Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber - 10/10/2017 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; Jefferson, Vice Chairman; Davis, member. Absent: Hon. D. Williams, member. ADMINISTRATIVE SERVICES 1. Approve award for coating of the metal roof at the Fire Department Fleet Item Maintenance Facility on Broad Street to Horizon Roofing of Monroe, Georgia in Action: the total amount of $46,800.00. Bid Item 17-237 Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 3- Mary Davis Andrew Jefferson 0. 2. Motion to approve the minutes of the Administrative Services Committee held Item on September 26, 2017. Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 3- Mary Davis Andrew Jefferson 0. 3. Motion to approve the transfer of $58,340 from 101022110-5224111 (Building Item Rental) to 101022110-5111110 (Perf. Full-Time S&W-Reg) and other necessary Action: Object Codes for the creation of a new Law Clerk position. Approved  Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 3- Mary Davis Andrew Jefferson 0. 4. Status report on research into the Purchasing Power Program. Item Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve Commissioner receiving this item as Commissioner Approve Andrew Passes information. Mary Davis Jefferson Motion Passes 3-0. www.augustaga.gov  Administrative Services Committee Meeting 10/10/2017 1:05 PM Attendance 10/10/17 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 Thursday, August 31, 2017 @ 11:00 a.m. for furnishing: Bid Item #17-237 Roof Coating – Fire Department Service Building at Broad Street Shops for Augusta, Georgia – Central Service Department – Facility Maintenance 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 Proposal Conference will be held on Friday, August 11, 2017, @ 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, August 15, 2017 @ 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 July 20, 27, August 3, 10, 2017 Metro Courier July 26, 2017  OFFICIAL Bid Opening for Bid Item #17-237 Roof Coating-Fire Department Service Building at Broad Street for Augusta, GA- Central Services Department-Facility Maintenance Division Bid Date:Thursday, August 31, 2017 @ 11:00 a.m. Total Number Specifications Mailed Out: 12 Total Number Specifications Download (Demandstar):4 Total Electronic Notifications (Demandstar):7 Mandatory Pre-Bid Attendees:17 Total packages submitted: 3 Total Noncompliant: 0 Attachment SAVE VENDORS E-Verify Addendum 1 Bid Price "B" Form Horizon Roofing 15575 South Broad Street YES 1124455 YES YES $46,800.00 Monroe, GA 30054 Ideal Building Solutions 6753 Jones Mill Court Suite F YES 325529 YES YES $68,000.00 Norcross, GA 30092 Academy Roofing Systems 2910 Cherokee Street. Suite100 YES 768603 YES YES $124,800.00 Kennesaw, GA 30144 Page 1 of 1  -t ff A l*** d Rick Acree, Proiect Manager " ;,:,.Psp.?"TJm,i 3^L,, 821-2426 phone p06)799-5077 Q06) Frx MEMORANDUM TO: MQGeri Sams, Director, Procurement Department THROUGH: dYrt.Takiyah A. Douse, Director, Central Services DATE: September 5,2017 SUBJECT: Bid ltem #17-237 Roof coating - Fire Department Service Building at Broad Street Shops - Recommendation Bids were received on the referenced project on August 91, 2017. The low bid was submitted by Horizon Roofing out of Monroe, GA in the amount of $46,800 and is within budget. We recommend award of this project to the low bidder. Thank you for your assistance in securing this pricing. Please do not hesitate to call if you have any questions or need additional clarification. Cc: Lonnie Wimberly Takiyah Douse Ron Crowden 'i? IEi? * +ri E:-lU  Administrative Services Committee Meeting 10/10/2017 1:05 PM Award Roof Coating Fleet Fire Maintenance Department: Central Services Presenter: Takiyah A. Douse Caption: Approve award for coating of the metal roof at the Fire Department Fleet Maintenance Facility on Broad Street to Horizon Roofing of Monroe, Georgia in the total amount of $46,800.00. Bid Item 17-237 Background: The roofs on the Fire Department Service Building at the Fleet Maintenance Facilities located on Broad Street has been in place for well over 30 years and has been leaking in a number of locations. Invitation to Bid (ITB) 17-237 was issued to obtain pricing for coating the existing metal roof with a silicone material to prevent leaks. Bids were received on August 31, 2017. Analysis: Horizon Roofing of Monroe, Georgia submitted the low bid of $46,800. The bid price submitted is in line with the anticipated cost for this item and is within budget. Financial Impact: The cost for application of the roof coating is $46,800. Alternatives: 1. Approve award for coating of the metal roof at the Fire Department Fleet Maintenance Facility on Broad to Horizon Roofing of Monroe, Georgia in the total amount of $46,800.00. 2. Do not approve the purchase. Recommendation: Approve award for coating of the metal roof at the Fire Department Fleet Maintenance Facility on Broad to Horizon Roofing of Monroe, Georgia in the total amount of $46,800.00. Funds are Available This project is funded through SPLOST VII funding designated in the Following for Fleet Management. General Ledger 329-05-1120, Job Ledger Accounts: 216-05-7101 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - 912612017 ATTENDANCE: Present: Hons. Hardie Davis, Jr.; M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. ADMINISTRATIVE SERVICES 1. Approve the Probate Court Lobby Renovation in order to increase the security Item of the Probate Court for the Judge, staff and public. (Bid 17-120A) Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to Approve approve. Commissioner Commissioner Passes Motion Passes 4- Mary Davis Dennis Williams 0. 2. Consider a request from the Augusta Council of Garden Clubs for the purchase, Item placement and care of a Blue Star Marker. Action: Approved Motions Motion Motion Text Made By Seconded By Motion r ype Result Motion to approve the placement and care of Commissioner Approve the marker in accordance Andrew Commissioner -^ Passes with ARC policy. Jefferson M;;;;i' Motion Passes 4-0. 3. Discuss condemnation proceedings for the old Regency Mall Property. Item (Requested by commissioner Marion williams) Action: Approved  Motions Motion Text Motion Hj:" I YPe By -''-'- -r Made seconded By Result Motion to approve commissioner a ---^--^ receiving this item as commissioner Approve information. Mary Davis *:9:t^:- " Jerrerson Passes Motion Passes 4-0. 4. Presentation from First Vehicle Services regarding Fleet Management. Item (Requested by Commissioner Wayne Guilfoyle) Action: Approved Motions Motion Iype Motion Text Y:11'" - ----- By Made -'t seconded --------- By -r Result Motion to approve Approve il; u' ilf,:l""ion.' passes iltr#L-# $"#ts'jJl,.*' - Jerrerson Motion Passes 4-0. 5. Request to approve publication of the proposed budget allocations for the Item required 30-Day Public Comment Period and subsequent submission by Augusta Action: Housing and Community Development of the FY 2018 Annual Action Plan for Approved 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, and the Housing Opportunities for Persons with AIDS (HOPWA) Program. Motions Motion Text Motion []11" I ype ''---- By Made -r seconded By Result Motion to Approve passes ffi3ffi"sses 4- S:ffiHii;,",1;;. iif,T#i'."ff1", 0. 6. Request for approval to adjust the 2017 Budget for the Housing and Community Item Development Department. Action: Approved Motions Motion Motion Text Made By Seconded By Motion  Type Result Motion to APProve dDDrove.passes ^ Commissioner Commissioner Passes Motion 4- Dennis williams Mary Davis 0. 7. Motion to approve the minutes of the Administrative Services Committee held Item on September 12,2017. Action: Approved Motions ilil:"' Motion Text Made By seconded By Motion Result Motion to ^ APProve aDDrove. Commissioner Commissioner Passes uotio, Passes 4- Mary Davis Andrew Jefferson 0. 8. Motion to authorize Recodification of the Augusta, GA Code, Agreement for Item on-going Supplementation and online Code Publication. Action: Approved Motions Motion f#:"' Motion rext Made By Seconded By Result Motion to approve. Approve Mr. Jefferson out. commissioner commissioner Passes Motion passes 3_0. Mary Davis Dennis williams 9. Discuss Consolidation Bill and Augusta Commission Rules of Procedure Rule Item 1.09.02 Roll Call Vote. (Requested by Commissioner Marion Williams) Action: Approved Motions Motion Motion Text Made By Seconded Motion rype By Result Motion to approve A --_^--^ receiving this item as ADDTOVC Commissioner Passes information. Mary Davis Motion Passes 4-0. 10. Approve the Memorandum of Understanding for Commercial and Retail Item Development between Augusta and the Augusta Economic Development Action: Authority as approved by the Commercial and Retail Sub-Committee on 25 Approved September 2017. Motions f#:"' Motion rext Made By seconded By fffii Motion to Approve passes ill,'"1'r"sses 4- iffiff;'."rHi,", ir""ilts'iJfi'.' 0. www.augustaga.gov  Administrative Services Committee Meeting 10/10/2017 1:05 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on September 26, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 10/10/2017 1:05 PM Motion to Approve the Transfer of $58,340 from 101022110-5224111 (Building Rental) to 101022110- 5111110 (Perf. Full-Time S&W-Reg) and Other Necessay Object Codes for the Creation of a Law Clerk Position Department: Juvenile Court Presenter: Chief Judge Douglas J. Flanagan Caption: Motion to approve the transfer of $58,340 from 101022110- 5224111 (Building Rental) to 101022110-5111110 (Perf. Full- Time S&W-Reg) and other necessary Object Codes for the creation of a new Law Clerk position. Background: The Richmond County Juvenile Court is in need of a judicial law clerk, who will be assigned to all RC Juvenile Court judges. This new position will be tasked with: 1) Ensuring the Court's compliance with the highly complex and continually evolving juvenile code, as well as the Juvenile Justice reform act of 2013 2) Reviewing of all court orders 3) Reviewing and conducting necessary research for all petitions filed with the Court 4) Legal research and analysis 5) Testing of theories, as presented by attorneys during criminal, deprivation, truancy, traffic cases, etc. This position is crucial to providing the most efficient and effective services to our youth, our families, and the general public. Analysis: Financial Impact: Base salary: $44,121.23 Benefits: $14,209.14 *We are simply asking to move existing budget funds in order to create this position. Alternatives: Recommendation: Approve Funds are Available in the Following 100% of funding source: 101022110-5224111 Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 10/10/2017 1:05 PM Purchasing Power Program Department: Administrator's Office Presenter: Janice Allen Jackson Caption: Status report on research into the Purchasing Power Program. Background: At the September 12, 2017 Administrative Services Committee Meeting, this program was presented. The Committee asked for additional research Analysis: Staff will provide information gathered through employee survey, web search and other entities participating in the program. Financial Impact: TBD Alternatives: Staff will also discuss other means of assisting employees with emergency needs. Recommendation: Need further discussion with Commission about goals in this area, if any. Funds are Available in the Following N/A Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission