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HomeMy WebLinkAbout10-21-1996 Meeting I I I ENGINEERING SERVICES COMMITTEE COMMITTEE ROOM - October 21, 1996 4:00 P. M. PRESENT: Hons. Larry Sconyers, Mayor; Powell, Chairman; Todd, Vice-Chairman and Acting Chairman; Handy and J. Brigham, members; Millard Gooding, Public Works Director; Michael Greene of the Public Works Department; David Smith, Solid Waste Manager; Max Hicks, Utilities Department Director; Tom Wiedmeier, Supt. of Water Pollution Control; Harry Hartley, Asst. Director of Public Works; Cheryl Nelson of the Finance Department; Drew Goins, Asst. Com. of P.W. & Director of Engineering; Charles Gifford of the Traffic Engineering Department; Jim Leiper, Environmental Engineer; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of Commission. Also Present: Sylvia Cooper of the Augusta Chronicle and Hon. Ulmer Bridges, Commissioner. The Clerk: We have a request for a deletion of item #7 which was placed on the agenda in error. It should have been on the Public Services agenda. We have a request for two additions. One is from Public Works regarding replacement of employees due to early retirement and to consider granting neighborhood associations no charge dumping status at the Landfill on community clean up day. Mr. Handy: I so move. Mr. Brigham: Second. Motion adopted unanimously. Communication from Harry D. Revell regarding approval of an option for easement on Project Parcel 46, Tax Map 139:334 of the Sand Ridge Estates Drainage Improvement Project which is owned by James Lee and Joan Lee. The appraised value and the option amount are both $98.00, was read. Communication from Harry D. Revell regarding approval of an option for easement on Parcel 5, Tax Map 88-3 of the Hyde Park & Aragon Park Drainage Improvement Project which is owned by Robert C. Bradley and Florence W. Bradley. The appraised value and the option amount are both $220.00, was read. Communication from Harry D. Revell regarding approval of an option for easement on Parcel 8, Tax Map 88-3 of the Hyde Park & Aragon Park Drainage Improvement Project which is owned by Leroy Glover, III. The appraised value and the option amount are both $25.00, was read. Communication from Harry D. Revell regarding approval of an option for easement on Parcels 11 and 12, Tax Map 88-1 of the Hyde Park & Aragon Park Drainage Improvement Project which is owned by Cordia R. H. Moore. The appraised value and the option amount are both $410.00, was read. I Communication from Harry D. Revell regarding approval of an option for easement on Parcel 4, Tax Map 88-3 of the Hyde Park & Aragon Park Drainage Improvement Project which is owned by Arlene E. Williams. The appraised value and the option amount are both $150.00, was read. Communication from Harry D. Revell regarding approval of an option for easement on Parcel 5, Tax Map 87 of the Hyde Park & Aragon Park Drainage Improvement Project which is owned by Bowles Estate, Inc. The appraised value and the option amount are both $4,325.00, was read. Communication from Harry D. Revell regarding approval of an option for easement on Parcel 2, Tax Map 88-3 of the Hyde Park & Aragon Park Drainage Improvement Project which is owned by James Lampkin and Junette Lampkin. The appraised value and the option amount are both $95.00, was read. Communication from Harry D. Revell regarding approval of an option for easement on Parcel 49, Tax Map 88-1 of the Hyde Park & Aragon Park Drainage Improvement Project which is owned by Mattie M. Harden. The appraised value and the option amount are both $725.00, was read. Mr. Handy: I move for approval. I Mr. Brigham: Second. Motion adopted unanimously. Communication from the Public Works Director recommending execution of three Force Account Agreements between the Georgia Department of Transportation, Central of Georgia Railroad Company and Augusta-Richmond County. Execution of these documents is necessary for the construction of an at-grade railroad crossing on Old Savannah Road (SR 56) near McBean. The estimated construction cost of $30,000 is included in our budget for this project and it is incumbent upon us per the Local Government project Agreement to provide funding, was read. Mr. Handy: I so move. Mr. Brigham: Second. Motion adopted unanimously. Communication from the Public Works Director requesting approval of Change Order Number One for the Wheeless Road Drainage Improvement Project. This change order reflects 1) The I cost of adding an interference box to eliminate an unforeseen conflict with an 18" water main; 2), 3), 4) The costs to remove approximately 400 square yards of rip rap from a drainage :1 I I '.",' channel, haul rip rap to a storage area on Tobacco Road, add 90 LF of 88" x 54" RCP Arch and 40 cubic yards of Type II Backfill Material to provide the property owner access to his property between Wheeless Road and the pond. Funds for this change should come from project contingencies. Current project contingencies show a balance of $244,007, was read. Mr. Handy: I so move. Mr. Brigham: Second. Motion adopted unanimously. Communication from the Traffic Engineering Department regarding the installation and maintenance of street lights in various locations throughout the area, was read. Mr. Gifford: We are proposing to add additional areas to our street light program and we are asking that you place them on the system. Mr. Handy: I move that we approve it. Mr. Brigham: I'll second it. Mr. Handy: How would I go about adding Killingsworth Road? We need two lights there. Mr. Gifford: There are two ways to do it. The first is that 50% of the property owners sign that they want street lights and the resulting tax. The second option is that it comes from the general fund for the good of the county. The present lights on Killingsworth are paid for by residents in Woodhaven. Motion adopted unanimously. Communication from the Central Services Director requesting that Mundy Construction Company, the low bidder, be awarded the contract for the removal of four underground storage tanks at the Central Shop on Broad Street at a cost of $10,750.00. The tanks are being removed in compliance with the Environmental Protection Department's mandate for removal and/or upgrade of all UST's by December 23, 1998, was read. Mr. Leiper: I have also talked with Butch about getting the people who fuel up at the Central Shop on the Fuelman system. We can remove the remaining tanks which are currently in use when this is accomplished. Mr. Todd: Will we have the results of the samples back before we do a final closure? Mr. Leiper: Mundy has been obtaining the samples. I do feel it would be a good idea to have a third party out there obtaining samples from the bottom of the excavation. I haven't I' gotten prices to do that but if you would designate some money to be used for that, I would make sure that it was done properly. Mr. Powell: I move for approval. Mr. Brigham: Second. Mr. Todd: Does that include an independent verification of samples? Mr. Powell: I'll accept that as an amendment. Mr. Leiper: I would think approximately $1,750 would handle that. Mr. Powell: I'll make that as an amendment to my motion. Mr. Brigham: Are the funds available? Mr. Leiper: I've spoken with Butch McKie and he will take that from the Risk Management account. Motion adopted unanimously. Communication from the Public Works Director requesting 1- approval of the Capital project Budget Amendment with funding in the amount of $175,000 and the right to let for bid the Pepperidge Drive Intersection Improvement Project. This amount will come from funds recaptured within Special 1% Sales Tax, Phase II. These funds are for the purchase of needed right-of- way, to advertise for bids and construct the project. There will be Georgia Department of Transportation participation in the funding also, was read. Mr. Powell: I move approval. Mr. Brigham: Second. Motion adopted unanimously. Communication from the Public Works Director requesting approval of the Capital Project Budget in the amount of $200,100 for the Willis Foreman Road Drainage Improvement Project and an engineering proposal from W. R. Toole Engineers, Inc. in the amount of $14,100. The Capital Project Budget amount, which includes engineering, will come from recaptured funds within Special 1% Sales Tax, Phase II. This project is located along Willis Foreman Road west of Windsor Spring Road near Spirit Creek. The purpose of the project is to resolve severe roadway ditch erosion and property flooding and will provide proper I', outfall to Spirit Creek. Approval of the Capital Project Budget with funding, the engineering proposal and the right of let for bids once designed are recommended, was read. I I I Mr. Powell: I move for approval. Mr. Handy: Second. Motion adopted unanimously. Communication from the Utilities Department Director stating the Horsepen Branch drainage basin is situated south of Tobacco Road and east of U.S. Highway 1 and is an area where considerable housing growth is taking place. In 1985 a sewer line route was surveyed from Jamestown Trunk to Karleen Road. Sewer easements were not acquired and the line was not constructed at that time. Due to subdivision growth and acquired and potential development in the area the route of the line needs to be relocated, re- engineered and easement plats prepared. We need to provide service to this area of ongoing development. Southern Partners, Inc. has been involved in most of the development plans in the area. Their involvement in the development makes this the logical choice to handle the relocation, redesign and easement plat preparation. We requested a proposal from Southern Partners to perform the necessary work. Attached is a copy of the scope of work and lump sum proposal for $63,000.00. We recommend awarding the engineering contract to Southern Partners, Inc. for the fee of $63,000.00, was read. Mr. Handy: I move for approval. Mr. Powell: Second. Motion adopted unanimously. Communication from the Environmental Engineer requesting approval of a proposal from Southern Partners, Inc. in the amount of $7,820.00 to supply topography from aerial photography and determine the volume remaining in the 24 acre section currently in use at the Deans Bridge Road Landfill, was read. Mr. Handy: I move for approval. Mr. Powell: Second. Motion adopted unanimously. Communication from the Environmental Engineer regarding the use of alternative daily cover at the Deans Bridge Road Landfill, was read. Mr. Leiper: Currently we're using six inches of soil to cover waste. An alternative to that is to put down a tarp which has been proven successful in many other landfills. This saves a great deal of air space in the landfill. I'd like to purchase two 48' by 100' tarps at a cost of $4,000 and these tarps are estimated to last approximately two months; however, operationally they are somewhat difficult to manage until you get acquainted with them so it could be a little accelerated. Mr. Todd: Would this save us in manpower? I Mr. Leiper: There is a dramatic reduction in the requirement for moving soil when the tarps are used so that manpower could be used for other projects at the Landfill. Mr. Powell: I move for approval. Mr. Handy: Second. Motion adopted unanimously. communication from the Environmental Engineer requesting approval of a proposal from Freeman & Vaughn in the amount of $4,500 for the removal of unknown compounds at the Augusta- Richmond County Municipal Golf Course, was read. Mr. Leiper: of the containers approve Freeman & with the work. Some of these compounds are outdated and some are illegible. I am requesting that you Vaughn's proposal and authorize them to proceed Mr. Handy: I so move. I Mr. Powell: Second. Mr. Brigham: Funding for this? Mr. Leiper: Risk Management. Motion adopted unanimously. Communication from the Public Works Director submitting Capital Project Budget Amendment Number One in the amount of $354,200 for the Hillwood Circle/Whitehead Drive Drainage Improvement Project. This amount is set aside in Phase III of the Special One Percent Sales Tax program for this project. The preconstruction effort has progressed to the right of way acquisition stage. Once this is complete the project can be let for bid. Right of way funds will be set up for fiscal year 1996 and the remaining funds included in the 1997 budget. Approval of the Capital Project Budget Amendment with funding schedule and the right to let for bid are recommended, was read. Mr. Handy: I so move. Mr. Powell: Second. Motion adopted unanimously. I Communication from the Asst. Com. of P.W. & Director of Engineering stating the Augusta-Richmond County Commission- I I I Council recently received bids for the resurfacing of six tennis courts at the Newman-Augusta Tennis Center. Listed below is a tabulation of the bids received: Base Bid Three Coats 26,600.00 Bidder Beam's Pavement Maint. Co., Inc. Pave-Way of Augusta, Alternate Bid Two Coats .No Bid Inc. 15,568.00 10,976.00 We have reviewed the proposals submitted and found them to be in order. We, therefore, recommend the contract be awarded to the low bidder, Pave-Way of Augusta, Inc. at a cost of $10,976.00 and the contracts be executed accordingly. If approved by the Committee, please be advised that the funds for this project have been allocated in the amount of $12,000.00 by the Commission- Council during meeting of June 18, 1996, to come out of the contingency, was read. Mr. Powell: I move for approval. Mr. Brigham: Second. Motion adopted unanimously. Communication from the Interim Engineering Services Manager requesting approval of Change Order No. 1 for the Greenland Road Elevated Water Storage Tank, was read. Mr. Hicks: We have moved the tank across the road to a site owned by Richmond County. The primary cost involved is regrading and we recommend approval of this in the amount of $32,850. Mr. Powell: I move for approval. Mr. Handy: Second. Motion adopted unanimously. Communication from the Public Works Director recommending approval of the low bid of Beam's Pavement Maintenance Company, Inc. in the amount of $309,766 for General Roadway and Drainage Improvements, Phase I, was read. Mr. Handy: I so move. Mr. Powell: Second. Motion adopted unanimously. Communication from the Public Works Director stating as a result of the enhanced early retirement options, Public Works Department has lost two key supervisory personnel. These are J. T. Luckey, Road Maintenance Superintendent at Roads and Bridges and Doug Gay, Engineering Technician, of Public Works. It is imperative that we be allowed to fill these positions as soon as possible. In addition, four of the six administrative personnel I at Public Works/Engineering Suburban/Urban are retiring due to the package leaving a huge void and will place our department in a very tenuous position. Guidelines need to be established for the replacement of those positions, was read. Mr. Greene: We are asking for authorization to fill the two slots from within. We also ask that you look at the administrative aspect as a separate item. Mr. Powell: I move that we approve filling the two slots. Mr. Handy: Second. Mr. Greene: We're also asking for guidance regarding the administrative personnel. Four of the six people are retiring and we need to train some people before some of these people leave. Mr. Todd: We'll deal with this part later. Motion adopted with Mr. Brigham voting "No". The Clerk: The last item is to consider approval of granting neighborhood associations no charge dumping status on community clean up days. I Mr. Powell: I asked that this be put on the agenda. We've had several neighborhood associations to do clean ups on certain days and I wanted to give them some assistance in waiving these fees. Mr. Smith: If there is litter pick up or whether it's cleaning up the community dump sites, as long as it's not cleaning up private lots per se, I think you should give consideration to that. It's not that many per year and it's not going to impact our fees if it's a few neighborhood clean ups. I'd recommend that you waive the fee as long as it comes through this Commission for a community clean up or a litter pick up. Charles Tant can notify us by letter that there is a clean up and we will waive the fee. After further discussion, Mr. Brigham: I'd like to see a sub-committee appointed to look into this and draw up some guidelines. Mr. Nathaniel Charles: I am asking that you please do take this under consideration. Mr. Todd: I'm going to appoint a sub-committee to look into I this. I'll appoint myself, Mr. Leiper, Mr. Smith, Mr. Nathaniel Charles, Mr. Tant and Mr. Roy Piper to the sub-committee. I I I ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission NWM