Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 9/28/2016- 1:20 PM Meeting ADMINISTRATIVE SERVICES 1. Approve the purchase of one prepared food transport van for the Attachments Augusta Recreation Department, Community Services, to support the Senior Nutrition Program. (Bid 16-165B) 2. Approve the purchase of five (5) 4-inch bypass pumps for the Attachments Utilities Department-Facilities Maintenance Division to be used at sewage lift stations using the GMA lease program. 3. Request to approve by Resolution the FY 2017 Annual Action Attachments Plan for the following programs funded by the U.S. Department of Housing and Urban Development (HUD): Community Development Block Grant (CDBG) Program, Home Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG) Program, Housing Opportunities for Persons with AIDS (HOPWA) Program. 4. Motion to approve the minutes of the Administrative Services Attachments Committee held on September 13, 2016. 5. Receive a report from the Clerk's Office regarding the policies Attachments for random drug testing procedures used by other Georgia cities. 6. Approve continued in-house Records Retention and Attachments Management and utilize SPLOST VII funding designated for Records Retention to renovate and expand the former License and Inspections Building at 1815 Marvin Griffin Road for Records Retention or another suitable location. www.augustaga.gov  Administrative Services Committee Meeting 9/28/2016 1:20 PM 2016 - Recreation Food Transport Van Department: Central Services - Fleet Management Division Presenter: Ron Crowden - Fleet Manager Caption: Approve the purchase of one prepared food transport van for the Augusta Recreation Department, Community Services, to support the Senior Nutrition Program. (Bid 16-165B) Background: The Augusta Recreation Department is requesting the purchase of one prepared food transport van to assist in their ongoing “Meals on Wheels” program. The need for this type of vehicle is critical due to the growing number of homebound senior citizens who are not able to support their nutritional needs on a daily basis. This new unit will assist the Department’s current fleet in providing nutritious meals to senior citizens Analysis: The Procurement Department published a competitive bid using the Demand Star application for nation-wide distribution. In addition, Fleet Management provided the contact information of two known venders produce this specialized type vehicle. It should be noted that bids were sent out on two different occasions for this vehicle. The results of the first bid showed no compliant bidders and the second bid showed the following results: Bid 16- 165B: McClarin Plastics, LLC/DBA Amtech Corp = $47,373.00. No other bids were received. Based on prices of the three existing vehicles that support this program we believe the price by McClarin Plastics is a competitively priced vehicle. Financial Impact: The food transport van will be purchased for $47,373 utilizing a Community Development Block Grant for $46,153.00 and the remaining balance will be drawn from the 2016 Capital Outlay account ($1,220). Alternatives: 1) Approve the request 2) disapprove the request Recommendation: Cover Memo Approve the acquisition of one prepared food transport van for the Item # 1  Augusta Recreation Department for $47,373.00. Funds are Available Community Development Block Grant: 221-07-3211/54.25310 in the Following Capital Outlay: 272-06-1110/54.25310 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 1  Attachment number 1 \nPage 1 Invitation To Re-Bid Sealed bids will be received at this office until Friday, August 5, 2016 @ 11:00 a.m. for furnishing: Re-Bid Item #16-165B Prepared Food Transport Van for Augusta Central Services Department – Fleet Management Division Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Re-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, 535 Telfair 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 Tuesday, July 26, 2016 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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 placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Item # 1  Attachment number 2 \nPage 1 OFFICIAL Re-Bid Opening Re-Bid Item #16-165B Prepared Food Transport Van for Augusta, Georgia - Fleet Management Department Re-Bid Due: Friday, August 5, 2016 at 11:00 a.m. Total Number Specifications Mailed Out: 12 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 1 Total Noncompliant: 0 McClarin Plastics DBA AMTECH VENDORS 180 East Jones Road Wapato, WA 98951 Attachment B Yes 472615311/ E-Verify Number 230622 SAVE Form Yes FOOD TRANSPORT VAN: Year 2016 Make Ford Model XL FOOD SERVICE SYSTEM: Year 2016 Make TC Series Model Mealstar BID PRICE $47,373.00 9.00 OPTIONAL ITEMS: 9.01 110/220 VOLT $1,500.00 PLUG IN 9.02 ADD SET OF RACKS $160.00 WITH SUPPORTS PROPOSED 10 - 12 weeks DELIVERY Item # 1 Page 1 of 1 Attachment number 3 \nPage 1 Item # 1 Attachment number 3 \nPage 2 Item # 1  Attachment number 4 \nPage 1 Superior Custom Designs Inc. Amtech Corp/Mobile Advantage Div National Truck Sales Attn: Sales Attn: Jay Goldsby Attn: Sales 42 Allegheny Square, 180 East Jones Road 82 Hampton Street Glassport, PA 15045 Wapato, WA 98951 McDonough, GA 30253 Allan Vigil Ford Gerald Jones Ford ReeferTek USA, Corp. Attn: Bob Burtner Attn: Fleet Sales Attn: Sales 6790 Mt. Zion Blvd. 3480 Wrightsboro Road 133 Lincoln Ave., Suite 2 P.O. Box 100001 Augusta, GA 30919 Bronx, NY 10454 Morrow, GA 30260 Nationwide Auto Group Masters of Augusta – GMC Delivery Concepts Central Attn: Sales Attn: Buick– Frank Ward Attn: Sales 917 US Highway 130 Attn: GMC – Bernard Hughes 155 Covington Drive East Windsor, NJ 08520 3710 Washington Road Bloomingdale, IL 60108 Martinez, Ga 30907 Delivery Concepts East Cushman Vending Trucks Attn: Gary Sample Attn: Sales Attn: Sales 1012 NC Hwy 210 W 1451 Marvin Griffin Road 5 Litchfield Rd Hampstead, NC 28443 Augusta, GA 30906 East Brunswick, NJ 08816 Tamlar Walton Russell Sanders Ron Crowden DBE/Compliance Dept. Fleet Management Fleet Management Re-Bid Item #16-165B Re-Bid Item #16-165B Prepared Food Transport Van Prepared Food Transport Van For Fleet Department For Central Services-Fleet Department Item # 1 Mailed Out July 19, 2016 Bid Due: Fri., 08/05/16 @ 11:00 a.m.  Administrative Services Committee Meeting 9/28/2016 1:20 PM 2016 - Utilities Pumps Department: Central Services Department-Fleet Management Division Presenter: Ron Crowden Caption: Approve the purchase of five (5) 4-inch bypass pumps for the Utilities Department-Facilities Maintenance Division to be used at sewage lift stations using the GMA lease program. Background: The Utilities Department-Facilities Maintenance Division would like to request the purchase of five (5) bypass pumps for sewage lift stations throughout the county in case of a power outage. Lift stations are required in certain areas of the county where there is a severe elevation difference in the sewage line grade. The lift stations are equipped with electrical pumps that lift the sewage from the lower elevation to the higher elevation for a continuous flow of the sewage through the line. When there is a power outage at the lift station, the sewage flow is stopped, backed up, and has the potential for spillover. Currently, the division has to pull their only bypass pump to that location, hook it up, and rectify the disrupted flow by manually pumping the sewage from the lower line to the higher line. The possibility for multiple power outages is present. The new additional pumps would be placed with one at each station and to be ready should there be a power disruption. These units would greatly assist in eliminating any major spillover problems therefore saving costly time and money for the department. Analysis: The Utilities Department has requested to utilize the federal General Services Administration (GSA) bid program for this purchase. The GSA bid program is a federal sponsored program allowing various businesses across the nation to bid on selective items to be utilized by federal and city governmental entities. The low bid for this type pump was awarded to Thompson Pump Manufacturing Company, bid award number GS-07F-0140, as indicated by the attached paperwork. The vendor has also credited the department an additional 15% price discount for the quantity sale of 5 pumps. We have attached the competitor’s price forCover theirMemo similar class pump for comparison purposes. Please see Item # 2  attachments Financial Impact: The cost of the pumps is $33,090.50 each for a total of $165,452.50. Funding for the procurement of these pumps will be through the GMA lease program for 60 months with 5 annual payments of $33,090.50 each. Alternatives: 1. Approve the purchase of 5 bypass pumps. 2. Do not approve the request. Recommendation: Approve the acquisition of 5 bypass pumps for the Utilities Department-Facilities Maintenance Division for a total of $165,452.50. Funds are Available in the Following GMA Lease Program: 631-10-1110/54.99631 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 2 Attachment number 1 \nPage 1 Item # 2 Attachment number 1 \nPage 2 Item # 2 Attachment number 1 \nPage 3 Item # 2 Attachment number 1 \nPage 4 Item # 2 Attachment number 1 \nPage 5 Item # 2 Attachment number 1 \nPage 6 Item # 2 Attachment number 1 \nPage 7 Item # 2 Attachment number 1 \nPage 8 Item # 2 Attachment number 1 \nPage 9 Item # 2 Attachment number 1 \nPage 10 Item # 2  Administrative Services Committee Meeting 9/28/2016 1:20 PM 2017 Annual Action Plan Department: Housing and Community Development Presenter: Hawthorne E. Welcher, Jr. and Shawn L. Edwards Caption: Request to approve by Resolution the FY 2017 Annual Action Plan for the following programs funded by the U.S. Department of Housing and Urban Development (HUD): Community Development Block Grant (CDBG) Program, Home Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG) Program, Housing Opportunities for Persons with AIDS (HOPWA) Program. Background: In order to fulfill statutory and regulatory requirements mandated by the U.S. Department of Housing and Urban Development with regard to the FY2017 Annual Action Plan, the City of Augusta, Georgia is required to make available for public comment the FY2017 Annual Action Plan that provides the jurisdiction an opportunity to review the City of Augusta’s Housing and Community Development Department’s local strategy to address needs in the areas of community development, economic development, affordable housing and homelessness. This proposal includes an Annual Action Plan for 2017 with a budget that includes proposed funding allocations for the Community Development Block Grant ($1,675,892), HOME ($719,023), ESG ($152,133), HOPWA ($1,048,948) and Program Income from loan repayments (CDBG & HOME). Analysis: If approved by the Augusta – Richmond County Commission, the Housing and Community Development Department will be capable of funding these projects in accordance with the submission of the FY2017 Annual Action Plan to the U. S. Department of Housing and Urban Development (HUD). Careful and serious consideration has been given to these projects suggested by citizens. Financial Impact: If approved by the Augusta – Richmond County Commission, theMemo Cover 2017 Annual Action Plan will allow for the Housing and Item # 3  Community Development Department to continue to provide funding of needed services and housing projects for low- to moderate-income households throughout the City of Augusta, Georgia. Alternatives: None Recommended. Recommendation: Accept the FY2017 Annual Action Plan by Resolution at the conclusion of the thirty (30) day public comment period (end at 12:noon 10/14/16). Funds are Available in the Following N/A Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3  Administrative Services Committee Meeting 9/28/2016 1:20 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on September 13, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4 Attachment number 1 \nPage 1 Item # 4 Attachment number 1 \nPage 2 Item # 4 Attachment number 1 \nPage 3 Item # 4  Administrative Services Committee Meeting 9/28/2016 1:20 PM Random Drug Testing Department: Clerk of Commission Presenter: Caption: Receive a report from the Clerk's Office regarding the policies for random drug testing procedures used by other Georgia cities. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 5 Attachment number 1 \nPage 1 Item # 5 Attachment number 1 \nPage 2 Item # 5 Attachment number 1 \nPage 3 Item # 5 Attachment number 1 \nPage 4 Item # 5 Attachment number 1 \nPage 5 Item # 5 Attachment number 1 \nPage 6 Item # 5 Attachment number 1 \nPage 7 Item # 5 Attachment number 1 \nPage 8 Item # 5 Attachment number 1 \nPage 9 Item # 5 Attachment number 1 \nPage 10 Item # 5 Attachment number 1 \nPage 11 Item # 5 Attachment number 1 \nPage 12 Item # 5 Attachment number 1 \nPage 13 Item # 5 Attachment number 1 \nPage 14 Item # 5 Attachment number 2 \nPage 1 Item # 5 Attachment number 2 \nPage 2 Item # 5 Attachment number 2 \nPage 3 Item # 5 Attachment number 2 \nPage 4 Item # 5 Attachment number 2 \nPage 5 Item # 5 Attachment number 2 \nPage 6 Item # 5 Attachment number 2 \nPage 7 Item # 5 Attachment number 2 \nPage 8 Item # 5 Attachment number 2 \nPage 9 Item # 5 Attachment number 2 \nPage 10 Item # 5 Attachment number 2 \nPage 11 Item # 5 Attachment number 2 \nPage 12 Item # 5 Attachment number 2 \nPage 13 Item # 5 Attachment number 2 \nPage 14 Item # 5 Attachment number 2 \nPage 15 Item # 5 Attachment number 2 \nPage 16 Item # 5 Attachment number 2 \nPage 17 Item # 5 Attachment number 3 \nPage 1 Item # 5 Attachment number 3 \nPage 2 Item # 5 Attachment number 3 \nPage 3 Item # 5 Attachment number 3 \nPage 4 Item # 5 Attachment number 3 \nPage 5 Item # 5 Attachment number 3 \nPage 6 Item # 5 Attachment number 3 \nPage 7 Item # 5 Attachment number 3 \nPage 8 Item # 5 Attachment number 3 \nPage 9 Item # 5 Attachment number 3 \nPage 10 Item # 5 Attachment number 3 \nPage 11 Item # 5 Attachment number 3 \nPage 12 Item # 5 Attachment number 3 \nPage 13 Item # 5 Attachment number 3 \nPage 14 Item # 5 Attachment number 3 \nPage 15 Item # 5 Attachment number 3 \nPage 16 Item # 5 Attachment number 3 \nPage 17 Item # 5 Attachment number 3 \nPage 18 Item # 5 Attachment number 3 \nPage 19 Item # 5 Attachment number 3 \nPage 20 Item # 5 Attachment number 4 \nPage 1 Item # 5 Attachment number 4 \nPage 2 Item # 5 Attachment number 4 \nPage 3 Item # 5 Attachment number 4 \nPage 4 Item # 5 Attachment number 4 \nPage 5 Item # 5 Attachment number 4 \nPage 6 Item # 5 Attachment number 4 \nPage 7 Item # 5 Attachment number 4 \nPage 8 Item # 5 Attachment number 4 \nPage 9 Item # 5 Attachment number 4 \nPage 10 Item # 5 Attachment number 4 \nPage 11 Item # 5 Attachment number 4 \nPage 12 Item # 5 Attachment number 4 \nPage 13 Item # 5 Attachment number 4 \nPage 14 Item # 5 Attachment number 4 \nPage 15 Item # 5 Attachment number 4 \nPage 16 Item # 5 Attachment number 4 \nPage 17 Item # 5 Attachment number 4 \nPage 18 Item # 5 Attachment number 4 \nPage 19 Item # 5 Attachment number 4 \nPage 20 Item # 5 Attachment number 4 \nPage 21 Item # 5 Attachment number 4 \nPage 22 Item # 5 Attachment number 4 \nPage 23 Item # 5 Attachment number 4 \nPage 24 Item # 5 Attachment number 4 \nPage 25 Item # 5 Attachment number 4 \nPage 26 Item # 5 Attachment number 4 \nPage 27 Item # 5 Attachment number 4 \nPage 28 Item # 5 Attachment number 4 \nPage 29 Item # 5 Attachment number 4 \nPage 30 Item # 5 Attachment number 4 \nPage 31 Item # 5 Attachment number 4 \nPage 32 Item # 5 Attachment number 4 \nPage 33 Item # 5 Attachment number 4 \nPage 34 Item # 5 Attachment number 4 \nPage 35 Item # 5  Administrative Services Committee Meeting 9/28/2016 1:20 PM Records Retention Presentation Update Department: Central Services - Facilities Presenter: Takiyah A. Douse Caption: Approve continued in-house Records Retention and Management and utilize SPLOST VII funding designated for Records Retention to renovate and expand the former License and Inspections Building at 1815 Marvin Griffin Road for Records Retention or another suitable location. Background: Augusta is required by statute to retain Government and legal documents. The length of time they are required to be retained varies, but many must be held in perpetuity. The quantity of documents stored increases constantly. Analysis: The current Records Retention Center is over capacity and additional storage is required to meet our legal obligation. The proposed solution provides for current and future needs for approximately 15 years. Financial Impact: Financial Impact of this project is $2,150,000 in SPLOST VII set aside for this purpose. Alternatives: No action means that critical records and documents will not be properly cataloged and stored. Recommendation: Approve continued in-house Records Retention and Management and utilize SPLOST VII funding designated for Records Retention to renovate and expand the former License and Inspections Building at 1815 Marvin Griffin Road for Records Retention or another suitable location. Funds are Available in the Following Funds are available in SPLOST VII Accounts: Cover Memo Item # 6 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 6