Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber - 10/11/2016 ATTENDANCE: Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman; Lockett and Davis, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Approve award of the contract to install emergency generator connectors at Item Warren Road Community Center and Henry Brigham Community Center to Action: Data Power Source (DPS) of Covington, GA in the amount of $119,650. (Bid Approved Item 16-187) Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 4- Mary Davis William Lockett 0. 2. Motion to approve the minutes of the Administrative Services Committee held Item on September 28, 2016. Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 4- William Lockett Mary Davis 0. 3. Receive as information the layout and content of the proposed dedication plaque Item for the Augusta Public Defender’s Office. Action:  Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 4- Dennis Williams Mary Davis 0. www.augustaga.gov  Administrative Services Committee Meeting 10/11/2016 1:15 PM Attendance 10/11/16 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Invitation to Bid Sealed bids will be received at this office until Tuesday, June 21, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-187 Install Emergency Generator Connectors for Recreation, Parks and Facilities Department 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 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. A Mandatory Pre Bid Conference will be held on Friday, June 3, 2016 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Mandatory Site Visit will follow. 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, June 7, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. A 10% Bid Bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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 Publish: Augusta Chronicle May 12, 19, 26, June 2, 2016 Metro Courier May 18, 2016  OFFICIAL Bid Opening Bid Item #16-187 Install Emergency Generator Connectors for Augusta, Georgia - Recreation, Parks & Facilities Department Bid Due: Tuesday, June 28, 2016 at 11:00 a.m. Total Number Specifications Mailed Out: Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: 1 Total packages submitted: 1 Total Noncompliant: 0 DPS-Infrastructure Monitoring Systems, Inc. DBA: DATA POWER SOURCE VENDORS 11187 Bob Williams Pkwy Covington, GA 30014 Attachment B Yes E-Verify Number 52771 Addendum 1-2 Yes 1-Original Yes 4-Copies Yes SAVE Form Yes Bid Bond Yes Pricing Bid Amount Henry Brigham Community Center 74,650.00 Warren Road Community Center 44,700.00 Diamond Lakes Community Center 69,475.00 Carrie J. Mays Community Center 53,200.00 Bernie Ward Community Center 79,230.00 McBean Community Center 47,400.00 W.T. Johnson Community Center 43,400.00 Sandhills Community Center 31,350.00 Henry Brigham Senior Center 28,550.00 Page 1 of 1  /- -''/L--4.- Central Senrices Department Takiyah A. Douse, Direcror Facilities Division Lonnie Wimbedy, Deputy Director 2760Peach Orchard Road, Augusta GA 30906 Rick Acree, Facilities Manager Q 06) 821-2426 Phone (706)799 -5077 Fax MEMORANDUM TO: Mrs. Geri Sams, Director - Procurement Department THROUGH, ;2 Mr. Lonnie Wimberly, Deputy Director, Facilities f*rr. Takiyah Douse, Director, Gentral Services DATE: July 7,2016 SUBJECT: Bid ltem #16-187lnstall Emergency Generator Connections Ms. Sams: The proposals for the referenced RFP were received on 0612812016. We received one responsive bid. The total bid for all nine items exceeded the stated budget for the project. However, the intent of the project was to provide connections for as many locations as the allocated finds would permit. The projects were listed on the bid form in the order of priority for completion. The total for installing connections for the top three projects comes to $188,825 which is within the budget limit. Should the Commission elect to increase the funding, we can use the bid numbers to adjust the scope of the project accordingly. We respectfully request approval to negotiate a contract with DPS to install connections at Henry Brigham Community Center, Warren Road Community Center, and Diamond Lakes Community Center. Thank you for your assistance in securing this pricing. PIease do not hesitate to call if you have any questions or need additional clarification. Cc: Lonnie Wimberly Takiyah Douse Glenn Parker r.:i ii t i_. ril.- i- '- :i. t:l ;, '. I  Administrative Services Committee Meeting 10/11/2016 1:15 PM Emergency Generator Connections Department: Central Services - Facilities Presenter: Takiyah A Douse Caption: Approve award of the contract to install emergency generator connectors at Warren Road Community Center and Henry Brigham Community Center to Data Power Source (DPS) of Covington, GA in the amount of $119,650. (Bid Item 16-187) Background: The Augusta Commission has expressed interest in preparing Augusta locations, designated by the Red Cross as emergency shelters, to be ready for connection of emergency generators in the event of widespread power outages. Invitation to Bid (ITB) 16- 187 was issued to obtain pricing for installing connections at all designated shelters. One responsive bid was received from DPS. Analysis: There are ten Augusta buildings designated by the Red Cross for use as emergency shelters. Two, May Park Community Center and Blythe Community Center have already been prepared for generator connections. In addition to the designated emergency shelters, staff was requested to obtain pricing for providing connections to the Henry Brigham Senior Center. The ITB was issued with each location to be bid as a standalone project allowing the Commission to select a combination of locations of their choosing. The bid prices for the various locations are as follows: •Henry Brigham Community Center $ 74,650 •Warren Road Community Center $ 44,700 •Diamond Lakes Community Center $ 69,475 •Carrie J Mays Community Center $ 53,200 •Bernie Ward Community Center $ 79,230 •McBean Community Center $ 47,400 •W.T. Johnson Community Center $ 43,400 •Sand Hills Community Center $ 31,350 •Henry Brigham Senior Center $ 28,550 TOTAL FOR ALL LOCATIONS $ 471,955 The Commission set aside $200,000 in current year capital for this project. The Fire Department issued an ITB to purchase a small trailer mounted generator that would supply a portion of the demand for one of these shelters should the need arise. The low bid was in the amount of $85,346.17 with the intent to purchase the generator using this same funding source. The Fire  Department has submitted a companion agenda item for that purchase, which is on this Commission Committee cycle. Purchase of the generator reduces the amount available for installation of the connections to $114,653.83. This would allow for installations at just a couple centers. We recommend installing emergency generator switchgear at Henry Brigham and Warren Road Community Centers. These two locations, when added to installations already in place at May Park and Blythe, provide at least one Designated Emergency Shelter with generator connections accessible to most parts of Augusta. The combined price for installation at Warren Road and Henry Brigham is $119,650. Recreation and Parks has identified funding in the amount of $4,996.17 in their allocation from SPLOST VI to cover the additional necessary to complete this project. Financial Impact: The financial impact for the recommended installations at Warren Road and Henry Brigham Community Centers is $119,650. Alternatives: 1.Approve award of contract to install emergency generator connectors at Warren Road Community Center and Henry Brigham Community Center to Data Power Source (DPS of Covington, GA in the amount of $119,650. 2.Award a different combination of centers. 3.Reject the bids. Recommendation: Approve award of contract to install emergency generator connectors at Warren Road Community Center and Henry Brigham Community Center to Data Power Source (DPS of Covington, GA in the amount of $119,650. Funds are Available in the Following Current Year Capital and SPLOST VI Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission  Administrative Services Committee Meeting 10/11/2016 1:15 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on September 28, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 10/11/2016 1:15 PM Public Defender Dedication Plaque Department: Central Services - Facilities Presenter: Takiyah A. Douse Caption: Receive as information the layout and content of the proposed dedication plaque for the Augusta Public Defender’s Office. Background: Earlier this summer, the Commission adopted a policy to recognize the completion of a new installation, building, or major renovation to an existing building as an event of importance to the community the Augusta Commission approved a policy establishing guidelines for dedication plaques for major building or renovation projects. The renovation of the former public library to provide offices for the Augusta Public Defender will be completed later this year. In accordance with the adopted policy, we are commemorating the completion of this project with a dedication plaque. Analysis: The proposed dedication plaque will be installed in addition to the original plaque installed when the construction of the building was initially completed. The new plaque design is consistent with the original by intent. Financial Impact: None at this time Alternatives: Receive as information the layout and content of the proposed dedication plaque for the Augusta Public Defender’s Office. Recommendation: Receive as information the layout and content of the proposed dedication plaque for the Augusta Public Defender’s Office. Funds are Available in the Following None at this time Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission