Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 9/25/2018- 1:20 PM Meeting ADMINISTRATIVE SERVICES 1. Fleet Management requests the purchase of six inmate/prisoner transport vans to be used for various departments. Allan Vigil Attachments Ford - Bid Item 18-225 2. Award the contract for furnishing and installation of the furnishings for the Augusta Wellness Center to Augusta Office Attachments Solutions of Augusta, GA in the amount of $30,574.75. Bid Item 18-252 3. Request the Commission honor the time frame we set for our Executive Session of 11:00 am to 1:00 pm. and pass a resolution Attachments to: - Start the Executive Session meetings on time. - End the meeting at 1:00 pm. Items not addressed will berescheduled - reconvene the executive session after completion of all committees. - Limit excessive debate. - Provide Executive Session agenda and supporting material to all commissioners by Friday of the prior week, same as the Commission agenda. - Package confidential or sensitive material as such. (Requested by Commissioner Sammie Sias) 4. Motion to approve the minutes of the Administrative Services Committee held on September 11, 2018. Attachments 5. Ratify an Emergency Purchase Order #P358754 in the amount of $81,900.00 to RPI Inc. to replace the upper roof on the Central Attachments Services Administration Building. www.augustaga.gov  Administrative Services Committee Meeting 9/25/2018 1:20 PM 2018 - Prisoner Vans Department: Central Services Department - Fleet Management Division Presenter: Ron Crowden Caption: Fleet Management requests the purchase of six inmate/prisoner transport vans to be used for various departments. Allan Vigil Ford - Bid Item 18-225 Background: Fleet Management is requesting to replace six 19 year old vans, used to transport work detail materials and prisoners that are used in various departments. Three vans will be used for interstate prisoner transports and three vans will be used to transport work details from the Augusta-Richmond County Correctional Institute (ARCCI). Vehicle Evaluations and Bid tab sheets are attached for your review. Analysis: The Procurement Department published a competitive bid using the Demand Star application for Passenger Vans. Invitations to Bid were sent to six vendors with only one vendor responding. Bid 18-225 Passenger Vans: 2019 Ford T-350 - Allan Vigil Ford – $35,891.00 Bid 18-225 Passenger Vans: 2019 Ford T-350 - Allan Vigil Ford – $37,376.00 Bid 18-225 Passenger Vans: 2019 Ford T-350 - Allan Vigil Ford – $38,245.00 Financial Impact: 3 – 2019 Ford T350 @ $35,891.00each = $107,673.00, 1 – 2019 Ford T350 @ $37,376.00 and 2 – 2019 Ford T350 @ $38,245.00each = $76,490. The total purchase is $221,539.00. The vehicles will be purchased using Capital Outlay. Alternatives: (1) Approve the request; (2) Do not approve the request (3) Approve the request in part. Recommendation: Approve the purchase of 6 - Ford T350 Vans for various departments Cover Memo Item # 1 272-01-6440/54.22210 -Capital Outlay Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 1 Attachment number 1 \nPage 1 Item # 1 Attachment number 1 \nPage 2 Item # 1 Attachment number 1 \nPage 3 Item # 1 Attachment number 1 \nPage 4 Item # 1 Attachment number 1 \nPage 5 Item # 1 Attachment number 1 \nPage 6 Item # 1  Attachment number 2 \nPage 1 FOR ALL DEPARTMENTS- Passenger Vans-BIDS OPENED 6/29/18 @ 11:00 18-225 Allan Vigil Ford Year 2019 Brand Ford Model T-350 Delivery Date 90-120 Days 5.02 15-Passenger Van $ 30,840.00 5.04 Cruise Control $ 300.00 5.06 Factory Tinted Glass $ 625.00 6.05 Prisoner Transport Equipment Package $ 6,480.00 TOTAL FOR OPTIONS AND BASE PRICE $ 38,245.00 12-Passenger Van & 15-Passenger Van Equipment included in base price: Minimum 9,000GVW Gasoline Engine, min. 310 HP Minimum 148inch wheelbase Low or "standard" roof Automatic 6 Speed O/D Transmission Limited Slip Axle Anit-Lock Brakes Vinyl Seating 5.01 Rubber Flooring Driver and Passenger Airbags Power door Locks/mirrors/windows A/C Front and Rear AM/FM/Single Disc Hinged Side Cargo Doors 16inch BSW all-season tires with standard wheel covers Spare Tire Rear Bumper Minimum 3 Keys White Exterior Color Item # 1  Attachment number 3 \nPage 1 FOR ALL DEPARTMENTS- Passenger Vans-BIDS OPENED 6/29/18 @ 11:00 18-225 Allan Vigil Ford Year 2019 Brand Ford Model T-350 Delivery Date 90-120 Days Pricing Cut Off 11/30/2018 5.01 12-Passenger Van $ 29,566.00 5.06 Factory Tinted Glass $ 625.00 5.07 Trailer Towing Prep Package $ 450.00 5.08 Trailer Tow Mirrors $ 205.00 6.03 Trailer Hitch $ 50.00 must order 5.07 6.05 Prisoner Transport Equipment Package $ 6,480.00 TOTAL FOR OPTIONS AND BASE PRICE $ 37,376.00 12-Passenger Van & 15-Passenger Van Equipment included in base price: Minimum 9,000GVW Gasoline Engine, min. 310 HP Minimum 148inch wheelbase Low or "standard" roof Automatic 6 Speed O/D Transmission Limited Slip Axle Anit-Lock Brakes Vinyl Seating 5.01 Rubber Flooring Driver and Passenger Airbags Power door Locks/mirrors/windows A/C Front and Rear AM/FM/Single Disc Hinged Side Cargo Doors 16inch BSW all-season tires with standard wheel covers Spare Tire Rear Bumper Minimum 3 Keys White Exterior Color Item # 1  Attachment number 4 \nPage 1 FOR ALL DEPARTMENTS- Passenger Vans-BIDS OPENED 6/29/18 @ 11:00 18-225 Allan Vigil Ford Year 2019 Brand Ford Model T-350 Delivery Date 90-120 Days 5.01 12-Passenger Van $ 29,566.00 5.06 Factory Tinted Glass $ 625.00 5.07 Trailer Towing Prep Package $ 450.00 5.08 Trailer Tow Mirrors $ 205.00 6.03 Trailer Hitch $ 50.00 6.06 Work Detail Equipment Package $ 4,995.00 TOTAL FOR OPTIONS AND BASE PRICE $ 35,891.00 12-Passenger Van & 15-Passenger Van Equipment included in base price: Minimum 9,000GVW Gasoline Engine, min. 310 HP Minimum 148inch wheelbase Low or "standard" roof Automatic 6 Speed O/D Transmission Limited Slip Axle Anit-Lock Brakes Vinyl Seating 5.01 Rubber Flooring Driver and Passenger Airbags Power door Locks/mirrors/windows A/C Front and Rear AM/FM/Single Disc Hinged Side Cargo Doors 16inch BSW all-season tires with standard wheel covers Spare Tire Rear Bumper Minimum 3 Keys White Exterior Color Item # 1  Attachment number 5 \nPage 1 Invitation to Bid Sealed bids will be received at this office until Friday, June 29, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-225 Full Size Passenger Van – Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-226 15 Passenger Bus – Cutaway Style – Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-229 10,000 GVWR Pickup Truck – Augusta, GA Central Services Department - Fleet Maintenance 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. 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 Friday, June 15, 2018 @ 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 May 24, 31, June 7, 14, 2018 Metro Courier June 14, 2018 Item # 1  Attachment number 6 \nPage 1 Official Bid Opening Bid Item #18-225 Full Size Passenger Van for Augusta, Georgia - Central Services Department- Fleet Maintenance Division Bid Opening Date: Friday, June 29, 2018 at 11:00 a.m. Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 129 Total Electronic Notifications (Demandstar): 5 Total packages submitted: 1 Total Noncompliant: 1 Allen Vigil Ford Vendors 6790 Mount Zion Blvd Morrow, GA 30260 Attachment B Yes E-Verify Number 94460 SAVE Form Yes 5.00 Vehicle Requirements 5.01 12 passenger van $29,566.00 5.02 15 passenger van $30,840.00 5.03 Power driver's seat-passenger v $485.00 5.04 Cruise Control $300.00 5.05 Tilt steering wheel STANDARD 5.06 Factory tinted glass $625.00 5.07 Trailer towing prep package $450.00 5.08 Trailer tow mirrors $205.00 5.9 Rear step bumper STANDARD 5.10 Diesel Engine, min 185 HP $3,750.00 5.11 Carpeted floor covering 12 pass $350.00 5.12 Carpeted floor covering 15 pass $350.00 5.13 Driver and pass side rub flr mats $60.00 Muar oeswe 5.11 oe 5.12 5.14 Rear insulation kit cargo N/A 5.15 CNG/LPG Gaseous Prep Pack Credit $3,100.00 Requires Standard V6 Engine 6.00 Outfitter's Speciality Items 6.01 Fire Extinguisher $65.00 6.02 Outlet receptacle $70.00 6.03 Trailer hitch 5.07 Plus $50.00 6.04 Trailer wiring INCLUDED in 5.07 Item # 1 Page 1 of 2  Attachment number 6 \nPage 2 Official Bid Opening Bid Item #18-225 Full Size Passenger Van for Augusta, Georgia - Central Services Department- Fleet Maintenance Division Bid Opening Date: Friday, June 29, 2018 at 11:00 a.m. Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 129 Total Electronic Notifications (Demandstar): 5 Total packages submitted: 1 Total Noncompliant: 1 Allen Vigil Ford Vendors 6790 Mount Zion Blvd Morrow, GA 30260 6.05 Prisoner Transport Package $6,480.00 6.06 Work Detail Equipment Package $4,995.00 2018/2019 Van, Full Size, Passenger Year 2019 Make Ford Model T350 Approximate Delivery Time 90-120 DAYS 3.01 Pricing is good through 11/30/18 Only Exception Item # 1 Page 2 of 2 Attachment number 7 \nPage 1 Item # 1 Attachment number 8 \nPage 1 Item # 1 Attachment number 8 \nPage 2 Item # 1  Administrative Services Committee Meeting 9/25/2018 1:20 PM Award Contract for Wellness Center Furnishings Department: Central Services - Facilities Presenter: Takiyah A. Douse Caption: Award the contract for furnishing and installation of the furnishings for the Augusta Wellness Center to Augusta Office Solutions of Augusta, GA in the amount of $30,574.75. Bid Item 18-252 Background: Renovations to convert the former Traffic Engineering building on the Municipal Building Campus are underway. As part of the operational agreement, Augusta is to provide the furnishings required to support Wellness operations. Analysis: Bids were received for the referenced purchase on August 23, 2018. The lowest compliant bid was submitted by Augusta Office Solutions of Augusta, Georgia, in the amount of $30,574.75. Financial Impact: The contract amount is $30,574.75 Alternatives: 1. Award the contract for furnishing and installation of the furnishings for the Augusta Wellness Center to Augusta Office Solutions of Augusta, GA in the amount of $30,574.75. 2. Do not award Recommendation: Award the contract for furnishing and installation of the furnishings for the Augusta Wellness Center to Augusta Office Solutions of Augusta, GA in the amount of $30,574.75. Funds are Available in the This project is funded through SPLOST set aside for the Following Wellness Center. Accounts: Cover Memo Item # 2 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 2  Attachment number 1 \nPage 1 Invitation to Bid Sealed bids will be received at this office until Thursday, August 23, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-252 Furnishings for Augusta Wellness Center – Augusta Central Services Department – Facilities Maintenance Division Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents 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 Tuesday, August 7, 2018 @10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. All questions must be submitted in writing by fax to 706 828-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, August 9, 2018 @ 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: 706-828-2811 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: Sent to Vendors: July 31, 2018 Item # 2  Attachment number 2 \nPage 1 OFFICIAL Bid Opening Bid Item #18-252 Furnishing for Augusta Wellness Center for Augusta, GA-Central Services Department Bid Date: Thursday, August 23, 2018 @ 3:00 p.m . Total Number Specifications Mailed Out: 15 Total Number Specifications Download (Demandstar): N/A Total Electronic Notifications (Demandstar): N/A Total Number of Specifications Mailed Out to Local Vendors: 15 Mandatory Pre-Bid Attendees: 4 Total packages submitted: 2 Total Noncompliant: 0 Attachment SAVE VENDORS E-Verify Price Delivery "B" Form MODERN BUSINESS FURNITURE 1445 GREENE STREET Yes 139296 33,930.16 7 Wks Yes AUGUSTA GA 30901 AUGUSTA OFFICE SOLUTIONS 3070 DAMASCUS ROAD SUITE Yes 365815 30,574.75 8 Wks Yes C AUGUSTA, GA 30909 Item # 2 Page 1 of 1 Attachment number 3 \nPage 1 Item # 2  Attachment number 4 \nPage 1 ATTN: LYNDA BROWN ATTN: WESLEY HARPER ATTN: DIANNE TANT WEINBERGERS BUSINESS MCWATERS – AUGUSTA MODERN BUSINESS FURNITURE INTERIORS 3708 BENCHMARK DRIVE 1445 GREENE STREET 3021A RIVERWATCH PARKWAY AUGUSTA GA 30909 AUGUSTA GA 30901 AUGUSTA, GA 30907 TOTAL OFFICE PRODUCTS ATTN: LISA BURGES ATTN: CHARLES SQUIRES ATTN: SALES CORPORATE STUDIO AUGUSTA BUSINESS INTERIORS 307 COMMERCE DR., SUITE D 20 - 8TH STREET 3127 DAMASCUS ROAD AUGUSTA, GA 30907 AUGUSTA, GA 30901 AUGUSTA, GA 30909 IVAN ALLEN WORKSPACE ATTN: HOPE BATES ATTN: SALES AUGUSTA OFFICE SOLUTIONS ANDREWS GALLERY 3021 RIVERWATCH PKWY 3070 DAMASCUS ROAD, SUITE D 2831 WASHINGTON ROAD AUGUSTA, GA 30907 AUGUSTA, GA 30909 AUGUSTA, GA 30909 DIGITAL OFFICE EQUIPMENT AUGUSTA BUSINESS EQUIPMENT RK BAKER OFFICE INTERIORS 229 FURYS FERRY RD., STE. 141 461 TIMBER WOLF TRL. 3319 WASHINGTON RD. AUGUSTA, GA 30907 AUGUSTA, GA 30907 AUGUSTA, GA 30907 Returned Mail BROOKSTONE AUGUSTA OFFICE INSTALL POLLOCK COMPANY 3450 WRIGHTSBORO RD. 4629 DURBIN DR. 1711 CENTRAL AVE. AUGUSTA, GA 30909 AUGUSTA, GA 30907 AUGUSTA, GA 30904 Returned Mail TAKIYAH DOUSE RICK ACREE AUGUSTA CENTRAL SERVICES AUGUSTA CENTAL SERVICES Kellie Irving DEPARTMENT DEPARTMENT Compliance Department Bid Item #18-252 Bid Item 18-252 Furniture for Augusta Wellness Furniture for Augusta Wellness Center Center for Central Services-Facilities for Central Services-Facilities Maintenance Mailed 7/31/18 Bid Due: Thur 8/23/18@3:00 P.M. Item # 2 PG 1 of 1 Attachment number 4 \nPage 2 Item # 2  Administrative Services Committee Meeting 9/25/2018 1:20 PM Executive Sessions Department: Presenter: Commissioner Sammie Sias Caption: Request the Commission honor the time frame we set for our Executive Session of 11:00 am to 1:00 pm. and pass a resolution to: - Start the Executive Session meetings on time. - End the meeting at 1:00 pm. Items not addressed will berescheduled - reconvene the executive session after completion of all committees. - Limit excessive debate. - Provide Executive Session agenda and supporting material to all commissioners by Friday of the prior week, same as the Commission agenda. - Package confidential or sensitive material as such. (Requested by Commissioner Sammie Sias) Background: We are doing our citizens a great disservice when they are sitting around waiting on their elected representatives who appear to have no regard for their time or daily obligations. Their time is money. We must stop wasting it. Request that you Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Cover Memo Accounts: Item # 3 REVIEWED AND APPROVED BY: Cover Memo Item # 3  Attachment number 1 \nPage 1 From: Commissioner Sammie Sias Sent: Thursday, SePtember 20,20L8 8:27 AM To: Lena Bonner Cc: Nancy Morawski; Natasha L. McFarley Subiect: Executive Session Meetings Ms Bonner, please add the following item to the Administrative Service Committee agenda. Request the Commission honor the the time frame we set for our Executive Session of t t:OO am to l:00 pm. We are during our citizens a great disservice when they are sitting around waiting on their elected representatives who appiar to have no regard for their time or daily obligations. Their time is money. We must stop waiting it. Request that you pass this resolution to: - Start the Executive Session meetings on time - End the meeting at l:00 pm. Items not addressed will be rescheduled reconvene the executive session after completion of all committees. - Limit excessive debate - provide Executive Session agenda and supporting material to all commissioners by Friday of the prior week, same as the Commission agenda. - Package confidential or sensitive material as such. Commissioner Sias Sent from my iPad Please consider the environment before printing this email. This e-mail contains confidential information and is inlended only for the individual named. lf you are nol the named addressee, you should noi disseminate, distribute or copy this e-mail. please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. The City of Augusta accepts no liability for the content of this e-mail or for the consequences of any actions taken on the basis of the information provided. unless that information ts subsequenfly confirmed in writing. Any views or opinions presented in this e-mail are solely lhose of the author and do not necessarily represent those of the City of Augusta. E-mail transmissions cannol be guaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incompleG, or contain viruses. The sender therefore does not accept liability for any errors or omissions in the content of this message which arise as a result of the e-mail transmission. lf verification is required, please request a hard copy version. AED:1 04.1 Item # 3  Administrative Services Committee Meeting 9/25/2018 1:20 PM Minutes Department: Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on September 11, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4  Attachment number 1 \nPage 1 Administrative Services Committee Meeting Commission Chamber - 9l1ll20l8 ATTENDANCE: Present: Hons. M. williams, chairman; Jefferson, vice chairman; D. Williams, member. Absent: Hon. Hardie Davis, Jr., Mayor; Davis, member. ADMINISTRATIVE SERVICES 1. Authorize the submission of the 2018 Consolidated Application, Exhibit 2 Item Applications (both New and Renewal) and all supporting documentation for Action: the Continuum of Care Application to The Department of Housing and Urban Approved Development (HUD). Motions Motion Motion Text Motion rype Made By seconded By Result Motion to Approve approve. Commissioner Commissioner Passes Andrew Jefferson Dennis Williams Motion Passes 3-0. 2. Award' the contract for renovation and conversion of 1815 Marvin Griffin Item Road into additional space for Records Archives and office space for Action: Mosquito Control to R. W. Allen and Associates in the amount of Approved $1,142,700.00. Bid Item 18-198 Motions Motion Motion Text lype Made By Seconded By ili:xi," Motion to Approve approve. Commissioner Commissioner Passes Dennis Williams Andrew Jefferson Motion Passes 3-0. 3. Item # 4  Attachment number 1 \nPage 2 Motion to approve publication of the proposed budget allocations for the ltem required 30-Day Public Comment Period and subsequent submission by Action: Augusta Housing and Community Development of the FY2019 Annual Approved Action Plan for the following programs funded by the u.S. Department of Housing and Urban Development (HUD): Community Development Block Grant (CDBG) Program, Home Investment partnerships (HOME) program, Emergency Solutions Grant (ESG) Program, and the Housing Opportunities for Persons With AIDS (HOPWA) Program. Motions --- Motion ;- Motion Text Made By seconded By Motion r ype Result Motion to Approve approve. Commissioner Commissioner Andrew Jefferson Dennis Williams Passes Motion Passes 3-0. 4. Motion to approve the minutes of the Administrative Services Committee held Item on August28,20l8. Action: Approved Motions Motion Motion Text Motion Made By rype Result Motion to Approve approve. Commissioner Commissioner Dennis Williams Andrew Jefferson Passes Motion Passes 3-0. 5. Presentation by Mr. Floyd Bennett regarding uncleaned ditch along side of his Item residence. Action: Approved Motions Motion Motion Motion Text Made By Seconded By I VDE JI Result Motion to approve receiving this item as Commissioner Commissioner A ---^_.^ Approve - -rr- - '- information. Andrew Dennis Passes Motion Passes 3-0. Jefferson Williams 6. Discuss salaries adjustments for Richmond County Juvenile Court employees Item who were not included in the recent compensation study. (Requested by Action: Commissioner Marion Williams) Approved Item # 4  Attachment number 1 \nPage 3 Motions Motion rype Motion Text Made By seconded By f*il Motion to approve tasking the Administrator and the Human Resources Department to meet with Juvenile Court and other similarly situated Commissioner Commissioner departments to determine - -rr- - ' - Aoorove Andrew Dennis Passes if the money they currently have in their Jefferson Williams budgets can be used to make appropriate salary adjustments for their employees. Motion Passes 3-0. 7. Discuss recent squatter-situation on Gordon Highway and the lack of follow- Item through from city departments. (Requested by Commissioner Marion Action: Williams) Approved Motions Motion Motion Text Motion rype Made By Seconded By Result Motion to approve Commissioner Commissioner _-..^--^ receiving this item as ADDTOVE Dennis ^ information. Andrew Passes Motion Passes 3-0. Williams Jefferson www.augustasa.sov Item # 4  Administrative Services Committee Meeting 9/25/2018 1:20 PM Ratify Emergency Purchase Order for Central Services Re-roof Department: Central Services - Facilities Presenter: Takiyah A. Douse Caption: Ratify an Emergency Purchase Order #P358754 in the amount of $81,900.00 to RPI Inc. to replace the upper roof on the Central Services Administration Building. Background: Augusta has recently completed renovations of the former Augusta Utilities Customer Service Building on Peach Orchard Road into Administrative Space for the Central Services Department. After completion, a leak was discovered and investigated. It was determined that the existing roof could not be successfully patched in a manner that would provide a long term watertight system. It was further determined that there is already one original built up roof under the exposed membrane roof. The Building Code does not allow for installation of three membranes which necessitates the removal of both roofs. In order to protect the recently completed interior renovations, replacement of the roof is necessary. Analysis: Roof replacement rather than patching/coating, is required. Emergency Procurement Procedures were followed and the PO was issued to the low bidder, Roofing Professionals, Inc. (RPI) in the amount of $81,900.00. Materials have been ordered and work is to commence as soon as possible. Financial Impact: The cost is $81,900 to be funded from SPLOST 7 set aside for Roof Replacements Alternatives: 1. Ratify Emergency Purchase Order #P358754 in the amount of $81,900.00 to RPI Inc. to replace the upper roof on the Central Services Administration Building. Cover Memo Recommendation: Item # 5  Ratify Emergency Purchase Order #P358754 in the amount of $81,900.00 to RPI Inc. to replace the upper roof on the Central Services Administration Building. Funds are Available in the The cost is $81,900 to be funded from SPLOST 7 set aside for Following Roof Replacements Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 5 Attachment number 1 \nPage 1 Item # 5