided in subparagraph iv above; c. A sum as determined by the Director of Procurement and approved by the Commission to be fair and reasonable. ii. The total sum to be paid shall not exceed the Contract price, as reduced by the amount of payments otherwise made, and as further reduced by the Contract price of services not terminated. In the event that Contractor is not satisfied with any payments which the Director of Procurement shall determine to be due under this clause, the Contractor may appeal any claim to the Commission in accordance with the “Disputes” clause of this Contract. Contractor shall include a provision similar to this one in any subcontract, and shall specifically include a requirement that subcontractors make all reasonable efforts to mitigate damages which may be suffered. Failure to include such provisions shall bar Contractor from any recovery from Augusta whatsoever of loss or damage sustained by a subcontractor as a consequence of termination. d. Either party may terminate this Contract, without further obligation, for the default of the other party or its agents or employees with respect to any agreement or provision contained herein. e. In the event Contractor sells, transfers or relinquishes, whether involuntarily or voluntarily, its ownership interest in the corporation, partnership or proprietorship identified in this Contact, this Contract shall terminate in accordance with this agreement. 3. INCORPORATION OF DOCUMENTS The following documents are hereby incorporated by reference into this Contract: a. Contractor’s Proposal: Copier Management Service for Augusta, Georgia RFP #13-144 b. Augusta’s RFP # 13-144, Copier Services, April 3, 2013 (date). In the event of any inconsistency between the Contractor’s Proposal and Augusta’s RFP, the terms and conditions of the RFP shall control. Item RFP 13-144 Copier Lease #5 Service Page 2 of 5  Attachment number 8 \nPage 3 4. PROVISION OF SERVICES Contractor hereby agrees to provide to Augusta the services described herein and further outlined in, Scope of Work. The Scope of Work shall take precedence over the documents set forth in Section 3 in the event of inconsistency. 5. CONTRACT AMOUNT In return for the services identified above, and subject to the “Non-Appropriation of Funds” clause herein, Augusta certifies that sufficient funds are budgeted and appropriated and shall compensate the Contractor a base monthly amount of _______________________________ ($.00); in accordance with the pricing structure contained in the RFP which is attached hereto and incorporated herein by reference (the “Pricing Structure”), for the 36-month term of this Agreement. Contractor shall not invoice, or receive any payments in excess of this amount, except pursuant to the provisions of the Pricing Structure and/or Section 11 herein. Contractor specifically acknowledges and agrees that it shall not receive payment or reimbursement for expenses, including those relating to travel, purchase of supplies or related items. 6. METHOD OF PAYMENT Contractor shall submit monthly invoices listing the services performed and completed as outlined in the Pricing Structure. The invoice should cite the backup itemized charges separately for service to each cost center. An original summary invoice shall be sent to: Accounting Department, Room 105, 530 Greene Street, Augusta, Georgia 30901. Augusta will make payment to Contractor within 30 days of receipt of a correct invoice based upon the Pricing Structure. Payment will be based on unit prices. 7. TIME OF ESSENCE AND COMPLETION Time shall be of the essence to this Contract, except where it is herein specifically provided to the contrary. Contractor shall provide the contract services in accordance with RFP and to completed 30 days after receipt of the purchase order. 8. KEY PERSONNEL a. Contractor shall assign to this Contract the following key personnel: i. ______________- ii. ______________ iii. _______________ c. During the period of performance, Contractor shall make no substitutes to key personnel unless the substitution is necessitated by illness, death, or termination of employment. Contractor shall notify the Augusta, Georgia Director of Procurement within five (5) calendar days after the occurrence of any of these events and provide the following information, providing a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Augusta, Georgia Director of Procurement. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Augusta, Georgia Director of Procurement will notify the Contractor within fifteen (15) calendar days after receipt of all required information of the decision on substitutions. This clause will be modified to reflect any approved changes of key personnel. 9. INSPECTION AND ACCEPTANCE All tasks and reports shall be conducted and completed in accordance with recognized and customarily accepted industry practices, and shall be considered complete when the products are approved as acceptable by the Contract Administrator in writing. In the event of rejection of any report or deliverable, Contractor shall be notified in writing and shall have ten (10) working days from date of insurance of notification to correct the deficiencies and re-submit the report/deliverable. Failure to submit acceptable work within said (10) ten-day period shall constitute a breach of this contract for which the Contractor may be held in default. 10. ASSIGNABILITY OF CONTRACT Neither this contract, nor any part hereof, may be assigned by Contractor to any other party without the prior express written permission of Augusta. Item RFP 13-144 Copier Lease #5 Service Page 3 of 5  Attachment number 8 \nPage 4 11. MODIFICATIONS OR CHANGES TO THIS CONTRACT All modifications and changes to this Contract shall be in writing and signed by both parties. The Contract Administrator, with the approval of the Commission, shall have the authority to order changes in this Contract which affect the cost or time of performance. Such changes shall be ordered in writing specifically designated to be a “Change Order.” Such change orders shall be limited to reasonable changes in the services to be provided or the time of delivery; provided that the Contractor shall not be excused from performance under the changed Contract by failure to agree to such changes, and it is the express purpose of this provision to permit unilateral changes in the contract now subject to the conditions and limitations herein. Contractor need not perform any work described in any Change Order unless it has received a written certification from Augusta that there are funds budgeted and appropriated sufficient to cover the cost of such changes. Contractor shall make a demand for payment for completed Change Order work within thirty (30) days of completion of Change Order, unless such time period is extended in writing, or unless the Director of Procurement requires submission of a cost proposal prior to the initiation of any changed work or services. Later notification shall not bar the honoring of such claim or demand unless Augusta is prejudiced by such delay. No claim for changes ordered hereunder shall be considered if made after final payment in accordance with the Contract. 12. EMPLOYMENT DISCRIMINATION – CONTRACT OVER $10,000 During the performance of this Contract, Contractor agrees as follows: a. Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, gender, disability, or national origin, except where religion, gender, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of Contractor. Contractor agrees to post, in conspicuous places, notices setting forth the provisions of this nondiscrimination clause. b. Contractor, in all solicitations or advertisements for employees placed by or on behalf of Contractor, will state that such Contractor is an equal opportunity employer. c. Notices, advertisements and solicitations placed in accordance with Federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. Contractor will include the provisions of the foregoing paragraphs a, b, and c in every subcontract or purchase order over $10,000 so that the provision will be binding upon each subcontractor or vendor. 13. EXAMINATION OF RECORDS Contractor agrees that Augusta or any duly authorized representative shall, until the expiration of three (3) years after final payment hereunder, have access to and the right to examine and copy any directly pertinent books, documents, papers, and records of Contractor involving transactions related to this Contract. Contractor further agrees to include in any subcontract for more than $10,000 entered into as a result of this contract, a provision to the effect that the subcontractor agrees that Augusta, or any duly authorized representative, shall, until the expiration of three (3) years after final payment under the subcontract, have access to and the right to examine and copy any Contractor involved in transactions related to such subcontract, or this Contract. The term subcontract as used herein shall exclude subcontracts or purchase orders for public utility services at rates established for uniform applicability to the general public. The period of access provided in the paragraphs above for records, books, documents, and papers which may be related to any arbitration, litigation, or the settlement of claims arising out of the performance of this contract or any subcontract shall continue until any appeals, arbitration, litigation, or claims shall have been finally disposed of. Item RFP 13-144 Copier Lease #5 Service Page 4 of 5  Attachment number 8 \nPage 5 14. DISPUTES Disputes by Contractor with respect to this Contract shall be decided in the first instance by the Augusta, Georgia Director of Procurement, who shall reduce his or her decision to writing. Further appeal shall be made in writing to the Commission. Decisions by the Commission shall be final and binding unless set aside by a court of competent jurisdiction as fraudulent, capricious, arbitrary, or so grossly erroneous as necessarily to imply bad faith, or not be supported by any evidence. Pending a final determination of a properly appealed decision of the Director of Procurement, Contractor shall proceed diligently with the performance of the Contract in accordance with that decision. 15. INTEGRATION CLAUSE This contract, and any and all exhibits thereto, and/or documents incorporated by reference into this Contract, shall constitute the whole agreement between the parties. There are no promises, terms, conditions, or obligations other than those contained herein, and this Contract shall supersede all previous communications, representations, or agreements, written or verbal, between the parties hereto related to the Provision for Services described herein. IN WITHNESS WHEREOF, the parties here set their hands and seals as of the date first written above. AUGUSTA, GEORGIA _________________________ Date_________ By: Deke S. Copenhaver As its Mayor ATTEST: ___________________________Date __________ Lena Bonner As its Clerk (SEAL) THE __________________ COMPANY _________________________ Date__________ Printed name:___________________________ As its President ATTEST: ___________________________ Date ___________ Corporate Secretary (SEAL) _________________________ Date________ Geri Sams As Director of Procurement Item RFP 13-144 Copier Lease #5 Service Page 5 of 5  Administrative Services Committee Meeting 7/8/2013 1:05 PM Commission Directives Department: Caption: Discuss Commission's authorized directives. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 6  Administrative Services Committee Meeting 7/8/2013 1:05 PM County Attorney Position Department: Caption: Discuss filling the County Attorney's position. (Requested by Commissioner Marion Williams) (Referred from the June 18 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7  Administrative Services Committee Meeting 7/8/2013 1:05 PM EEO.DBE Coordinators Department: Caption: Motion to direct the Administrator and staff to seek qualified applicants to fill the vacant position listed in the Consolidation Act as "Equal Employment Opportunity Director and as Director of Minority and Small Business Opportunities" and to submit the Administrator's recommended candidate to Commission for consideration and approval. (Requested by Commissioner Joe Jackson) (Referred from the June 18 Commission meeting) Background: The Consolidation Act states that "the commission-council shall employ a person to serve as equal employment opportunity director and as director of minority and small business opportunities." This position is not currently filled. Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 8  Administrative Services Committee Meeting 7/8/2013 1:05 PM Ellis Albright Department: Clerk of Commission Caption: Presentation by Mr. Ellis Albright of the CSRA Business League regarding minority, women and disadvantaged businesses. (Requested by Commissioner Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 9 Attachment number 1 \nPage 1 Item # 9  Administrative Services Committee Meeting 7/8/2013 1:05 PM Evaluations Commission Direct Reports Department: Caption: Discuss evaluation process for Commission's direct reports. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 10  Administrative Services Committee Meeting 7/8/2013 1:05 PM Executive/Legal Meeting. Department: Caption: Executive Session/Legal Meeting: Discuss personnel. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 11  Administrative Services Committee Meeting 7/8/2013 1:05 PM Meeting time for all committees Department: Clerk of Commission Caption: Motion to approve rotating the scheduled meeting time for all committees at two month intervals in accordance with proposed schedule presented by Commissioner Davis. (Approved by Administrative Services Committee June 10, 2013) (Referred from the June 18 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 12 Attachment number 1 \nPage 1 Item # 12 Attachment number 2 \nPage 1 Item # 12  Administrative Services Committee Meeting 7/8/2013 1:05 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on June 10, 2013. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 13 Attachment number 1 \nPage 1 Item # 13 Attachment number 1 \nPage 2 Item # 13 Attachment number 1 \nPage 3 Item # 13