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HomeMy WebLinkAbout09-08-2003 Meeting I ENGINEERING SERVICES AGENDA COMMITTEE ROOM - September 8, 2003 2:30 P. M. 1. Mabus Brothers Construction Company to appear before the Committee regarding the Laney Walker Construction Proj ect. 2. Status report regarding repairs to brick street at 2904 Bransford Road. (Requested by Commissioner Shepard) (Referred from August 25 Engineering Services) 3. Discuss modifications to outfall at Lake Aumond. (Requested by Commissioner Shepard) (Referred from August 25 Engineering Services) 4. Report from Facilities Management regarding the City's Energy Conservation Plan. (Requested by Commissioner Cheek) (Referred from August 25 Engineering Services) 5. Discuss Change Order Policy. (Requested by Commissioner Williams) (Referred from August 25 Engineering Services) 6. Discuss signal lights at Gordon Highway and K-Mart Plaza entrance. (Requested by Commissioner Hankerson) I 7. Discuss signal lights at Spring Grove Road and Deans Bridge Road. (Requested by Commissioner Hankerson) 8. Report and discussion on inmate labor crew. (Requested by Commissioner Hankerson) 9. Receive a report from the stormwater sub-committee. 10. Renew the Parking Management Agreement for Public Parking Facilities at the Augusta Radisson Riverfront with RepubliclPayne Parking System for a two-year period from January 21,2004 through January 21,2006. 11. Approve funding in the amount of $24,250.00 for the purchase of wetland mitigation credits to offset wetland areas disturbed during the Butler Creek Interceptor Extension project. 12. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Pinehurst Subdivision, Section One-A. I 13. Approve the Deed of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Deparrments for Breckenridge Subdivision, Section One-B. I 14. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Cambridge Subdivision, Section 3-A. 15. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Cambridge Subdivision, Section 3-B. 16. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Riverwest Commercial Park. 17. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Amberlake Estates, Phase Ill. 18. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Pepperidge Pointe Subdivision, Section Four. 19. I Approve award of contract to Beams Contracting, Inc. in the amount of $500,241.25 subject to the receipt of signed contracts and proper bonds for the Traffic Engineering Phase II Project (CPB #323-04-200823591). Also approve Capital Project Budget Change Number Three in the amount of$83,241 to be funded from SPLOST Phase IV Traffic Safety Improvements. 20. Discuss the status of the 'downtown buildings' that were included in the building inspection report presented at the July 7, 2003 Engineering Services Committee. 21. Receive as information the Flood Hazard Mitigation Plan. 22. Approve award of contract to Beams Contracting, Inc. in the amount of $888,941.00 for the Resurfacing Various Roads, Phase VIII Project (Capital Project Number 324-04-203824045) subject to receipt of signed contracts and proper bonds adding pavement marking to the contract. Also approve the addition of Walton Woods Court to the contract as the contractor's first order of work to be funded from project contingency with a cost not to exceed $130,000. 23. I Approve installation of additional street lights in accordance with the previously approved Street Lighting Master Plan at six locations. Installation costs in the amount of$6,710 and annual maintenance and energy (currently $47,020) to be funded from General Fund Street Lighting (Account # 101-04-1610/52.13119 and 101-04-1610/53.12310 respectively). (See background information under Item 4 of Finance Committee) 24. Motion to adopt Resolution finding that the portion of Garlington A venue at Government Street, adjacent to Castlebcrry's Food Company, located on Tax Map 58-2 has ceased to be used for public purposes. I 25. Discuss Craven's Salvage Yard. (Requested by Commissioner Williams) I I I ENGINEERING SERVICES COMMITTEE COMMITTEE ROOM - September 8, 2003 2:30 P. M. PRESENT: Hons. Bob Young, Mayor; Cheek, Chairman; Colclough, Co- Cbairman; Mays and Colclough, members; Jim Wall, Attorney; George Kolb, Administrator; Teresa Smith, Public Works Director; Errick Thompson, Asst. Public Works Director; Terri Turner, Planning Commission; Rick Acree, Facilities Management Director; Dennis Stroud, Public Works Dept.; Lena Bonner, Clerk of Commission. CONSENT AGENDA ITEMS: 11. Approve funding in the amount of $24,250.00 for the purchase of wetland mitigation credits to offset wetland areas disturbed during the Butler Creek Interceptor Extension project. 12. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Pinehurst Subdivision, Section One-A. 13. Approve the Deed of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Breckenridge Subdivision, Section One-B. I 14. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted hy the Engineering and Utilities Departments for Camhridge Subdivision, Section 3-A. 15. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Cambridge Subdivision, Section 3-B. 16. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) suhmitted by the Engineering and Utilities Departments for Riverwest Commercial Park. 17. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) suhmitted by the Engineering and Utilities Departments for Amberlake Estates, Phase III. 18. Approve the Deeds of Dedication, Maintenance Agreements, and Road Resolution(s) submitted by the Engineering and Utilities Departments for Pepperidge Pointe Subdivision, Section Four. I 19. Approve award of contract to Beams Contracting, Inc. in the amount of $500,241.25 subject to the receipt of signed contracts and proper bonds for the Traffic Engineering Phase [I Project (CPB #323-04-200823591). Also approve Capital Project Budget Change Number Three in the amount of $83,241 to he funded from SPLOST Phase IV Traffic Safety Improvements. I 22. Approve award of contract to Beams Contracting, Inc. in the amount of $888,941.00 for the Resurfacing Various Roads, Phase VIII Project (Capital Project Number 324-04-203824045) subject to receipt of signed contracts and proper bonds adding pavement marking to the contract. Also approve the addition of Walton Woods Court to the contract as the contractor's first order of work to be funded from project contingency with a cost not to exceed $130,000. 23. Approve installation of additional street lights in accordance with the previously approved Street Lighting Master Plan at six locations. Installation costs in the amount of $6,710 and annual maintenance and energy (currently $47,020) to be funded from General Fund Street Lighting (Account # 101-04-1610/52.13119 and 101-04-1610/53.12310 respectively). (See background information under Item 4 of Finance Committee) 24. Motion to adopt Resolution finding that the portion of Garlington Avenue at Government Street, adjacent to Castleberry's Food Company, located on Tax Map 58-2 has ceased to be used for public purposes. Mr. Colclough: A motion to approve. I Mr. Boyles: Second. Mr. Thompson: On item 22, we added Walton Woods Court to the resurfacing contract. We anticipated that estimated cost to be $130,000 and the apparent low bidder came back with an estimate higher than that. Mr. Boyles: I'll amend the motion to take the cost to $160,000. Motion adopted with Mr. Mays voting Present. 21. Receive as information the Flood Hazard Mitigation Plan. Mr. Chairman: Rather than receiving this as information, I'd like to pass this to the full Co=ission for a report to the full Co=ission. Ms. Turner: It may receive some editorial changes from GEMA and that's why we're not submitting it for adoption. Mr. Colclough: I move we receive it as infonnation. Mr. Boyles: Second. I 2 I Mr. Mayor: She is also applying for a grant from the federal government which would give us three or four million dollars to address the flooding problems we have. Ms. Turner: We are going to try to buyout some more properties as we have done in the past. We're going to apply for this grant by Friday and this one will be nationally competitive. I'm going to submit the homes with the worst flooding problems to them for consideration. Mr. Mayor: It probably wouldn't hurt ifthe Commission went on record with a resolution of support so she could include that in the grant application. Mr. Boyles: I move we pass the resolution in support of the grant application. Mr. Colclough: Second. Motion adopted unanimously. Mr. Colclough: I move we receive the plan as information. Mr. Boyles: Second. Motion adopted unanimously. I 1. Mabus Brothers Construction Company to appear before the Committee regarding the Laney Walker Construction Project. At this time Mr. Stan Jackson, Mr. Dale McGee and Mr. Larry Goolsby appeared before the committee representing Mabus Brothers Construction Company. Mr. Goolsby made a presentation regarding the Laney Walker Project. He noted that utilities have been a problem with the project. He outlined other problems that have hindered the progress of the job. He also stated that other utility companies were involved with the work on the project and that they have done everything possible to proceed with the work. He also outlined the work that was done under the change orders which were then submitted to the Public Works Department. After a lengthy discussion, Mr. Chairman: We have the matter of the change order to Mabus that was previously denied. Do you have the amount of that change order? Mr. Thompson: I believe the amount was about $72,000 and it covered four different items. The dates ranged back to probably a January/February time frame. A big pan of the delay related to the negotiations with the amounts of those change orders. I Mr. Boyles: Are you satisfied with the change orders? 3 Mr. Thompson: I'm satisfied with the amounts but I wanted to know about the authorization for the removal of the material on Phillips Street by someone on our staff. I Mr. Goolsby: Yes. We were directed to remove that material. We moved in 42" pipe and were then told that we were going to go from 42" to 48" pipe. When we opened the street up to put in the pipe, we had a sanitary sewer and a gas line and couldn't make it work. That's when we left the project for about ten days to two weeks until they redesigned the area. Mr. Chairman: Since there may need to be a little more discussion on the change order, could the staff return that item back to the full Commission? Mr. Thompson: Yes, sir. Mr. Boyles: I move that we accept it as information. Mr. Colclough: Second. After further discussion, the motion was adopted unanimously. 2. Status report regarding repairs to brick street at 2904 Bransford Road. (Requested by Commissioner Shepard) (Referred from August 25 Engineering Services) Mr. Stroud: The crews had done some work in the area previously and the problem is that underneath the bricks the base is so saturated that it's almost like sand and mud. We need to take up all the bricks in that area and redo the base, redo the gravel and get it compacted right and then replace the bricks. This will probably take about four or five days with an entire crew and that may hinder some other pmjects. I Mr. Chairman: Is there some way to put this on the schedule to get it done as soon as you could? Mr. Kolb: I had asked him to either go ahead with it or subcontract it out and he is saying subcontracting is probahly the best way. Mr. Shepard: I would appreciate it if you would have some contact with the lady that called about it. They were pleased with your previous response although the problem happened again. Mr. Stroud: The whole street has a problem after I looked at it. Mr. Chairman: Can we come back to the next meeting with a time frame versus in-house schedule or subcontracting this out where we can ;,>ive a report back to our citizen? I 4 I Mr. Kolb: Yes, we can do that. Mr. Chairman: I think you could bring it back at the first meeting in October since you have to compare the costs. Mr. Colclough: I move that we receive this as information. Mr. Boyles: Second. Mr. Mays: Is there a chance of that small area caving in? Mr. Stroud: The hole is about three inches deep and there is an underground spring that drains out of the front yard and drains down the hill and settles right there. It continually sinks every time traffic hits it. The hole could be larger by now but we've replaced a couple of times and it continues to sink. There is a dip there. Mr. Mays: You may want to look at some way to repair the street in a more permanent way using asphalt or some other material but then using the brick on top to keep the aesthetic look that the neighborhood wants. I After further discussion, Mr. Chairman: So we're looking for two reports back. One on the maintenance compared as cost of asphalt versus brick in October and a shorter view of the actual cost of subcontracting versus in-house forces and a time frame at the next committee meeting. Motion adopted unanimously. 3. Discuss modifications to outfall at Lake Aumond. (Requested by Commissioner Shepard) (Referred from August 25 Engineering Services) Mr. Thompson: We've got a sales tax project on the books to modify the outfall. We'll be going out shortly to get it designed and underway. Mr. Boyles: I move we accept it as information. Mr. Colclough: Second. Motion adopted unanimously. 4. Report from Facilities Management regarding the City's Energy Conservation Plan. (Requested by Commissioner Cheek) (Referred from August 25 Engineering Services) I Mr. Acree gave a report summarizing the improvements that have been made since 2000 for energy consumption in various city buildings. 5 After a short discussion, Mr. Chairman: We need an action from this committee to go forth to the full Commission to pick a committee to develop an in-house energy conservation campaign. We can direct the Administrator to develop whatever committee is necessary to implement an in-house conservation program with a target of a 5% total reduction next year. I Mr. Colclough: I so move. Mr. Boyles: Second. Motion adopted unanimously. 5. Discuss Change Order Policy. (Requested hy Commissioner Williams) (Referred from August 25 Engineering Services) Mr. Kolb: There is a change order policy that allows contract modifications within a certain amount. In June of 1999 a policy revision was made but it is not working well. It requires that when a change order is brought forth, work stops and it is brought to the Commission for approval if the cost is in excess of $10,000. That takes about a month and we think that's a problem. Most change orders are legitimate or you might consider raising the amount for approval. After a lengthy discussion, Mr. Chairman: Can you come back with some examples of where the change orders have been a problem and some recommendations? I Mr. Colclough: A motion to receive this as information. Mr. Chairman: I'll second it. We can get a report back on some examples and some recommendations for improvements. Motion adopted unanimously. 6. Discuss signal lights at Gordon Highway and K-Mart Plaza entrance. (Requested hy Commissioner Hankerson) 7. Discuss signal lights at Spring Grove Road and Deans Bridge Road. (Requested by Commissioner Hankerson) Mr. Hankerson: There is a great need for lights at both of these locations. Mr. Thompson: We have to go through Ga. Dept. of Transportation on the one at Gordon Hwy. and K-Mar! and get their approval. The one at Spring Grove Road is included in a GDOT project that's underway now so it should be in by next August. Mr. Colclough: I move we receive these as information. I 6 Mr. Chairman: Second. I Motion adopted unanimously. 8. Report and discussion on inmate labor crew. (Requested by Commissioner Hankerson) Mr. Hankerson: I'd like to know whether all the officers have been hired and all the crews are up. Mr. Stroud: We have a total of eleven officers on staff, two vacancies and one on military leave. We got a little behind in late July and August with the rain, but we are still continuing to cut on a regular basis. After a discussion, Mr. Mays: I move that we get a report back at the next meeting with additional information. Mr. Colclough: Second. Motion adopted unanimously. 9. Receive a report from the stormwater sub-committee. I Mr. Colclough: I move that we discuss this at the work session and invite the Chairman of the School Board to attend. Mr. Boyles: Second. Motion adopted unanimously. 10. Renew the Parking Management Agreement for Puhlic Parking Facilities at the Augusta Radisson Riverfront with RepubliclPayne Parking System for a two-year period from January 21, 2004 through January 21, 2006. Mr. Colclough: I move to approve. Mr. Boyles: Second. Motion adopted unanimously. 20. Discuss the status of the 'downtown buildings' that were included in the building inspection report presented at the July 7, 2003 Engineering Services Committee. I Mr. Sherman gave a report on the buildings that have been cited for violations and the responses from the property owners. 7 It was the consensus of the Committee that this item be received as information. 25. Discuss Craven's Salvage Yard. (Requested by Commissioner Williams) I It was the consensus of the committee that this be referred to Mr. Sherman with a report back at the next meeting. ADJQURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission nwm I I 8