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HomeMy WebLinkAbout05-08-2000 Meeting I ENGINEERING SERVICES COMMITTEE COMMITTEE ROOM - May 8, 2000 2:30 P.M, , PRESENT: Hons. Bridges, Chairman; Cheek, Co-Chairman; Colclough and Mays, members; Jim Wall, Attorney; Randy Oliver, Administrator; Teresa Smith, Pre- Construction Engineer; Drew Goins, Asst, Director ofP.W. - Engineering Division; Max Hicks, Utilities Dept, Director; Alma Stephenson, Utilities Dept. Customer Service Director; Brenda Byrd-Pelaez, EEO Officer; Geri Sams, Purchasing Director; Michael Blanchard, GIS Director; Walter Hornsby, Deputy Administrator; Chief Ronnie Few, Fire Department; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of Commission. ABSENT: Hon. Bob Young, Mayor. Also Present: Stacey Eidson of The Metropolitan Spirit and Hons, H. Brigham, J. Brigham, Beard and Williams, Commissioners. The Clerk: We have a request to add two items to the agenda and delete item #10 from the agenda. Mr. Colclough: I so move. Mr. Cheek: Second. I Motion adopted unanimously. Augusta Utilities Customer Service Accounts Receivable First Quarter 2000 ReDO!:!, was read. Mr. Cheek: I move we accept this as information, Mr. Colclough: Second. Motion adopted unanimously. The Committee next discussed a change in the water bills. Mr. Cheek: In talking with some employees who have to deal with phone calls from individuals, there is some confusion as it relates to the water bill. On the top of the bill is the Augusta Cares number and some have suggested that the Water Department number should be listed at the top of the bill and the Augusta Cares number be shown on the bottom of the bill. I Mr. Oliver: We previously made that recommendation and another Commissioner had objected. We can do that and handle it administratively. No Committee members objected to this change and it was the consensus that this be handled administratively. I Mr, Chairman: I understand that US Infrastructure has requested that their item be postponed. ~ The Clerk: Yes, sir, until the May 30 meeting, A request to approve Supplemental Agreement with PM&A Consulting Engineers to add right of way plans and related costs to the existing engineering contract in the amount of $8,092.00. Also approve Capital Project Budget (#322-04- 2968236665) Amendment Number One in the amount of $2,158,200 to be funded from the Special One Percent Sales Tax, Phase I and Phase m Programmed Funds and approve to let upon completion of construction plans, was read. Mr. Colclough: I so move that we approve the $8,092.00. Mr. Cheek: Second, Motion adopted unanimously, Mr, Colclough: I move that we approve the Capital Budget. Mr. Cheek: Second. I Motion adopted with Mr. Mays out of the room. A request to approve Capital Project Budget (#323-04-296823516) Amendment Number One for the Windsor Spring Road Improvements Project in the amount of $2,048,000.00 to be funded from the Special One Percent Sales Tax, Phase I and Phase III Programmed Funds and approve to let upon completion of construction plans, was read. Mr. Cheek: I move for approval to get it on the floor. Mr, Colclough: Second. Motion adopted unanimously, A request to approve and accept the Deed of Dedication and Maintenance Agreement for the sanitary sewer main with applicable easements at 3034 Bransford Road. Consider cost participation, was read. Mr. Hicks: Mr. Gary had purchased a lot and tom down a house that had been there for a number of years. He wanted to construct a new home and we found there was I a sewer line that ran under the old home. Therefore, he rerouted the sewer line around I the new house and this is the dedication of an easement for that sanitary sewer line. He has also requested some cost participation in the relocation if possible. Mr, Cheek: I make a motion that we accept the Deed of Dedication. Mr. Mays: Second. Motion adopted unanimously. Mr. Cheek: I make a motion that we do not participate in the relocation costs. Mr. Mays: Second. Motion adopted unanimously. A request to approve and accept Deed of Dedication and Maintenance Agreement for the sanitary sewer and potable water mains with applicable easements for Woodberry Subdivision Section One, was read. Mr. Cheek: I so move. Mr, Colclough: Second, I Motion adopted unanimously. A request to approve Change Order Number Two with AP AC-GA, Inc for Value Engineering in the amount of$16,875.00 on the SR 56@ Old Waynesboro Rd. Improvements Project (CPB #322-04-292822783), was read. Mr. Colclough: I so move, Mr. Mays: Second. Is there any way we can include a flashing light in the area of Crosscreek School? Mr. Goins: I'll be glad to ask Traffic Engineering to look into that and bring back a report to the Committee, Motion adopted unanimously, A request to award contract to Beam Pavement Maintenance, Inc. in the amount of $1,263,966.92 subject to the receipt of signed contract and proper bonds for the Resurfacing Various Roads, Phase VI Project (CPB# 323-04-299823069), was read. I Mr. Mays: I so move. Mr. Cheek: Second. Motion adopted unanimously. I .:~, The Committee next discussed Concept Alternative #2 for the Laney Walker Improvements Project as presented at the public information meeting and authorize Public Works and Engineering Department to process with redesign as necessary, was read. Mr. Oliver: The alternative that seems to be the consensus is the one that would consolidate the poles on one side of the street; however, I would note that we need some intervention by some elected officials to make that happen because the written correspondence we have indicates that Georgia Power and the phone company want compensation to do that. Mr. Mays: I'm going to make a motion that we send this to Commission with no recommendation and my reason why is that there is a neighborhood association meeting on Monday night and this would allow them to discuss it with our staff and then send it on to the Commission, Mr. Colclough: Second, Motion adopted unanimously. I A request to approve change order in the amount of $86,460.80 to Blair Construction, Inc. for additional select fill and sanitary sewer extension to 11 properties on Ann Street (Funds available in Account No. 507043420- 5425210/89800090-5425210), was read. Mr. Cheek: I move for approval. Mr. Colclough: Second, Motion adopted unanimously, The Committee next discussed the proposal from Gannett Fleming for Water and Wastewater Utility Maps Conversion and GIS Services ($283,600.00 to be funded by Account #506043110-5212999). Mr, Oliver: The issue here is that one price is a couple of thousand dollars cheaper and the question arose as to whether the firm that provided the lowest cost had ever done any utility line location work although they had done some GIS work. Mr, Blanchard: Based on the information each company provided on projects they had done in the past, it appeared that Khafra had not really done anything like we're I looking to do here as far as developing from scratch a water and wastewater utility database, I Mr. Cheek: I move for approval to get it on the floor. Mr. Colclough: I'll second it. Mr. Williams: Did this go through Purchasing? Mr. Hicks: It did not, We contacted the vendors who had expressed an interest and in the interest oftime, we tried to get the project moving on ahead. They made their presentations and then we made a selection. It did not go out with a request for qualifications through the Purchasing Department. Weare under a consent order and have to have the plans submitted to EPD by either July 16 or 26, I'm not sure of the exact date. Ms, Pelaez: The low bidder was concerned because he had submitted a bid based on costs and time constraints and then was not selected to perform the work. Mr. Hicks: We have never put out a contract for professional services where cost was the overriding factor. Cost is a factor but not the main factor. Gannett Fleming has done this type of work in other areas but has not done it specifically for us. p'.1 Mr. Mays: I agree that sometimes you have to make a decision regarding a best bid situation, but it should happen when and if you have followed the proper procedures, We corrected a similar situation earlier today and this one perhaps should have been included with that. We need to follow the rules for everyone and do everything according to procedures. This may be the best proposal you may get, but the procedures should be followed. Motion fails with Mr. Mays and Mr. Cheek voting "No" and Mr. Colclough abstaining. Mr. Cheek: Would it be appropriate to add an item to the agenda? Mr. Chairman: Yes, sir, if you'd like to make a motion. Mr. Cheek: I make a motion that we identify this as a problem consistent with what we saw earlier today and allow them to go back out for bids and so forth conforming to our purchasing practices. Mr. Chairman: All those in favor of adding this to the agenda please signify by raising your hand, Motion adopted unanimously. I Mr. Cheek: I make a motion that we go back out as appropriate and come back through the proper procedure and select a person through that process, Mr. Oliver: On a ten-day bid, I would suggest? I Mr. Cheek: All right. " Mr. Mays: If they come back again and they are low again, then do you say they aren't qualified? Mr. Wall: The only thing that needs to be added to the motion is that all bids are rejected and that is in essence what would happen. Then you would go through the advertisement and open it up and then you choose from those who bid the best qualified at the price that you deem to be acceptable. Mr. Chairman: Is that acceptable for a motion, Mr. Cheek? Mr. Cheek: Yes. Motion adopted unanimously. A request to accept proposal from Johnson, Laschober and Associates in the amount of $15,000 for engineering services on the Rae's Creek/Sue Reynolds Sewer Extension (funds available in Account No. 507043420-5212115/80000005-5212115), I was read. Mr. Cheek: I move for approval to get it on the floor. Mr. Colclough: I'll second it. Motion adopted unanimously. A request to accept option agreement with Courtyard by Marriott Limited Partnership to purchase 2,325.98 sq. ft. (0.053) acres in fee and 11,601.78 sq. ft. of temporary construction easement (Tax Map 12, Parcel 9.1) for a purchase price of $13,061.00, was read. Mr. Cheek: I move to approve. Mr. Mays: Second. Motion adopted unanimously. Mr. Oliver announced that the City is proposing water conservation measures which will apply to automated sprinkler systems, multiple head systems with watering on I alternate days. I Mr. Hicks: An additional feature on our plan is that people with new plantings can apply for a 30-day exemption from the conservation plan. This came as a recommendation from comments from people last year. Our plan is similar to Columbia County's plan and will begin on May 23. ?f ADJOURNMENT: There being no further business, the meeting was adjourned, Lena J. Bonner Clerk of Commission NWM I I I , ~ 3. I 4. 5, I ENGINEERING SERVICES AGENDA COMMITTEE ROOM - May 8, 2000 2:30 P.M, Presentation from USInfrastructure, Inc, regarding their capabilities, L Approve Supplemental Agreement with PM&A Consulting Engineers to add right of way plans and related costs to the existing engineering contract in the amount of $8,092,00. Also approve Capital Project Budget (#322-04-2968236665) Amendment Number One in the amount of$2,158,200 to be funded from the Special One Percent Sales Tax, Phase I and Phase ill Programmed Funds and approve to let upon completion of construction plans. 2, Approve Capital Project Budget (#323-04-296823516) Amendment Number One for the Windsor Spring Road Improvements Project in the amount of $2,048,000,00 to be funded from the Special One Percent Sales Tax, Phase I and Phase III Programmed Funds and approve to let upon completion of construction plans. Approve and accept the Deed of Dedication and Maintenance Agreement for the sanitary sewer main with applicable easements at 3034 Bransford Road, Consider cost participation, Approve and accept Deed of Dedication and Maintenance Agreement for the sanitary sewer and potable water mains with applicable easements for Woodberry Subdivision Section One. . . Approve Change Order Number Two with APAC-GA, Inc for Value Engineering in the amount of$16,875.00 on the SR 56@ Old Waynesboro Rd. Improvements Project (CPB #322-04-292822783). 6. Award contract to Beam Pavement Maintenance, Inc. in the amount of $1,263,966.92 subject to the receipt of signed contract and proper bonds for the Resurfacing Various Roads, Phase VI Project (CPB# 323-04-299823069), 7, Discuss Concept Alternative #2 for the Laney Walker Improvements Project as presented at the public information meeting and authorize Public Works and Engineering Department to process with redesign as necessary, 8. Augusta Utilities Customer Service Accounts Receivable First Quarter 2000 Report. 9. Approve change order in the amount of$86,460.80 to Blair Construction, Inc, for additional select fill and sanitary sewer extension to II properties on Ann Street (Funds available in Account No. 507043420-5425210/89800090-5425210). 10. Accept proposal from George Butler & Associates for implementation of a computerized maintenance management software, using the GBA Master Series programs, for Augusta's wastewater collection operations in the amount of $138,438.00. (Funds available in Account No. 506043110-5424320), I II. Discuss proposal from Gannett Fleming for Water and Wastewater Utility Maps Conversion and GIS Services ($283,600.00 to be funded by Account #506043110-5212999). ~-i 12, Accept proposal from Johnson, Laschober and Associates in the amount of $15,000 for engineering services on the Rae's Creek/Sue Reynolds Sewer Extension (funds available in Account No. 507043420-5212115/80000005- 5212115), I I I 'J ADDENDUM ENGINEERING SERVICES AGENDA May 8, 2000 2:30 p, M. DELETION FROM THE AGENDA: Item 10. (Requested by Utilities Department) ADDITIONS TO THE AGENDA: I. Motion to accept option agreement with Courtyard by Marriott Limited Partnership to purchase 2,325,98 sq. ft. (0,053) acres in fee and 11,601.78 sq, ft, of temporary construction easement (Tax Map 12, ParceI9.1) for a purchase price of$13,061.00. 2. Discuss water bill changes, (Requested by Commissioner Cheek) I I