Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 12/10/2019- 1:20 PM Meeting ADMINISTRATIVE SERVICES 1. Motion to approve Housing and Community Development Department’s (HCD's) request to provide additional funds Attachments ($25,000) the Community Development Collaborative to assist with rehabilitation cost of 1233 Perry Avenue. 2. Approve the revision of Ordinance 7271 to expand and strengthen the Local Small Business Opportunity Program. The Attachments current ordinance is insufficient for a city the size of Augusta Georgia. 3. Motion to approve Housing and Community Development Department’s (HCD's) contract procedural process (as presented Attachments for calendar year 2020). 4. Motion to approve HCD's Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented Attachments for calendar year 2020). 5. Discuss the usage of the former JLEC, 401 Walton Way building. (Requested by Commissioner Marion Williams) Attachments 6. Motion to approve the minutes of the Administrative Services Committee held on November 12, 2019. Attachments 7. Protest Discussion – A request by William J. Keogh, III, attorney with Hull Barrett representing Jackson Demolition to protest the Attachments decision of deeming their Request for Proposal as Non- Compliant in reference to RFP 19-273 401 Walton Way Demolition Augusta Central Services Department. 8. Protest Discussion – A request by Flint Equipment Co. (Chuck Atkins) to protest the decision of the Environmental Services Attachments recommendation of the award of Bid Item 19-226 Waste Handler Dozer to Yancey Brothers. www.augustaga.gov  Administrative Services Committee Meeting 12/10/2019 1:20 PM HCD _ Community Development Collaborative Agreement Amendment Request Department: HCD Presenter: Hawthorne Welcher Jr. and/or HCD Staff Caption: Motion to approve Housing and Community Development Department’s (HCD's) request to provide additional funds ($25,000) the Community Development Collaborative to assist with rehabilitation cost of 1233 Perry Avenue. Background: Housing and Community Development (HCD) and the Community Development Collaborative is working in collaboration to construct five (5) single family homes and rehabilitate one (1) duplex on Perry Avenue. The original contract was awarded to the organization with an emphasis to construct units within the range of $140K prior to acquisition and procurement of contractor. Once this duplex was bided out, the rehabilitation cost came in greater than the original estimated amount. Requesting Additional $25,000.00 for rehabilitation. Original Agreement: $140,084.00 New Agreement Amount: $165,084.00 Analysis: The approval of funding will allow the Community Development Collaborative to rehabilitate the duplex units to be used as rental property for Augusta, Georgia. Financial Impact: HCD will utilize Home Investment Partnership (HOME) funding received through its annual allocation from Housing and Urban Development in the amount of $ 165,084.00 to assist in the rehabilitation of a duplex to be used as rental property. Alternatives: Do not approve the funding to Community Development Collaborative, LLC. Recommendation: Motion to approve Housing and Community Development Cover Memo Department’s (HCD's) request to provide additional funds Item # 1  ($25,000) the Community Development Collaborative to assist with rehabilitation cost of 1233 Perry Avenue. Funds are U. S. Department of Housing and Urban Development (HUD) Available in the Funds: - Home Investment Partnership Program (HOME) funds. Following - Org key/object code = 221073211 – 5211119 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1  Attachment number 1 \nPage 1 FIRST AMENDMENT TO AGREEMENT BETWEEN AUGUSTA, GEORGIA & COMMUNITY DEVELOPMENT COLLABORATIVE, LLC FOR 2017/2018 HOME INVESTMENT PARTNERSHIPS PROGRAM 1233 Perry Avenue This First Amendment to the agreement executed by and between the Parties on December 21, 2018, is made and entered into on the _____ day of _____________, 2019, by and between AUGUSTA, GEORGIA, (hereafter referred to as “Augusta”), and THE COMMUNITY DEVELOPMENT COLLABORATIVE, LLC. (hereinafter referred to as the “Collaborative”). WHEREAS, AUGUSTA desires to amend the original agreement to allow the Collaborative to effectively administer its HOME eligible affordable housing development activities; WHEREAS, the Collaborative has determined that this Amendment is in its best interest and has agreed to the said Amendment; NOW THEREFORE, in exchange for their mutual good and valuable consideration, the receipt and sufficiency of which each PARTY acknowledges, and intending to be legally bound, AUGUSTA and Antioch agree to amend said agreement as follows: (1) Article I Section B . Use of Funds. Construction shall be revised to provide additional funding in the amount of $ 25,000.00 of HOME funding to support the construction of a single family unit located at 1233 Perry Avenue. B. Use of Funds HOME Program funds shall be used by the Collaborative for the purposes and objectives stated in Article I, Scope of Services, and Exhibit “A” of this Agreement. The use of HOME funds for any other purpose(s) is not permitted. The following summarizes the proposed uses of funds under this agreement: b. Construction An amount not to exceed $ 165,000.00 in a grant shall be expended by the Collaborative to support the rehabilitation of an affordable single-family rental housing units to be made available for rent by HOME program eligible low and moderate home buyers. Item # 1  Attachment number 1 \nPage 2 Augusta Housing and Community Development HOME Investment Partnership Program Agreement Amendment The Collaborative- 1233 Perry Avenue Original contract states not to exceed $ 140,000.00 whereas amendment adds an additional $ 25,000.00 to support construction cost. Article II Section D shall be revised to show the additional funding with the following: D. Project Budget: Limitations Collaborative shall be paid a total consideration of $165,000.00 for full performance of the services specified under this Agreement. Any cost above this amount shall be the sole responsibility of Collaborative. It is also understood by both parties to this contract that the funding provided under this contract for this specific project shall be the only funds provided by Augusta- unless otherwise agreed to by Augusta and Collaborative. The Collaborative shall adhere to the following budget in the performance of this contract: Acquisition & Rehabilitation $ 160,000.00 Management $ 5,000.00 _______________________________________________ Total Project Activity Cost $ 165,000.00 Except for the modifications made by this Amendment, the terms and conditions of the Agreement, as previously amended, shall remain in full force and effect. Item # 1 2  Attachment number 1 \nPage 3 Augusta Housing and Community Development HOME Investment Partnership Program Agreement Amendment The Collaborative- 1233 Perry Avenue IN WITNESS WHEREOF, the undersigned have set as of the date first written above. _________________________________ _________ The Community Development Collaborative, LLC Date IN WITNESS WHEREOF, the parties have set their hands and seals as of the date first written above: ATTEST: AUGUSTA, GEORGIA (The City) Approved as to form: _________________________ Date:______________ Augusta, GA Law Department By: ___________________________________ Date: __________________ Hardie Davis As its Mayor By: ___________________________________ Date: _________________ Jarvis Sims As its Interim Administrator By: ___________________________________ Date:_________________ Hawthorne Welcher, Jr. As its Director, HCD SEAL ____________________________ Lena Bonner As its Clerk Item # 1 3  Administrative Services Committee Meeting 12/10/2019 1:20 PM Permission to request Law Department to Revise Ordinance 7271 Local Small Business Opportunity Program Department: Compliance Presenter: Treza Edwards Caption: Approve the revision of Ordinance 7271 to expand and strengthen the Local Small Business Opportunity Program. The current ordinance is insufficient for a city the size of Augusta Georgia. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2  Local Small Business Opportunity Program Ordinance Revision (Ordinance 7271) Item # 2 Attachment number 1 \nPage 1  Three Reasons the Ordinance Needs to be Revised: 1. Geographic & size expansion needed. 2. Lacks appropriate protests, appeals, and remedies section. (Issue discussed 9/18/18 Commission Meeting with previous compliance director & Comm. Hasan, per that conversation issue had been identified 1.5 years ago= appx March 2017) 3. Lacks contract compliance process. Item # 2 Attachment number 1 \nPage 2  Geographic & size expansion needed § Current Geographic and Size Limits are too restrictive. § Current Geographic Limit: Augusta, Richmond County § Suggested Geographic Limit: Richmond County, Columbia County, Aiken County, and Burke County § Current Size Limit: 1.5 million in annual receipts, $750,000 personal net worth § Suggested Size Limit: adopt federal Small Business Administration size guidelines CFR 13 Part 121 (attached in your packets), personal net worth will remain $750,000 Item # 2 Attachment number 1 \nPage 3  Augusta’s LSBOP Top NAICS codes 1. 561730- Landscaping (14 certified businesses)- Size Standard per SBA: $8million- Augusta, appx. 8 times less=(pg.25) 2. 237310- Highway, Street, Bridge Construction (8 certified businesses) Size Standard per SBA: $39.5million- Augusta, appx. 39 times less=(pg.13) 3. 238990- Other Specialty Trades (8 certified businesses) Size Standard per SBA: $16.5million-Augusta, appx. 16 times less=(pg.14) Item # 2 Attachment number 1 \nPage 4  Other Jurisdictions Size Limits Atlanta Savannah Follows SBA Size Standards Limits Small Business program to 3 categories: Construction Memphis (2nd largest city Services ($5 million); Contract in Tennessee) Services ($1 million); and Professional Services Follows SBA Size Standards ($500,000). Can’t exceed 25 employees Item # 2 Attachment number 1 \nPage 5  Lacks appropriate protests, appeals, and remedies section Ordinance defines expected behavior, but only provides a process to follow when local small businesses are denied registration. A process is needed for the other (3) major areas where possible compliance violations may occur (1. Responsive or Non-responsive bidder pre- award; 2. Contract Compliance post-award; and 3. Prompt payment provision for subcontractors to protest untimely payments). Item # 2 Attachment number 1 \nPage 6  Lacks a Responsive/Non-Responsive Bidder Pre Award Compliance/Post Award Contract Compliance Process and Prompt Payment Provision process Not having a formal contract compliance monitoring section that clearly defines administrative remedies and procedures in the LSBOP Ordinance leaves only breach of contract as a remedy=no enforcement power! Item # 2 Attachment number 1 \nPage 7  Expansion will Hurt Small Businesses Not True! 1. Expanding the LSBOP will create opportunities to set goals on projects that we could not set goals on before. 2. Having larger and diverse companies in the program will allow for mentoring opportunities for smaller/less developed companies. 3. Capacity building/matching with unskilled labor and companies can take place to grow the workforce and small businesses. 4. Expanding the LSBOP will aid Augusta Georgia’s major user departments to have ready, willing, and able subcontractors for their projects (specifically Engineering, Central Services , and Utilities). 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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. 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). Analysis: The submitted procedural process provides fluency and keeps the Augusta, GA Commission engaged of Housing and Community Development’s (HCDs) progress and projects. Financial Impact: The City receives funding from the US Housing and Urban Cover Memo Development Department on an annual basis. Last year's HUD agreements granted the City the use of CDBG funds in the Item # 3  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 2020). 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 # 3  Attachment number 1 \nPage 1 Housing and Community Development Department Hawthorne E. Welcher, Jr. Shauntia Lewis Director Deputy Director HOUSING AND COMMUNITY DEVELOPMENT (HCD) CONTRACT PROCEDURAL PROCESS Recommended Motion: Motion to approve Housing and Community Development Department’s (HCDs) contract procedural process (as presented for calendar year 2020) 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 nonprofit 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 510 Fenwick Street - Augusta, GA 30901 (706) 821-1797 – Fax (706) 821-1784 www.augustaga.gov Item # 3  Attachment number 1 \nPage 2 HCD_ Contract Procedural Approval Process Page 2 8. 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. 9. 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. 10. 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 2020) Item # 3  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 # 3 *See Procedural Process Memorandum for detailed explanation of steps *Green boxes denote ARC Commission Action 26 Nov. 2019  Administrative Services Committee Meeting 12/10/2019 1:20 PM HCD_ Request to Approve HCD’s LW/B 2020 Contract Approval Process Department: HCD Presenter: Hawthorne Welcher Jr. and/or HCD Staff Caption: Motion to approve HCD's Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2020). 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). 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 Alternatives: Do not approve HCD’s LW/B Agreement/Contract procedural Cover Memo process ask. Item # 4 Recommendation: Motion to approve HCD's Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2020). Funds are Available in the Laney Walker/Bethlehem Project Funding. - BOND Fund Following 298000000 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 4  Attachment number 1 \nPage 1 Housing and Community Development Department Hawthorne E. Welcher, Jr. Shauntia Lewis Director Deputy Director LANEY WALKER/BETHLEHEM CONTRACT PROCEDURAL PROCESS Recommended Motion: Motion to approve the Laney Walker/Bethlehem Revitalization Project contract procedural process (as presented for calendar year 2020) 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. 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. If Augusta, GA Commission approved, HCD moves forward with entering into a contract agreement for residential development/construction 5. 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 510 Fenwick St - Augusta, GA 30901 (706) 821-1797 – Fax (706) 821-1784 www.augustaga.gov Item # 4  Attachment number 1 \nPage 2 LW/B_ Contract Procedural Approval Process Page 2 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 2020) Item # 4  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 solicitation solicitations to Agreement returned to meeting with HCD through Procurement Commission for HCD before beginning review/approval/denial project Item # 4 *See LW/B Procedural Process Memorandum for detailed explanation of steps *Green boxes denote ARC Commission Action 26 Nov. 2019  Administrative Services Committee Meeting 12/10/2019 1:20 PM 401 Walton Way Department: Presenter: Commissioner Marion Williams Caption: Discuss the usage of the former JLEC, 401 Walton Way building. (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 # 5  Administrative Services Committee Meeting 12/10/2019 1:20 PM Minutes Department: Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on November 12, 2019. 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 .t Administrative Services Committee Meeting Commission Chamber - lllT2l20l9 ATTENDANCE: Present: Hons. Sias, Chairman; Clarke, Vice Chairman; Davis and B. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. The Engineering Department-Maintenance Division requests the purchase of Item one new Compact, All-Wheel Steer Loader at a cost of $68,038.50 from Action: Bobcat of Augusta, GA. Bid Item 19-207 Approved Motions f#:'" Motion Text Made By seconded By Motion Result Motion to Approve approve. Commissioner Commissioner Passes Bobby williams John clarke Motion Passes 4-0. 2. The Utilities Department-Facilities Maintenance Division requests the ltem purchase of one replacement truck, with a utility service body, at a cost of Action: $105,764.00 from Nextran Truck Center, Macon, Georgia. Bid Item 19-260 Approved Motions Motion Motion Text Made By Motion Seconded By Iype Result Motion to Approve approve. Commissioner Commissioner Passes Bobby Williams Mary Davis Motion Passes 4-0. 3. Motion to approve the purchase of Caterpillar model D-8T WFVW GPS Item Dozer, bid item #19-266, from Yancey Brothers as the compliant bidder with Action: no exceptions. (No recommendation from Engineering Services Approved Item # 6  Attachment number 1 \nPage 2 Committee October 29, 2019 - referred from November 5 Commission meeting) Motions ryJ:" Motion rext Made By seconded By ffJil Motion to delete this Commissioner Delete item from the agenda. uommlssloner John clarke Mary Davis Passes tvtotion pa;;;r il."- 4. Discuss with CVB and Film Augusta and other film industry experts about Item 401 Walton Way importance to the filming industry. (Requested by Action: Commissioner Brandon Garrett) Approved Motions f#:" Motion rext Made By Seconded By Motion Result Motion to refer this item to the full Commission Commissioner with no Commissioner Defer recommendation. Mr. Mary Davis Bobby Passes Williams Clarke abstains. Motion Passes 3-0 -1. 5. Mr. Donald E. D'Antignac regarding employee pension benefits and Item other issues as stated on the attached AIRF. Action: None Motions Motion rext Made Seconded Motion ryJ:"' By By Result Presentation was made by Mr. D'Antignac. 6. Motion to give the Administrator permission to approve and sign off on all Item Homebuyer Assistance Program (DPA, Homebuyer Subsidy, Employee Action: Incentive, and Next Door program) funding requests from Housing and Approved Community Development Department. These requests will provide downpayment assistance, closing cost and gap finance to individuals that purchases homes in Augusta, Georgia. This will provide residents within Augusta, Georgia to become apart of the American Dream. Item # 6  Attachment number 1 \nPage 3 Motions Motion Motion rext f#:" Made By Seconded By Result Motion to delete this commissioner commissioner Delete item from the agenda, John Passes Motion passes 4-0. clarke Mary Davis 7. Motion to authorlze amending the 2018 Community Development Block Item Grant (CDBG) Agreement between Augusta, Georgia and the Boys and Girls Action: Club of the CSRA - Heritage Academy site, specifically $3,700 in expenses Approved from the Training line item to the Personnel line item in the Agreement. Motions Motion rext Motion X:l:"' rype Made By Seconded By Result Motion to Approve approve. Commissioner Commissioner rasses Mary Davis Bobby Williams Motion Passes 4-0. 8. Motion to approve Housing and Community Development Department's ltem (HCD's) request to provide Laney Walker/Bethlehem Revitalization Funding Action: to contract with J. Lovett Homes & Construction for the reconstruction of Approved driveway at 1246 Pine Street. Motions f#:" Motion Text Made By seconded By Motion Result Motion to Approve approve. Commissioner Commissioner Passes Mary Davis Bobby williams Motion Passes 4-0. 9. Motion to approve Housing and Community Development Department's Item (HCD's) request to provide contract with Antioch Ministries to construct three Action: (3) affordable, residential units on Perry Avenue (within Laney Walker Approved Bethlehem) Warrick Dunn $fD) Communities. Motions Motion f#:" Motion rext Made By Seconded By Result Approve Passes Item # 6  Attachment number 1 \nPage 4 Motion to Commissioner Commissioner approve. Mary Davis Bobby Williams Motion Passes 4-0. 10. Motion to approve the minutes of the Administrative Services Committee Item held on October 29,2019. Action: Approved Motions f#:" Motion Text Made By seconded By Hiii Motion to commissioner commissioner Approve approve. .-;;::.;^^^-' MutY Davis ;:;:;,;;,,;*^ Passes Bobby williams Motion passes 4-0. www.ausustasa.sov Item # 6  Administrative Services Committee Meeting 12/10/2019 1:20 PM Protest for RFP 19-273 - 401 Walton Way Demolition Department: Procurement Presenter: Geri Sams Caption: Protest Discussion – A request by William J. Keogh, III, attorney with Hull Barrett representing Jackson Demolition to protest the decision of deeming their Request for Proposal as Non-Compliant in reference to RFP 19-273 401 Walton Way Demolition Augusta Central Services Department. Background: On Thursday, September 12, 2019, 3:00 p.m., the Procurement Department opened all RFPs received on RFP 19-273. The department received seven (7) responses. Five (5) of the responses were received as compliant. Two (2) vendors submitted packages, which were deemed as non-compliant for not including the correct number of copies. Each vendor was required to submit one (1) original and seven (7) copies of their proposal. Due to the lack of the required number of copies being submitted the vendor was deemed as non-compliant. After review of the RFP process and review of the specifications, RFP 19-273 clearly state on the cover page, page 10, page 14 and page 16 that vendors were required to submit an original and seven copies. A mandatory pre-proposal conference was also held on Friday, August 16, 2019 where this requirement was reiterated by the Procurement Department’s representative during the pre-proposal conference. Analysis: The RFP documents were reviewed by the Procurement Department for completeness. The RFP package received from Jackson Demolition was reviewed and deemed as non-compliant because they did not submit the correct number of copies as required. Financial Impact: None Cover Memo Alternatives: Waiver his non-compliant status as a technicality and acceptItem the # 7 RFP to be included in the evaluation process. Recommendation: Deem the RFP submittal from Jackson Demolition as non- compliant and resume the RFP process for the five (5) submittals that were considered compliant for evaluation and recommendation of award to the Commission. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7 Attachment number 1 \nPage 1 Item # 7 Attachment number 1 \nPage 2 Item # 7 Attachment number 1 \nPage 3 Item # 7 Attachment number 1 \nPage 4 Item # 7 Attachment number 2 \nPage 1 Item # 7 Attachment number 2 \nPage 2 Item # 7 Attachment number 2 \nPage 3 Item # 7 Attachment number 2 \nPage 4 Item # 7 Attachment number 2 \nPage 5 Item # 7  Administrative Services Committee Meeting 12/10/2019 1:20 PM Request to deny the protest from Flint Equipment Co. Department: Procurement Presenter: Geri A. Sams Caption: Protest Discussion – A request by Flint Equipment Co. (Chuck Atkins) to protest the decision of the Environmental Services recommendation of the award of Bid Item 19-226 Waste Handler Dozer to Yancey Brothers. Background: On Thursday, May 17, 2019 11:00 a.m., the Procurement Department opened all bids received on Bid 19-226. The department received two (2) responses and one (1) no bid response. The two (2) responses were received as compliant bids. Flint Equipment Company took twelve (12) exceptions to the dozer bid specifications. The Procurement Department received a protest letter from Flint Equipment on October 25, 2019 protesting the award recommendation. Procurement denied the protest on November 7, 2019. An appeal request was received by Flint on November 11, 2019. Analysis: The bid documents were reviewed by the Procurement Department for completeness. The responsive bid packages received was sent to the Environmental Services for review and recommendation of award. After review, the Environmental Services made a recommendation that the award be to Yancey Brothers. Financial Impact: None Alternatives: None Recommendation: Deny the bid protest and move forward with the department recommendation of award of Bid Item 19-226 Waste Handler Dozer to Yancey Bros. Cover Memo Item # 8 Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. 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