Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 1/29/2019- 1:10 PM Meeting ADMINISTRATIVE SERVICES 1. Discuss the Administrator's response to salaries and personnel of Juvenile Court. (Requested by Commissioner Marion Attachments Williams) 2. The Animal Services Department is requesting approval to replace two Animal Transport Trucks for the Animal Services Attachments Department - ITB 18-174. 3. Establish the "Administrative Policies and Procedures Subcommittee". The subcommittee will address the PPP Manual Attachments and other needed policy and revisions. (Requested by Commissioner Sammie Sias) 4. The Engineering Department's Storm Water Division requests the purchase of two replacement Agricultural Utility Tractors for Attachments mowing. Bid Item #18-289 Tractor Agricultural Utility. 5. Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process (as presented Attachments for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms. 6. Motion to approve HCD's Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented Attachments for calendar year 2019) relative to authorization of Agreements/Contracts/Task Orders. 7. Motion to approve the minutes of the Administrative Services Committee held on January 8, 2019. Attachments 8. Discuss authorizing Planning & Development and Human Resources to research compensation paid in the various positions Attachments in Planning & Development and determine a competitive pay range that enables the department to attract and retain qualified employees. (Requested by Mayor Pro- Tem Sean Frantom) www.augustaga.gov  Administrative Services Committee Meeting 1/29/2019 1:10 PM Personnel Juvenile Court Department: Presenter: Commissioner Marion Williams Caption: Discuss the Administrator's response to salaries and personnel of Juvenile Court. (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 # 1  Attachment number 1 \nPage 1 Lena Bonner From: Kelly Campbell Sent: Friday, December 21,,20L81:31 PM To: Commissioner Marion Williams Cc: Lena Bonner; Kenneth Perry;Janice Allen Jackson; Commissioner Mary Davis; Commissioner Dennis Williams Subject: Juvenile Court t2l2ut8 Honorable Marion Williams Commissioner 9th District Dear Commissioner Williams: Please consider this as my request to be placed on the next Agenda to discuss the Administrator's response to our request regarding the salaries and personnel of Juvenile Court in my letter to you. Clearly there is a lack of equal pay for equal work of women that should be addressed. Sincerely, Carl C. Brown, Jr. Kelly D. Campbell Judicial Assistant to The Honorable Carl C. Brown, Jr. Chief Judge Superior Court Augusta Judicial Circuit Augusta-Richmond County Judicial Center John H. Ruffin, Jr. Courthouse 735 James Brown Boulevard, Suite 4203 Augusta, GA 30901-2974 706.821.2347 706.721.4476 fax kcampbell(@au gusta ga. gr>r, At:{l:1$4 1 Item # 1  Administrative Services Committee Meeting 1/29/2019 1:10 PM 2019 - ITB 18-174 Animal Services Containment Trucks Department: Central Services Department - Fleet Management Division Presenter: Ron Crowden Caption: The Animal Services Department is requesting approval to replace two Animal Transport Trucks for the Animal Services Department - ITB 18-174. Background: The Animal Services Department would like to replace a 2009 Ford F250 animal transport truck with 163,107 miles and a 2008 Ford F250 animal transport truck with 128,758 miles utilizing ITB 18-174. SPLOST 7’s allocation for Public Safety Vehicles is $1,500,000. For the purpose of SPLOST 7 that includes the Richmond County Sheriff’s Office, Marshal’s Office, District Attorneys’ Office, Coroner’s Office, Probation Office, Solicitor’s Office, Augusta-Richmond County Correctional Institute, and Animal Services. Analysis: The Procurement Department published a competitive bid using the Demand Star national electronic bid application for Animal Transport Trucks with the following results. Bid 18-174 Animal Transport Truck: 2019 Ford F250 - Allan Vigil Ford = $44,345.00; Wade Ford = $45,628.00; Fairway Ford = $46,186.32 (Non-Compliant) Financial Impact: 2- 2019 Ford F-250 Animal Transport Truck @ $44,345.00 each. The total of this purchase is $88,690.00. This vehicle will be purchased with SPLOST 7 funds. Alternatives: (1) Approve the request; (2) Do not approve the request Recommendation: Motion to approve the purchase of two 2019 Ford F-250 Animal Transport Truck at $44,345.00each = $88.690.00 for the Animal Services Department. Cover Memo Item # 2 SPLOST 7, 329-01-1310 Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 2 Attachment number 1 \nPage 1 Item # 2 Attachment number 1 \nPage 2 Item # 2  Attachment number 2 \nPage 1 Invitation to Bid Sealed bids will be received at this office until Tuesday, April 10, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-174 Animal Transport Truck – Central Service Department – Fleet 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. 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, March 16, 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 February 22, March 1, 8, 15, 2018 Metro Courier February 22, 2018 Item # 2  Attachment number 3 \nPage 1 OFFICIAL Bid Item #18-174 Animal Transport Truck for Augusta, Georgia - Central Services Department-Fleet Division Bid Date: Tuesday, April 10, 2018 @ 3:00 p.m. Total Number Specifications Mailed Out: 9 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 142 Total Number Specifications Mailed Out to Local Vendors: 1 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 3 Total Non-Compliant: 1 Shor-Line Schroer Fairway Ford Wade Ford Allan Vigil Ford Lincoln, Inc. Manufacturing Co. VENDORS 511 Osage Avenue 4333 Washington Rd 3860 Cobb Road 6790 Mount Zion Boulevard Evans, GA 30809 Smyrna, GA 30080 Morrow, GA 30260 Kansas City, KS 66105 Attachment B YES Yes YES E-Verify Number No Bid NO 314470 94460 SAVE Form YES YES YES Animal Transport Truck Chassis Year 2018 2019 2019 Make Ford Ford Ford Model F350 F250 F250 Animal Transport Truck Body Year 2018 2018 2019 Make Ford Swab Swab Wagon Model F350 ARF-95 ARF-95 $42,906.32 / Bid Price $42,978.00 $41,880.00 Non-Compliant Approximate Delivery 90-120 days 20-22 weeks 120-150 days Time OPTION 9.01 $3,280.00 $2,650.00 $2,465.00 Four Wheel Drive Item # 2 Page 1 of 1 18-174 OFFICAL TAB Attachment number 4 \nPage 1 Item # 2 Attachment number 4 \nPage 2 Item # 2 Attachment number 5 \nPage 1 Item # 2 Attachment number 5 \nPage 2 Item # 2 Attachment number 6 \nPage 1 Item # 2 Attachment number 6 \nPage 2 Item # 2 Attachment number 6 \nPage 3 Item # 2 Attachment number 6 \nPage 4 Item # 2 Attachment number 6 \nPage 5 Item # 2 Attachment number 6 \nPage 6 Item # 2  Administrative Services Committee Meeting 1/29/2019 1:10 PM Administrative Policies and Procedures Subcommittee Department: Presenter: Commissioner Sammie Sias Caption: Establish the "Administrative Policies and Procedures Subcommittee". The subcommittee will address the PPP Manual and other needed policy and revisions. (Requested by Commissioner Sammie Sias) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3  Administrative Services Committee Meeting 1/29/2019 1:10 PM Bid Item #18-289 Tractor Agricultural Utility - 2019 - Storm Water Ag Tractors Department: Central Services Department - Fleet Management Division Presenter: Ron Crowden Caption: The Engineering Department's Storm Water Division requests the purchase of two replacement Agricultural Utility Tractors for mowing. Bid Item #18-289 Tractor Agricultural Utility. Background: The Department is requesting to replace tractor asset # 061031, which is a 24 year old Case 585 model. Tractor asset # 061031 has had 97 documented work orders totaling $20,360 to date. Additionally, they wish to replace tractor asset # F02281 which is a 16 year old Ford 6610S. It has had 311 documented work orders totaling $70,395 to date. Both have either excessive age, deteriorating conditions or have been identified to be economically inefficient to maintain. The New Holland tractor, as requested by the using department, has dual rear tires which are essential for the safety of the employees and stability of the equipment while travelling frequently on sloped terrains. The tractors will be used for cutting tall grass and vegetation on the sides of roadways accomplished with a batwing mower attachment. The bid tab sheet for Bid 18-289: Agricultural Utility Tractor is attached for your review. Analysis: The Procurement Department published a competitive bid using the Demand Star application for an Agricultural Utility Tractor. Invitations to bid were sent to nine vendors to include two qualifying local vendors. Five vendors responded with offers on the Invitation to Bid. Two vendors were disqualified due to incomplete bid packets. J & B Tractor from Augusta, GA was able to offer the requested product with necessary specifications. Bid 18-289: Agricultural Utility Tractors: 2018 John Deere 5100E – Blanchard Equipment: $44,986.37 (Waynesboro, GA); 2018 John Deere 5100M – AG-Pro: $60,780.00 (Conyers, GA); 2018 John Deere 5100M – AG-Pro: $60,780.00 (Conyers, GA); 2018 New Holland T4.100 – J & B Tractor: $64,616.00 Cover Memo (Augusta, GA) Item # 4 Financial Impact: Two (2) – 2018 New Holland T4.100 Tractors @ $64,616.00 each. The total purchase is $129,232.00 for the Engineering- Stormwater Department. The equipment will be purchased with department SPLOST 7 funds (ACCT# 329-04-1110/54.21110). Alternatives: (1) Approve the request; (2) Do not approve the request Recommendation: Approve the purchase of two – 2018 New Holland T4.100 Tractors for the Engineering-Storm Water Department Funds are Available in the 329-04-1110/54.21110 Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 4 Attachment number 1 \nPage 1 Item # 4 Attachment number 1 \nPage 2 Item # 4  Attachment number 2 \nPage 1 Invitation to Bid Sealed bids will be received at this office until Friday, October 12, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-289 Tractor Agricultural Utility – Augusta, GA Central Services Department – Fleet Maintenance– Fleet Maintenance Bid Item #18-291 Street Sweeper – Augusta, GA Central Services Department – Fleet Maintenance– Fleet Maintenance Bid Item #18-292 Riding Slope Mower – Augusta, GA Central Services Department – Fleet Maintenance– 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, September 28, 2018 @ 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. 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 6, 13, 20, 27, 2018 Metro Courier September 6, 2018 Item # 4  Attachment number 3 \nPage 1 OFFICIAL Bid Opening Item #18-289 Tractor Agricultural Utility for Augusta, Georgia- Central Services Department-Fleet Maintenance Bid Due: Tuesday, October 23 , 2018 @ 11:00 a.m. Total Number Specifications Mailed Out: 16 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 29 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 5 Total Non-Compliant: 2 BLANCHARD & EQUIPMENT J & B TRACTOR CO. INC. SPECIALIZED TURF & ATLANTIC & SOUTHERN AG-PRO CO. 3585 MIKE PADGETT EQIPMENT CO. EQUIPMENT, LLC VENDORS 1377 DOGWOOD DR SW 4107 COLUMBIA RD HIGHWAY 405 MCGEE ROAD 1642 FOREST PKWY CONYERS, GA 30012 MARTINEZ, GA 30907 AUGUSTA, GA 30906 ANDERSON, SC 29625 LAKE CITY, FL 30260 Attachment B Yes Yes Yes Yes Yes Addendum 1 Yes Yes Yes Yes Yes E-Verify Number 651016109 515905 No 762893 675168 SAVE Form Yes Yes Yes Non-Compliant Yes General Options Year 2018 2018 2018 2018 2018 Brand John Deere New Holland KIOTI Massey Ferguson John Deere Model 5100ECAB T4-100 PX1053 4710 DEIUXE 5100M Bid Price $42, 978.77 $54, 950.00 $48,667.00 $58, 700.40 $57, 256.00 Approximate Delivery 1-Nov-18 90-120 Days 30 Days 2 Weeks 30-60 Days Schedule Tractor Requirements: 5.00 2018/2019 Tractor, Utility $42,978.77 $54,950.00 $48,667.00 $58,700.40 $57, 256.00 Model Price 6.00 Specialty Items Required: 6.01 No Charge $30.00 Included $60.00 Included Keys-(3 sets Total) 6.02 $70.00 $95.00 Included $100.00 $150.00 Fire extinguisher 6.03 No Charge $1,850.00 Included $400.00 Included Two each operator manuals 6.04 No Charge $125.00 Included $750.00 $600.00 Delivery Charge 7.00 Manufacturer Options: 7.01 $237.60 $235.00 $125.00 $750.00 $208.00 Cab top flashing light 7.02 $70.00 $95.00 Included $100.00 $150.00 Fire Extinguisher 7.03 $710.00 Standard Included Included $849.00 Air Ride Seat 7.04 N/A $5, 970.00 N/A $4, 500.00 N/A Dual Rear Tires 7.05 Weight Kit $955.00 $950.00 N/A $1, 250.00 Item # $800.00 4 Page 1 of 2  Attachment number 3 \nPage 2 OFFICIAL Bid Opening Item #18-289 Tractor Agricultural Utility for Augusta, Georgia- Central Services Department-Fleet Maintenance Bid Due: Tuesday, October 23 , 2018 @ 11:00 a.m. Total Number Specifications Mailed Out: 16 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 29 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 5 Total Non-Compliant: 2 BLANCHARD & EQUIPMENT J & B TRACTOR CO. INC. SPECIALIZED TURF & ATLANTIC & SOUTHERN AG-PRO CO. 3585 MIKE PADGETT EQIPMENT CO. EQUIPMENT, LLC VENDORS 1377 DOGWOOD DR SW 4107 COLUMBIA RD HIGHWAY 405 MCGEE ROAD 1642 FOREST PKWY CONYERS, GA 30012 MARTINEZ, GA 30907 AUGUSTA, GA 30906 ANDERSON, SC 29625 LAKE CITY, FL 30260 7.06 4x4 Drivewith Cab and No Charge $54,950.00 Standard Included Included Manufactured model standard tires 7.07 $35.00 $86.00 $65.00 Included $100.00 DOT Traffic Warning Flags 7.08 No Charge Standard Included Included Included SMV Placard 7.09 N/A Standard Included Included $342.00 Hitch Lift System 7.10 Extended Remote for 3-Point N/A $325.00 Included Included $475.00 Hitch Item # 4 Page 2 of 2 Attachment number 4 \nPage 1 Item # 4 Attachment number 4 \nPage 2 Item # 4 Attachment number 5 \nPage 1 Item # 4 Attachment number 5 \nPage 2 Item # 4  Administrative Services Committee Meeting 1/29/2019 1:10 PM FY2019 HCD Agreement/Contract Procedural Process Department: Housing and Community Development Department Presenter: Hawthorne Welcher, Jr., Director Caption: Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms. Background: Each year the Augusta, Georgia receives Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnerships (HOME) and Housing Opportunities for Persons with AIDS (HOPWA) funds from the U.S. Department of Housing & Urban Development (HUD). These funds are used to fund agencies and projects to assist low-income persons and revitalize low-income neighborhoods. The Housing and Community Development (HCD) Department annually solicits for proposals from agencies and develops CDBG, ESG, HOME and HOPWA budgets which are incorporated into the City’s Annual Action Plan. For Fiscal Year 2019, the Action Plan contains thirty-two (32) projects. To carry out these projects, HUD requires the City to have agreements with the agencies carrying out the activities described in the Annual Action Plan. Furthermore, there are a couple HUD forms /Banking Documents that only require a single authorized official signature. These documents, specifically a) Forms HUD-7082, and b) HUD-40093 shall be authorized for execution by the Mayor (as Augusta, GA’s HUD Certified Official). To facilitate the execution of agreements/contract process, we propose the utilization of our attached Agreement/Contract procedural process (see attached). Note: Grey Highlights notate updated revisions for greater Commission Engagement Analysis: The submitted procedural process provides fluency and keeps the Augusta, GA Commission engaged of Housing and Cover Memo Community Development’s (HCDs) progress and projects. Item # 5 Approval of the proposed procedural process will enable HCD,  through partnerships, to continue impactful housing/supportive service activities for persons/areas considered low and moderate. 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 $1,773,043, HOME Investment Partnership funds in the amount of $992,568, Emergency Solutions Grant funds in the amount of $148,479, and Housing Opportunities for Persons with AIDS funds in the amount of $1,059,712. Alternatives: Do not approve HCD's agreement/contract procedural process ask. Recommendation: Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms. Funds are Housing and Urban Development (HUD) Funds: Community Available in the Development Block Grant (CDBG), Emergency Solutions Grant Following (ESG), HOME Investment Partnership Grant (HOME) and, Accounts: Housing Opportunities for Persons with AIDS (HOPWA) funds. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5  Attachment number 1 \nPage 1 Housing and Community Development Department Hawthorne E. Welcher, Jr. Shawn L. Edwards Director Deputy Director HOUSING AND COMMUNITY DEVELOPMENT (HCD) CONTRACT PROCEDURAL PROCESS Pursuant to Administrative Services Committee Meeting (December 11, 2018), Agenda Item #4, please find (below) Housing and Community Development’s (HCDs) REVISED Contract Procedural Process. Recommended Motion: Motion to approve Housing and Community Development Department’s (HCDs) contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms 1. Annually, Augusta, GA is notified of receipt of a direct allocation of federal funds, Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnerships (HOME) and Housing Opportunities for Persons with AIDS (HOPWA), from the U.S. Department of Housing and Urban Development (HUD). a. Augusta, GA (through HCD via Commission approval) also applies for HUD funding on behalf of local non- profit community partners under the Continuum of Care competitive grant process. These funds are used to provide services to local citizens experiencing homelessness. 2. Housing and Community Development (HCD) holds an annual HUD Application Workshop. 3. HCD solicits applications from agencies, reviews these applications and recommends eligible agencies for funding that are in accordance with the Consolidated Plan’s Goals and Priorities. These recommendations are then incorporated into CDBG, ESG, HOME and HOPWA budgets; and constitutes Augusta GA’s Annual Action Plan. 4. HCD engages local citizens through our HUD-approved Citizen Participation process to present the Annual Action Plan for a 30-Day Public Comment Period. 5. HCD presents to the Augusta, GA Commission (Committee-Commission cycle) the Annual Action Plan for review, approval/denial and requests that the Mayor be granted the authority to execute documents required for submission as Augusta, GA’s Certifying Official (Federal statutory submission deadline: November 15th). 6. HUD notifies Augusta, GA that the submitted Annual Action Plan is approved. a. For Fiscal Year 2019, the Action Plan contains thirty-two (32) projects. To carry out these projects, HUD requires Augusta, GA to have agreements with each agency carrying out the activities described in the Annual Action Plan (see Step 8-9). 7. City of Augusta receives Annual Grant Agreements from HUD for review and execution by Law Department, and Mayor as Augusta, GA’s HUD Certifying Official. Housing and Community Development 925 Laney Walker Blvd., 2nd Floor - Augusta, GA 30901 (706) 821-1797 – Fax (706) 821-1784 www.augustaga.gov Item # 5  Attachment number 1 \nPage 2 HCD_Contract Procedural Approval Process Page 2 8. Upon execution and receipt by HUD of all Annual Grant Agreements, HCD moves to contract with Public Service Agencies (comprise of no greater than 15% of the CDBG Budget) as identified in the Commission approved Annual Action Plan. All other Annual Action Plan activities performed by area non-profit partners shall be subject to approval by the Augusta, GA Commission. 9. Upon Augusta, GA Commission approval, the sub-recipient non-profit partners move to execute their Agreements; the Agreements are signed by the HCD Director, and then submitted to Law Department for review and approval as to form; the Agreements are then forwarded to the Administrator and Mayor for execution on behalf of Augusta, GA. 10. Sub-recipient non-profit partners move to carry out the activities described in their agreement and report performance to HCD on an on-going basis, and are monitored for compliance periodically throughout the Program Year. 11. HCD compiles the Consolidated Annual Performance and Evaluation Report (CAPER) of all outcomes / results and financial expenditures of activities carried out under that Program Year’s Annual Action Plan. The CAPER is then presented to the Augusta, GA Commission for review and HCD requests permission to submit to HUD after a 15-Day Public Notification Period (March 15 Federal statutory submission deadline). Recommended Motion: Motion to approve Housing and Community Development Department’s (HCDs) contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/HUD Forms Item # 5  HCD CONTRACT PROCEDURAL PROCESS FLOW CHART 1. Augusta, GA notified 8. HCD moves to enter 8 (b). All other Annual of Federal Awards into Agreement with Action Plan activities under CDBG, ESG, Public Service / ESG performed by area non- HOME, HOPWA and non-profit partners profits reviewed and applies under CoC with identified in Annual approved by HUD Action Plan Committee/Commission Cycle 11(c). HCD submits 7. Augusta, GA recieves annual CAPER to HUD 2. HCD hosts Annual Grant Agreements from Application Workshop HUD - reviewed / 9. HCD executes executed by Legal, subrecipient Mayor Agreements with approved area non- 11 (b). HCD submits profits and forwards to CAPER to Committee / 3. HCD solicits Legal, Mayor, Commission Approval applications for funding 6. HCD submits Annual Adminstrator for cycle prior to from local non-profit Action Plan to HUD / Review and Execution submission (including partners HUD notifies Augusta, 15-Day Comment GA of Annual Action Period) Plan Approval 10. Fully executed Agreements returned 4. HCD engages local to HCD and Non-profit citizens through HUD- 11 (a). HCD compiles 5. HCD presents Annual partners carry out approved Citizen annual CAPER Action Plan to activities described in Participation Process Committee/Commission Annual Action Plan including 30-Day Submission Approval Comment Period Process 10 (b). Non-profits 10(c). HCD monitors report results and sub-recipient non-profit expenditures to HCD performance Item # 5 *See Procedural Process Memorandum for detailed explanation of steps *Green boxes denote ARC Commission Action 27 Dec. 2018  Administrative Services Committee Meeting 1/29/2019 1:10 PM FY2019 HCDs_LW/B Agreement/Contract Procedural Process Department: Housing and Community Development Department Presenter: Hawthorne Welcher, Jr., Director Caption: Motion to approve HCD's Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/Task Orders. 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 homebuyers, selected a team of development partners to focus on catalytic change, and created a marketing strategy to promote the overall effort. To date, HCD (via partnership) continues impactful community developmental activities in seven (7) developmental nodes with continued focus on a Community Economic Development strategy centered around housing, commercial, retail, job creation, and a wraparound supportive service network. To facilitate the execution of our agreements/contract process, we propose the utilization of our attached Agreement/Contract procedural process (see attached). Note: Grey Highlights notate updated revisions for greater Commission Engagement Analysis: The submitted procedural process provides fluency and keeps the Augusta, GA Commission engaged of Housing and Community Development’s (HCDs) progress and projects. Approval of the proposed procedural process will enable continued redevelopment within the Laney Walker/Bethlehem neighborhoods. Financial Impact: Not Applicable Cover Memo Item # 6 Alternatives:  Do not approve HCD’s LW/B Agreement/Contract procedural process ask. Recommendation: Motion to approve HCD’s Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/Task orders. Funds are Available in the Laney Walker/Bethlehem Bond Funds is the primary funding Following source Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 6  Attachment number 1 \nPage 1 Housing and Community Development Department Hawthorne E. Welcher, Jr. Shawn L. Edwards Director Deputy Director LANEY WALKER/BETHLEHEM CONTRACT PROCEDURAL PROCESS Pursuant to Administrative Services Committee Meeting (December 11, 2018), Agenda Item #5, please find (below) Housing and Community Development’s REVISED (HCDs) Laney Walker/Bethlehem Revitalization Project Contract Procedural Process. Recommended Motion: Motion to approve the Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/Task Orders 1. Laney Walker/Bethlehem Revitalization Bond Issuance Commenced a. First Bond Issuance ($8M)_2010 (approved by Augusta, GA Commission/URA) b. Second Bond Issuance ($2M)_2015 (approved by Augusta, GA Commission/URA) c. Bond funds are expended to a)facilitate commercial and residential development, b)maintenance and marketing incentives, c)construction & construction related activities, d)other 2. HCD presented to the Augusta, GA Commission (Committee-Commission cycle), the Laney Walker/Bethlehem Redevelopment Plan for review, approval/denial a. Approved by Augusta, GA Commission_2009 3. HCD engaged local citizens through a Citizen Participation process to present and provide annual updates to the Laney Walker/Bethlehem Redevelopment Plan (continued annually) 4. HCD submitted RFQ/RFP/ITB solicitation (via the Augusta, GA Procurement Office) to procure a certifiable service (development, construction, A&E, marketing, real estate services, property management, etc.) within the LW/B Area. Next, successful RFQ/RFP/ITB solicitations are presented to the Augusta, GA Commission for review, approval/denial (ahead of any developmental action). 5. If RESIDENTIAL, HCD (through partnerships) strategically implements Community Economic Development developmental activities in accordance with the Laney Walker/Bethlehem Redevelopment Plan a. HCD/Procured Developer identify potential projects, funding and set budgets b. Procured Developer submit bids for specified projects of interest (via defined project task order) c. Lowest/Best Bid is reviewed/vetted appropriately (internally) d. Lowest/Best Bid is presented to Augusta, GA Commission for review, approval/denial e. If Augusta, GA Commission approved, HCD moves forward with entering into a contract agreement for residential development/construction 6. If COMMERCIAL/RETAIL, HCD (through partnerships) strategically implements Community Economic Development commercial/retail/small business activities in accordance with the Laney Walker/Bethlehem Redevelopment Plan, a. HCD/Procured Developer/Real Estate Brokerage Services Company identify potential project(s) b. Potential Project is reviewed/vetted appropriately (internally) Housing and Community Development 925 Laney Walker Blvd., 2nd Floor - Augusta, GA 30901 (706) 821-1797 – Fax (706) 821-1784 www.augustaga.gov Item # 6  Attachment number 1 \nPage 2 LW/B_Contract Procedural Approval Process Page 2 c. Potential Project is presented to Augusta, GA Commission for review, approval/denial (if applicable) d. If Augusta, GA Commission approved, i. HCD invites procured developers to bid on specified project (via defined project task order), or ii. HCD begins negotiations (sole source) with procured developer that has project concept expertise e. HCD moves forward with the lowest/best bid/sole sourced developer and enters into a contract agreement for commercial/retail/small business development 7. If OTHER, HCD strategically implements RFQs/RFPs/ITBs (via Augusta, GA Procurement Department) in accordance with the Laney Walker/Bethlehem Redevelopment Plan a. If respective RFQ/RFP/ITB is Augusta, GA Commission approved, HCD moves forward with proper execution of the contract agreement, led by the RFQs/RFPs/ITBs Scope of Service b. Other: A&E, Marketing Services, Real Estate Brokerage Services, Property Management, etc. 8. Once the LW/B Procured Developer/Partner has executed their Agreement, the Agreement is returned/signed by HCD Director, then submitted to Law Department for review and approval as to form; then forwarded to the Administrator and Mayor for execution on behalf of Augusta, GA 9. The fully executed agreement is then returned to HCD and a copy is provided to the procured developer/partner 10. The procured developer/partner will schedule a NTP and pre-development meeting with HCD before beginning 11. Procured Developer/Partner moves to carry out the activities described in their agreement, reports performance to HCD on an on-going basis, and is monitored for compliance periodically throughout the project. Recommendation Motion: Motion to approve the Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2019) relative to authorization of Agreements/Contracts/Task Orders Item # 6  HCD LW/B CONTRACT PROCEDURAL PROCESS FLOW CHART 6(a). HCD moves to 7. If other, HCD procure developers for strategically approved projects implements through bidding on RFQs/RFPs/ITBs defined task orders or through procurement in sol source negotiation, accordance with LW/B 1. Augusta, GA LW/B Redevelopment Plan as appropriate Revitialization Bond Issuance Commenced 8. HCD executes 6. If Commercial / Agreements with Retail, potential project approved Procured 2. HCD presented presented to Commission LW/B Developer/Partner 11. Procured Commission for Developer / Partner Redevelopment Plan - review/approval/denial Approved by moves to carry out the Commission in 2009 activities described in Agreement, reports 8(b). HCD forwards performance to HCD executed 5. If Residential, (on-going) and is Developer/Partner 3. HCD engage local Lowest/Best Bid monitored for Agreement to Legal, constituents through submitted to compliance periodically Mayor and Citizen Participation Commission for Adminstrator for throughout the project. process review/approval/denial review/execution 10. Procured Developer 4(b). HCD presents / Partner schedules NTP 4. HCD submitted successful RGQ/RFP/ITB 9. Fully executed and predevelopment RFQ/FRP/ITB soliciations to Agreement returned to meeting with HCD soliciastion through Commission for HCD before beginning Procurement review/approval/denial project Item # 6 *See LW/B Procedural Process Memorandum for detailed explanation of steps *Green boxes denote ARC Commission Action 27 Dec. 2018  Administrative Services Committee Meeting 1/29/2019 1:10 PM Minutes Department: Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on January 8, 2019. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7  Attachment number 1 \nPage 1 Administrative Services Committee Meeting Commission Chamber - ll8l20l9 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Sias, Chairman; Clarke, Vice Chairman; Davis and Few, members. ADMINISTRATIVE SERVICES 1. Motion to approve First Vehicle Services, Inc. provide fleet maintenance Item services to Augusta, Georgia - RFP 19-225. Action: Approved Motions f#:" Motion rext Made By seconded By ffitjii Motion to approve with the emergency towing a __-^__^ response time being Commissioner Commissioner Approve Passes red',uced from 120 Mary Davis John Clarke minutes to 90 minutes. Motion Passes 4-0. 2. Approve the proposed drafts of the dedication plaques for the following Item projects: Action: Approved . Maxwell Library Renovations . Reynolds Street Pedestrian Bridge . Augusta Records Retention Center Annex . Augusta Public Transit Operations and Maintenance Facility . Augusta Wellness Center Item # 7  Attachment number 1 \nPage 2 Motions Motion f#:"" Motion rext Made Bv Seconded By Result Motion to Approve approve. Commissioner Commissioner Passes Mary Davis Johnny Few Motion Passes 4-0. 3. Motion to approve Housing and Community Development Department's Item (HCD's) contract procedural process relative to authorization of Action: agreements/contracts/tlUD forms for the various federal programs Approved administered by the Department for program/calendar year 2019. Motions Motion f#:" Motion rext Made By seconded By Result Motion to delete this commissioner commissioner Delete item from the agenda. Mary Passes Motion passes 4-0. Davis Johnny Few 4. Motion to approve Housing and Community Development Department's ltem (HCD's) procedural process relative to agreements/contracts/task orders for Action: the Laney Walker/Bethlehem Revitalization Project (for calendar year 2019). Approved (Approved by Administrative Services Committee December 11, 2018 - referred from December 18 Commission meeting) Motions Motion rext Made By Motion Seconded By ryJ:" Result Motion to delete this commissioner commissioner Delete item from the agenda. Mary Passes Motion passes 4-0. Davis Johnny Few 5. Motion to approve the minutes of the Administrative Services Committee held Item on December 11, 2018. Action: Approved Motions Motion IYPe Motion Text X:jt1"' ----- By Made -'t seconded By Result Approve Commissioner Commissioner passes John Clarke Mary Davis Item # 7  Attachment number 1 \nPage 3 Motion to approve. Motion Passes 4-0. 6. Motion to Deny the Protest and Appeal of Corizon Health regarding RFP #18- Item 200 Inmate Medical Services for the Sheriffs Office and RCCI. Action: Approved Motions Motion tr L, m Motion ;----- Motion Text rYPe Made By ''---- -J Seconded By Result Motion to concur in the denial of the ---- Commissioner Commissioner ^ Approve rr - protest. .-.----:--. -- .""..'-:'--^-^ passes Mary Davis Johnny Few Motion Passes 4-0. 7. Presentation by Mr. Stanley Brown regarding the Archer Study. Item Action: Approved Motions Motion IYPe Motion Text X:'1"' - ---- By Made -" ----"'-- By seconded -r Result Motion to delete this item from the agenda and allow it to go Commissioner Commissioner A --_^-.^ Approve Passes through the normal Mary Davis Johnny Few appeal process. Motion Passes 4-0. 8. Motion to approve the bid award for the Municipal Building Condenser Water Item Pipe Insulation to Contract Management of Augusta, GA in the amount of Action: $79,900.00. Bid Item l8-222A. Approved Motions lYPe Motion Text Motion X:11" -Made By ----- -'t seconded By Result Motion to Approve upp;;.:- Commissioner Commissioner MJil;ir"sses 4-0. Mary Davis Johnny Few Passes 9. Item # 7  Attachment number 1 \nPage 4 Motion to approve the bid award for the Municipal Building Drainpipe Item installation to Contract Management of Augusta, GA in the amount of Action: 577,369.00. Bid Item 18-223A. Approved Motions f#:"' Morion Text Made By Seconded By f""rt# Motion to Approve approve. - ;_; ------ - -- Commissioner Commrssroner -----_--;--.;_ Passes Mary Davis Johnny Few tvtotion passes 4-0. www.auqustaga.gov Item # 7  Administrative Services Committee Meeting 1/29/2019 1:10 PM competitive pay range Planning & Development Dept. Department: Presenter: Mayor Pro Tem Sean Frantom Caption: Discuss authorizing Planning & Development and Human Resources to research compensation paid in the various positions in Planning & Development and determine a competitive pay range that enables the department to attract and retain qualified employees. (Requested by Mayor Pro- Tem Sean Frantom) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 8  Attachment number 1 \nPage 1 Lena Bonner From: Commissioner Sean Frantom Sent: Wednesday, January 23,20L9 8:38 AM To: Lena Bonner Subject: Agenda Item for Next Week Ms. Bonner, Please add this to the agenda next week - Discuss authorizing Planning & Development and Human Resources to research compensation paid in the various positions in Planning & Development and determine a competitive pay range that enables the department to attract and retain qualified employees. Thank you, Sean Frantom Commissioner District 7 (706)s64-1663 sfrantom @a u gustaga.gov This e-mail contains confidential information and is intended only for the individual named. lf you are not the named addressee, you should not 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 accepls no liability for the content of this e-mail or for the consequences of any actions taien on the basis of the information provided, unless that information is subsequently confirmed in writing. Any views or opinions presented in this e-mail are solely those of the author and do not necessarily represent those of the City of Augusta. E-mail transmissions cannot be guaranteed to be secure or error-free as informalion could be intercepted, corrupted, lost, iesiroyed, arrive late or incomplete, or contain viruses. The sender therefore does not accept liability for any errors or omissions in the content of this message which ariie as a result of the e-mail transmission. lf verification is required, please request a hard copy version. AED:104.1 Item # 8