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HomeMy WebLinkAbout10-25-2004 Meeting I I .., .~ 'W" ENGINEERING SERVICES AGENDA COMMITTEE ROOM - October 25, 2004 2:30 P. M. I. Report from Public Warks Department regarding traffic calming problems in the Laurel Hills Subdivision. (Referred fro[I1 October II Engineering Services) 2. Report from Public Works regarding the installation of traffic signs, traffic signalization and lighting on Hephzibah-McBean Road. (Referred from October 11 Engineering Services) 3. Review the policy of the state Department of Transportation's raised medians and striping. (Referred from October II Engineering Services) 4. Consider a request from Mr. Byrd Warlick regarding the acceptance of a Deed of Dedication for Nixon Drive. 5. Approve Capital Project Budget Number Two for the Windsor Spring Road Phase IV (CPB # 323-04-299823766) & Windsor Spring Road Phase V (CPB # 323-04- 299823786) in the amount of $1,559,500.00 & $1,559,500.00 respectively be funded from the Special One Percent Sales Tax Phase ill to allocate additional funds programmed for these projects. 6. Approve Capital Project Budget Change Number Two (CPB # 327-04- 296812003) in the amount of$3,060,000.00 from SPLOST Phase IV to allocate additional funds programmed for this project. 7. Authorize the execution of an agreement with KMC Telecom III LLC ("KMC") to provide telecommunications services to Augusta for the N. Max Hicks- Tobacco Road Surface Water Treatment Plant. ~ 8. Allow Augusta Utilities Department to authorize Honeywell, Inc. to proceed with Annual Automated Meter Maintenance Program at an initial cost of$415,000. 9. Authorize the Augusta Utilities Department to prepare pre-qualification packages and advertise "Request for Qualifications" through the Purchasing Department for the Highland Avenue Water Treatment Plant Upgrade Project using the Construction Manager at Risk delivery method. 10. Discuss extension of Canal property lease to Columbia County. (Requested by Mayor/ Attorney/Administrator) 11. Motion to approve consent to an assignment by Williams Environmental Services, LLC to Compass Environmental, Inc. of the Construction Contract dated February 25, 2004 by and between Augusta, Georgia and Williams Environmental Services, LLC and Atlanta Gas Light Company. 12. Authorize award and execution of a contract with American Hydro Corp. for the rehabilitation of Turbine Unit #4 in the amount of$730,500. 13. Receive as information and provide input into several key decisions regarding the Solid Waste Collections contract in the areas of Price Adjustments, Billing System, Contract Length as discussed at the September 17, 2004 and October 15, 2004. I 14. Approve Public Works and Engineering to execute a sole source contract with BMS Enterprises for time critical project management in an amount not to exceed $310,000 to be funded by $100,000 from account 541-04-421 0/54.32220and the remaining $210,000 from the bond proceeds. This contract will be for professional project management services to accelerate and provide timely, consistent management over the proj ect bids, design, and construction of the cell, buildings, courtesy drop off area, and infrastructure, as well as CQA on both the expansion and the closing of cell 2C. 15. Receive as information an update from Public Works & Engineering on the status of Neely Road Improvement Project (CPB #324-04-201824055). 16. Approve renewal of the Technical Services Agreement and Siemens Building Technologies, Inc. for upgrades and maintenance of the Building Automation Systems at the Municipal Building, JLEC and Charles B. Webster Detention Center, and Animal Control Center for a period of five (5) years. The annual cost is $141,472 annually and is funded through the general fund budget for each of these facilities. I .- - ~ 'W" I I I ENGINEERING SERVICES' COMMITTEE COMMITTEE ROOM - October 25,2004 2:30 P. M. PRESENT: Hons. Bob Young, Mayor; Cheek, Chairman; Mays, Co-Chairman; Smith, member; Steve Shepard, Attorney; Fred Russell, Interim Administrator; Teresa Smith, Public Works Director; Brenda Byrd Pelaez, Human Resources Director; Lena Bonner, Clerk of Commission. ABSENT: Hon. Colclough, member. Also Present: Hons. Williams, Grantham and Sims, Commissioners. CONSENT AGENDA ITEMS: 5. Approve Capital Project Budget Number Two for the Windsor Spring Road Phase IV (CPB # 323-04-299823766) & Windsor Spring Road Phase V (CPB # 323-04-299823786) in the amount of $1,559,500.00 & $1,559,500.00 . respectively be funded from the Special One Percent Sales Tax Phase III to allocate additional funds programmed for these projects. 6. Approve Capital Project Budget Change Number Two (CPB # 327-04- 296812003) in the amount of $3,060,000.00 from SPLOST Phase IV to allocate additional funds programmed for this project. 7. Authorize the execution of an agreement with KMC Telecom m LLC ("KMC") to provide telecommunications services to Augusta for the N. Max Hicks - Tobacco Road Surface Water Treatment Plant. 8. Allow Augusta Utilities Department to authorize Honeywell, Inc. to proceed with Annual Automated Meter Maintenance Program at an initial cost of $415,000. 9. Authorize the Augusta Utilities Department to prepare pre-qualification packages and advertise "Request for Qualifications" through the Purchasing Department for the Highland Avenue Water Treatment Plant Upgrade Project using the Construction Manager at Risk delivery method. 10. Discuss extension of Canal property lease to Columbia County. (Requested by Mayor/Attorney/Administrator) 11. Motion to approve consent to an assignment by Williams Environmental Services, LLC to Compass Environmental, Inc. of the Construction Contract dated February 25, 2004 by and between Augusta, Georgia and Williams Environmental Services, LLC and Atlanta Gas Light Company. I 12. Authorize award and execution of a contract with American Hydro Corp. for the rehabilitation of Turbine Unit #4 in the amount of-$730,500. I 14. Approve Public Works and Engineering to execute a sole source contract with BMS Enterprises for time critical project management in an amount not to exceed $310,000 to be funded by $100,000 from account 541-04- 4210/54.32220 and the remaining $210,000 from the bond proceeds. This contract will be for professional project management services to accelerate and provide timely, consistent management over the project bids, design, and construction of the cell, buildings, courtesy drop off area, and infrastructure, as well as CQA on both the expansion and the closing of cell 2C. 16. Approve renewal of the Technical Services Agreement and Siemens Building Technologies, Inc. for upgrades and maintenance of the Building Automation Systems at the Municipal Building, JLEC and Charles B. Webster Detention Center, and Animal Control Center for a period of five (5) years. The annual cost is $141,472 annually and is funded through the general fund budget for each of these facilities. Mr. Smith: I so move. Mr. Chairman: I'll second it for discussion. Motion adopted unanimously. I Mr. Chairman: I have three items I would like to add just for discussion purposes. These will be to get them on the floor for deferment to a future meeting. Item I is discussion of having CH2MHill provide cost estimates for a review of the organizational . structure of Public Works consistent with what they're doing in Utilities currently. The second is to request Utilities to do a performance update for the second Commission meeting in November and the third is discussion on filling open positions in Public Works. I need a motion to add these to the agenda. Ms. Smith: I so move. Mr. Chairman: I'll second it. Motion adopted unanimously. 4. Consider a request from Mr. Byrd Warlick regarding the acceptance of a Deed of Dedication for Nixon Drive. At this time Mr. Warlick appeared before the committee regarding the above item. Mr. Warlick: In 1998 there was a strip center built near the intersection of Old Savannab Road and Tobacco Road and at the time it was developed the purchaser was I 2 I I I required to put in a road to serve the rear property. A deed of dedication was prepared and delivered and initially Jack Murphy tumed it down because this road did not serve any property other than property owned by the Nixons. Since then they have sold two tracts so it now could be accepted as a public road and it will continue back on through here. It was installed in accordance with the county specifications and in the four intervening years there perhaps has been some damage and needs to be some corrections made before the county could accept it. I understand that at the last time it was presented Public Works voted to withhold acceptance of the dedication and I would like to know what it is we need to do and we'll be about doing it. Ms. Smith: We looked at this site at the end oflast year and there was information prepared as to what needed to be done. There were some outstanding issues on the property and at the point that those items were complete, a letter or some docurllentation to that effect was to be resubmitted to Engineering along with the deeds of dedication so that we could move forward with it. Mr. Warlick: The deed was submitted to Jim Wall. Ms. Smith: Apparently the information was conveyed because I have a letter from Robert Oliver that indicates that the streets at least agreed with the design criteria. There isn't anything here that addresses the drainage but if there are outstanding items, those are usually addressed through our county engineering section. The inspectors then go back out and reinspect whatever the outstanding items are and then those documents are submitted. Mr. Warlick: Is there a list somewhere that says what they need to do? Ms. Smith: I cannot tell you for sure. I don't have that document. Mr. Chairman: We need to establish a list ofirnprovements that need to be made if there are any and a report back at our next committee meeting. We can establish a point of contact with Robert Oliver and develop a punch list. We need to check the road, the sewer and the storm sewer for compliance with city codes and bring it back to the next committee meeting. Mr. Mays: I move that we receive this as information and report back at the next committee meeting. Mr. Smith: Second. Ms. Smith: Can we request that the standard package be submitted through county engineering for acceptance of the deed of dedication and verification that all the work that needs to be done has been done in accordance with county standards? Mr. Chairman: I think that format should be followed. It does not need to be at the next meeting as long as everyone understands what should happen. 3 Mr. Warlick: Wejust need the list. I Motion adopted unanimously. 1. Report from Public Works Department regarding traffic calming problems in the Laurel Hills Subdivision. (Referred from October 11 Engineering Services) Ms. Smith: We have attempted to contact Mr. Rogers to meet with him and follow up on that. Mr. Mays: I move that we defer it to the next committee meeting. Mr. Smith: Second. Motion adopted unanimously. 2. Report from Public Works regarding the installation oftraffic signs, traffic signalization and lighting on Hephzihah-McBean Road. (Referred from October 11 Engineering Services) Ms. Smith: We looked at this and concerning the street lights, my recommendation would be that we move forward with getting the appropriate documentation to a representative of the community to have a street light district set up if that's what they'd like to do. Concerning the speed limit posting, our new Asst. Traffic Engineer has said we need to do some studies and analysis on that and we will need to submit that to DOT if we make a change in the speed limits. I Mr. Smith: The only light we are requesting is in one place near Miracle Baptist Church in the curve. Ms. Smith: If you're only requesting one light; we would need just the funding to do that. Mr. Smith: Just lighting the area of the curve would help the situation. Ms. Smith: I would need to know the exact location. Mr. Smith: I can go out there with you. Mr. Chairman: Can we determine by Tuesday if we're safe in doing the change on the speed limit? Mr. Shepard: We can. I 4 I I I After further discussion, Mr. Smith: I move that we reduce the speed to 45 m.p.h. in the specified area with supportive studies to back it up to proceed with it and that Ms. Smith and I meet to identify the area and report back regarding the number oflights, their cost and a funding source. Ms. Smith: Would the speed limit be from Hwy. 56 to Hwy. 25? Mr. Smith: Yes. It would become 45 everywhere except in front of the school. Mr. Mays: Second. Motion adopted unanimously. 3. Review the policy ofthe state Department of Transportation's raised medians and striping. (Referred from October 11 Engineering Services) Mr. Chairman: I would like to defer this and meet with Teresa and state DOT in the next month to discuss this as a citywide issue. A motion to defer this to another meeting, perhaps in December. Mr. Mays: I so move. Mr. Smith: Second. Motion adopted unanimously. Mr. Mays: For the record on number I I with one person absent I have voted but I have consistently abstained on this issue but I have no problem with it getting out of committee but I will have to abstain when it comes to the floor. 15. Receive as information an update from Public Works & Engineering on the status of Neely Road Improvement Project (CPB #324-04-201824055). Mr. Smith: I move we receive this as information. Mr. Mays: Second. Motion adopted unanimously. 13. Receive as information and provide input into several key decisions regarding the Solid Waste Collections coutract in the areas of Price Adjustments, Billing System, Contract Length as discussed at the September 17,2004 and October 15, 2004. 5 Ms. Smith: We need. to receive this as information and forward it to the Commission and get a decision on the support for the automatic price adjustments, the billing system we're going to use and the contract length. I Mr. Chairman: I think the contract can only go for five years rather than six, but I believe that's the only change. Ms. Smith: Okay. We'll make that adjustment. Mr. Smith: I so move. Mr. Mays: Second. Motion adopted unanimously. Mr. Chairman: We have one other request from our Administrator for an addition. This is dealing with the Law Enforcement Center. Mr. Russell: We have a report from the staff in reference to the Law Enforcement Center, the mold problem and a path forward. Mr. Chairman: We'd like to get this forwarded to the Commission for action due to the sensitive nature of it. Mr. Mays: I so move. I Mr. Smith: Second. Motion adopted unanimously. Mr. Chairman: On the performance update from Utilities I've asked Max to prepare for the second Commission meeting in November a review of how they have performed with regard to their project list, their expenditures, their future projects and proj ections for the future. Mr. Smith: I move we receive this as information. Mr. Chairman: I'll second it. Motion adopted unanimously. Mr. Chairman: Utilities is also in the process of a review by CH2MHill for the possibility of reorgaruzing for efficiency. This includes positions, rates and pay. What we'd like to do is approach CH2MHill and see what they would charge us to do the same thing for Public Works. We'd like to find out a cost on doing this. I 6 I I I Mr. Smith: I so move. Mr. Mays: I second. Motion adopted unanimously. Mr. Chairman: We've had some discussion about filling the open positions in Public Works. We are not where we need to be and we would like to look at available funding perhaps to go out for professional services and see if we can find a headhunter. type arrangement to fill the three positions we need most. Teresa, what are those positions? Ms. Smith: The Solid Waste Manager, the Asst. Director for Engineering, County Engineer, Traffic Engineer and also the Pre-Construction Engineer although we have some interviews scheduled for tomorrow for that position. Mr. Chairman: This is a request for staff to come back with a funding source. Mr. Mays: I would hope that we might also ask our Administrator to try to come up with a plan to attract people as well as working contractually with someone to find good candidates. Mr. Chairman: We've been trying to fill these positions for some period oftime and it may be early next year before we actually get someone on board. We need to get the positions filled on an emergency basis and perhaps we can do it similar to a professional services contract and hopefully get some results back sooner. We just have to determine if we have the funds for the headhunter. Can we fOIward this without recommendation? Mr. Shepard: I think you can just put it on as an individual commissioner. Mr. Chairman: All right. We're going to have to do that with the Law Enforcement Center item also. I will ask the Clerk to add this item and the request for headhunting services. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission nwm 7