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HomeMy WebLinkAbout11-29-1999 Meeting I PUBLIC SERVICES CO!'vI1VlITTEE COMMITTEE ROOM - November 29, 1999 5'.$ PM. PRESENT: W. Mays, Chairman, 1. Brigham, R. Colclough, B. Kuhlke, members, R. Oliver, Administrator, J. Wall, Attorney, T. Beck & R. Houck, Recreation, L. Harris, L&1 Department, R. Berry, Sheriffs Department, R. Davis, M. Parish, Bush Field, L. Bonner, Clerk of Commission. ALSO PRESENT: M. Mathis, Augusta Chronicle, S. Eidson, Metro Spirit, 1. Barnard, Channel 6. Approve request to submit an application for state assistance for a project to seal cracks in the taxiways and ramp areas. Mr. Colclough: So move. Mr. Brigham: Second. Motion carried unanimously. I Motion to terminate the contract for tennis professional services with Stephen Dorkin and to approve a contract for tennis professional services with Floyd Smith for services rendered at Newman Tennis Center. Mr. Beck: This is our contract with the head tennis pro at Newman Tennis Center. Mr. Dorkin who has been with us since 1996 has taken another position and we're recommending Mr. Smith as the new tennis pro. Mr. Kuhlke: So move. i.YIr. Brigham: Second. Motion carried unanimously. Motion to approve a 36-month lease agreement with the low bidder, EZ Go Division of Textron, in the amount of 52,987.05 per month for fifty-five golf carts for January 1,2000 thru December 31, 2002 for the Augusta Municipal Golf Course. NIr. Beck: This is a 36-month renewable lease. Our last provider was Club Car. As your agenda item shows EZ Go was the lowest bidder. !'vir. Brigham: So move to approve. I Mr. Colclough: Second. Ms. Sams: This went through the normal bid process. Although we had an offer from Club Car to give us an additional ten cars. But after we got that information it was not part of the bid specifications. Their proposal was rejected Jlld again we went to the low bidder. I Mr. Brigham: Are we getting those ten extra cars now? Ms. Sams: No sir, not to my knowledge. Mr. Beck: The issue here is the bid specifications call for fifty-five golf cars. In preliminary discussion with both of the local vendors, this was Jll issue that was discussed with both parties prior to the bid as to the potential need for additional carts for certain time periods during the year. There were discussions with both parties prior to the bid that they would do comparing to the utility vehicles that are also part of the bid that they give at no charge. These extra CarlS were not a part of the bid specifications, even though Club Car did put that as additional information in their bid. The same discussions were held with EZ Go prior to the bid opening. So Ms. Sams and I did not feel like this was a pertinent thing to compare as far as the bid process goes. Mr. Brigham: So move to go with the low bidder. !'vIr. Colclough: Second. Motion carries 3-1 with Mr. Kuhlke abstaining. I Approve one-year contract (renewable for two years) with Southern Management to provide cleaning services for the Augusta Library at a cost of 52,689.94 monthly. (Funds available in Library General Operating Budget) i.YIr. Oliver: My suggestion is, Mr. Leach and the Library Board did some background check and I think we have a valid slight difference of perspective on this. !'vIr. Leach: We went through the normal county bid process in trying to select a provider of cleaning conrracts. When the bids came in there was a pervance of price rJllges for montWy services. The Library Board requested that we conduct a reference check on the three lowest bidders. In doing so we collected both written and verbal references on the three lowest bidders. The recommended provider, Southern Management, is the third lowest bidder, but it is the one which our reference checks and our actual site visits by staff to facilities being maintained by the three bidders indicated that they would probably rank to provide the best service at a cost less than what we are providing right now. The issue is that they are not the lowest bidder. We discussed this with the County Attorney and he recommended that if the Board wanted to continue to recommend the contract with the third lowest bidder that we bring this to the Commission for discussion. Ms. Sams: My recommendation is the low vendor. My reason for recommending I the low vendor is because the information that was furnished to me by the Library. When I they went out for references I compared the reference forms and the low vendor came back with an excellent rating. Also in the contract there was a ninety-day probationary period. So taking all this into consideration if there is a ninety-day probationary period and a reference form that says that this is an excellent company. Why not give the low vendor an opportunity to perform the task which is outlined in the specifications and if he does not meet the standards in ninety days, then terminate the contract. NIr. Oliver: I tend to agree with the Purchasing Agent on this. Mr. Kuhlke: So move to go with the low bid. i.Y1r. Brigham: Second to get it on the floor. Mr. Leach why you didn't recommend the low bidder other than references? NIr. Leach: Essentially it was based on recommendations and the site visits. With the two lowest bidders we got a lot of variance in their references. The feeling when we bought this information to the Board was that Southern Management would more than likely be able to do the work. They already do work in libraries in Columbia County and they didn't want to go through the issue of dropping one vendor for another one if that were the case. Tllis went to the Board twice and twice their desire was to go with the third lowest bidder and directed me to bring this to you. I Mr. Kuhlke: If you find that the lower bidder is not performing, what process do we have to go through to make the change? Mr. Oliver: It depends on how we write the contract. I think, NIr. Wall, that we can write the contract for a ninety-day review and if they are not satisfied at the end of the period, they could ternlinate the conrract and that would be not recommendation. i.YIr. Kuhlke: If you terminate the conrract how quickly can the Library Board bring somebody else on? Mr. Wall: You can hire someone temporarily while you go back through the bidding process. IVlotion carried unanimously. Motion to approve the reappointment of Larry Jones and Ashley Paulk for new four-year terms to the Construction Advisory Board. Mr. Oliver: These two gentlemen are currently on the Construction Advisory Board. I would note however, that one gentleman is a resident ofNonh Augusta. We think he has served well but we also know that there has been a lot of discussion about residence on this. He works for a firm here in Augusta. I Mr. Kuhlke: I so move. Mr. Brigham: Second. I NIr. Mays: On one or both. Mr. Brigham: On whatever, both. Jim, do we have a residency requirement? Mr. Wall: We don't have a specific residency requirement in the Construction Board Ordinance. What I'm trying to recall is when the issue came before the Commission whether you all adopted that as a policy, that they be residences of Richmond County, I certainly don't know. !'vir. KuWke: Let me amend my motion. I so move both, provided it meets the guidelines. NIr. Wall, can you research that before next Tuesday's meeting and Ie: Rob know what the outcome is. Mr. Brigham: I'rn willing to accept the amendment. Motion fails 2-2 with Mr. Colclough and Mr. Mays abstaining. Motion to approve amendment to Augusta Richmond County Code to provide for removal of junk and abandoned vehicles pursuant to State law. Mr. Oliver: This came out of a Neighborhood Association or alliance meeting. Somebody wanted to know why we couldn't take junk cars off lots with the same speed that we can move them from the side of the highway. So I talked to Mr. Wall and he came to the conclusion that we can. I think this ordinance is going to have to be used with some element of discretion. Clearly, but one of the things that we have a problem with in License & Inspection is that we have to send a lot of notifications out before we can move any cars. If a car is on the side of the road we can tag it, we can notify the owner, in this case we don't even have to do that ifit's on the side of the road. My suggestion is, we tag it, we notify the owner or put a notice on the door and in forty-eight hours we can move it. The way tllis ordinance is set up I think this is going to make it easier to address some issues that we have not been able to address. I Mr. Mays: Will they be based on complaints or on somebody going around looking? Mr. Oliver: Both. Mr. Mays: The problem I have with that is that we have more over growth on private property than we have cars. I want to do something to help them in that department but I have a problem when we have over grown lots. The ordinance that was drawn up originally was to be able to go on those properties clean up the lots and put it on the tax books and you pay it along with the taxes. If we have gone that far to go get I cars off private property then why can't we go and clean up the properties that have I become eye sores. Out of protest I will not vote for this. When we get a way to go on private property and clean the over growth and bill it to those folks, then I'll vote on one to move cars. Mr. Colclough: I'm afraid somebody is going to get hurt. Why not have the Marshal hand deliver this letter and make sure somebody gets this letter and comply with it. Mr. Oliver: May I rnake a suggestion as a compromise, we'll amend the ordinance to say we'll hand deliver a notice to whom ever the occupant of the house is. Mr. Wall: Or you can do this ordinance on unoccupied property. Mr. Oliver: I would rather do it on a process that we do it this way and we notifY the property owner by taping the notice on the door if nobody is home or notifY the current occupant of the house, rather they are the owner or the renter. And we'll just use this ordinance and put those two qualifications in there if the comnlittee agrees. Mr. Colclough: Can we amend this ordinance to include over grown property? :1 Mr. Wall: The difference between over grown property and the vehicle is this, with an over grown property lot you're going in there an putting a lien against that persons property because you're going to cle:lI1 it up and assess that charge against that property and it will become a lien against that property. With a vehicle, what you're doing is removing the vehicle from that lot, the towing company then has the responsibility under the law to notifY the owner of the vehicle and basically the only the owner has to do is pay the towing charge. After further discussion, Mr. Kuhlke: I move we approve this ordinance. Mr. Colclough: Second. Motion carried unanimously. Establish separate bank account with Wachovia Bank for Augusta Regional Airport at Bush Field for passenger facility charges ("PFC"). Mr. Oliver: I would note that the Comptroller and the Asst. Comptroller as well as NIr. Skinner and NIr. McDill. Mr. Kuhlke: So move. I NIr. Brigham: Second. Why is that necessary Mr. Oliver? NIr. Oliver: They transfer funds out to reimburse us and it's been that way. Mr. Parish: The FAA requires us to separate the funds. We can't co-mingle I capital funds but we currently co-nlingle operating and capital funds. So in order for us to meet the FAA guidelines we have to separate these funds. This is for the passenger facility charges (PFC). Motion carried unanimously. Motion to discuss construction and renovations to Lake Olmstead Park/BBQ-Pit, Bid Item #99-128 awarded to Ball's Enterprises, Augusta, GA in the amount of $144,699. Mr. Colclough: So move. !'vIr. Kuhlke: Second. Motion carried unanimously. Discuss the issue of "Change Orders". (Requested by Commissioners Beard and Mays). At this time the Chairman stated that this item had been discussed during the previous meetings and no further discussion was needed at this time. I Transfer Application: A.T. 99-91: A request by Emily S. Painter to transfer the on premise consumption liquor, beer & wine license for Players located at 2834 Washington Road to Louie J's located at 1102 Broad Street. District 1. Super District 9. Ms. Painter: Emily Painter 2863 Old Highway One, Hephzibah, GA. Mr. Harris: This applicant has met all requirements of the L&I Department and the Sheriffs Department and we recommend approval. (No objectors) Mr. Kuhlke: So move. Mr. Brigham: Second. Motion carried unanimously. New Application: A.N. 99-92: A request by Jerri Danforth for a consumption on premise liquor, beer & wine license to be used in connection with Jerri's Place located at 660 Broad Street. District 1. Super District 9. !'vIr. Danforth: Jerri Danforth 2312 Fieldcrest Rd. I I Mr. Harris: This applicant has met all requirements of the L&I Department and the Sheriffs Department and we recommend approval. (No objectors) Mr. Colclough: So move. Mr. Kuhlke: Second. Motion carried unanimously. With no further business to discuss, the meeting was adjourned. Lena J. Bonner Clerk of Commission Ibb '::1 . I I PUBLIC SERVICES AGENDA COMMITTEE ROOM - November 29, 1999 4:00 P. M. 1. Approve request to submit an application for state assistance for a project to seal cracks in the taxiways and ramp areas. 2. Motion to terminate the contract for tennis professional services with Stephen Dorkin and to approve a contract for tennis professional services with Floyd Smith for services rendered at Newman Tennis Center. 3. Motion to approve a 36 month lease agreement with the low bidder, EZ Go Division of Textron, in the amount of$2,987.05 per month for fifty five golf carls for Janl!ary I, 2000 thru December 31, 2002 for the Augusta Municipal Golf Course. 4. Approve one year contract (renewable for two years) with Southern Management to provide cleaning services for the Augusta Library at a cost of2689.94 monthly. (Funds available in Library General Operating Budget) 5. Motion to approve the reappointment of Larry Jones and AsWey Paulk for new four-year terms to the Construction Advisory Board. I 6. Motion to approve amendment to Augusta Richmond County Code to provide for removal of junk and abandoned vehicles pursuant to State law. 7. Establish separate bank account with Wachovia Bank for Augusta Regional Airport at Bush Field for passenger facility charges ("PFC"). 8. Motion to discuss construction and renovations to Lake Olmstead ParklBBQ-Pit, Bid Item #99-128 awarded to Ball's Enterprises, Augusta, Ga. in the amount of $144,699. 9. Discuss the issue of "Change Orders". (Requested by Commissioners Beard and Mays) 10. Transfer Application: A.T. 99-91: A request by Emily S. Painter to transfer the on premise consumption liquor, beer & wine license for Players located at 2834 Washington Road to Louie J's located at 1102 Broad Street. District 1. Super District 9. 11. New Application: A.N. 99-92: A request by Jerri Danforth for a consumption on premise liquor, beer & wine license to be used in connection with Jerri's Place located at 660 Broad Street. District 1. Super District 9. I