Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 10/31/2017- 1:05 PM Meeting ADMINISTRATIVE SERVICES 1. Approve the following changes to Blue Cross Major Medical Attachments plan: Revised Employee Contributions (per pay period (24 a year) per attachment: 2. Discuss the placement of dedicated staff attorneys in certain city Attachments departments without notifying the commission and/or approvals. (Requested by Commissioner Marion Williams) 3. Approve award of contract for renovations to the Central Attachments Services Department administrative offices on Peach Orchard Road to Contract Management Inc. of Augusta in the amount of $529,584. (Bid Item 17-209A) 4. Discuss using only "The City of Augusta" in all advertising Attachments campaigns involving events sponsored and paid for by Augusta, GA (Requested by Commissioner Marion Williams) 5. Approve award for installation of a 60 kW photovoltaic solar Attachments array on Friedman Branch Library to Hannah Solar of Atlanta, GA in the amount of $112,746.00. (RFP 17-213) 6. Motion to approve the minutes of the Administrative Services Attachments Committee held on October 31, 2017. 7. Request Commission approve the Municipal Campus Phase II Attachments renovations for the following purposes: Creating options for additional parking and selective demolition; adapting Municipal Building space to accommodate evolving department and commission needs; and renovating satellite buildings to consolidate operations in single locations. www.augustaga.gov  Administrative Services Committee Meeting 10/31/2017 1:05 PM Approve Medical New Rates and Plan Changes - BCBSga Department: Human Resources Presenter: Michael Loeser Caption: Approve the following changes to Blue Cross Major Medical plan: Revised Employee Contributions (per pay period (24 a year) per attachment: Background: Since 2009, Augusta, Georgia has implemented the following changes and improvements: Moved from a fully-insured to a self- funded arrangement. Implemented an on-site Health and Wellness clinic at no cost to employees. No across the board premium increase since 2012. Employees currently pay 22.5% of the total cost for employee only coverage. No changes in benefits under the medical plan since 2009. Implemented a tobacco surcharge for tobacco users. Implemented a discounted wellness rate for employees who participate in the wellness initiatives (Health Risk Assessment/Tobacco Cessation) The cost of the medical programs for Augusta, Georgia has steadily rose in the past three years. The approximate cost has been: $23,863,000 (2015) $26,636,000 (2016) $28,489,000 (estimated cost for 2017) Analysis: It is becoming increasingly difficult for Augusta Georgia to continue to absorb 100% of the increased benefit costs annually. This recommendation will help to share the rising cost of healthcare with our employees. Prior to 2017, participation in the wellness activities has been 100% voluntary by tying the proposed increase in employee contributions to the wellness initiative it will provide employees with an opportunity and a choice to minimize the increase in 2018. Historically Wellness Programs that areCover tied Memo to incentives are historically more successful any program that Item # 1  drives employee’s to healthier choices will translate into decreased costs in the future for both Augusta Georgia and its employees Financial Impact: Plan changes are expected to have cost savings of $400,000 in 2018. Alternatives: No change to current plan options. Other level of benefit changes and increases to employee contributions Recommendation: Approve the changes as recommended. Funds are Available in the Following N/A Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1  Attachment number 1 \nPage 1 Item: I ADMINISTRATIVE SERIVCES COMMITTEE Tuesdav. October 31. 2017 HMO Plan Effective: l/l/18 Wellness Rate: Employee: $51.41 (Was $48.98) Employee & I Dep: $102.83 (Was $97.93) Ernployee & 2+ Deps: $154.25 (Was $146.90) Standard Rate: Ernployee: $61.94 (Was $53.86) Emplovee & 1 Dep: $123.89 (Was $107.73) Er-nployee & 2+ psrr: $185.83 (Was $161.59) POS Plan Effective: lllll8 Wellness Rate: Er.nployee: $57.04 (Was $54.36) [:mplovee & I Dep: $114.16 (Was $108.72) Emplol,ee & 2+ pgpr: $ 1 71 .22 (Was $ 163.07) Standard Rate: Employee: $68.77 (Was $59.80) Ernployee & 1 Dep: $137.53 (Was $119.59) Employee & 2+ Deps: $206.29 (Was $179.38) Plan Changes: ' Addition of deductibles (300i600/900) ' lncrease in PC/Specialist co-pay (from 30/50 to 40160) ' Increase in ER co-pay (from 300 to 400) Item # 1  Administrative Services Committee Meeting 10/31/2017 1:05 PM ARC Department Dedicated staff attorneys Department: Presenter: Commissioner Marion Williams Caption: Discuss the placement of dedicated staff attorneys in certain city departments without notifying the commission and/or approvals. (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 # 2  Administrative Services Committee Meeting 10/31/2017 1:05 PM Central Services Department Office Renovations Department: Central Services Department Presenter: Takiyah A. Douse Caption: Approve award of contract for renovations to the Central Services Department administrative offices on Peach Orchard Road to Contract Management Inc. of Augusta in the amount of $529,584. (Bid Item 17-209A) Background: The Central Services Department (est. June 2016) administrative employees are operating out of the former Utilities Payment Center on Peach Orchard Road. This building, circa 1971, currently houses the distribution pumps, water treatment and data hub for Augusta Utilities Department (AUD) distribution system for South Augusta. Use and occupancy of this building by Central Services is valuable to AUD for operations and maintenance of the water system. To improve operational efficiency, Augusta 311, one of five divisions of Central Services, will be collocated with other Central Services Department operations at this location. The relocation of Augusta 311 will allow for proposed future expansion of the Compliance Department from the seventh floor to the fifth floor and the Marshall’s Office. Pricing for bid item 17-209A was received on September 14, 2017. Contract Management Inc. submitted the only compliant bid. Analysis: Contract Management Inc. of Augusta submitted the only compliant bid of $529,584. The bid price is in line with the anticipated budget costs for this work. Financial Impact: The cost of the renovation project is $529,584. Alternatives: 1. Approve award of contract for renovations to the Central Services Department Offices on Peach Orchard Road to Contract Management Inc. of Augusta in the amount of $529,584. 2. Do not approve the purchase. Cover Memo Item # 3 Recommendation: Approve award of contract for renovations to the Central Services Department administrative offices on Peach Orchard Road to Contract Management Inc. of Augusta in the amount of $529,584. Funds are Available This project is funded through current year capital and SPLOST 7 in the Following designated for Exisiting Facility Upgrades. Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 \nPage 1 of 1 Item # 3  Attachment number 2 \nPage 1 Invitation to Re-Bid Sealed re-bids will be received at this office until Thursday, September 14, 2017 @ 11:00 a.m. for furnishing: Re-Bid Item #17-209A Augusta Central Services Department Office Renovations - 2760 Peach Orchard Road for Augusta Central Services Department Re-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 examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime contractors, subcontractors and suppliers exclusively from ARC. The fees for the plans and specifications which are non-refundable are $125.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.e-arc.com) at no charge through ARC Southern (706 821-0405) beginning Monday, August 28, 2017. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid Conference for Re-Bid Item #17-209A will be held on Friday, September 1, 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, September 5, 2017 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. 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. 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 RE-BID number on the outside of the envelope. Bidders are cautioned that acquisition of RE-BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RE-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 re-bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Item # 3  Attachment number 3 \nPage 1 OFFICIAL Re-Bid Item #17-209A Augusta Central Services Department Office-2760 Peach Orchard Road for Augusta, GA- Central Services Department-Facilities Division Re-Bid Date: Thursday, September 14, 2017 @ 11:00 a.m. Total Number Specifications Mailed Out: Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid Attendees: Total packages submitted: 1 Total Noncompliant: 0 Alternate Alternate Attachment Bid SAVE Addendum Deduct No. Deduct No. VENDORS E-Verify Bid Price "B" Bond Form #1 1 2 Contract Management Inc. 1827 Killingsworth Road $4272.00 Augusta, GA 30904 YES 225306 YES YES YES $525,312.00 -$2,250.00 (ADD) First Choice Home Inspection & Construct 2321 Peach Orchard Rd Suite 2 Augusta, GA 30906 RW Allen 1015 Broad Street Augusta, GA 30901 Sommers Construction 6320 Old Belair Rd Grovetown, GA 30813 HBJ Enterprises 2124 Pepperidge Dr Augusta, GA 30906 Contract Management was the only eligible vendor to submit on this project. Item # 3 Page 1 of 1 Attachment number 4 \nPage 1 Item # 3 Attachment number 4 \nPage 2 Item # 3 Attachment number 5 \nPage 1 Item # 3  Attachment number 6 \nPage 1 SHEARER CONSTRUCTION KUHLKE CONSTRUCTION ATTN: ROBBIE SHEARER R.D BROWN CONSTRUCTION 3704 BENCHMARK DRIVE P. O. BOX 2570 410 CAROLINA SPRINGS ROAD AUGUSTA, GA 30909 EVANS, GA 30809 NORTH AUGUSTA, SC 29841 SOMMERS CONSTRUCTION LARRY PITTMAN CONTRACT MANAGEMENT ATTN: PATRICK SOMMERS 1249 GORDON PARK ROAD ATTN: JAMES WILLIAMS 4889 SOMERSET DRIVE AUGUSTA, GA 30901 1827 KILLINGSWORTH ROAD EVANS, GA 30809 AUGUSTA, GA 30904 RCN CONTRACTING HEAVENER CONSTRUCTION ALLEN + BATCHELOR CONSTRUCTION ATTN: JIM NEWMAN ATTN: RICHARD PIECZYNSKI 1063 FRANKE INDUSTRIAL DRIVE 1115 FRANKE PLACE CT 1530 CRESCENT COURT AUGUSTA, GEORGIA 30909 AUGUSTA, GA 30909 AUGUSTA, GA 30909 S. D. CLIFTON CONSTRUCTION LARRY MCCORD DESIGN/BUILD MRC CONSTRUCTION COMPANY ATTN: MAX KNIGHT ATTN: LARRY MCCORD 2203 WILLIS FOREMAN ROAD 4324 WHEELER ROAD 2016 HIGHLAND AVE HEPHZIBAH, GA 30815 MARTINEZ, GA 30907 AUGUSTA, GEORGIA 30904 R.W. ALLEN LLC JBC CONSTRUCTION MCKNIGHT CONSTRUCTION 1015 BROAD STREET 118 N BELAIR ROAD SUITE 1 635 NORTHWEST FRONTAGE RD. AUGUSTA, GA 30901 EVANS GA 30809 AUGUSTA, GA 30901 BLOUNT’S COMPLETE HOME SERVICE TWENTIETH CENTURY CONST. CONTINENTAL CONSTRUCTION ATTN: JIMMY BLOUNT ATTN: CARL JORDAN ATTN: ROBBIE HORTON 2907C OLD TOBACCO ROAD 2106 KELLY STREET 4190 CROSSTOWNE CT HEPHZIBAH, GA 30815 AUGUSTA, GA 30904 EVANS, GA 30809 ACC CONSTRUCTION CO J & B CONSTRUCTION HORIZON CONSTRUCTION 635-A NORTHWEST FRONTAGE RD ATTN: JEROME JONES ATTN: HENRY HENDERSON AUGUSTA, GA 30907 3550 GORDON HWY P.O. BOX 798 GROVETOWN, GA 30813 EVANS, GA 30809 ATTAWAY CONSTRUCTION SERVANTS HANDS CSRA DABBS-WILLIAMS ATTN: MELISSA TYLER ATTN: STANLEY BECKETT ATTN: JAY JAMES 3810 OAK DRIVE P. O. BOX 51 319 S WALNUT STREET MARTINEZ, GA 30907 AUGUSTA, GA 30903 STATESBORO, GA 30459 RR&B ASSOCIATES INC. Rick Acree Takiyah Douse 6120 HWY 85 Central Services Dept.- Facilities Central Services Dept.- Facilities RIVERDALE, GA 30274 Kelli Irving Bid Item #17-209A Bid Item #17-209A Augusta Central Services Department Augusta Central Services Department Compliance Office Renovations for Central Services- Office Renovations for Central Services- Facilities Div. Facilities Div. Mailed Out 08/24/17 Item @ Bid Due: Thurs 9/14/2017 #3 11:00 a.m. Attachment number 7 \nPage 1 Item # 3  Administrative Services Committee Meeting 10/31/2017 1:05 PM City Advertising Campaigns Department: Presenter: Caption: Discuss using only "The City of Augusta" in all advertising campaigns involving events sponsored and paid for by Augusta, GA (Requested by Commissioner Marion Williams) Background: Analysis: How to effectively advertise our events and/or services is something that should constantly be re-evaluated. Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4  Administrative Services Committee Meeting 10/31/2017 1:05 PM Friedman Library Solar Array Department: Augusta Richmond County Public Library System (ARCPLS) Presenter: Mashell Fashion, Director Caption: Approve award for installation of a 60 kW photovoltaic solar array on Friedman Branch Library to Hannah Solar of Atlanta, GA in the amount of $112,746.00. (RFP 17-213) Background: Earlier this year, the Augusta Commission approved installation of a 60kW photovoltaic array on the roof of the Friedman Branch Library based upon the Augusta Richmond County Public Library System (ARCPLS) receiving an award of a rebate of up to $50,000 for the installation. RFP 17-213 was issued to receive proposals from qualified firms to perform the installation. Analysis: Proposals were received from two firms on July 27th. The firms qualifications were reviewed and scored. The firm with the higher score, True Energy, submitted a pricing component that was over the project budget. A pricing breakdown was requested for clarification and it was determined that the True Energy had included additional scope that was not requested or needed. Clarification of our expectations was issued to both vendors and they were asked to provide their best and final pricing based upon the desired scope. True Energy’s best and final was less than the original price, but still exceeds the project budget. The cost of the proposal submitted by Hannah Solar is within the project budget and they are well qualified to do the installation. Financial Impact: The cost of the solar installation is $112,746.00 Alternatives: 1. Approve award for installation of a 60 kW photovoltaic solar array on Friedman Branch Library to Hannah Solar of Atlanta, GA in the amount of $112,746.00 2. Do not approve the purchase. Recommendation: Approve award for installation of a 60 kW photovoltaic solarCover Memo array on Friedman Branch Library to Hannah Solar of Atlanta, GA Item # 5  in the amount of $112,746.00 Funds are Available This project is funded through SPLOST designated for Friedman in the Following Library. The State of Georgia has awarded ARCPLS a $50,000 Accounts: rebate for this installation which will be returned to the SPLOST allocation for the Library. REVIEWED AND APPROVED BY: Finance. Procurement. 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 Thursday, July 27, 2017 @ 11:00 a.m. for furnishing: RFP Item # 17-213 Install Roof Mounted Solar Array for Augusta, GA – Central Services Department 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 535 Telfair 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, 535 Telfair Street – Room 605, Augusta, GA 30901. A Mandatory Pre Proposal Conference will be held on Wednesday, July 12, 2017 @ 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 Thursday, July 13, 2017, @ 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 60 days after bids have been opened, pending the execution of contract with the successful bidder(s). A 100% performance bond and a 100% payment bond will be required for award. Request for proposals (RFP) and specifications. An RFP 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 request for proposal 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 waivable 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. Proponents 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 proponent 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 GERI A. SAMS, Procurement Director Publish: Augusta Chronicle June 15, 22, 29, July 6, 2017 Metro Courier June 21, 2017 Item # 5  Attachment number 2 \nPage 1 OFFICIAL RFP Opening Item #17-213 Install Roof Mounted Solar Array for Augusta, GA- Central Services Department RFP Due: Thursday, July 27, 2017 @ 11:00 a.m. Total Number Specifications Mailed Out: Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre Proposal Conference Attendees: Total packages submitted: Total Noncompliant: Attachment SAVE Addendum Addendum Copies Fee VENDORS E-Verify Original "B" Form 1 2 6 Proposal Hannah Solar, LLC. 1311 Collier Road NW YES 379609 YES YES YES YES YES YES Atlanta, GA 30318 True Energy USA, LLC. 3840 Windermere Pkwy STE 403 YES 1121140 YES YES YES YES YES YES Cummings, GA 30041 Item # 5 Page 1 of 1  Attachment number 3 \nPage 1 Evaluation Sheet RFP Opening Item #17-213 Install Roof Mounted Solar Array for Augusta, GA- Central Services Department RFP Due: Thursday, July 27, 2017 @ 11:00 a.m. True Energy USA, LLC. Hannah Solar, LLC. 3840 Windermere Pkwy Vendors 1311 Collier Road NW STE 403 Atlanta, GA 30318 Cummings, GA 30041 RANKING - First Round Elimination (MUST PASS FOR CONTINUED CONSIDERATION) Submittal and Quality of RFP A. Package submitted by the deadline Pass/Fail PASS PASS B. Package is complete (includes requested Pass/Fail PASS PASS information as required per this solicitation) Second Round Elimination (Total Points 50) (MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION) Quality of RFP C. Overall Quality of RFP (concise and to-the-point) 50 45.0 46.7 Proposer’s Overall Ability to Provide the Services (Total Points 470) D. Narrative 1. Technical Approach 100 90.0 91.7 2. Financial Responsibility 100 50.0 60.0 3. Project Management 95 85.0 90.0 4. Key Personnel & Staff 90 86.7 86.7 5. Organizational Qualifications 75 85.0 78.3 6. Optional Interview (Potential Bonus Points) 10 D. TOTAL 470 396.7 406.7 Scope of Services (Total Points 200) E. Scope of Services 1. Project Specific Experience 100 91.7 96.7 2. Past performance on projects similar in nature 50 46.7 45.0 3. Evidence that firm fully understands Owner’s goals and project scope. 50 44.7 46.7 Total 200 183.0 188.3 Proximity to Area (Total Points 10) F. Proximity to Area Within Richmond County 10 Within CSRA 8 Within Georgia 6 6 6 Within SE United States (includes AL, TN, NC, SC, 4 FL)  All Others 2 TOTAL 10 6 6 Cost/Fee Consideration G. Proximity to Area Lowest Fees 10 10 Second 8 2 Third 6 Forth 4 Fifth 2 TOTAL 10 10 2 Reference(s) (Total Points 10 H. References 10 10 10 Total (Total Possible Score 750) Total 750 650.7 659.7 Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations Internal Use Only Evaluator: Cumulative Date: 8/16/17 Item # 5 Procurement DepartmentRepresentative:___Nancy Williams ____________________ Procurement Department Completion Date: 8/16/17 Attachment number 4 \nPage 1 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 6 \nPage 2 Item # 5  Attachment number 7 \nPage 1 Solar Crave True Solar USA White Electrical 4145 Thruman Road 3840 Windemere Pkwy 1730 Chattahoochee Ave Hampton, GA 30228 Cumming, GA 30041 Atlanta, GA 30318 RETURNED MAIL Energy Consulting Group One Overton Park Solar Art Group Okefenokee Solar, Inc 3625 Cumberland Blvd, Suite 1525 50 Royal Oak Drive 2889 Bob Bowen Road Atlanta, GA 30339 Rossville, GA 30741 Blackshear, GA 31516 RETURNED MAIL All American Solar Services SolarFlex Technologies – Watkinsville Southern View Energy P.O. Box 554 3001 Monroe Hwy, Suite 200 B 5022 BU Bowman Dr Murrayville, GA 30564 Watkinsville, GA 30677 Buford, GA 30518 RETURNED MAIL RETURNED MAIL RETURNED MAIL Georgia Solar Power Company Hannah Solar Solar Energy USA 56 Hamby Road 2135 Defoor Hills Road 7565 Industrial Court Marietta, GA 30061 Atlanta, GA 30318 Alpharetta, GA 30004 RETURNED MAIL RETURNED MAIL Ecomech Geothermal Heating and Air One World Sustainable – Savannah Solarsmith LLC Service 229 East 50th St 601 Wild Turkey Rd 1100 Peachtree St NE Savannah, GA 31405 Savannah, GA 31406 Atlanta, GA 30309 RETURNED MAIL RETURNED MAIL OneWorld Sustainable – Lexington Coastal Solar Power Company Solar USA 206 South Gilmer St 229 W. General Screven Way 3355 Lenox Road Lexington, GA 30648 Suite M4 Atlanta, GA 30326 RETURNED MAIL Hinesville, GA 31313 RETURNED MAIL US Power Solutions Summit Green Solutions UNITED RENEWABLE ENERGY 5028S Atlanta Road SE, Ste 28 3070 Damascus Road 5895 SHILOH ROAD, SUITE 104 Atlanta, GA30080 Augusta, Ga 30909 ALPHARETTA GA 30005 RETURNED MAIL RETURNED MAIL INMAN SOLAR SUNSHINE SOLAR SOLAMERICA ENERGY LLC 320 N HIGHLAND AVENUE NE 4880 LOWER ROSWELL RD, STE 165- 1819 PEACHTREE ROAD ATLANTA, GA 30307 341 SUITE 100 RETURNED MAIL MARIETTA, GA 30068 ATLANTA, GA 30309 STRATA SOLAR HANNAH 50101 GOVERNORS DRIVE 1311 COLLIER ROAD SUITE 280 ATLANTA, GA 30318 CHAPEL HILL NC 27517 UNITED RENEWABLE ENERGY RBA ENERGY COMPANY RADIANCE 5895 SHILOH ROAD, SUITE 104 P. O. BOX 14517 916 JOSEPH E LOWERY BLVD NW ALPHARETTA GA 30005 SAVANNAH, GA 31416 ATLANTA, GA 30318 Item # 5  Attachment number 7 \nPage 2 Kellie Irving Rick Acree Takiyah Douse Compliance Central Services Central Services RFP Item# 17-213 RFP Item# 17-213 Install Roof Mounted Solar Array Install Roof Mounted Solar Array for Augusta, GA Central Services for Augusta, GA Central Services Department Department RFP Due: Thurs, 7/27/2017@ 11 a.m. Mailed: 6/15/2017 Item # 5 Attachment number 8 \nPage 1 Item # 5  Administrative Services Committee Meeting 10/31/2017 1:05 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on October 31, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 6  Attachment number 1 \nPage 1 -fr A Administrative Services Committee Meetins mg Commission Chamber - l0lt0l2}l7 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 ltem 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 il,T:"' Motion rext Made By Seconded By Motion Result Motion to ^ APProve aDDrove. Commissioner Commissioner Motion passes 3- Mary Davis Andrew Jefferson Passes 0. 2. Motion to approve the minutes of the Administrative Services Committee held ltem on September 26,2017. Action: Approved Motions fr"J: Motion Text Made By seconded By Motion Result Motion to APProve dDDrove.passes ^ Commissioner Commissioner vrotio, 3- MaryDavis Andrew Jefferson Passes 0. 3. Motion to approve the transfer of $58,340 from lOl022llO-522411I (Building Item Rgntal) to 101Q22110-5111110 (Perf. Full-Time S&W-Reg). and other necessary Action: Object Codes for the creation of a new Law Clerk position. Approved Item # 6  Attachment number 1 \nPage 2 Motions X:11"" Motion Text Made By vvlv'sls By Seconded YJ Motion r YPe Result Motion to Approve ffi|ffi"sses 3- fi:ffi"TJi,'.' ::T,H;',"rHi,", passes 0. 4. Status report on research into the purchasing power program. Item Action: Approved Motions X*:' lYPe Motion Text Made By By vvlvusuu uJ seconded Motion Result Motion to approve commissioner A ^^..___ receiving this item as commissioner Approve information. Mary Davis Andrew Passes Motion passes 3-0. Jefferson www.ausustasa.sov Item # 6  Administrative Services Committee Meeting 10/31/2017 1:05 PM Municipal Campus Phase II Projects Department: Central Services - Facilities Presenter: Takiyah A. Douse Caption: Request Commission approve the Municipal Campus Phase II renovations for the following purposes: Creating options for additional parking and selective demolition; adapting Municipal Building space to accommodate evolving department and commission needs; and renovating satellite buildings to consolidate operations in single locations. Background: Departments sometimes need to adapt to ongoing operations to effectively meet Commission goals and objectives. These changes frequently require modifications to existing space to make efficient use of existing resources. Analysis: Central Services, in concert with the Administrator's Office and Finance Department, have looked at various options to meet current and future needs. We believe the recommendations outlined herein represent the best options at this time. Financial Impact: The total for the projects under consideration will be within the remaining SPLOST funding allocated to the Municipal Building Campus. In addition, we call Commission's attention to the fact that the attachments outline project budgets. The final costs will not be available until firm bids are taken and ready for award. Alternatives: Receive as information, a report on proposed projects and options for the Municipal Building Campus, to include: • Options for additional parking and selective demolition • Municipal Building space modifications to adapt to evolving department and commission needs • Renovation of satellite buildings to consolidate operations in a single location Recommendation: Approve the proposed Phase II plan and authorize staff to proceed Cover Memo with the projects. All bid awards requiring Commission approval Item # 7  will be placed on subsequent agendas. Funds are Available Funding is to come from $1,100,000 in SPLOST VI allocated to in the Following Municipal Campus Projects. Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 7  Municipal Campus Phase II Renovations and Recommendations Central Services Department Takiyah A. Douse, Director 1 Item # 7 Attachment number 1 \nPage 1  Phase II Challenges § Dec 2016 Juvenile Court relocated from expensive rental space ($145,680 annually); currently crowded and split between 2 floors § Law Department lacks adequate space for existing staff and room for growth § Wellness Center currently in modular office space; must be relocated due to future demolition plans of 401 Walton Way (LEC) and expected growth 2 Item # 7 Attachment number 1 \nPage 2  Phase II Challenges § Compliance Department lacks adequate space for existing staff and has confidentiality issues with existing setup § Parking lot has inadequate space for tenants and citizens (308 spaces 265 employees) § Parking islands are not irrigated § Marshal’s Office lacks space for 3 employees and a centralized Operation Center (currently on Deans Bridge Rd) 3 Item # 7 Attachment number 1 \nPage 3  Phase II Recommendations § Expand Law Department by utilizing existing space soon to be vacated as a result of the Engineering Department relocating to the former AT&T Building § Renovate Traffic Engineering Building to relocate Wellness Center § Relocate Compliance Department from the 7th floor to the 5th floor as a result of Augusta 311 relocating to the Central Services Administrative Building 4 Item # 7 Attachment number 1 \nPage 4  Phase II Recommendations § Demolish Engineering Administrative building, construct additional parking (net 5 spaces). § Irrigate landscaping islands § Repurpose office space within Tax Assessor’s Office § Relocate Marshal’s Operation Center (MOC) from Deans Bridge Rd to the 7th floor (Compliance Suite) and expand the Marshal’s Suite to include the offices for additional staffers 5 Item # 7 Attachment number 1 \nPage 5  Municipal Campus Statistics Current Proposed Net Increase/Decrease Campus Employees 265 223 - 42 Parking Spaces 308 313 5 One Hour Parking 6 16 10 5 Item # 7 Attachment number 1 \nPage 6  Current 3,660 Sq. ft. Proposed 1,571 Sq. ft. 6,660 Sq. ft. Future Programming Law Department 6 Item # 7 Attachment number 1 \nPage 7  Current 1,000 Sq. ft. Proposed 1,571 Sq. ft. Wellness Center 7 Item # 7 Attachment number 1 \nPage 8  Current 1,114 Sq. ft. Proposed 1,515 Sq. ft. Compliance Department 5 Floor th 8 Item # 7 Attachment number 1 \nPage 9  47 Proposed Spaces 5 Net Parking Layout Concept 9 Item # 7 Attachment number 1 \nPage 10  Current 3,303 Sq. ft. Proposed 4,417 Sq. ft. Marshal’s Office 10 Item # 7 Attachment number 1 \nPage 11  Municipal Campus Account Balance available as of April 30, 2017 $1,121,251 Estimated Costs _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Law Department $317,090 Wellness Center $100,000 Compliance Department $84,600 Parking Lot Addition $67,856 11 Item # 7 Attachment number 1 \nPage 12  Municipal Campus Account Irrigation $33,895 Marshal’s Office Buildout $25,000 Other $89,312 (Parking lot redesign, modifications to Tax Assessor's Office, demolition of engineering building) Total $717,753 New Balance $403,498 12 Item # 7 Attachment number 1 \nPage 13