Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber - 1/10/2017 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. ADMINISTRATIVE SERVICES 1. Approve a 1-year extension of the existing fleet maintenance contract with First Item Vehicle Services. Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve with the Central Services Director reporting back in Commissioner six months with Commissioner Approve Andrew Passes information concerning the Mary Davis Jefferson feasibility of bringing the operation back in-house. Motion Passes 4-0. 2. Motion to approve Fair Chance/ Hiring Policy commonly known as "Ban-the- Item Box" in accordance with action(s) taken by the Commission in its regular Action: meeting held on December 20, 2016. Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Ms. Davis votes No. Passes Andrew Jefferson Dennis Williams Motion Passes 3-1. 3. Approve award for coating of the metal roofs at the Fleet Maintenance Facilities Item  on Broad Street and Tobacco Road to Horizon Roofing of Monroe, Georgia in Action: the total amount of $80,000.00. (Bid Item 16-245) Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 4- Mary Davis Dennis Williams 0. 4. Motion to approve Housing and Community Development Department’s Item contract procedure relative to authorization of agreements/contracts/HUD Action: forms for the various federal programs administered by the Department for Rescheduled program/calendar year 2017. Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to refer this Commissioner item back to the next Commissioner Defer Andrew Passes committee meeting. Mary Davis Jefferson Motion Passes 4-0. 5. Motion to approve Housing and Community Development Department’s Item (HCDs) use of the same procedure (as 2016) relative to authorization Action: of agreements/contracts/task orders for the Laney Walker/Bethlehem Approved Redevelopment Project and the Hyde Park/Wilkerson Gardens Drainage Improvement Project for program/calendar year 2017. Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Mr. M. Williams Commissioner Commissioner Defer Passes votes No. Dennis Williams Andrew Jefferson Motion Passes 3-1. 6. Motion to approve the minutes of the Administrative Services Committee held Item on December 13, 2016. 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 Andrew Jefferson 0. www.augustaga.gov  Administrative Services Committee Meeting 1/10/2017 1:10 PM Attendance 1/10/17 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 1/10/2017 1:10 PM 2016- Contract Extension for 2017 Department: Central Services Department - Fleet Management Division Presenter: Ron Crowden Caption: Approve a 1-year extension of the existing fleet maintenance contract with First Vehicle Services. Background: First Vehicle Services has been providing a full maintenance service contract for Augusta since 2003. Contracts are entered into for a period of 3 years with the ability to extend the contract for a period of 1 year for a total of 2 years before a new RFP is published. Central Services Director has been working on identifying under-utilized vehicles and equipment and removing them from the Augusta Contract resulting in a reduction of cost. This effort is consistent with the guidance from the Administrator. First Vehicle Services was provided a list of vehicles and equipment that were to be removed from the Contract and asked to provide Augusta a revised Contract Cost for the extension period. The reduction is $167,393.11) from the original proposal of $3,125,056. Analysis: The original proposal for 2017 was $3,125,056.00, with an adjusted reduction of $167,393.11 will result in a proposed extension cost of $2,957,662.89 for 2017. Please see the attached proposal. Financial Impact: Positive impact for Departments. The current 2017 budget supports the original extension proposal of $3,125,000. Alternatives: (1) Approve the request; (2) Do not approve the request. Recommendation: Approve the extension for 1-year of the fleet maintenance contract for $2,957,662.89. Funds are Available in the Following 2017 approved budget. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Fair Chance (Ban the Box) 10.0 #6 January 5th 2017 1. POLICY SUMMARY Augusta Georgia is committed to a hiring policy that affords individuals with a criminal background the opportunity to be considered for employment without compromising the values or safety concerns of Augusta, Georgia and its citizens. Unless the requirements for a position preclude hiring an applicant due to a criminal conviction, Augusta will not inquire about an applicant’s criminal convictions until after the applicant is considered to be a finalist for the position or a conditional offer of employment is extended. An audit of the application of this Policy will be conducted periodically, but no less than annually, in order to determine whether this Policy is being applied in a manner that does not adversely impact any demographic group. 2. POLICY STATEMENT: It is the policy of Augusta, Georgia to inquire about and conduct a background investigation, criminal and otherwise, of any individual who is a finalist for selection, either for a new or for a different position or volunteer assignment. Generally, this inquiry will not be made until the applicant is considered to be a finalist for the position. Arrest records will not be considered in employment decisions. Augusta Georgia will not inquire into an applicant’s criminal background during the initial or preliminary application process and the employment application will not make any inquiry about the applicant’s criminal background, unless the requirements for a position preclude hiring an applicant due to a criminal conviction. For positions whose requirements do not preclude hiring an applicant with a criminal conviction, when an applicant is considered by the hiring manager to be a finalist for a position, Augusta, Georgia’s Human Resources Department will ask the applicant about his/her criminal background. The existence of a criminal background will not automatically disqualify an applicant from continuing consideration. Rather, if a criminal background exists, Augusta, Georgia’s Human Resources Department will initially make a determination as to whether the position for which the individual applied requires an occupational licensing or certification requirement that is denied to individuals with criminal convictions by federal or state laws or regulation. In such a situation a conviction will disqualify an individual (“targeted exclusion”) and the application will be rejected. Alternatively, if a targeted exclusion is not applicable, the Human Resources Department will make an individualized assessment of the relevance of the criminal record to the duties and responsibilities of the position, and will afford the applicant an opportunity to explain the circumstances that led to the conviction and present any mitigating factors. Based upon the results of the individualized assessment the Human Resources Department will make a determination as to whether to reject the applicant, or to continue with the hiring application process. If following the individualized assessment Human Resources determines that the candidate should be rejected, that determination will be reviewed by the EEO/Compliance department)”EEO”). If EEO agrees with Human Resources' determination the candidate will be rejected and the hiring manager will be notified that the candidate can no longer be considered. If EEO disagrees with Human Resources' determination, then the two departments will attempt to resolve their disagreement. If they cannot resolve the disagreement it will be referred to the Administrator for a final determination. and to disclose and discuss the existence of the criminal conviction and the results of the individualized assessment with the hiring manager. Fair Chance (Ban the Box) 10.0 #6 January 5th 2017 For positions whose requirements preclude hiring an applicant with a criminal conviction, e.g., public safety or safety sensitive positions listed in the Procedures, Augusta Georgia will inquire into an applicant’s criminal background during the initial application process. The inquiry will be part of the demographic portion of the application and the response will be reviewed solely by Human Resources. For these positions a criminal conviction will disqualify an individual (“targeted exclusion”) and the application will be rejected. Any individual who during the application process misrepresents their criminal background will be subject to rejection of their application or discharge from employment. Individuals who apply to serve as volunteers for Augusta, Georgia programs may, depending upon the nature and responsibilities of the volunteer duties sought, be asked about their crimination convictions and subjected to a background investigation as part of the application approval process. All Augusta, Georgia employees or volunteers are required to report to their immediate supervisor any arrest(s), indictment(s) and/or criminal conviction(s) by the next business day. Convictions will be subjected to the same analysis as in the application process and may result in corrective action or discharge. The underlying facts relating to an arrest may result in corrective action or discharge. Under no circumstances may an employee be in paid status while incarcerated, including Sheriff and Fire Department personnel. Under the direction of the General Counsel an audit of the application of this Policy will be conducted periodically, but no less than annually, in order to determine whether this Policy is being applied in a manner that does not adversely impact any demographic group. 3. COMPLIANCE RESPONSIBILITIES Human Resources is responsible for this policy and has the authority to implement the policy. The Human Resources Director may apply appropriate interpretations to administer and clarify the policy provided that the interpretations do not result in substantive changes to the underlying policy. 4. PROCEDURES TO IMPLEMENT POLICY Human Resources may develop procedures or other supplementary information to support the implementation of this policy. Such supporting documentation requires the approval of the Administrator. 5. APPLICABILITY This Policy is applicable to…. 6. DEFINITIONS Individualized Assessment - The nature and gravity of the offense; when the offense occurred and the individual’s subsequent record and experience; and the nexus that the conviction has to the duties and responsibilities of the position. Fair Chance (Ban the Box) 10.0 #6 January 5th 2017 Targeted Exclusions - Positions which require an occupational license or certification requirement that is denied to individuals with criminal convictions by federal or state laws or regulations. 7. REVISION HISTORY This policy was implemented….  Administrative Services Committee Meeting 1/10/2017 1:10 PM Ban-the-Box Policy Department: Presenter: Administrator Caption: Motion to approve Fair Chance/ Hiring Policy commonly known as "Ban-the-Box" in accordance with action(s) taken by the Commission in its regular meeting held on December 20, 2016. Background: The Commission tasked the Administrator to develop a Ban-the- Box Policy for Augusta, GA in accordance with the State of Georgia, Cities of Atlanta, Columbus, Macon-Bibb policies and the National Employment Law Project. 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 Thursday, November 3, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-245 Coating for Metal Roofs at Augusta Fleet Maintenance Facility for Augusta Central Services Department – Facilities 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 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, October 14, 2016 @ 10:00 a.m. in the Procurement Department, 535 Telfair 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 Tuesday, October 18, 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 Publish: Augusta Chronicle September 22, 29, October 6, 13, 2016 Metro Courier September 28, 2016  OFFICIAL Bid Item #16-245 Coating for Metal Roofs at Augusta Fleet Maintenance Facility for Augusta, Georgia - Central Services Department-Facilities Bid Date: Thursday, November 3, 2016 @ 11:00 a.m. Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 5 Total Electronic Notifications (Demandstar): 35 Mandatory Pre-Bid Conference: 15 Total packages submitted: 3 Total Noncompliant: 1 Bone Dry Roofing Horizon Roofing Depend A Coat Vendors 120 Ben Burton Rd 1557 S Broad St 4116 Columbia Rd Bogart, GA 30622 Monroe, GA 30655 Martinez, GA 30907 Attachment B Yes Yes Yes E-Verify Number 230110 1124455 1138554 SAVE Form Yes Yes Yes Addendum 1 No Yes Yes 1 Original Yes Yes Yes 4 Copies No Yes Yes 1580 Broad Street Non-Compliant $52,000.00 $142,405.00 Bid Price Project Duration 3 weeks 2-3 weeks Uniflex Ruberized Coat Manufacturer Uniflex Silicon Roof & System Name Coating 2314 Tobacco Road Non-Compliant $28,000.00 $73,663.00 Bid Price Project Duration 2 weeks 1-2 weeks Uniflex Coat Manufacturer Uniflex Silicon Roof & System Name Coating Page 1 of 1  Administrative Services Committee Meeting 1/10/2017 1:10 PM Fleet Management Roof Coating Department: Central Services - Facilities Presenter: Takiyah A. Douse Caption: Approve award for coating of the metal roofs at the Fleet Maintenance Facilities on Broad Street and Tobacco Road to Horizon Roofing of Monroe, Georgia in the total amount of $80,000.00. (Bid Item 16-245) Background: The roofs on the Fleet Maintenance Facilities located on Broad Street and Tobacco Road have both been in place for well over 30 years and have been leaking in a number of locations. Invitation to Bid (ITB) 16-245 was issued to obtain pricing for coating the existing metal roof with a silicone material to prevent leaks. Bids were received on November 3, 2016 . Analysis: Horizon Roofing of Monroe, Georgia submitted the low bid of $52,000 for the Broad Street location and $28,000 for the shop on Tobacco Road. The total for both is $80,000. The bid price submitted is in line with the anticipated costs for these items. Financial Impact: The cost of the of coating for both locations is $80,000. Alternatives: 1. Approve award for coating of the metal roofs at the Fleet Maintenance Facilities on Broad Street and Tobacco Road to Horizon Roofing of Monroe, Georgia in the total amount of $80,000.00. 2. Do not approve the purchase. Recommendation: Approve award for coating of the metal roofs at the Fleet Maintenance Facilities on Broad Street and Tobacco Road to Horizon Roofing of Monroe, Georgia in the total amount of $80,000.00 Funds are Available This project is funded through SPLOST VII funding designated in the Following for Fleet Management. Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission  Commission Meeting Visual for Contract Process Date Grant Deadline to Funds from Prior 1.5 Threshold to Amount to Spend Days to Meet Grant Amount Program Income Received Meet 1.5 Year Meet to Meet 1.5 1.5 2010 5/17/2010 10/31/2010 $ 2,448,329.00 $ 2,706,197.44 $ 158,520.13 $ 3,672,493.50 $ 1,640,553 167 2011 7/13/2011 10/31/2011 $ 2,040,442.00 $ 2,952,261.31 $ 155,106.58 $ 3,060,663.00 $ 2,087,147 110 2012 5/4/2012 10/31/2012 $ 1,723,227.00 $ 2,708,067.61 $ 208,652.49 $ 2,584,840.50 $ 2,055,107 180 2013 9/6/2013 10/31/2013 $ 1,758,771.00 $ 2,025,141.53 $ 486,761.47 $ 2,638,156.50 $ 1,632,518 55 2014 6/30/2014 10/31/2014 $ 1,703,221.00 $ 1,494,363.89 $ 455,526.48 $ 2,554,831.50 $ 1,098,280 123 2015 6/24/2015 10/31/2015 $ 1,689,993.00 $ 2,429,043.28 $ 125,008.22 $ 2,534,989.50 $ 1,709,055 129 2016 9/7/2016 10/31/2016 $ 1,675,892.00 $ 1,886,200.51 $ 191,119.49 $ 2,513,838.00 $ 1,239,374 54 According to 24 CFR 570.902, HUD grantees cannot have more than 1.5 times their current grant amount in their line of credit 60 days before the end of the Program Year. Program Years run from Jan. 1- Dec. 31. this means that grantees must meet their 1.5 threshold no later than Oct. 31 Funds are subject to any Program Income that the grantee received throughout the Program Year $2,500,000 Chart Title Series1 $2,000,000 Dollar Amount 180 $1,500,000 167 $2,087,147 $2,055,107 123 129 Series2 $1,000,000 $1,632,518 110 $1,709,055 $1,640,553 $1,098,280 $1,239,374 $500,000 55 54 $- 2010 2010 2011 2011 2012 2012 2013 2013 2014 2014 2015 2015 2016 2016 PY Years Number of Submit to Admin Receive Commission Clerk of Total Number of Days to Novus Services Administrator's Legal Department Administrator Mayor Returned Meeting Commission Days Complete Agenda Meeting Letter Commission Approval Process1 12/12/2016 1/10/2017 1/17/2017 1/23/2017 1/24/2017 1/31/2017 2/7/2017 2/28/2017 3/7/2017 85 Current 2 Process 1/3/2017 1/10/2017 1/17/2017 2/14/2017 2/21/2017 49 Notes: 1 . This is a very rough estimate of the process. Allows for one week between departments for signatures. Allows for additional time for Mayor's signature. 2. This is a very rough estimate of the process. It removes going before Commission with each contract. Allow's for additional time for Mayor's signature 3. Neither takes into account the time for the Subrecipients to have their Board Members sign the contracts and return to us. Commission Meeting Visual for Contract Process  Administrative Services Committee Meeting 1/10/2017 1:10 PM Housing and Community Development Department’s (HCDs) Federal Contract/Agreement Procedure for 2017 Department: Housing and Community Development Department Presenter: Mr. Hawthorne Welcher, Jr.- Director Caption: Motion to approve Housing and Community Development Department’s contract procedure relative to authorization of agreements/contracts/HUD forms for the various federal programs administered by the Department for program/calendar year 2017. Background: Each year the City receives Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnership (HOME), and Housing Opportunities for Persons with AIDS (HOPWA), Neighborhood Stabilization Program (NSP 1 and 3), Supportive Housing Program (SHP), Continuum of Care Program (CoC) funds from the U. S. Department of Housing and Urban Development. These funds are used to fund agencies and projects to assist low to moderate income persons and revitalize low-income neighborhoods. The Augusta Housing and Community Development Department (AHCD) annually solicits proposals from agencies and develops CDBG, ESG, HOME and HOPWA budgets which are incorporated into the City’s Annual Action Plan that is presented to the Augusta Commission for approval. To carry out the projects presented in the Action Plan, HUD requires the City to have agreements with each agency that is to be funded. If a project involves construction, a construction contract and/or professional service contracts may also be required. HUD regulations require grantees to meet a federally mandated spend-down threshold (Timeliness Standard). It is calculated by HUD each year at the end of October. Unfortunately, Congress’ failure to approve a federal budget in a timely manner for its entitlement communities to receive grant agreements early in the year is not an acceptable reason for failing to meet this expenditure requirement. To facilitate the execution of agreements/contracts, we are proposing the following Agreement/Contract Execution Procedure for the Housing and Community Department for Program Year 2017: The Mayor be given authorization to execute all necessary grant agreements (wherein 1 City of Augusta signature is requested)  relative to the approved Consolidated Plan/Annual Action Plan and other federal programs stated above as required by HUD; The Mayor, City Administrator, and Director of AHCD will be given authorization to execute all the necessary agency grant agreements and contracts required to implement the Consolidated Plan/Annual Action Plan as approved by the Commission. All agreements, forms, and/or certifications, unless specified on HUD generated or other federally generated documents which requires only the Mayor’s signature, will require the signatures of all 3 parties. All City of Augusta Procurement Policies will be complied with and acknowledgement given by the appropriate staff of the Procurement Department. Analysis: The current process was approved initially by the Augusta Commission in January 2016 and has worked well. Thus, we seek your approval to continue in program/calendar year 2017. Financial Impact: The City receives funding from the US Housing and Urban Development Department on an annual basis. Last year's HUD agreements granted the City the use of CDBG funds in the amount of $1,675,892.00, HOME Investment Partnership funds in the amount of $719,023.00, Emergency Solutions Grant funds in the amount of $152,133.00, Housing Opportunities for Persons With HIV/AIDS funds in the amount of $1,048,948.00 and Continuum of Care funding in the amount of $184,475.00 Alternatives: Do not approve the process. Recommendation: Approve contract procedure for Authorization of Agreements/Contracts for the Housing and Community Development Department for calendar Year 2017. Funds are Available in the Following Funds are available in the respective HUD Program Accounts. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Laney Walker/Bethlehem Project -- Contract Services Review Impact of Expanding Contractual Contract Type Current Process & Procedures Approval Timeline to include City Commission Review Approval Pre Development Services: Each of the services outlined in this category are time sensitive Potential loss of sales because of increased time to engage any of  Architecture/Engineer, and have direct impact on our ability to initiate the start of our pre-approved service providers; The prospective homeowner’s building new homes. Most of our new homebuyer interest is reliance on the City’s political process poses an uncertain outcome  Survey, generated by pre-sales; as a result we must have the ability to of accepting or rejecting their offer to purchase. The Commission  Project Management, quickly engage our pre-approved pool of architects, engrs. etc. to review and approval/denial process would prevent us from  Branding & Marketing. respond to site plans and house design modifications in order to providing the homebuyer with clear path to contract pre-sale homes when design modifications are requested as a approval/denial and a date certain completion for pre- condition of sale. development services. Construction Once pre-development services are completed an internal cost The homebuyer assumes that construction is ready to start once  New Homes, estimate is generated and a final construction cost is negotiated pre-construction work is completed. It would be difficult, if not with the general contractor. HCD prepares a contract for impossible, to sell a home as part of the LW/B redevelopment  Infrastructure, construction of the new homes and construction is started as soon experience if the prospective homebuyers had any reason to  Homeowner Rehab. as the contract is signed by the HCD Director, Administrator, and believe that the contractor’s contract was subject to review and the Mayor. approval or dis-approval after they signed a sales contract. Real Estate Sales Offer to purchase is received from listing agent. HCD reviews The home buying process is often stressful for the homebuyer and  Acquisition Of, purchase contract, confirms buyer meets underwriting guidelines requires them to provide a wide range of highly confidential to receive down payment and closing cost assistance. HCD information. It would be nearly impossible to subject the review of  Purchase/Sales. confirms with lender that homebuyer is maximizing their a sales contract to a public body of Commissioners without mortgage buying capacity. This entire procedure is handled potentially divulging information about the buyer that could expediently and with strict confidentiality. compromise their right to privacy if the contract required public debate. Ongoing Services The day to day management of the LW/B project requires the  Property Management, ability to make deliberate, but timely, decisions to keep the The introduction of additional approval steps, beyond review and  Construction project moving forward. Decisions such as change order requests approval by the HCD Director, Administrator, and Mayor could are aided by an internal cost estimate and in some cases soliciting extend the construction time 30 to 45 days and almost certainly Management. several bids in an effort to insure that additional cost are result in the strained relationships with contractors and potentially minimized. In some cases a decision on cost adjustments must be the loss of sales contracts because contract timelines were missed. made within a matter of days, or even hours, as a means of meeting strict deadlines for construction completion. HCD Page 1 Hyde Park --- Relocation Service Review & Responsibility Responsible City Department Explanation of Services (but not limited to…..) Housing and Community Development Department (Managing Department)  Responsible for completion of relocation of three (3) families, Relocation churches and business Services HCD will utilize a Relocation Specialist to assist HCD’s  Responsible for the coordination of and serves as liaison for all Housing Program Supervisor in coordinating and Relocation/Acquisition/Appraisal activities associated with the Hyde administering relocation and related activities within the Park Project, guidelines of local, state, federal laws and Augusta-  Responsible for intake and processing of applications. Determines Richmond County policies and procedures. project costs, to include Relocation costs,  Responsible for providing technical assistance, as well as providing Further, this specialist reports to and assist the Housing transportation to find comparable replacements to include cost and Program Supervisor and other County staff, location, as well as counseling with residents/churches/business to homeowners, tenants, churches, business owners, establish needs and preferences, attorneys, and real estate agents in the best interest of  Coordinates inspections for replacement units, the Hyde Park project.  Responsible for all administrative clerical assistance to include filing, record keeping, data entry and answering phones, HCD Page 1  Administrative Services Committee Meeting 1/10/2017 1:10 PM Laney Walker/Bethlehem Redevelopment Project and Hyde Park/Wilkerson Gardens Drainage Project Contract Procedures Department: Housing and Community Development Presenter: Hawthorne E. Welcher, Jr. Caption: Motion to approve Housing and Community Development Department’s (HCDs) use of the same procedure (as 2016) relative to authorization of agreements/contracts/task orders for the Laney Walker/Bethlehem Redevelopment Project and the Hyde Park/Wilkerson Gardens Drainage Improvement Project for program/calendar year 2017. Background: Laney Walker/Bethlehem Redevelopment Project Background: In 2008, the Augusta Commission passed legislation supporting community development in Laney Walker/Bethlehem. Since that time, the Augusta Housing & Community Development Department has developed a master plan and development guidelines for the area, set up financial incentive programs for developers and home buyers, selected a team of development partners to focus on catalytic construction, and created a marketing strategy to promote the overall effort. The day to day management of the Laney Walker/Bethlehem Redevelopment Project requires that the Housing and Community Development Dept. (HCD) have the ability to make deliberate, but timely, decisions to keep this project moving. If the approval of the construction contract required Commission approval, it would be extremely difficult to meet the timeline established by the purchase agreement. In addition, a Commission approval requirement would require public disclosure of the purchaser’s name which could significantly chill sales. Failure to make decisions on the selection of approved builders, architects, engineer, etc. affects our ability to initiate the construction start of new projects, impact the cost of construction interest on each project during the construction period, and directly impacts our ability to place new homes under contract and close on the sale of homes in a timely manner. To facilitate the execution of agreements/contracts/task orders with builders, developers, architects, etc. that have been approved through the City’s Purchasing Department, and with acknowledgement by the  appropriate staff of the Procurement Dept., we are proposing for the calendar year 2017: The Mayor, Administrator, and the Director of HCD will be given the authorization to execute all the necessary contracts, agreements, and task orders required to effectively and efficiently manage the Laney Walker/Bethlehem Redevelopment Project within the limits of the budget approved by the URA. All documents will require the signature of all three parties. Hyde Park/Wilkerson Gardens Drainage Improvement Project Background: On October 18, 2011, the Commission approved the transfer of SPLOST III and IV funds to the Hyde Park/Wilkerson Gardens Drainage Improvements Project to fund the design and initial phases of property appraisals, land acquisition, and relocations. The Engineering Department, in conjunction with HCD has been charged with delivering original appraisals (and review appraisals) to access the current values of all current properties apart of this project, using certified property appraisals/review appraisals (of each existing Hyde Park property) to offer the current property owners a fair and equitable amount for each property in an effort to reach an agreement on a sales price. Once an agreement has been met, Housing and Community Development will move to, relocate each displaced homeowner/tenant/church/business to a replacement property using the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as a basis. To facilitate the execution of agreements/contracts, we are proposing the following Agreement/Contract Execution Procedures for the Housing and Community Development Dept. for the calendar year 2017: The Mayor, Administrator, and the Director of HCD will be given the authorization to execute all the necessary contracts, and agreements required to effectively and efficiently manage the Hyde Park/Wilkerson Gardens Drainage Improvement Project. All documents will require the signature of all three parties. Analysis: The current processes (for Laney Walker/Bethlehem and Hyde Park) were approved initially by the Augusta Commission in January 2016 and have worked well. Thus, we seek your approval to continue in program/calendar year 2017. Approval of the proposed procedures will facilitate the redevelopment of the Laney Walker/Bethlehem neighborhoods in a timely manner that is responsive to market demands and fully accountable to the City Commission and the Urban Redevelopment Authority. Finally, as it pertains to the Hyde Park Drainage Improvement Project, this approval will facilitate the expenditure of funds in a timely and orderly manner. Financial Impact: Not Applicable Alternatives: Do not approve the current HCD procedural process. Recommendation: Approve Procedure for Authorization of Agreements/Contracts/Task Orders for the Laney Walker Redevelopment Program, the Housing and Community Development Department, and the Hyde Park/Wilkerson Gardens Drainage Improvement Project for calendar/program year 2017. Funds are Available Funds being allocated come from each programs respective in the Following financial account. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - 1211312016 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; D. Williams, Vice Chairman; Lockett and Davis, members. ADMINISTRATIVE SERVICES 1. Approve the replacement of one mower for the Recreation Department- Item Maintenance Division. Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to Approve approve. Commissioner Commissioner Passes Motion Passes 4- William Lockeff Mary Davis 0. 2. Information Update and Report on the coordinated efforts between the City and Item the Augusta Housing Authority to address complaints about properties occupied Action: program. under the section 8 housing assistance Approved Motions Motion Motion Type Motion Text Made By Seconded By Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 4- William Lockett Mary Davis 0. 3. Motion to approve the minutes of the Administrative Services Commiuee held Item on November 8, 2016. Action: Approved  Motions f#:'" Motion rext Made Bv Seconded By Motion Result Motion to ^ Approve approve. Commissioner Commissioner Passes pusses rriotion 4- wittiu1n Lockett Mary Davis 0. 4. A motion to approve the twenty-four (24) policies submitted by the PPPM Item subcommittee as developed by the consultant and for the Administrator to Action: develop a personnel procedures manual and bring back an appropriate ordinance None to abolish the current PPPM. Motions Motion rext Made Seconded Motion |#:"' By By Result No action was taken on this item due to the loss of a quorum. 5. Motion to Deny the Protest of Federal Engineering, Inc., regarding RFP Item l6- Item 200 Land Mobile Radio Consulting Services for Augusta, Georgia - Information Action: Technology Department and to lift the stay of procurement in accordance with Approved Augusta, GA Code. Motions Motion Motion Text Made By Motion Seconded By I ype Result Motion to uphold the denial of the protest and Commissioner Commissioner ^ ADDTOVC dward the bid to Engineering Associates William Dennis Passes Lockett Williams LLC. Motion Passes 4-0. 6. Motion to Deny the Protest of Weinberger's Business Interiors, regarding Bid Item Iteml6-238 Furniture for the Public Defender's Office for Augusta, Georgia - Action: Central Services Department - Facilities Division and to lift the stay of Approved procurement in accordance with Augusta, GA Code. Motions Motion Motion Text Made By Seconded Motion  Type By Result Motion to uphold the 11^-^---^:^^._^--^_. Dies for Approve denial of the protest by $",ffitiffi:" lack of Weinberger's Interiors. - - -r\v!! Second Motions Motion Text By Motion X:j]" Iype Made - ------ -'t seconded By Result --------- -'t Motion to refer this item to the full Commission A Commissioner Defer ;;;;il ilTl#l::immendation i;:TffiJt',* Williams passes Motion Passes 3-1. 7. Update on the new contract with Gold Cross and finding solutions to resolving ltem this issue: 2) Request Gold Cross representatives to be present for discussions: 3) Action: Update from the Administrator on progress and process of negotiations of new None contract . (Requested by Commissioner Wayne Guilfoyle) Motions Motion Text Made By Motion X:jl" I YPe ''--'- -r Seconded By Result Motion to refer this to r\^€^_ r-'vrvr the Administrator and Commissioner Commissioner let her report back to us Dennis Williams Mary Davis next Tuesday. No action was taken on this motion due to the loss of a quorum. www.augustaqa.qov  Administrative Services Committee Meeting 1/10/2017 1:10 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on December 13, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: