Finance Committee Meeting

Finance Committee Meeting Commission Chamber- 2/14/2017- 1:15 PM FINANCE 1. Award Dawson & Taylor as Commercial Property Insurance Attachments Broker with annual quote. (RFP 17-124) 2. Request to approve submittal of funding proposal for Federal Attachments Transit Administration (FTA) Section 5310 Enhanced Mobility for Seniors and Disabled Persons to the Georgia Department of Human Services and Central Savannah River Area – Agency on Aging. 3. Approve award of a $51,448.50 contract to Landmark Attachments Preservation, LLC, for the rehabilitation project at the Meadow Garden House Museum. (RFP 17-132) 4. Motion to approve the minutes of the Finance Committee held Attachments on January 31, 2017. 5. Approve Excess Workers’ Compensation Insurance with Safety Attachments National – Incumbent With Statutory limits and a $1,000,000 Self Insured Retention (SIR – otherwise known as the deductible) to cover all positions for a premium of $304,882. www.augustaga.gov  Finance Committee Meeting 2/14/2017 1:15 PM Award Broker Service and bid for Commercial Property Insurance to include Boilers and Machinery Department: Finance - Risk Management Presenter: Donna Williams Caption: Award Dawson & Taylor as Commercial Property Insurance Broker with annual quote. (RFP 17-124) Background: Augusta has elected to use Property Insurance Broker Services and carry commercial property insurance on its properties since consolidation. The Risk Management Office staff inspects all Augusta properties annually and works with insurance company engineers in helping to reduce risk of property loss to Augusta. Analysis: The evaluation committee is recommending Dawson & Taylor Insurance Company for Augusta Commercial Property Insurance Broker Service and the annual premium quote that was provided. Dawson & Taylor seeks annual quotes from the insurance market for “all risks” coverage on buildings and contents. Quotes are obtained from companies with A or better rating. Affiliated FM was the low bidder and is providing greater coverage for the exposure. Current coverage carries a $50,000 deductible per occurrence except for flood and earthquake. Financial Impact: A premium for blanket coverage is being offered on total property values of $765,000,000 for $367,200 with a $50,000 deductible. Alternatives: Drop coverage and retain risk, 2. Reduce premiums by only insuring those properties representing the largest losses should an event damage the structures (Municipal Building, Law Enforcement Center, Judicial Center, RCCI, etc.) Recommendation: Approve Dawson & Taylor as property insurance broker for property insurance coverage for 2017 to include this year’s annual premium in the amount of $367,200 which includes flood coverage. Effective date of coverage is March 1, 2017 throughCover Memo March 1, 2018. The contract for brokerage services is for 3 years Item # 1  with the option of two one (1) year renewals. Funds are Available in the Following 611015212 Risk Management General Insurance Fund Account Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 1  Attachment number 1 \nPage 1 Request for Proposal Request for Proposals will be received at this office until Friday, January 13, 2017 @ 11:00 a.m. for furnishing for the Augusta Finance Department- Risk Management Division: RFP Item #17-124 Insurance Broker Services for Commercial Property Blanket Insurance to Include Boilers and Machinery RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. 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, December 30, 2016 @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle December 8, 15, 22, 29, 2016 Metro Courier December 14, 2016 Item # 1  Attachment number 2 \nPage 1 OFFICIAL Proposal Opening RFP Item #17-124 Insurance Broker Services for Commercial Property Blanket Insurance to Include Boilers and Machinery for Augusta, Georgia - Finance Department RFP Due: Friday, January 13, 2017 @ 11:00 a.m. Total Number Specifications Mailed Out: 15 Total Number Specifications Download (Demandstar): 8 Total Electronic Notifications (Demandstar): 235 Pre-Qualifications/Telephone Conference Attendees: NA Total packages submitted: 2 Total Noncompliant: 0 Attachment SAVE Addendum 6 Fee VENDORS E-Verify Original "B" Form 1 Copies Proposal J. Smith Lanier & Co. P.O. Box 211110 Yes 103510 Yes Yes Yes Yes Yes Augusta, GA 30917 Dawson Taylor & Co. 3510 Wheeler Rd. Yes 790196 Yes Yes Yes Yes Yes Augusta, GA 30909 Item # 1 Page 1 of 1  Attachment number 3 \nPage 1 Finance Department Donna B. Williams, CGFM Timothy E. Schroer, CPA Director Deputy Director Menorandum To: GeriA. Sams, Procurement Director From: Timothy E. Schroer, CPA, and Deputy Finance Dh.*of( Date: January 27,2017 Re: RFP 17-124 - lnsurance Broker Services for Commercial Property Blanket lnsurance to include Boilers and Machinery evaluation The evaluation committee has evaluated the responses to RFP 17-124, Dawson Taylor & Co received the highest evaluation score. It is the recommendation of the evaluation committee and the Finance Department to award this item to Dawson Taylor & Co. Upon Procurement's receipt of the required consultant's documents, Finance will submit a Muni-Agenda Item for Commission approval. ,-i'i-, "' 535 Telfair Street, Suite 800, Augusta Georgia 30901 Office (706) 821-2429 Fax 706-821-2520 Item # 1 WWW.AUGUSTAGA.GOV Attachment number 4 \nPage 1 Item # 1 Attachment number 4 \nPage 2 Item # 1 Attachment number 4 \nPage 3 Item # 1 Attachment number 5 \nPage 1 Item # 1 Attachment number 5 \nPage 2 Item # 1 Attachment number 5 \nPage 3 Item # 1  Attachment number 6 \nPage 1 i sue!ll!M^lueN =,,,= :a^lleluasaJdauluauluedaoluaualmor. LI/97/t :aleo a^rlelnunJ :Jolenle^l ol rrolt"lr"a"rd op ol prl!^r!,q lll^ "plnold 889 s99 0sz letor 0I I or I or saruararau.f I 0t 0! 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Background: The Federal Transit Administration provides federal funds to the State of Georgia for coordinated human services transportation for the elderly and disabled persons. The Augusta Planning and Development Department (APDD) as the Augusta Regional Transportation Study - Metropolitan Planning Organization (MPO) serving the urbanized area of Augusta Richmond County, Georgia and Aiken Co., South Carolina. T he Lower Savannah Council of Government (LSCOG) is the direct recipient for these funds and operate Best Friends Express public transit service in Aiken Co. SC. The APDD collaborated with LSCOG and Augusta Public Transit Department (APT) to determine the best use of these funds. LSCOG will waive the use of $100,000, ($80,000 federal funds and $20,000 as state match) to the Augusta Public Transit Department to fund expanding coordinated human transportation service to residents in Richmond Co. LSCOG will retain $187,500 to provide coordinated human services transportation service in Aiken and Edgefield Counties in South Carolina. Refer to Attachment A – Service Proposal. The Augusta Public Transit Department will provide this transportation service in Augusta Richmond County and the Lower Savannah Council of Government (LSCOG), which operates Best Friends Express, will provide public transportation service in the urban area of Aiken and Edgefield Counties SC. This transit service will serve persons age 60+ and those with disabilities. Analysis: Without approval of this item, the Augusta Planning Development Cover Memo Department cannot proceed with submitting the funding proposal Item # 2  to receive federal and state funds designated to the ARTS MPO area by the FTA and State of Georgia. These funds would go to other cities and counties in Georgia, and a portion of the FTA funds would lapse. This will increase public transit services to the elderly and disabled persons in Richmond County and support implementation strategies for Augusta Age Friendly Program. Financial Impact: The State of Georgia will provide the state matching funds through the Department of Human Services and the Central Savannah River Area – Agency on Aging. The federal and state funds include the following: 1. #11226 (FFY13) (Grant 38) - Total funds =$100,000 - ARTS MPO allocation of $80,000 in federal funds and local match totaling $20,000 provided by DHS for Augusta Public Transit Dept. to provide service in Richmond Co. Mobility Management = $37,500 and Purchase of Service = $62,500. 2. #11236 (FFY14) (Grant 39) = $62,500, #11237 (FFY15) (Grant 40) = $62,500 and #11238 (FFY16) (Grant 41) $62,500 – ARTS MPO total allocation = $187,500 including $150,000 in federal funds and local match totaling $37,500 provided by DHS for LSCOG to serve Aiken and Edgefield Counties, SC. Mobility Management = $62,500 and Purchase of Service = $125,000. Alternatives: Approve request to submit funding proposal. There is no financial commitment needed by Augusta Richmond County. Recommendation: Approve submittal of funding proposal to the GA Dept. of Human Services and Central Savannah River Area – Agency on Aging to receive designated federal and state funds on behalf of the Augusta Regional Transportation Study – Metropolitan Planning Organization Funds are Available in the Following 220-01-6309 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 2  Attachment number 1 \nPage 1 PROGRAM OF PROJECTS AND BUDGET Name of Applicant: Augusta Planning and Development Dept. as Augusta Regional Transportation Study - MPO Congressional District: 12 Project Start Date: 03/20/2017 Project Duration: 22 (months) Up to June 30, 2018 Clearinghouse Number: ____________ Approval Date: _____________ Proposed Funding: TOTAL FEDERAL STATE LOCAL SCOPE AMOUNT AMOUNT AMOUNT AMOUNT DESCRIPTION _641__ FTA Section 5310 $ $ $ $ ACTIVITY: _11.7L.00__ Mobility Man. $100,000 $80,000 0 $20,000 ______________ _11.71.13_ __Purchase of-__ _ Service ______ $187,500 $150,000 0 $37,500 Quantity: 8,785 Trips ____________ _______________ _______________ Quantity: _______ SCOPE: ______ ______________________ $ $ $ $ ______________________ Quantity: ______________ ACTIVITY: _________ ________________ ________________ Quantity: _________ __________ _________________ _________________ Quantity: _________ TOTAL $287,500 $230,000 $0 $57,500 Item # 2  Attachment number 1 \nPage 2 PROGRAM OF PROJECTS AND BUDGET Name of Applicant: Augusta Planning and Development Dept. as Augusta Regional Transportation Study - MPO Congressional District: 12 Project Start Date: 03/20/2017 Project Duration: 22 (months) Up to June 30, 2018 Clearinghouse Number: ____________ Approval Date: _____________ Proposed Funding: TOTAL FEDERAL STATE LOCAL SCOPE AMOUNT AMOUNT AMOUNT AMOUNT DESCRIPTION _641__ FTA Section 5310 $ $ $ $ ACTIVITY: _11.7L.00__ Mobility Man. $37,500 $30,000 0 $7,500 ______________ _11.71.13_ __Purchase of-__ _ Service ______ $62,500 $50,000 0 $12,500 Quantity: 3,825 Trips ____________ _______________ _______________ Quantity: _______ SCOPE: ______ ______________________ $ $ $ $ ______________________ Quantity: ______________ ACTIVITY: _________ ________________ ________________ Quantity: _________ __________ _________________ _________________ Quantity: _________ TOTAL $100,000 $80,000 $0 $20,000 Item # 2  Attachment number 1 \nPage 3 Project Milestone Schedule Subgrantee Name: __Augusta Public Transit Department___ Contact Name: Patrick Stephens, Transit Director __ Contact Phone: 706.-821-1721 Front Desk or 706-821-4400 Direct____ Budget Budget Line Item Description Budget Activity No. Request 641-11.7L.00 Mobility Management (Capital) $37,500 Estimated Completion Date* Initial Expenditure for Mob. Man, 03-20-2017 Final Expenditure for Mob. Man. 06-30-2018 Budget Budget Line Item Description Budget Activity No. Request 641-11.71.13 Purchase of Service (Capital) $62,5000 Estimated Completion Date* RFP Solicitation Notice of Award for Transit Service and Contracting Complete Transit Service Start Date March 20, 2017 Transit Service Contract End July 31, 2018 Date * “Varies” is not acceptable Item # 2  Attachment number 1 \nPage 4 PROGRAM OF PROJECTS AND BUDGET Name of Applicant: Augusta Planning and Development Dept. as Augusta Regional Transportation Study - MPO Congressional District: 10,2,3 Project Start Date: 7/01/2017 Project Duration: 21 (months) Up to June 30, 2018 Clearinghouse Number: ____________ Approval Date: _____________ Proposed Funding: TOTAL FEDERAL STATE LOCAL SCOPE AMOUNT AMOUNT AMOUNT AMOUNT DESCRIPTION _641__ FTA Section 5310 $ $ $ $ ACTIVITY: _11.7L.00__ Mobility Man. $62,500 $50,000 0 $12,500 ______________ _11.71.13_ __Purchase of-__ _ Service ______ $125,000 $100,000 0 $25,000 Quantity: 4,960 Trips ____________ _______________ _______________ Quantity: _______ SCOPE: ______ ______________________ $ $ $ $ ______________________ Quantity: ______________ ACTIVITY: _________ ________________ ________________ Quantity: _________ __________ _________________ _________________ Quantity: _________ TOTAL $187,500 $150,000 $0 $37,500 Item # 2  Attachment number 1 \nPage 5 Project Milestone Schedule Subgrantee Name: __Lower Savannah Council of Governments___ Contact Name: Dana Luttrull, Grants & Compliance Manager __ Contact Phone: 803-508-7059 Direct or 803-649-7981 Front Desk____ Budget Budget Line Item Description Budget Activity No. Request 641-11.7L.00 Mobility Management (Capital) $62,500 Estimated Completion Date* Initial Expenditure for Mob. Man, 07-31-2017 Final Expenditure for Mob. Man. 06-30-2018 Budget Budget Line Item Description Budget Activity No. Request 641-11.71.13 Purchase of Service (Capital) $125,000 Estimated Completion Date* RFP Solicitation 03-21-2017 Notice of Award for Transit Service and Contracting 05-31-2017 Complete Transit Service Start Date 07-10-2017 Transit Service Contract End Date 06-30-2018 * “Varies” is not acceptable Item # 2  Attachment number 2 \nPage 1 Augusta Regional Transportation Study – ARTS MPO Service Proposal – Coordinated Human Services Transportation FTA Section 5310 Enhanced Mobility for Seniors and Disabled Persons Augusta – Richmond Co. Georgia, and Aiken Co., South Carolina Urban Area Augusta Public Transit Department (APT) Funding: Total = $100,000 1. #11226 (FFY13) (Grant 38) - Total funds =$100,000 - Augusta MPO allocation of $80,000 in FTA funds and required local match totaling $20,000 provided by DHS. Service Area: Richmond County is a combination of both rural and urban areas. These funds will provide service to seniors and disabled persons that live outside of the ¾-quarter mile radius for ADA Paratransit Service as complimentary service to fixed route bus transit provided by APT and those persons who live in the urbanized area traveling to the rural areas in Richmond County. Currently, these population groups may have limited to no access to public transit for work, medical, shopping, workforce training and educational trips. This service will further improve mobility for persons living in Augusta Richmond County including further implement the Age Friendly program. Type of Service: FTA ALI Code: 641-0011.71.13 Purchase of Service (POS) Transportation operating Monday through Saturday: 6:00 a.m. until 7:30 p.m. FTA Section 5310 funds will provide an opportunity to add human service coordinated trips to the resources available to residents living in the urbanized portion of Augusta Richmond Co. outside of the ¾-quarter mile of fixed route bus service. APT assisted by ARTS will issue a solicitation for bids to procure vendor(s) to provide transportation services. APT anticipates with a budget of $62,500 for purchase of service for one-way trips from March 1, 2017 to June 30, 2018: • Weekly trips = 200 • TOTAL Trips: 3825 Average trip cost: $26.00 per trip FTA ALI Code: 641-0011.7L.00 Mobility Management / Augusta Public Transit Department will provide service in Richmond County, GA. including Mobility Management, scheduling and travel training. APT anticipates a budget of $37,500. Monday to Friday 8:00 am to 5:00 pm to schedule trip 24 hours in advance. Scheduling calls received on Saturday will be handled through office voicemail. Item # 12  Attachment number 2 \nPage 2 Lower Savannah Council of Governments (LSCOG) Funding: Total = $187,500 1. #11236(FFY14) (Grant 39) = $62,500, #11237(FFY15) (Grant 40) = $62,500 and #11238(FFY16) (Grant 41) $62,500 – ARTS MPO total allocation = $187,500 including $150,000 in federal funds and local match totaling $37,500 provided by DHS for LSCOG to serve Aiken and Edgefield Counties, SC. Service Area: Aiken County is a combination of both rural and urban areas. Urban portions of Aiken and Edgefield Counties will be served by urban 5310 funds. The trip must originate in the urbanized portion of each county. The most common areas served include Aiken, North Augusta, Graniteville, Warrenville, Burnettown, Langley, Clearwater (the Midland Valley area). The 2010 Census added to the urbanized area 12.6 square miles right over the Aiken County border into Edgefield County, SC. This new area has 1,367 households and up to 23% of that, population may be eligible for 5310 trip requests based on age and disability. The “destination” service area will include all of the urbanized portion of Aiken and Edgefield Counties, as well as a small portion of Augusta for drop off at popular medical centers such as University Hospital, GRU, Doctor’s Hospital and the Augusta Public Transit hub for possible transfers to their public transportation service. Type of Service: FTA ALI Code: 641-0011.71.13 Purchase of Service (POS) Transportation operating Monday through Friday from 7:00 a.m. until 5:00 p.m. EST. Number of People Served FTA Section 5310 funding serves members of the public who are age 60+ and/or disabled. Mobility managers will perform the eligibility determination and help coordinate the trip requests with the service provider. LSCOG will issue a solicitation for bids to procure vendor(s) to provide transportation services. LSCOG recognizes that the total number of people served will be smaller than the anticipated number of trips; both because trips are counted as “one-way” and because some passengers will take multiple trips over the course of the program. Our experience in the past with 5310 funding when it was available for purchase of service from SCDOT, was that medical destinations were the most sought after trip request. Several persons also asked for consistent, reliable dialysis transportation since they did not have Medicaid as a resource. A commitment to dialysis, in particular, can truncate the number of persons served overall. LSCOG anticipates with a budget of $125,000 for purchase of service for one-way trips from July 1, 2017 to December 31, 2018: • 1,800 Wheelchair Trips • 3,160 Ambulatory Trips • TOTAL Trips: 4,960 Average trip length one-way is calculated at 12 miles. Avg. trip cost $25.20 Estimated Number of people served: 65 Item # 22  Attachment number 2 \nPage 3 FTA ALI Code: 641-0011.7L.00 Mobility Management / Monday to Friday 8:00 am to 5:00 pm The mobility managers of Lower Savannah Aging, Disability & Transportation Resource Center (ADTRC) answer phone and web based inquiries regardless of origin. The majority of transit calls will be from residents of Aiken County served by the Best Friend Express fixed route and the Dial-a-Ride paratransit program. Section 5310 funds will provide an opportunity to add human service coordinated trips to the resources available to residents living in the urbanized portion of Aiken and Edgefield Counties. LSCOG anticipates the number of people served with the mobility management budget of $62,500 to be 300 with the average of 1600 calls over the 18-month contract period. Item # 32  Attachment number 3 \nPage 1 Nathan Deal Robyn A. Crittenden Governor Commissioner Georgia Department of Human Services Aging Services | Child Support Services | Family & Children Services MEMORANDUM TO: Carletta Singleton FROM: Perry McMillon, PhD, District 2 Field Operations Coordinator CC: Flora Birt, Regional Transportation Coordinator Vickie Young, Contracts Administrator RE: 5310 Match – Follow-up to Conference Call DATE: January 13, 2017 Using the existing match processes in the Georgia Department of Human Services’ contract with the Central Savannah River Area Regional Commission (CSRA RC), the Region 7 Regional Transportation Office will cover 100% of the required match for Grant 38, 39, 40, and 41 expended through a contract(s) with the CSRA RC. The funding amounts available to the large urbanized area of Augusta – Richmond County, Georgia and Aiken County, South Carolina area is $230,000. The breakout is as follows:  #11226(FFY13)- $80,000 (Grant 38)  #11236(FFY14)- $50,000 (Grant 39)  #11237(FFY15) -$50,000 (Grant 40)  #11238(FFY16) -$50,000 (Grant 41) Please let us know if you have additional questions. Item # 2 Two Peachtree Street, NW, Atlanta, Georgia 30303 1-844-MYGADHS | dhs.ga.gov Attachment number 4 \nPage 1 Item # 2  Finance Committee Meeting 2/14/2017 1:15 PM Meadow Garden Rehabilitation Project HPF Grant (FFY 2016) Department: Planning and Development Presenter: Melanie Wilson Caption: Approve award of a $51,448.50 contract to Landmark Preservation, LLC, for the rehabilitation project at the Meadow Garden House Museum. (RFP 17-132) Background: In May 2016 the Georgia Department of Natural Resources (DNR) awarded the city a $20,000 reimbursable grant to help finance the rehabilitation of windows at the Meadow Garden House Museum (a.k.a. George Walton Home), located at 1320 Independence Drive. The Augusta Commission approved a budget resolution and grant contract with DNR in July 2016. The project is being undertaken in partnership with the property owner, the Daughters of the American Revolution (DAR) Analysis: The contractor procurement process has been ongoing for the last 2-3 months, culminating with a recommendation from the selection committee to hire Landmark Preservation for the project. The selection committee was impressed with the firm’s proposed scope of work, the firm’s demonstrated experience on similar projects, the qualifications of the firm’s personnel and the proposed schedule for completing the work. The window repair work will be sensitive to the character of the building and in compliance with the applicable rehabilitation standards. Financial Impact: This is a reimbursable grant project. As a result, the city will make periodic payments to the contractor and then request reimbursement from DNR. The Georgia DAR chapter will provide the local cash match for the project. The Planning and Development Department will provide management and technical support on the project. The updated project budget is as follows: HPF Grant Amount $20,000.00 DAR Match $33,333.33 Planning Dept. (in-kind) 1,200.00 Total $54,533.33 Cover Memo Alternatives: None recommended Item # 3 Recommendation: Approve the award of a contract for the project to Landmark Preservation, LLC. Funds are Available in the Following Org. Key 220016309 / Object Code 3341119 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 3  Attachment number 1 \nPage 1 Request for Proposal Request for Proposals will be received at this office until Thursday, January 5, 2017 @ 11:00 a.m. for furnishing: RFP Item #17-132 Meadow Garden Rehabilitation – Augusta Planning and Development Department RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. A Pre Proposal Conference will be held on Tuesday, December 20, 2016 @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Site Visit will follow. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Wednesday, December 21, 2016, @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract with the successful bidder(s). Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waivable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov GERI A. SAMS, Procurement Director Publish: Augusta Chronicle November 24, December 1,8, 15, 2016 Metro Courier November 30, 2016 Item # 3  Attachment number 2 \nPage 1 OFFICIAL RFP Item #17-132 Meadow Garden Rehabilitation for Augusta, Georgia - Planning and Development Department RFP Date: Tuesday, January 10, 2017 @ 11:00 a.m. Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 9 Total Electronic Notifications (Demandstar): 236 Mandatory Pre-Proposal/Telephone Conference Attendees: 4 Total packages submitted: 1 Total Noncompliant: 0 Attachment Addendum SAVE 5 Fee VENDORS E-Verify # Original "B" 1-2 Form Copies Proposal LANDMARK PRESERVATION, INC. P.O. BOX 8604 Yes 911818 Yes Yes Yes Yes Yes SAVANNAH, GA 31412 Item # 3 Page 1 of 1 Attachment number 3 \nPage 1 Item # 3 Attachment number 4 \nPage 1 Item # 3 Attachment number 4 \nPage 2 Item # 3 Attachment number 4 \nPage 3 Item # 3 Attachment number 5 \nPage 1 Item # 3 Attachment number 5 \nPage 2 Item # 3 Attachment number 6 \nPage 1 Item # 3  Finance Committee Meeting 2/14/2017 1:15 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Finance Committee held on January 31, 2017. 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 f:i ;i !f .: ONGI Finance Committee Meeting Commission Chamber - ll3ll20l7 ATTENDANCE: Present: Hons. Frantom, Chairman; Sias, Vice Chairman; Hasan and Guilfoyle, members. Absent: Hon. Hardie Davis, Jr., Mayor. FINANCE 1. Approve 2017-21 Capital Improvements Plan. Item Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to Approve approve. Commissioner Commissioner Motion Passes Ben Hasan Wayne Guilfoyle Passes 4-0. 2. Authorization to request state legislation enabling Community Improvement Item Districts in Richmond County. Action: Approved Motions Motion Mofion Text Made Seconded Motion Iype By By Result Motion to refer it to the full Dies for Approve Commisson without a lack of recommendation. Second Motions []j:"|l r ype Motion Text Made By Seconded By Motion Result Motion to approve receiving this item as Item # 4  Attachment number 1 \nPage 2 information. Mr. Commissioner Commisioner Passes Approve GuilfoYle out. Ben Hasan Sean Frantom Motion Passes 3-0. 3. Motion to approve a request for $25,000 for MACH Academy to suPPort the Item services they provide to our community youth. (Requested bY Action: Commissioner FennoY) Disapproved Motions Motion Motion i:""'"" Type Motion Text Made By Seconded By Result Motion to approve. Mr. Frantom votes Commissioner Commissioner Approve No. Mr. Guilfoyle out. Ben Hasan Sammie Sias Fails Motion Fails 2-1. 4. Motion to approve the minutes of the Finance Committee held on January 10, Item 2017. Action: Approved Motions Motion f#:"' Motion rext Made By Seconded By Result Motion to approve. Commissioner Ben Commissioner Approve Passes Motion Passes Hasan Sammie Sias 4-0. 5. Update from Finance on status of Risk Recovery efforts from April 13, 2016 Item meeting. (Requested by Mayor Hardie Davis, Jr.) (Referred from the Action: January 17 Commission meeting) Approved Motions Motion Motion :"'^"- 'l ype Motion Text Made By Seconded By Result Motion to approve a _._..___- deleting this item from Commissioner Commissioner APProve Ben Hasan sammre Jr€rs Passes the ageirda. Motion Passes 4-0. www.augustaga.qov Item # 4  Finance Committee Meeting 2/14/2017 1:15 PM Renewal Excess Workers’ Compensation Insurance Department: Finance - Risk Management Division Presenter: Donna Williams Caption: Approve Excess Workers’ Compensation Insurance with Safety National – Incumbent With Statutory limits and a $1,000,000 Self Insured Retention (SIR – otherwise known as the deductible) to cover all positions for a premium of $304,882. Background: Excess Workers Compensation coverage (a per occurrence policy) has been purchased in the past as a measure to cap any potential catastrophic loss against Augusta-Richmond County. Knowing that this area if the industry is still quite volatile and premiums continue to rise, Corvel, our Workers’ Compensation Third Party Administrator, was requested to obtain quotes from A or A+ companies. Corvel received the following quotes through their broker, Pritchard & Jerden: 1. Safety National Casualty Corporation – Incumbent a. Statutory Limit with $1,000,000 SIR to cover all positions for a deposit premium of $304,882 2. ACE/Chubb a. Statutory Limit with $1,000,000 SIR to cover all positions for a deposit premium of $437,850 3. XL Insurance a. Statutory Limit with $1,000,000 SIR to cover all positions for a deposit premium of $380,000 4. Prosight Specialty InsuranceStatutory Limit with $1,000,000 SIR to cover all positions for a deposit premium of $400,000 4. Analysis: Financial Impact: Augusta would assume all financial responsibility up to the SIR limit of $1,000,000 for all positions per occurrence. Alternatives: Drop coverage accepting full exposure/cost for any catastrophic job related injury. Recommendation: Approve coverage with Safety National Casualty – Incumbent Cover Memo with SIR of $1,000,000 for all positions with Statutory Limit for a Item # 5  deposit premium of $304,882. Funds are Available in the Following 621 01 5233 55.21110 WC/Risk Management Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5  Attachment number 1 \nPage 1 Excess Workers' Compensation Renewa! Proposal for Presented By: Andy Dunagan, CWCB CIC Vice President, Principal Kody Darr Client Executive Pritchard & Jerden, lnc. 950 E. Paces Ferry Rd, Ste 2000 Atlanta, GA 30326 www.pjins.com February 6,2OL7 PRITCHARD & IERDEN .Scrrrirrg I'orr r f n tef re.$f.s Itrcuruns ond Nxk llunugorient Sincv lgtl{l lrtttrrt"rrlir.t' lnsrrrrrrtcr,,\o/rrliorr-s Item # 5  Attachment number 1 \nPage 2 Expiring Program . Carrier: Safety National Casualty Corporation . Policy Period: March L,20L6 to March L,20L7 Description of Coverage: Workers Compensation: . Statutory Benefits per Applicable State Law Emplovers Liabilitv: . Bodily lnjury - Each Accident s1,000,000 . Bodily lnjury by Disease - Policy Limit s1,000,000 . Bodily lnjury by Disease - Each Employee sl,ooo,ooo . Self-lnsured Retention Per Occurrence: Sl,ooo,ooo Exposure: Basis Payroll Estimated Payroll s90,908,852 Rate: Basis Per S100 of Payroll Premium Rate .2739 Rote Comporison (vs. Expiring) +2.4% Premium: Minimum Premium s224,099 Deposit Premium 5248,999 lpRrrcHeRD & IERDEN hrwortcc ond Rirt llonagoEnt.Sirrce lrt6f) Item # 5 I  Attachment number 1 \nPage 3 lncumbent Market - 2017 Renewal . Carrier: Safety National Casualty Corporation . Pof icy Period: March L,2OL7 to March L,2OL8 Description of Coverage: Workers Compensation: . Statutory Benefits per Applicable State Law Emplovers Liabilitv: . Bodily lnjury - Each Accident Sl,ooo,ooo . Bodily lnjury by Disease - Policy Limit Sl,ooo,ooo . Bodily lnjury by Disease - Each Employee Sl,ooo,ooo . Self-lnsured Retention Per Occurrence: Sl,ooo,ooo Exposure: Basis Payroll Estimated Payroll gLo4,74g,727 Rate: Basis Per Stoo of Payroll Premium Rate .29L06 Rote Comparison (vs. Expiring) +6.2% Premium: Minimum Premium 5274,394 Deposit Premium S304,882 Premium Comporison (vs. Expiring) sss,gg3 (s40,282 due to rate) Subjectivities: Signed Terrorism form lpnrrcHenD & IERDEN hwruncc anl Rirf llunogcrient.sincc 11160 Item # 5 I  Attachment number 1 \nPage 4 Additional Options - 2OL7 Renewal Option 1 . Carriert ACE/ Chubb . Poliry Period: March L,2OL7 to March L,zOLg . Description of Coverage: Workers' Compensation Statutory Employers' Liability Sl,ooo,ooo Self-lnsured Retention Per Occurrence Sl,ooo,ooo Premium: Rate per SfOO of Payroll .4180 Rote Comporison (vs. Expiring) +52.6% Deposit Premium S437,850 Premium Comporison (vs. Expiring) +$799,8s7 . Subjectivities: renewal documentation on Chubb forms Option 2 ' carrier: XL lnsurance (lndication - subject to additional underwriting) . Policy Period: March 1,20L7 to March L,2OL8 . Description of Coverage: Workers' Compensation Statutory Employers' Liability Sl,ooo,ooo Self-lnsured Retention Per Occurrence Sl,ooo,ooo . Premium: Rate per S1OO of payroll .3628 Rate Comparison (vs. Expiring) +33.6% Deposit Premium s380,000 Premium Comporison (vs. Expiring) +$t31,001 Page 4 lpnrrcuenD & IERDEN lusurunrc ond Ri*t llono4u-rcnt .SinK ,.Nl Item # 5 I  Attachment number 1 \nPage 5 Additional Options - 2OL7 Renewal Option 3 ' Carrier: Prosight Specialty lnsurance (lndication - Subject to additional underwriting) . Policy Period: March L,2OL7 to March L,2OLB . Description of Coverage: Workers' Compensation Statutory Employers' Liability Sl,ooo,ooo Self-lnsured Retention Per Occu rrence Sl,ooo,ooo . Premium: Rate per 5100 of Payroll .3819 Rate Comporison (vs. Expiring) +39.4% Deposit Premium s400,000 Premium Comporison (vs. Expiring) +Srst,00t Other Markets - Declinations . Carrier: Old Republic Risk Management ' Reason: Unable to offer monoline Excess Workers' Compensation. lf there is an opportunity to write other lines they may be interested in future years. a Carrier: Midwest Employers Casualty Company a Reason: Quoted multiple years in a row without being competitive. MECC noted their pricing would be similar to prior years (app. S+ooK) if they released a quote. a Carrier: AIG a Reason: Prefers Casualty/ Liability lines for Municipalities o Carrier: Sompo Japan lns. Company of America a Reason: Declined due to timing. Would like the opportunity to review in the future with a minimum of 60 day lead time. Noted, similar to last year, current pricing was significantly lower than they would be able to offer based on loss experience and exposure. lpnrrcHeRD & IERDEN Item # 5 I lusurortcc und Rirl llanogrnient Sine lU60  Attachment number 1 \nPage 6 Historic Loss Experience . January L3,2OL7 Valued Loss History Policv Period Open Closed Claim Ct. Net Paid Reserves Net lncurred )3 / 071 20oG to 03 / ot / 2007 1 269 270 5 L,ss2.474.3s s 1.138.963.99 s 2,691,438.!t4 )3 / |Ll 2007 to 03 I 0L/ 2008 2 280 282 $ Lqlr,r33.zg s 23S.916.s2 S 1.6s5.049.8r )3/oL(2008 to 03/0U2009 4 299 303 S z,uq.sgq.ot s 2L6.4s9.75 s 3,361,0s3.S3 )3 / 0L I 2009 to 03 / 0t I 2010 4 272 276 5 2.043.L79.78 5 L,768,278.99 s 3.811.4sS.77 )3 / ltl 20 t0 to 03 / 0L I 20L7 4 287 285 S 1,s88,699.74 s 913.ss2.88 5 2,s02,2s2.62 )3 I 1Ll 20tt to 03 / 0L/ 20L2 4 256 260 5 7,49L,441.3t s 213,832.87 s 1,705,274.18 )3 / 0u 20L2 to 03 I 0t I 2073 3 225 228 5 L.602.67L.34 s 32s,860.10 $ 1,92&s31.44 )3 / 1Ll 2ot3 to 03 / 0L/ 20L4 4 227 231 5 1,40s,039.31 S qgr,zos.ta S 1,896,304.49 )3 / jLl 20L4 to 03 I 0t I 20Ls 72 234 246 s 1.855.599.99 S 980,s9s.36 $ z,glorgs.ls )3 / ot I 20L5 to 03 / 0t I 20tG 17 227 24 s 1,466,s48.58 s 1,071.468.10 s 2,538,015.68 )3 / 0L I 2016 to 03 / 0t / 20L7 64 163 227 S egg.sos.e ; S 786.s93.s7 S 1.426.102.19 Grand Total 119 2,733 2,852 s 18,20s,890.3S s 8,145,797.32 s 26,35t,677.70 . Loss History Comparison- 2OL7 vs. 2016 Policv Period Open Closed Claim Ct. 2017 Net lncurred 2016 Net lncurred Chanre )3/07/2WtoO3l17l2m7 1 269 270 s 2,591.€8.:t4 S r,sgg,zgt.os 5 L$Lm7.29 )3/Ot/2@7 to O3/o7/2ffi8 2 280 282 S r,sss,ocg.ar S 1,G55,()49.91 s 03/0U2008to O3l01l2Cfl9 4 299 :t03 S g,ssr,osg.ss S s,azs,rsg.gs s (6e86.121 03/0U2@9to O3l07l2o1o 4 2t2 276 S l.au.+58.22 s 2,865,903.54 S gs,sss.zs 03 / 0U 2070 to 03 / 07 / 2077 4 287 285 S z,nz,zsz.sz 5 L,832,462.1G S eegzae.so 03 I Ol I 20tt to 03 / 07 I 2072 4 256 2@ $ S t.tgt.w.u S !,7o5,214.L8 (se37zo6l )3 I 0t/ 2072 to 03 / \tl 20L3 3 ?25 x28 S r,gza.sgr.44 S z,s88,88o.gz S (46o,34e.3sl )3/0U20L3to 03/0U2ot4 4 227 2:t1 S 1,896,304.49 S g33.za.rz s 1.552.526.32 )3 / OU 2014 ro 03 / Ot / zols 72 234 26 S z,sts,rgs.gs S S Lrg,eeg.eo 1,G97,531.75 )3 / 07 / 20L5 t o 03 / 07/ 20!6 t7 227 24tt s z,sr&ors.ss S r.ots.sgs.zr S t,s24,4s,147 03 I 0t / 2016 to 03 / otl 20L7 64 163 x27 S t,tzs,toz.tg S Llas,rozrg Grand Total 119 2,733 2,852 5 zo:strttlo S 19.77s.9s8.0s S aszs,zrg.ss lpnrrcHaRD & IERDEN Itl.ururrt uacl llirA I luraqr.ni.rrt i*r llttttt .5 Item # 5  Attachment number 1 \nPage 7 Historic Loss Experience . Large Loss History - Excess 5250,000 2017 Renewal 2O16 Renewal AnnualChanre Poliar Effeahrc Date . i lnlurv Dhl -, Clehr*rt i-J Statli Gross lnarrd Gross lnqtrr -.. Gross lnqtrr - 03loU20o6to03loLl20o7 04/28/2006 Closed 5424,070.83 $424,070.83 50.00 03loVzoo9to03/01/200s 08lrs/2008 Closed S558,009.8s S841,984.52 (S183,974.67) 03/or/zooetoo3/ot/2070 05109/2009 Closed S2s1,343.03 S2s1,343.03 50.00 03/oLl20o5to03/07/2007 06129/2006 Open 51,692,241.I7 Ss08,910.69 S1,183,330.48 o3/oLlzoo7 to03l07l2o08 03/20/2007 Open 5427,774.47 5427,774.47 50,00 03/OU2O08to03101/2009 o410t12008 Open 5477,330.L7 S327,330.17 S1s0,000.00 03/oLl20o8to 03lot/2009 os10612008 Re-open s357,750.00 s357,750.00 So.oo 03/lt/2oogto03/01/2009 08/2612008 Re-open s334,949.32 s334,949.32 s0.00 03107/2008too3/otlzoog 02/03/2009 open s348,535.27 s340,365.26 s8,170.01 03l0tl2o0sto03l01/20t0 03111/2009 open s1,130,500.00 s1,130,500.00 s0.00 o3l0t/2o0sto03lo1-l20t0 72/09/2009 open $t,286,444.43 s453,LL6.72 5833,327.7t 03loLl2oosto03/01/2010 ou28/2oto Open S305,470.00 5t94,473.6r 5111,996.39 o3lotl2ototo 03/otl2o]-L osl24l2ot0 Open 5994,792.39 S32s,170.48 5659,521.91 03lo1-lzo1oto03/1tlzotl oBl26/20L0 Open 5320,544.40 5320,544.40 50,00 03lollzolLto 03/0U2012 03l02l20Ll Open 5272,502.gs $272,502.99 SO,OO 03l0tl2o72to 03/otllot3 ot/tL/20t3 Open 5420,873.52 5407,873.52 513,000.00 o3/ot/2073 to 03lol/201^4 oBl29l2ot3 Open 5297,763.88 5Lt2,Ls7.20 S18s,505.68 03/otl2o74to03lotl2lLs o3/t9l2oL4 open S383,048.62 581,s87.64 S301,460.98 03/0t/20!4to03/oll20Ls LO/06120L4 Open S308,s29.96 S133,s84.28 5t74,945.68 03l1ll2otsto03/Or/20L6 0s/r2/207s Open S358,933.46 588,873.90 S280,0s9.s6 03107/29ts to o3/oL/2oL6 os/27 /2ots Open Ss0s,100.00 S141,6s0.00 5363,4s0.00 lpntrcunRD & IERDEN lt'uruncc tnd Rirl \lurrr4cricrrt Sirrcc l(,|6ll Item # 5 I  Attachment number 1 \nPage 8 Disclosures Notice The purpose of this summary is to provide a brief description of the key coverages and to highlight selected information. lt is not intended to completely identify all of the coverages and exclusions that are part of your program. The actual poliry forms are the only complete representation of exclusions and limitation and constitute the legal contract between you and the insurance company. Please read your policies for specific details of coverages. Audit Your policy is subject to audit by the insurance company, at which time, new operations may be noted and appropriate premium adjustments made. To make sure that your policy is properly written to provide the coverage you expect, you should always let us know of any new business activities you have made or are planning. ln addition, your liability, auto, and workers compensation insurance policies are based upon estimatesof annualsalesandpayrolls. Anauditofthesepoliciesmayresultinreturnoradditional premiums. Contingent Profit Sharing and Supplemental Compensation Notice Pritchard & Jerden has supplemental compensation arrangements with some insurance companies. These compensation arrangements are company specific and vary by company. We may receive additional compensation from these arrangements. These arrangements are typically based on growth, profitability and retention. The additional compensation payable under these arrangements represents less than 1% of Pritchard & Jerden's written premium. We are able to provide more specific information at an individual client's request. Page 8 lprurcseRD & IERDEN lnxwance und Rirl Alorogeniirt.Sine lg{{l Item # 5 I