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Home My WebLink About2008-05-20-Meeting Agenda Commission Meeting Agenda Commission Chamber 5/20/2008 2:00 PM INVOCATION: Reverend Michael McCoy, PastorNew Covenant Church Gospel of Deliverance. PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) Academy of Richmond County Golf Team A. Congratulations !ARC Musketeers - 2008 Georgia Class AAAA Golf Champions. (Requested by Commissioner Don Grantham) Attachments Employee of the Month B. Mr. Stanley Carter, Augusta Utilities Department, April Employee of the Month. Attachments Five (5) minute time limit per delegation DELEGATIONS C. Mr. Edward Fletcher. RE: Blanchard and Calhoun's proposed Development off of Walton Way Extension. Attachments CONSENT AGENDA (Items 1-64) PLANNING 1. FINAL PLAT – BROOKSTONE CONDOMINIUM AT RAE’S CREEK, PHASE II-B – S-696-B-II-B– A request for concurrence with the Augusta-Richmond County Planning Commission to approve a petition by Southern Partners, on behalf of Richmond Development Partners LLC, requesting final plat approval for Brookstone Condominium at Rae’s Creek, Phase II- B. This residential development is located on Brookstone Way, across from Brookstone Condominiums at Rae’s Creek, Phase 1. Attachments 2. FINAL PLAT – STONEBROOK SUBDIVISION – S-774 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve a petition by H. Lawson Graham and Associates, on behalf of Stonebrook Builders, requesting final plat approval for Stonebrook Subdivision. This residential development is located on Travis Road and contains 14 lots. Attachments 3. FINAL PLAT – SOUTHAMPTON, SECTION FOUR-B – S- 785 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve a petition by Southern Partners, on behalf of Coel Development Co., requesting final plat for Southampton, Section 4-B, apportion of Section 4 and Section 5. This residential subdivision is located on Ardwick Drive, adjacent to Southampton, Section 4-A and contains 40 lots. Attachments 4. FINAL PLAT – COTSWOLD PLACE(FORMALLY NEWTOWNE SUBDIVISION – S-713-APPROVED 4-1-2008- SUBDIVISION NAME CHANGE AND ROAD CHANGING FROM PRIVATE TO PUBLIC) S-787 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve a petition by H. Lawson Graham and Associates, on behalf of Randy Watkins, requesting final plat approval for Cotswold Place Subdivision (fka Newtowne Subdivision). This residential subdivision is located on Boy Scout Road and contains 25 lots. Attachments 5. Z-08-35 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve a petition by Milton L Attachments Allen, on behalf of the American Legion Post 505 et. al, requesting a Special Exception to renovate an existing lodge per Section 26-1 (i) of the Comprehensive Zoning Ordinance for Augusta-Richmond County affecting property containing .81 acres and known under the present numbering system as 1678 Fifteenth Street. (Tax Map 058-4-215-00-0, 058-4-234-00-0, 058-4-214-00- 0 and 058-4-233-00-0) DISTRICT 2 6. Z-08-36 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve with the condition that slats be added to the existing chain link fence along the west property line that adjoins the existing residential properties; a petition by Laura Forbes requesting a change of zoning from Zone A (Agriculture) and Zone B-2 (General Business) to Zone B-2 affecting property containing approximately 1.7 acres and is known under the present numbering system as 3906 Wrightsboro Road. (Tax Map 039-0-69-01-0) DISTRICT 3 Attachments 7. Z-08-38 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve with the conditions listed below a petition by Mark Senn, on behalf of Nixon Trust, requesting a modification of conditions placed on approximately 44 acres that were the subject of two previous zoning cases (Z-06-51) and (Z-07-33) zoned B-1 (Neighborhood Business) with a Special Exception to allow individual buildings in a shopping center to exceed 15,000 square feet in area affecting property consisting of five land parcels totally 44.4 acres ( Tax Map 016-0-055-00-0; 16-0-052-01-0, 016-0-052-00-0; 016-0-051- 01-0 and 016-0-051-00-0) DISTRICT 7 1. There shall be no development or other encroachment in the 100 year floodplain except for connections to sewer lines if necessary; 2. The only access to the property shall be a new intersection on Walton Way Extension in the vicinity of Hebron Court to be paid for by the developer of the subject property. This intersection shall also provide access to the apartment complex across Walton Way Extension. The intersection shall be signalized and the cost of equipment and installation shall be borne by the developer of the subject property. If the new signalized intersection is determined not to conform to the AASHTO standards, or if a variance to those standards is not granted by GDOT or the Augusta-Richmond Attachments County Traffic Engineer, then the new zoning classification shall revert back to the previous classification. 3. The only access to Walton Way Extension except at the new signalized intersection would be a right in-right out access point that serves the entire development. If out parcels fronting on Walton Way Extension are created there shall be no access easements placed on plats and deed of such parcels except for the one right in-right out access point. 4. Illumination at the rear of the complex is a potential impact that can be mitigated by the following: § A fence, wall or solid vegetative screen shall be located outside the entire floodplain at least six (6) feet in height above the ground elevation or elevation of any retaining wall or fill at that location. § For building walls facing the floodplain on the creek side of the property, all building wall lights shall be directed down the building, not outward; § In the rear parking area there shall be full cutoff lighting that does not shine into the floodplain. 5. That the only development of this property other than development allowed in the R-1 and R-1A zones shall be a mixed use commercial and multiple-family residential use consistent with the concept plan in the file dated 5-2-2008. If site plans for such development are not presented within two years of approval of the rezoning then the zoning of this property reverts to R-1A. If development of the property does not begin within three years of approval of the rezoning, then the zoning classification reverts to R-1A. 6. That the Stormwater facility shall be built to accommodate a 100 year storm and release it at no more than 90% of the predevelopment rate. 8. SPA-06 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve an amendment to a portion of Section 301 of the Site Plan Regulations for Augusta- Richmond County pertaining to Wetland Indemnification. Attachments 9. SA-42 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve an amendment to Section 302(Z) of the Subdivision Regulations for Augusta Richmond County pertaining to Wetland Indemnification. Attachments PUBLIC SERVICES 10. Motion to approve revised Augusta Regional Airport Director's job description only. (Approved by Public Services Committee May 12, 2008) Attachments 11. Motion to approve Hardship Transfer Application: A. T. 08 - 05: request by Pokcha Lee Opal to transfer the retail package Liquor , Beer & Wine license used in connection with Big Tree Package located at 2525 Washington Rd to 2801 Washington Rd in the new Kroger Shopping Center. District 7. Super District 10. (Approved by Public Services Committee May 12, 2008) Attachments 12. Motion to approve New Ownership Application: 08 - 18: request by Cuthbert "Coco" Rubio for an on premise consumption Liquor , Beer & Wine license to be used in connection with Sky City located at 1157 Broad St. District 1. Super District 9. (Approved by Public Safety Committee May 12,2008) Attachments 13. Motion to approve New Ownership Application: A. N. 08 - 19: request by Mark Johnson for an on premise consumption Liquor, Beer & Wine license to be used in connection with Rare Hospitality, Inc. D/B/A/ LongHorn Steakhouse of Augusta located at 3267 Washington Rd. There will be Sunday Sales. District 7. Super District 10. (Approved by Public Services Committee May 12, 2008) Attachments 14. Motion to approve the reimbursement of funds for bus 9901 which is inoperable in the amount of $51,122.21 from Risk Management funds for losses. (Approved by Public Services Committee May 12, 2008) Attachments 15. Motion to approve an amendment to the Senior Nutrition Contract with CSRA-RDC for additional funding for meals, and to approve a budget amendment accordingly. (Approved by Public Services Committee May 12, 2008) Attachments 16. Motion to approve a professional services agreement with Cranston Engineering Group in the amount of $5,200.00 to provide a feasibility study for the development of camping and supported facilities at Diamond Lakes Regional Park. (Approved by Public Services Committee May 12, 2008) Attachments 17. Motion to approve proceeding with a study regarding developing a regional park at the former Regency Mall site. (Approved by Public Services Committee May 12, 2008) Attachments 18. Motion to approve A/E service agreement with Johnson, Laschober & Associates for professional services in the amount of $5,420 associated with a new walking track at Eastview Park. (Approved by Public Services Committee May 12, 2008) Attachments 19. Motion to approve the renovations to locks - New Savannah Bluff Lock and Dam(NSBL & D) funded from the Capital Outlay Contingency. (Approved by Public Services Committee May 12, 2008) Attachments 20. Motion to approve Terminal Construction Project Change Order #20 - Exterior Signage Package. (Approved by Public Services Committee May 12, 2008) Attachments ADMINISTRATIVE SERVICES 21. Motion to approve the Purchase of Voting Equipment Warranties. (Approved by Administrative Services & Finance Committees May 12, 2008) Attachments 22. Motion to approve an Ordinance providing for the demolition of certain unsafe and uninhabitable structures in the Meadowbrook Neighborhood: 3505 Redd Drive, 3637 Brussels Street, (District 5, Super District 9); East Augusta Neighborhood: 3426 Applejack Terrace, (District 2, Super District 9); South Augusta Attachments Neighborhood: 2222 Grand Boulevard, (District 2, Super District 9); AND WAIVE 2ND READING. (Approved by Administrative Services Committee May 12, 2008) 23. Motion to approve an Ordinance providing for the demolition of certain unsafe and uninhabitable structures in the Bethlehem Neighborhood: 1575 Picquet Avenue, 48 David Street, 1138 Sharpes Lane, 1418 Twelfth Street, (District 2, Super District 9); South Augusta Neighborhood: 2002 ½ Second Avenue, 2312 Milledgeville Road, (District 2, Super District 9); Harrisburg Neighborhood: 1912 Fenwick Street, 1758 Watkins Street, (District 2, Super District 9); West Augusta Neighborhood: 2854 Pineview Road, (District 7, Super District 10) AND WAIVE 2ND READING (Approved by Administrative Services Committee May 12, 2008) Attachments 24. Motion to approve the memorial walk location at the Augusta Commons as recommended by the sub-committee. (Approved by Administratrive Services Committee May 12, 2008) Attachments 25. Motion to approve authorizing the City of Augusta's support for Vantage Development Low-Income Tax Credit Application to the Department of Community Affairs for The Terrace at Edinburgh, Augusta, Georgia and approval of $300,000 in HOME Funds with an additional operating subsidy of $18,000 per year for ten (10) years. (Approved by Administrative Services Committee May 12, 2008) Attachments PUBLIC SAFETY 26. Motion to approve a Resolution to provide for the monthly wireless 911 charge for wireless communication subscribers pursuant to O.C.G.A. Section46-5-134, to provide for the method and manner of collection for said fee and for validation thereof, and for other purposes. (Approved by Public Safety Committee May 12, 2008) Attachments 27. Motion to approve awarding of Bid Item #08-074 for an Air-Pak 75 Open-Circuit Self-Contained Breathing Apparatus for the Augusta Fire Department to Hagemeyer. (Approved by Public Safety Committee May 12, 2008) Attachments FINANCE 28. Motion to approve the replacement of two vehicles for the Augusta Richmond County Correctional Institute (ARCCI). (Approved by Finance Committee May 12, 2008) Attachments 29. Motion to adopt a proposed ordinance to regulate off airport rental car concessions at the Augusta Regional Airport; to amend the Augusta-Richmond County Code; to repeal all ordinances and parts of ordinances in conflict therewith; to provide for severability; to provide an effective date therefor and for other purposes as stated in said ordinance. (Approved by Finance Committee May 12, 2008) Attachments 30. Motion to approve funding agreements between Augusta Richmond County and the Beulah Grove Community Resource Center d/b/a Lamar Medical Center and the CSB of East Central Georgia d/b/a Serenity Behavioral Systems. (Approved by Finance Committee May 12, 2008) Attachments 31. Motion to approve Change Order for Bid Item #07-188, Replacement of Engine Bay Floor and Apron. (Approved by Finance Committee May 12, 2008) Attachments 32. Motion to approve an increase Library appropriation to reflect the 2007 cost of living raise. (Approved by Finance Committee May 12, 2008) Attachments 33. Motion to approve the purchase of 2 - administrative automobiles for Engineering Department. (Approved by Finance Committee Attachments May 12, 2008) 34. Motion to approve request to increase the budget for the Local Emergency Operation Plan to cover the costs of the Twenty-First Century calling system. (Approved by Finance Committee May 12,2008) Attachments 35. Motion to approve a request from Mr. James M. Schear regarding a refund of taxes for property located at 3314 Thread Needle Road. (Approved by Finance Committee May 12, 2008) Attachments 36. Motion to approve refund recommendation from the Board of Assessors for one account. (Approved by Finance Committee May 12, 2008) Attachments 37. Motion to approve the purchase of 69 digital camera systems for the Sheriff’s Office Road Patrol Vehicles. (Approved by Finance Committee May 12, 2008) Attachments 38. Motion to approve the purchase of 2 - Cargo Vans and 1- Impala for Public Services Department. (Approved by Finance Committee May 12, 2008) Attachments 39. Motion to authorize the extension of the Serious Offender Reentry Initiative (SVORI) Grant between the City of Augusta and the Criminal Justice Coordinating Council and the corresponding budget adjustments to revenue and expenses. (Approved by Finance Committee May 12, 2008) Attachments 40. Motion to approve the purchase of one mobile sewer camera system to facilitate the Fort Gordon support contract by the Augusta Utilities Department. (Approved by Finance Committee May 12, 2008) Attachments 41. Motion to approve the purchase of 1 - Explorer for Utilities – Water Production – Water Quality Branch. (Approved by Finance Committee May 12, 2008) Attachments ENGINEERING SERVICES 42. Motion to approve AUD's use of 2004 Engineering RFQ for New Projects. (Approved by Engineering Services Committee May 12, 2008) Attachments 43. Motion to approve Change Order #1 to the existing construction contract with Oscar Renda Contracting to modify the pavement repair method for New Savannah Road. (Approved by Engineering Services Committee May 12, 2008) Attachments 44. Motion to approve Change Order #2 to the existing construction contract with Oscar Renda Contracting to provide for changes to original construction requirements as listed in the attached change order #2 documentation. (Approved by Engineering Services Committee May 12, 2008) Attachments 45. Motion to approve Change Order #3 to the existing construction contract with W.L. Hailey and Company, Inc. to construct the Rae’s Creek Sanitary Sewer Improvements Project. (Approved by Engineering Services Committee May 12, 2008) Attachments 46. Motion to approve concept of a Cost Sharing Agreement between Automatic Data Processing (ADP) and AUD to share 50% of the construction cost for a sewer line to serve ADP and surrounding properties on Interstate Parkway. (Approved by Engineering Services Committee May 12, 2008) Attachments 47. Motion to approve final Deductive Change Order for Eagle Utility Attachments Contracting in the amount of ($43,782.60) for the Upper Butler Creek Sanitary Sewer, Project #50128. (Approved by Engineering Services Committee May 12, 2008) 48. Motion to approve and accept the AGL Option and Deed for an easement on AUD Project 10158. (Approved by Engineering Services Committee May 12, 2008) Attachments 49. Motion to approve and accept the Atlanta Gas Light Encroachment Agreement for AUD Project 60107. (Approved by Engineering Servces Committee May 12, 2008) Attachments 50. Motion to authorize the Cultural Resources Management services related to the Archeological Site 9R1158 (aka The Pig Pen Site) with R. S. Webb & Associates in the amount of $90,142.00. (Approved by Engineering Services Committee May 12,2008) Attachments 51. Motion to approve a Memo of Understanding designating the Augusta Convention and Visitors Bureau as the managing entity of the wayfinding sign system. (Approved by Engineering Services Committee May 12, 2008) Attachments 52. Motion to approve request to award bid for Ashley Drive Storm Water Pipe Replacement to low bidder, Beam's Contracting, in the amount of $104,075. (Approved by Engineering Services Committee May 12, 2008) Attachments 53. Motion to approve Change Order #1 to DS Utilities Company Inc. to make final quantity adjustments (deductions and overruns) in accordance with the terms of the unit price contract as well as add two new unit price line items to the contract. (Approved by Engineering Services Committee May 12,2008) Attachments 54. Motion to approve a request from the Brigadier General E. Porter Alexander Camp #158, Sons of Confederate Veterans, for permission to perform restoration work on the Confederate Powder Works Chimney located at Sibley Mill on Goodrich Street. (Approved by Engineering Services Committee May 12, 2008) Attachments 55. Motion to approve award of Construction Contract to CBH Construction in the amount of $61,079.00 for the Storm Pipe Replacement at Good News Baptist Church (CPB#322-041110- 206822001), subject to receipt of signed contracts and proper bonds. Also approve Change Number One in the amount of $10,000 to be funded from One Percent Sales Tax, Phase II Recapture as requested by the Engineering Department. (Approved by Engineering Services Committee May 12, 2008) Attachments 56. Motion to approve authorizing the Administratior to negotiate a contract with the owners of the old Federal Bankruptcy Court Building for use of the second and third floors as the site of the Juvenile Court and bring back for final approval. (Approved by Engineering Services Committee May 12, 2008.) Attachments 57. Motion to authorize condemnation of a portion of a property owned by Darnell Warren as Administrator for the Estate of Mattie of Mattie L. Warren; 9948 square feet of permanent easement and 9341 square feet of temporary construction easement, PIN: 099-0-070-00-0, property address: 2417 Doug Barnard Parkway. (Approved by Engineering Services Committee May 12,2008) Attachments 58. Motion to authorize condemnation of a portion of a property owned by Sheila Ann Mitchell; 1,618 square feet of permanent access, utility and maintenance easement and 2,015 square feet of temporary construction easement. PIN: 132-0-447-00-0, property address: 3490 Monte Carlo Drive. (Approved by Engineering Services Committee May 12, 2008) Attachments 59. Motion to approve the purchase of a KIP 5202 Large Document Color Scanner/Copier/Printer System and Accessories in the amount of $35,078.75. (Approved by Engineering Services Committee May 12,2008) Attachments 60. Motion to ratify Change Order 2 to Daily Rate Construction Program for Emergency Line Replacement on New Savannah Rd. for $205,000.00. (Approved by Engineering Services Committee May 12,2008) Attachments 61. Motion to ratify Emergency Bid to replace Eisenhower Hospital 14” Water Line. (Approved by Engineering Services Committee May 12, 2008) Attachments 62. Motion to approve proposal for the professional services in the amount of $86,500 to ZEL Engineering for the plan of study for the Rock Creek basin. (Approved by Engineering Services Committee May 13, 2008) Attachments PETITIONS AND COMMUNICATIONS 63. Motion to approve the minutes of the regular meeting of the Commission held on May 6, 2008. Attachments APPOINTMENT(S) 64. Motion to approve the appointments of Lillie Hatney Williams to the ARC Planning Commission and Diane Moss to the Animal Control Board representing District 2. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 5/20/2008 AUGUSTA COMMISSION REGULAR AGENDA 5/20/2008 (Items 65-69) PUBLIC SERVICES 65. Consider a recommendation from the Richmond County Board of Health to revoke the business license of the Jazz Lounge, 730 Board Street for non payment of the Environmental Health fees. Attachments PETITIONS AND COMMUNICATIONS 66. Consider a request from the Richmond County Board of Health to expend aproximately $63,424.17 in remaining SPLOST funds from the Richmond County Health Department's South Augusta Facility for Capital Improvements (space issues) at the Laney- Walker Facility. Attachments APPOINTMENT(S) 67. Consider the recommendation from the Richmond County Board of Health to appoint (1) of the following three names to fill a vacant seat on the BOH. (1)W. Stuart Flanagin, Jr., (2) Lu Lu Gillard and (3) Dr. Christine Crawford. Attachments ADMINISTRATOR 68. Updated presentation to the Augusta-Richmond County Commission by the Judicial Center Subcommittee. Attachments LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. Upcoming Meetings www.augustaga.gov 69. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Commission Meeting Agenda 5/20/2008 2:00 PM Invocation Department: Caption:Reverend Michael McCoy, PastorNew Covenant Church Gospel of Deliverance. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 1 Commission Meeting Agenda 5/20/2008 2:00 PM Academy of Richmond County Golf Team Department: Caption: Congratulations !ARC Musketeers - 2008 Georgia Class AAAA Golf Champions. (Requested by Commissioner Don Grantham) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 2 Commission Meeting Agenda 5/20/2008 2:00 PM Employee of the Month Department:Clerk of Commission Caption:Mr. Stanley Carter, Augusta Utilities Department, April Employee of the Month. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 3 Attachment number 1 Page 1 of 1 Item # 3 Commission Meeting Agenda 5/20/2008 2:00 PM Edward Fletcher Department: Caption:Mr. Edward Fletcher. RE: Blanchard and Calhoun's proposed Development off of Walton Way Extension. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 4 Attachment number 1 Page 1 of 1 Item # 4 Commission Meeting Agenda 5/20/2008 2:00 PM Planning Commission Department:Planning Commission Caption: FINAL PLAT – BROOKSTONE CONDOMINIUM AT RAE’S CREEK, PHASE II-B – S-696-B-II-B– A request for concurrence with the Augusta-Richmond County Planning Commission to approve a petition by Southern Partners, on behalf of Richmond Development Partners LLC, requesting final plat approval for Brookstone Condominium at Rae’s Creek, Phase II-B. This residential development is located on Brookstone Way, across from Brookstone Condominiums at Rae’s Creek, Phase 1. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 5 Cover Memo Item # 5 Commission Meeting Agenda 5/20/2008 2:00 PM Planning Commission Department:Planning Commission Caption: FINAL PLAT – STONEBROOK SUBDIVISION – S-774 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve a petition by H. Lawson Graham and Associates, on behalf of Stonebrook Builders, requesting final plat approval for Stonebrook Subdivision. This residential development is located on Travis Road and contains 14 lots. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 6 Commission Meeting Agenda 5/20/2008 2:00 PM Planning Commission Department:Planning Commission Caption: FINAL PLAT – SOUTHAMPTON, SECTION FOUR-B – S-785 – A request for concurrence with the Augusta- Richmond County Planning Commission to approve a petition by Southern Partners, on behalf of Coel Development Co., requesting final plat for Southampton, Section 4-B, apportion of Section 4 and Section 5. This residential subdivision is located on Ardwick Drive, adjacent to Southampton, Section 4-A and contains 40 lots. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 7 Commission Meeting Agenda 5/20/2008 2:00 PM Planning Commission Department:Planning Commission Caption: FINAL PLAT – COTSWOLD PLACE(FORMALLY NEWTOWNE SUBDIVISION – S-713-APPROVED 4-1- 2008-SUBDIVISION NAME CHANGE AND ROAD CHANGING FROM PRIVATE TO PUBLIC) S-787 – A request for concurrence with the Augusta-Richmond County Planning Commission to approve a petition by H. Lawson Graham and Associates, on behalf of Randy Watkins, requesting final plat approval for Cotswold Place Subdivision (fka Newtowne Subdivision). This residential subdivision is located on Boy Scout Road and contains 25 lots. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 8 Cover Memo Item # 8 Commission Meeting Agenda 5/20/2008 2:00 PM Planning Commission Department:Planning Commission Caption: Z-08-35 – A request for concurrence with the Augusta- Richmond County Planning Commission to approve a petition by Milton L Allen, on behalf of the American Legion Post 505 et. al, requesting a Special Exception to renovate an existing lodge per Section 26-1 (i) of the Comprehensive Zoning Ordinance for Augusta-Richmond County affecting property containing .81 acres and known under the present numbering system as 1678 Fifteenth Street. (Tax Map 058-4- 215-00-0, 058-4-234-00-0, 058-4-214-00-0 and 058-4-233- 00-0) DISTRICT 2 Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 9 Cover Memo Item # 9 Commission Meeting Agenda 5/20/2008 2:00 PM Planning Commission Department:Planning Commission Caption: Z-08-36 – A request for concurrence with the Augusta- Richmond County Planning Commission to approve with the condition that slats be added to the existing chain link fence along the west property line that adjoins the existing residential properties; a petition by Laura Forbes requesting a change of zoning from Zone A (Agriculture) and Zone B-2 (General Business) to Zone B-2 affecting property containing approximately 1.7 acres and is known under the present numbering system as 3906 Wrightsboro Road. (Tax Map 039-0-69-01-0) DISTRICT 3 Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 10 Cover Memo Item # 10 Commission Meeting Agenda 5/20/2008 2:00 PM Planning Commission Department:Planning Commission Caption:Z-08-38 – A request for concurrence with the Augusta- Richmond County Planning Commission to approve with the conditions listed below a petition by Mark Senn, on behalf of Nixon Trust, requesting a modification of conditions placed on approximately 44 acres that were the subject of two previous zoning cases (Z-06-51) and (Z-07- 33) zoned B-1 (Neighborhood Business) with a Special Exception to allow individual buildings in a shopping center to exceed 15,000 square feet in area affecting property consisting of five land parcels totally 44.4 acres ( Tax Map 016-0-055-00-0; 16-0-052-01-0, 016-0-052-00-0; 016-0-051- 01-0 and 016-0-051-00-0) DISTRICT 7 1. There shall be no development or other encroachment in the 100 year floodplain except for connections to sewer lines if necessary; 2. The only access to the property shall be a new intersection on Walton Way Extension in the vicinity of Hebron Court to be paid for by the developer of the subject property. This intersection shall also provide access to the apartment complex across Walton Way Extension. The intersection shall be signalized and the cost of equipment and installation shall be borne by the developer of the subject property. If the new signalized intersection is determined not to conform to the AASHTO standards, or if a variance to those standards is not granted by GDOT or the Augusta- Richmond County Traffic Engineer, then the new zoning classification shall revert back to the previous classification. 3. The only access to Walton Way Extension except at the new signalized intersection would be a right in-right out access point that serves the entire development. If out parcels fronting on Walton Way Extension are created there shall be no access easements placed on plats and deed of such parcels except for the one right in-right out access point. 4. Illumination at the rear of the complex is a potential impact that can be mitigated by the following: § A fence, wall or solid vegetative screen shall be located outside the Cover Memo Item # 11 entire floodplain at least six (6) feet in height above the ground elevation or elevation of any retaining wall or fill at that location. § For building walls facing the floodplain on the creek side of the property, all building wall lights shall be directed down the building, not outward; § In the rear parking area there shall be full cutoff lighting that does not shine into the floodplain. 5. That the only development of this property other than development allowed in the R-1 and R-1A zones shall be a mixed use commercial and multiple- family residential use consistent with the concept plan in the file dated 5-2-2008. If site plans for such development are not presented within two years of approval of the rezoning then the zoning of this property reverts to R-1A. If development of the property does not begin within three years of approval of the rezoning, then the zoning classification reverts to R-1A. 6. That the Stormwater facility shall be built to accommodate a 100 year storm and release it at no more than 90% of the predevelopment rate. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 11 Commission Meeting Agenda 5/20/2008 2:00 PM Planning Commission Department:Planning Commission Caption: SPA-06 – A request for concurrence with the Augusta- Richmond County Planning Commission to approve an amendment to a portion of Section 301 of the Site Plan Regulations for Augusta-Richmond County pertaining to Wetland Indemnification. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 12 Commission Meeting Agenda 5/20/2008 2:00 PM Planning Commission Department:Planning Commission Caption: SA-42 – A request for concurrence with the Augusta- Richmond County Planning Commission to approve an amendment to Section 302(Z) of the Subdivision Regulations for Augusta Richmond County pertaining to Wetland Indemnification. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 13 Commission Meeting Agenda 5/20/2008 2:00 PM Airport job description/position Department:Augusta Regional Airport at Bush Field Caption:Motion to approve revised Augusta Regional Airport Director's job description only. (Approved by Public Services Committee May 12, 2008) Background:The Aviation Commission is requesting a reclassification of the Airport Director’s position from a pay grade 61 to a pay grade 65 and the creation of a Deputy Director’s position, pay grade 63. The requested reclassification of the Airport Director’s position is needed to adequately compensate and compete in the southeastern airport market. The field of Aviation is very competitive and it is the desire of the Aviation Commission to attract and retain a highly qualified individual that will ensure the continued success and development of Augusta Regional Airport. The Deputy Director’s position is a newly created position. The purpose of this position, as determined by the Aviation Commission, is to maintain continuity of the Airport’s operations in the absence of the Airport Director. It is an executive level position that will be responsible for overall operations and will be reporting directly to the Airport Director. Analysis:The proposed salary range was recommended by the Airport Financial Consultant. It was based on airports surveyed throughout the southeast of comparable size. Airport Director - Pay Grade / 65 Salary range $96,416 -$144,624 Deputy Director - Pay Grade / 63 Salary range $87,015 - $130,523 Financial Impact:The potential financial impact for the Director's position is approximately $18,000 to $27,000 per year. The potential financial impact for the Deputy Director's position is approximately $23,000 to $39,000 per year. Alternatives:Not approve the Aviation Commission Request Cover Memo Item # 14 Recommendation:Approve the request Funds are Available in the Following Accounts: 551081101 REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 14 Attachment number 1 Page 1 of 1 Item # 14 Attachment number 2 Page 1 of 1 Item # 14 Commission Meeting Agenda 5/20/2008 2:00 PM alcohol application Department:License & Inspections Caption:Motion to approve Hardship Transfer Application: A. T. 08 - 05: request by Pokcha Lee Opal to transfer the retail package Liquor , Beer & Wine license used in connection with Big Tree Package located at 2525 Washington Rd to 2801 Washington Rd in the new Kroger Shopping Center. District 7. Super District 10. (Approved by Public Services Committee May 12, 2008) Background:The property of the existing location has been bought by the Augusta National. The applicant states that she is only given one year leases and can be non renewed at any time. Analysis:The applicant meets the requirements of the Augusta Richmond County Alcohol Ordinance. Financial Impact:The applicant will pay a transfer fee of $110.00 Alternatives: Recommendation:License & Inspections recommends approval. The RCSD recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 15 Administrator. Clerk of Commission Cover Memo Item # 15 Attachment number 1 Page 1 of 2 Item # 15 Attachment number 1 Page 2 of 2 Item # 15 Commission Meeting Agenda 5/20/2008 2:00 PM alcohol application Department:License & Inspections Caption:Motion to approve New Ownership Application: 08 - 18: request by Cuthbert "Coco" Rubio for an on premise consumption Liquor , Beer & Wine license to be used in connection with Sky City located at 1157 Broad St. District 1. Super District 9. (Approved by Public Safety Committee May 12,2008) Background:This is the old Mission location. Formerly in the name of Ryan Kight. Analysis:The applicant meets the requirements of the Augusta Richmond County Alcohol Ordinance. Financial Impact:The applicant will pay fee of $4235.00. Alternatives: Recommendation:License & Inspections recommends approval. The RCSD recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Cover Memo Item # 16 Cover Memo Item # 16 Attachment number 1 Page 1 of 2 Item # 16 Attachment number 1 Page 2 of 2 Item # 16 Commission Meeting Agenda 5/20/2008 2:00 PM alcohol application Department:License & Inspections Caption:Motion to approve New Ownership Application: A. N. 08 - 19: request by Mark Johnson for an on premise consumption Liquor, Beer & Wine license to be used in connection with Rare Hospitality, Inc. D/B/A/ LongHorn Steakhouse of Augusta located at 3267 Washington Rd. There will be Sunday Sales. District 7. Super District 10. (Approved by Public Services Committee May 12, 2008) Background:This a new ownership application. Formerly in the name of Richard Bell. Analysis:The applicant meets the requirements of the Augusta Richmond County Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $5445.00. Alternatives: Recommendation:License & Inspections recommends approval. The RCSD recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrator. Cover Memo Item # 17 Clerk of Commission Cover Memo Item # 17 Attachment number 1 Page 1 of 2 Item # 17 Attachment number 1 Page 2 of 2 Item # 17 Commission Meeting Agenda 5/20/2008 2:00 PM Augusta Public Transit Reimbursement for Inoperable Bus #9901 Department:Augusta Public Transit Caption:Motion to approve the reimbursement of funds for bus 9901 which is inoperable in the amount of $51,122.21 from Risk Management funds for losses. (Approved by Public Services Committee May 12, 2008) Background:On August 1, 2006, Bus #9901 was involved in a single vehicle accident which total-loss the vehicle. The vehicle was purchased for $185,900 and placed into transit service on May 5, 1999 which started the Federal Transit Administration (FTA) life expectancy of 10 years or 120 months. At the time of loss the vehicle had only been in use for 87 months, therefore there was still 33 months of value left on the vehicle. Analysis:Based on the purchase price and using straight line depreciation, the value of the bus at the time of loss was $51,122.21. The FTA has an 80% share (40,897.77), the Georgia Department of Transportation has 10% share (5,112.22) and Augusta-Richmond County has a 10% share (5,112.22). Financial Impact:$51,122.21 Alternatives:Pay the $51,122.21 to settle the loss. Recommendation:Approve the discussion. Funds are Available in the Following Accounts: Cover Memo Item # 18 REVIEWED AND APPROVED BY: Finance. 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X* xl/worksheets/sheet1.xmlŒÚÛnãÈ àûy WI€•LÊgX^,›ì ²@ ÙM®52m #‰ŠDÛ›·O7›¤ªë·ÅìÅÀþT<TñôËË‡ŸÿØn&ïÕá¸®w‹$ ^$“j· ð ñæq 9V° _„Š/ú ’þ9H Šƒæ`8X Qÿ>Uœ½®}AÜ??Ç±‚ÝÇE¨ø¢ÿð!éŸƒä 8h †ƒ% õ 7Ö¿/ˆû¿fÇ +Rvï ¡ä‹ „ É8H Šƒæ`8X Ñ|¬: ´ ñ R6‚ÏJX èj¾ B÷)™ ˆ Q Ä€X*ñ,|œ9{5¤!ð¸»Ép?d÷³ü“ ~Ï ]ÍW³èRÕé™ÐÕŸ¦#A ˆ 1 –J< vÎÏ"Ä!:‹”ß |&f—OÊîŸ¢«ùj a Attachment number 1 Page 7 of 11 Item # 18 Attachment number 1 Page 8 of 11 Item # 18 ^$“j·ªŸÖ»—Eòûoò§Ûdrl–»§å¦ÞU‹ä¿Õ1ùùñÏ zø¨ ?Ž¯UÕLÜ vÇEòÚ4ûûÙì¸z-¶Ëã´ÞW;÷És}Ø. ÷ëáevÜ ªåS»Ðv3Ë..®gÛåz—„5Ü þŸuÔÏÏëUUÔ«·mµkÂJ ÕfÙ¸ý?¾®÷Çäñáií>ó ñ,|œ9{5¤!ð¸»Ép?d÷³ü“ ~Ï ]ÍW³èRÕé™ÐÕŸ¦#A ˆ 1 –J< vÎÏ"Ä!:‹”ß |&f—OÊîŸ¢«ùj a Attachment number 1 Page 9 of 11 Item # 18 Attachment number 1 Page 10 of 11 Item # 18 ÇEòÚ4ûûÙì¸z-¶Ëã´ÞW;÷És}Ø. ÷ëáevÜ ªåS»Ðv3Ë..®gÛåz—„5Ü þŸuÔÏÏëUUÔ«·mµkÂJ ÕfÙ¸ý?¾®÷Çäñáií>ó Attachment number 1 Page 11 of 11 Item # 18 Commission Meeting Agenda 5/20/2008 2:00 PM Contract amendment - Senior Nutrition Program Department:Recreation and Parks Caption:Motion to approve an amendment to the Senior Nutrition Contract with CSRA-RDC for additional funding for meals, and to approve a budget amendment accordingly. (Approved by Public Services Committee May 12, 2008) Background:Augusta has received grant funding from RDC since 2004 for nutrition programs for seniors offered at five sites in Augusta. This additional $69,956 will enable more congregate meals to be served at the sites, as well as more home delivered meals to those who need and qualify for the service. Analysis:This additional funding requires a local match of $5,046. Funds are available in the Recreation budget to transfer for this match. Financial Impact:Grant funds: Title III C1 - $45,414 NSI - $19,496 Local Match: 101061214 5311810 -$ 5,046 Alternatives:1. Not to approve, giving up $64,910 in grant funds. 2. To approve. Recommendation:#2 - to approve Funds are Available in the Following Accounts: See summary/financial above. REVIEWED AND APPROVED BY: Cover Memo Item # 19 Clerk of Commission Cover Memo Item # 19 Attachment number 1 Page 1 of 1 Item # 19 Commission Meeting Agenda 5/20/2008 2:00 PM Diamond Lakes Camping Feasibility Study Department:Tom F. Beck, Director of Recreation and Parks Department Caption:Motion to approve a professional services agreement with Cranston Engineering Group in the amount of $5,200.00 to provide a feasibility study for the development of camping and supported facilities at Diamond Lakes Regional Park. (Approved by Public Services Committee May 12, 2008) Background:One of the proposed amenities approved by the Commission as part of the overall master plan for park development is camping and the associated facilities that go along with this activity at Diamond Lakes Regional Park.There is ineterst from the community as well as from City leaders to determine the need and support for camping facilities. Analysis:As consultants of record from the inception of this park, Cranston Engineering Group has been requested to provide a feasibility study for this potential activity at Diamond Lakes. The timing is important as we lead up to SPLOST VI and the possible funding of this activity as part of the Department's CIP. Financial Impact:The professional services proposal to conduct the feasibility study is $5,200.00. Monies are available in the Diamond Lakes Regional Park SPLOST V account. Alternatives:1. To approve 2. Move no action thus delaying the possibility of adding the experience of camping to the other features at Diamond Lakes. Recommendation:1. To approve Funds are Available in the Cover Memo Item # 20 Following Accounts:325061110 - 206065007 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 20 Attachment number 1 Page 1 of 3 Item # 20 Attachment number 1 Page 2 of 3 Item # 20 Attachment number 1 Page 3 of 3 Item # 20 Commission Meeting Agenda 5/20/2008 2:00 PM Discuss possibilities of a regional park at Regency Mall site Department: Caption:Motion to approve proceeding with a study regarding developing a regional park at the former Regency Mall site. (Approved by Public Services Committee May 12, 2008) Background:Regency Mall has been closed for several years, and the site has continued to sit idle and deteriorate. This 75 acre site would be a very centralized location for a future regional park, that could benefit the citizens and spark economic and tourism growth in the area surrounding the site and for Augusta. Analysis:See attachment Financial Impact:None at this time. Alternatives:None at this time. Recommendation:Discussion Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 21 Attachment number 1 Page 1 of 3 Item # 21 Attachment number 1 Page 2 of 3 Item # 21 Attachment number 1 Page 3 of 3 Item # 21 Commission Meeting Agenda 5/20/2008 2:00 PM Eastview Park Improvements Department:Tom F. Beck, Director of Recreation and Parks Department Caption:Motion to approve A/E service agreement with Johnson, Laschober & Associates for professional services in the amount of $5,420 associated with a new walking track at Eastview Park. (Approved by Public Services Committee May 12, 2008) Background:Funds have been identified within the 2008 budget for a variety of capital funded projects. Eastview Park is one park site identified for park renovations/improvements. Johnson, Laschober & Associates are the consultants of record since the redesign and construction of the new community building in 2001. Analysis:Based upon staff and community input, there is a need to construct a new walking track at Eastview Park to compliment the other amenities that exist at this neighborhood park. Financial Impact:$65,000 have been identified through Recreation Capital Funds to make this improvement. Alternatives:1. To approve. 2. Move no action thus delaying this park improvement project Recommendation:1. To approve. Funds are Available in the Following Accounts: Recreation Capital Funds - 272-06-1319/5412110 $65,000 tc Cover Memo Item # 22 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 22 E N G I N E E R S E N G I N E E R S E N G I N E E R S E N G I N E E R S ♦♦♦♦ D E S I G N E R S D E S I G N E R S D E S I G N E R S D E S I G N E R S ♦♦♦♦ C O N S U L T A N T S C O N S U L T A N T S C O N S U L T A N T S C O N S U L T A N T S ♦♦♦♦ L A N D S C A P E A R C H I T E C T S L A N D S C A P E A R C H I T E C T S L A N D S C A P E A R C H I T E C T S L A N D S C A P E A R C H I T E C T S FEE PROPOSAL PROPOSAL #: 055 DATE: 3/31/08 TO: Mr. Ron Houck SENT BY: PHONE [ ] Augusta-Richmond County Recreation & Parks FAX [ ] 2027 Lumpkin Road EMAIL rhouck@augustaga.gov RE: Eastview Park Improvements BY: Darren R. Prickett, RLA TIME FRAME: Not Discussed FEE: $5,420 (Based on 8.3% of project budget) SCOPE OF SERVICES: Johnson, Laschober and Associates (JLA) appreciates the opportunity to provide landscape architectural design services for the purpose of assisting the Augusta-Richmond County Recreation and Parks Department with the expansion of facilities at Eastview Park. Scope of Work: A. Develop an existing conditions plan of Eastview Park from existing surveys, tax maps, field measurements and county GIS. B. Provide preliminary walking track routing and opinion of probable cost for owner review. C. Provide preliminary site plan of proposed improvements for owner review. D. Provide final site plan and construction documents for Augusta-Richmond County approval and construction. E. Assist owner with project bidding. F. Assist owner with project construction. Services will be limited to three site visits during construction, a substantial completion punch list and review of contractor pay applications. Thank you for the opportunity. Please return a signed copy of this proposal, a purchase order, or a contract before work commences. This proposal will be considered in effect if work commences without a signed copy being received by JLA. The terms and conditions on the following page of this proposal are part of this agreement. ACCEPTED BY: __________________________________________________________ [Signature] [Date] Attachment number 1 Page 1 of 2 Item # 22 Terms and Conditions Engineer of Record (ER) shall perform the services outlined in this agreement for the stated fee agreement. Access To Site -- Unless otherwise stated, the ER will have access to the site for activities necessary for the performance of the services. The ER will take precautions to minimize damage due to these activities, but has not included in the fee the cost of restoration of any resulting damage. Fee --The total fee, except stated lump sum, shall be understood to be an estimate, based upon Scope of Services, and shall not be exceeded by more than ten percent, without written approval of the Client. Where the fee arrangement is to be on an hourly basis, the rates shall be those that prevail at the time services are rendered. Billings/Payments -- Invoices will be submitted monthly for services and reimbursable expenses and are due when rendered. Invoices shall be considered PAST DUE if not paid within 30 days after the invoice date and the ER may, without waiving any claim or right against Client, and without liability whatsoever to the Client, terminate the performance of the service. Retainers shall be credited on the final invoice. A service charge will be charged at 1.5% (or the legal rate) per month on the unpaid balance. In the event any portion of an account remains unpaid 90 days after billing, the Client shall pay cost of collection, including reasonable attorneys' fees. Indemnifications -- The Client shall indemnify and hold harmless the ER and all of its personnel from and against any and all claims, damages, losses and expenses (including reasonable attorneys’ fees) arising out of or resulting from the performance of the services, provided that any such claims, damage, loss or expense is caused in whole or in part by the negligent act or omission and/or strict liability of the Client, anyone directly or indirectly employed by the Client (except the ER) or anyone for whose acts any of them may be liable. Hidden Conditions -- A hidden condition is hidden if concealed by existing finishes or if it cannot be investigated by reasonable visual observation. If the ER has reason to believe that such a condition may exist the ER shall notify the client who shall authorize and pay for all costs associated with the investigation of such a condition and, if necessary, all costs necessary to correct said condition. If ( 1 ) the client fails to authorize such investigation or correction after due notification, or (2) the ER has no reason to believe that such a condition exists, the client is responsible for all risks associated with this condition, and the ER shall not be responsible for the existing condition nor any resulting damages to persons or property. Risk Allocation -- In recognition of the relative risks, rewards and benefits of the project to both the Client and the ER, the risks have been allocated so that the Client agrees that, to the fullest extent permitted by law, the ER's total liability to the Client, for any and all injuries, claims, losses, expenses, damages or claim expenses arising out of this agreement, from any cause or causes, shall not exceed the total amount of $50,000, the amount of the ER's fee (whichever is greater) or other amount agreed upon when added under Special Conditions. Such causes, include, but are not limited to the ER's negligence, errors, omissions, strict liability, breach of contract or breach of warranty. Termination of Services -- This agreement may be terminated upon 10 days written notice by either party should the other fail to perform his obligations hereunder. In the event of termination, the Client shall pay the ER for all services, rendered to the date of termination, all reimbursable expenses, and reasonable termination expenses. Ownership Documents -- All documents produced by the ER under this agreement shall remain the property of the ER and may not be used by this Client for any other endeavor without the written consent of the ER. Applicable Law -- Unless otherwise specified, this agreement shall be governed by the laws of the principal place of business of the ER. Attachment number 1 Page 2 of 2 Item # 22 Commission Meeting Agenda 5/20/2008 2:00 PM Jazz Lounge Department: Caption:Consider a recommendation from the Richmond County Board of Health to revoke the business license of the Jazz Lounge, 730 Board Street for non payment of the Environmental Health fees. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 23 Commission Meeting Agenda 5/20/2008 2:00 PM Repair to Locks - NSBL & D Department:Recreation and Parks Caption:Motion to approve the renovations to locks - New Savannah Bluff Lock and Dam(NSBL & D) funded from the Capital Outlay Contingency. (Approved by Public Services Committee May 12, 2008) Background:Augusta operates the locks at NSBL & D thru a lease with the US Army Corps of Engineers(COE), which expires December 8th, 2008. The locks, originally constructed in 1937, were deemed inoperable in March, 2008. After detailed review and analysis of the problems that exist, it has been determined that the primary problem that needs immediate repair is to the hydraulic systems of two(2) cylinders that operate the valves on the land side of the locks. The renovation of these cylinders will bring the locks back into operation with two valves, which were tested manually and were operational. The valves, however, are very old and are subject to go out at any time. Three firms were recommended by COE and contacted for their interest in an emergency repair project, but only one has responded with interest in performing the work, which is Hayes Mechanical, Inc. of Augusta. This firm has made other minor repairs to the locks in the past, and is familiar with the site. Analysis:The COE has reviewed the proposal for repair, along with Lockmaster James Bates, and they recommend moving forward with the hydraulic renovations that will bring two of the valves back into operation. To replace all four valves and related hydraulic work, the cost would be in excess of $300,000 for complete overhaul of the lock system. The contractor will guarantee the hydraulic system renovations that are being recommended for a period of one year. Cover Memo Item # 24 Financial Impact:$32,275 for the renovations(see attached quotation) Alternatives:1. Do nothing, which will keep the locks closed for boating and fish migration. 2. Turn the locks back to COE when lease expires in Dec., 2008. 3. To approve the proposal to perform the renovations to open the locks. Recommendation: Funds are Available in the Following Accounts: General Fund Contingency REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 24 Attachment number 1 Page 1 of 3 Item # 24 Attachment number 1 Page 2 of 3 Item # 24 Attachment number 1 Page 3 of 3 Item # 24 Commission Meeting Agenda 5/20/2008 2:00 PM Terminal Project Change Order #20 - Exterior Signage Package Department:Augusta Regional Airport Caption:Motion to approve Terminal Construction Project Change Order #20 - Exterior Signage Package. (Approved by Public Services Committee May 12, 2008) Background:The Augusta Aviation Commission, at their April 24, 2008 Meeting, approved Terminal Construction Project Change Order #20 for the exterior signs at the airport. The currents signs do not meet industry standards. The updated signage will improve legibility therefore aiding customers with the traffic flow, parking, etc. Analysis:This change order will ensure all signs in front of the terminal meeting industry standards, are more uniform in appearance and more aestetic in regards to the new terminal building. This in turn makes an easier and more pleasant trip to the airport for our customers. Financial Impact:The cost of the Exterior Signage package is $296,639.00. Funds are available in the airport building construction account. Alternatives:Deny request. Recommendation:Approve request. Funds are Available in the Following Accounts: 551-08-1101 5413130 Cover Memo Item # 25 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 25 Augusta Regional Airport Exterior Signage Package April 24,2008 Background The Augusta Regional Airport Terminal Construction Project was bid as a base bid package with a total of two (2) Additive Alternates. The first additive alternate included an Exterior and Site Signage Program. The second additive alternate was for Long Term Parking Expansion. The purpose for including these alternates was to add either or both of the alternate packages as the bid results permitted. The bid results received did not permit acceptance of either of the additive alternates, so neither was exercised as a part of the Terminal Contract. As the project has progressed, the Airport Administration and the Aviation Commission determined a certain portion of the Exterior and Site Signage Program would be required. These signs were primarily located on the curbside drop-off and pick-up areas of the Terminal and along the main entry road to the Terminal. These signs were fabricated and installed in time for the Terminal opening in December of 2007. Over the past several months of operation, the Airport Administration has determined that additional directional signage would add to the clarity to traveling public. The signage would be of the same design and fabrication as the signs of the Terminal curbfront and unify the entire package from entry to the airport grounds until they depart the facility. The Exterior and Site Signage Program was initially bid at a cost of $296,639.00. The Construction Manager on behalf of the Aviation Commission and the Airport has gone through a value engineering process. This process included identifjring specific signs that would be required in the final Exterior Signage Package presented. In addition, discussions were conducted with the signage fabricator and the signage designer to develop ways to construct the signs and minimize the end costs of the signs. This process has resulted in the sign types shown on the attached spreadsheet. The signs shown represent signage on the main loop to the Terminal and then back to Doug Barnard Parkway. Attachment number 1 Page 1 of 2 Item # 25 Attachment number 1 Page 2 of 2 Item # 25 Commission Meeting Agenda 5/20/2008 2:00 PM Approve Voting Equipment Warranties Department:Board of Elections Caption:Motion to approve the Purchase of Voting Equipment Warranties. (Approved by Administrative Services & Finance Committees May 12, 2008) Background:This is the annual fee necessary to purchase warranties for the voting equipment used in Augusta. The warranties must be purchased from the equipment provider, Premier Election Systems. This has been an ongoing expense since 2004. Analysis:The warranties are necessary to ensure the proper operation of the voting equipment deployed in Augusta. Financial Impact:The total cost is $62,720 to cover 654 pieces of equipment. Alternatives:To purchase new equipment instead of repairing existing equipment as needed. New equipment cost approximately $3,000 for each unit purchased. Recommendation:To approve the purchase of the warranties. Funds are Available in the Following Accounts: 101-01-4111.5223112 REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 26 Cover Memo Item # 26 Attachment number 1 Page 1 of 4 Item # 26 Attachment number 1 Page 2 of 4 Item # 26 Attachment number 1 Page 3 of 4 Item # 26 Attachment number 1 Page 4 of 4 Item # 26 Commission Meeting Agenda 5/20/2008 2:00 PM Demolition of Unsafe Structures Department:License & Inspection Caption:Motion to approve an Ordinance providing for the demolition of certain unsafe and uninhabitable structures in the Meadowbrook Neighborhood: 3505 Redd Drive, 3637 Brussels Street, (District 5, Super District 9); East Augusta Neighborhood: 3426 Applejack Terrace, (District 2, Super District 9); South Augusta Neighborhood: 2222 Grand Boulevard, (District 2, Super District 9); AND WAIVE 2ND READING. (Approved by Administrative Services Committee May 12, 2008) Background:The approval of this ordinance will provide for the demolition of certain structures that have been determined to be dilapidated beyond repair and a public nuisance. The owners of the above referenced properties have been requested to correct the property maintenance violations. The violations were not corrected. By approving this ordinance the City will have the structures demolished, record a lien against the property in the amount of the costs incurred, and send the property owners a bill for payment that is due within 30 days of receipt. Analysis:Continuing the removal of dilapidated structures will signal to the public that neglected, unsafe and uninhabitable structures will not be allowed and that property owners will be held responsible for their properties. Financial Impact:The average total cost associated with the demolition of each property will be approximately $5,200.00. This includes the title search, asbestos survey, and demolition. Alternatives:Allow the unsafe structures to remain and continue to have a negative impact on the neighborhoods and City. Cover Memo Item # 27 Recommendation:Approval Funds are Available in the Following Accounts: FUNDS ARE AVAILABLE IN THE FOLLOWING ACCOUNT: Account # 220072913 / 5211119 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 27 ORDINANCE N0. ________ ORDINANCE TO PROCEED WITH DEMOLITION AND REMOVAL OF THE STRUCTURES ON PROPERTY LOCATED AT 3505 REDD DRIVE, 3637 BRUSSELS STREET, 3426 APPLEJACK TERRACE, AND 2222 GRAND BOULEVARD. TO REPEAL CONFLICTING ORDINANCES; AND FOR OTHER PURPOSES. BE IT ORDAINED BY THE AUGUSTA-RICHMOND COUNTY COMMISSION AND IT IS HEREBY ORDAINED BY THE AUTHORITY OF SAME AS FOLLOWS: Section I. That the following residential properties have been identified by the Director of the Augusta – Richmond County License and Inspection Department as unfit for human habitation (or unfit for its current commercial or business use) and the cost of repair, alteration or improvement of said properties exceeds one-half the value of property and that the said Director shall cause the structures located on hereinafter described property to be demolished and removed as ordered by Augusta-Richmond County Magistrate Court; and that said Director shall cause the costs of such removal and demolition for said property be entered upon the lien docket maintained in the office of Clerk of Augusta - Richmond County Commission and said Director shall otherwise proceed to effectuate the purpose of O.C.G.A. SS 41-2-7 through 41-2- 17 with respect to said property, to-wit: • 3505 REDD DRIVE, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 120 as Parcel 15. • 3637 BRUSSELS STREET, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 82 as Parcel 269. • 3426 APPLEJACK TERRACE, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 134-1 as Parcel 40. • 2222 GRAND BOULEVARD, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 72-4 as Parcel 10. Section II. This Ordinance shall become effective upon adoption. Section III. That all Ordinances and parts of Ordinances in conflict herewith are hereby repealed. Duly adopted this _________ day of ____________________, 2008 MAYOR________________________________ ATTEST:_______________________________ CLERK OF COMMISSION Attachment number 1 Page 1 of 1 Item # 27 Commission Meeting Agenda 5/20/2008 2:00 PM Demolition of Unsafe Structures Department:License & Inspection Caption:Motion to approve an Ordinance providing for the demolition of certain unsafe and uninhabitable structures in the Bethlehem Neighborhood: 1575 Picquet Avenue, 48 David Street, 1138 Sharpes Lane, 1418 Twelfth Street, (District 2, Super District 9); South Augusta Neighborhood: 2002 ½ Second Avenue, 2312 Milledgeville Road, (District 2, Super District 9); Harrisburg Neighborhood: 1912 Fenwick Street, 1758 Watkins Street, (District 2, Super District 9); West Augusta Neighborhood: 2854 Pineview Road, (District 7, Super District 10) AND WAIVE 2ND READING (Approved by Administrative Services Committee May 12, 2008) Background:The approval of this ordinance will provide for the demolition of certain structures that have been determined to be dilapidated beyond repair and a public nuisance. The owners of the above referenced properties have been requested to correct the property maintenance violations. The violations were not corrected. By approving this ordinance the City will have the structures demolished, record a lien against the property in the amount of the costs incurred, and send the property owners a bill for payment that is due within 30 days of receipt. Analysis:Continuing the removal of dilapidated structures will signal to the public that neglected, unsafe and uninhabitable structures will not be allowed and that property owners will be held responsible for their properties. Financial Impact:The average total cost associated with the demolition of each property will be approximately $5,200.00. This includes the title search, asbestos survey, and demolition. Cover Memo Item # 28 Alternatives:Allow the unsafe structures to remain and continue to have a negative impact on the neighborhoods and City. Recommendation:Approval Funds are Available in the Following Accounts: FUNDS ARE AVAILABLE IN THE FOLLOWING ACCOUNT: Account # 101072910 / 5211119 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 28 ORDINANCE N0. ________ ORDINANCE TO PROCEED WITH DEMOLITION AND REMOVAL OF THE STRUCTURE ON PROPERTY LOCATED AT 1575 PICQUET AVENUE, 48 DAVID STREET, 1138 SHARPES LANE, 1418 TWELFTH STREET, 2002 ½ SECOND AVENUE, 2312 MILLEDGEVILLE ROAD, 1912 FENWICK STREET, AND 1758 WATKINS STREET. TO REPEAL CONFLICTING ORDINANCES; AND FOR OTHER PURPOSES. BE IT ORDAINED BY THE AUGUSTA-RICHMOND COUNTY COMMISSION AND IT IS HEREBY ORDAINED BY THE AUTHORITY OF SAME AS FOLLOWS: Section I. That the following residential properties have been identified by the Director of the Augusta – Richmond County License and Inspection Department as unfit for human habitation (or unfit for its current commercial or business use) and the cost of repair, alteration or improvement of said properties exceeds one-half the value of property and that the said Director shall cause the structures located on hereinafter described property to be demolished and removed as ordered by Augusta-Richmond County Magistrate Court; and that said Director shall cause the costs of such removal and demolition for said property be entered upon the lien docket maintained in the office of Clerk of Augusta - Richmond County Commission and said Director shall otherwise proceed to effectuate the purpose of O.C.G.A. SS 41-2-7 through 41-2-17 with respect to said property, to-wit: • 1575 PICQUET AVENUE, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 59-3 as Parcel 359. • 48 DAVID STREET, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 59-4 as Parcel 61. • 1138 SHARPES LANE, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 59-3 as Parcel 375. • 1418 TWELFTH STREET, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 59-1 as Parcel 543. • 2002 ½ SECOND AVENUE, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 72-3 as Parcel 335. • 2312 MILLEDGEVILLE ROAD, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 72-3 as Parcel 22.01. • 1912 FENWICK STREET, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 35-3 as Parcel 109. • 1758 WATKINS STREET, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 35-4 as Parcel 198. • 2854 PINEVIEW ROAD, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 18 as Parcel 53. Section II. This Ordinance shall become effective upon adoption. Section III. That all Ordinances and parts of Ordinances in conflict herewith are hereby repealed. Duly adopted this _________ day of ____________________, 2008 MAYOR________________________________ ATTEST:_______________________________ CLERK OF COMMISSION Attachment number 1 Page 1 of 1 Item # 28 Commission Meeting Agenda 5/20/2008 2:00 PM Memorial Walk Recommendation Department:Clerk of Commission Caption:Motion to approve the memorial walk location at the Augusta Commons as recommended by the sub- committee. (Approved by Administratrive Services Committee May 12, 2008) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 29 Commission Meeting Agenda 5/20/2008 2:00 PM Tax Credit Project Department:Housing and Community Development Department Caption:Motion to approve authorizing the City of Augusta's support for Vantage Development Low-Income Tax Credit Application to the Department of Community Affairs for The Terrace at Edinburgh, Augusta, Georgia and approval of $300,000 in HOME Funds with an additional operating subsidy of $18,000 per year for ten (10) years. (Approved by Administrative Services Committee May 12, 2008) Background: The Georgia Department of Community Affairs (DCA) has Low-Income Tax Credits available which are used to improve the living environment and housing throughout Georgia. Vantage Development, a development company, located in Fyffe, Alabama plan to submit an application to DCA for Low-Income Tax Credit funds. The funds will be used to construct a 72-unit Senior Affordable Housing development to be known as The Terrace at Edinburgh. The proposed project will be located in Augusta, south of Gordon Highway, north of Milledgeville Road, west of Sibley Road and east of Bayvale Road. The proposed development will consist of nine single story eight plexes; 18 one-bedroom units with 1 bath and 54 two-bedroom units with 2 baths. All one-bedroom units will be approximately 891 square feet and all two-bedroom units will be approximately 1,103 square feet. In addition, a community building will be constructed that will include an equipped exercise area and computer center, along with a management office and required laundry facilities. The clientele for this apartment complex will be seniors 55 years of age and over. The total development cost is approximately $9 million. Vantage Development will apply to DCA for $8,315,000 in tax credits. A breakdown of the budget is listed below: SOURCES: Debt $ 685,000 Tax Credit Proceeds $8,315,000Total Sources $9,000,000 USES:Land Cover Memo Item # 30 Acquisition $ 400,000Construction $6,800,000 Soft Cost $1,600,000 Reserves $ 200,000 Total Uses $9,000,000 Vantage Development is seeking a collaborative partnership with the City to fund the development of this worthy project. We are requesting that the City contribute $300,000 in HOME funds and an additional $18,000 per year operating subsidy for ten (10) years. Analysis:The 72-unit complex will be a valuable resource of housing for the senior population in Augusta. If the tax credit application is approved, additional dollars will be forthcoming into the community which will have a tremendous impact on revitalization in Augusta. Financial Impact:The financial impact will be a total of $480,000 in HOME Investment Partnership funds being contributed to the project. Initial Support $300,000 Operating Subsidy ($18,000 x 10yrs.) $180,000 Total Financial Impact $480,000 Alternatives:1) Approve $480,000 in HOME funds 2) Deny support and prevent revitalization in Augusta Recommendation:Approve City’s Support for Vantage Development Low- Income Tax Credit Application to the Department of Community Affairs for The Terrace at Edinburgh, Augusta, Georgia and Approval of $300,000 in HOME Funds with an additional operating subsidy of $18,000 per year for ten (10) years for a total of $480,000. Funds are Available in the Following Accounts: Existing HOME Investment Partnership Funds REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 30 Attachment number 1 Page 1 of 13 Item # 30 Attachment number 1 Page 2 of 13 Item # 30 Attachment number 1 Page 3 of 13 Item # 30 Attachment number 1 Page 4 of 13 Item # 30 Attachment number 1 Page 5 of 13 Item # 30 Attachment number 1 Page 6 of 13 Item # 30 Attachment number 1 Page 7 of 13 Item # 30 Attachment number 1 Page 8 of 13 Item # 30 Attachment number 1 Page 9 of 13 Item # 30 Attachment number 1 Page 10 of 13 Item # 30 Attachment number 1 Page 11 of 13 Item # 30 Attachment number 1 Page 12 of 13 Item # 30 Attachment number 1 Page 13 of 13 Item # 30 Attachment number 2 Page 1 of 3 Item # 30 Attachment number 2 Page 2 of 3 Item # 30 Attachment number 2 Page 3 of 3 Item # 30 Commission Meeting Agenda 5/20/2008 2:00 PM 911 Resolution Department:Clerk of Commission Caption:Motion to approve a Resolution to provide for the monthly wireless 911 charge for wireless communication subscribers pursuant to O.C.G.A. Section46-5-134, to provide for the method and manner of collection for said fee and for validation thereof, and for other purposes. (Approved by Public Safety Committee May 12, 2008) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 31 Attachment number 1 Page 1 of 3 Item # 31 Attachment number 1 Page 2 of 3 Item # 31 Attachment number 1 Page 3 of 3 Item # 31 Commission Meeting Agenda 5/20/2008 2:00 PM Approval of Bid Item #08-074 Breathing Apparatus for Fire Department Department:Fire, Howard Willis, Chief Caption:Motion to approve awarding of Bid Item #08-074 for an Air- Pak 75 Open-Circuit Self-Contained Breathing Apparatus for the Augusta Fire Department to Hagemeyer. (Approved by Public Safety Committee May 12, 2008) Background:The Augusta Fire Department and the Procurement Department has completed the bid process, in accordance to city policy, for Bid Item #08-074, Air-Pak 75 Open-Circuit Self -Contained Breathing Apparatus for the Augusta Fire Department. Hagemeyer of Augusta was the sole compliant bidder. Analysis:The Augusta Fire Department is in need of upgrading our present self-contained breathing apparatus which is no longer compliant with NFPA standards. These units are approximately ten years old and are quickly becoming a financial burden for repairs and a safety issue for our firefighters. The purchase of the new equipment will keep us compliant with the new NFPA standards for the next 5-10 years or until the NFPA upgrades their standards once again. Financial Impact:The cost of upgrading our self-contained breathing apparatus will be $608,700.00. The funds for this purchase are allocated in our 2008 operating budget. Alternatives:None at this time. Recommendation:To award the contract for Bid Item #08-074, Air-Pak 75 Open-Circuit Self -Contained Breathing Apparatus for the Augusta Fire Department to Hagemeyer as the low and compliant bidder. Cover Memo Item # 32 Funds are Available in the Following Accounts: 274-03-4110 5426120 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 32 1 Memo To: Geri Sams From: Deputy Chief Mike Rogers CC: Howard Willis, Fred Russell, Phyllis Mills Date: March 13, 2008 Re: Recommendation for awarding Bid Item# 08-074, Air-Pak 75 Open-Circuit Self- Contained Breathing Apparatus The Augusta Fire Department and the Procurement Department have concluded the bid process for the purchase of Air-Pak 75 Open-Circuit Self-Contained Breathing Apparatus for the Augusta Fire Department. Proposals were received from two companies, Hagemeyer and American Firehouse and Safety. Of the two, only Hagemeyer was compliant with the bid requirements and specifications, Hagemeyer has met all the specified requirements of the bid documents without taking any exceptions and within the allocated budget amount. It is the opinion of the Augusta Fire Department that, Hagemeyer with a bid of $608,700.89 should be awarded the contract as best bid. Attachment number 1 Page 1 of 1 Item # 32 Commission Meeting Agenda 5/20/2008 2:00 PM ARCCI 2008 Vehicles Department:Finance Department - Fleet Management Division Caption:Motion to approve the replacement of two vehicles for the Augusta Richmond County Correctional Institute (ARCCI). (Approved by Finance Committee May 12, 2008) Background:ARCCI is classified as public safety. Eight vehicles were assessed as part of the 2008 Capital Outlay replacement program and of the 8 vehicles, 3 qualified for replacement. The availability of Capital Outlay will only allow two vehicles to be replaced in 2008. 984135 (asset number) a 1998 Ford Crown Victoria with 129,860 miles and 974008 (asset number) a 1997 Ford Crown Victoria with 137,731 miles. Assessment sheets are provided for review. Analysis:In order to reduce the overall cost the vehicles mentioned above will be replaced with Chevrolet Impala's at a savings of aproximately $3,000 per car. Bids were submitted to Procurment and placed on Demand Star: Bids were received by from 3 venders as follows: (1) Herndon Chevrolet - $18,137 (low bid) (2) Gerry Worner Chevrolet - $19,178 and (3) Stokes Hodges GMC - $22,723. Financial Impact:The total purchase price of the two vehicles is $36,274.00 which will be spread over 3 years using the GMA leasing program. The annual obligation will be $12,091.34 for three years. Alternatives:(1) Approve the purchase (2) Disapprove the purchase Recommendation:Approve the purchase of 2 Chevrolet Impala's from Herndon Chevrolet for $36,274.00 for ARCCI. Funds are Cover Memo Item # 33 Available in the Following Accounts: 2008 Capital Outlay, GMA Lease Program 631-00-0000. REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 33 Page 1 of 2 Item # 33 Attachment number 1 Page 2 of 2 Item # 33 2008 CHEVROLET 9C3 IMPALA POLICE AUTOMOBILE Bid 07-151 Stokes Hodges Herndon Gerry Worner GMC Chevrolet Chevrolet Delivery 120 Days 120 Days 120 Days 5.01 Bid Price $22,723.00 $18,137.00 $19,178.00 6.00 Optional Items 6.01 Power Driver's Seat 0.00 0.00 0.00 6.02 Rubber Flooring 74.70 81.00 72.00 6.03 Floor Mats 58.65 87.00 110.00 2008 IMPALA 9C3 AUTOMOBILe -BID OPENING AUGUST 24, 2007 @ 11:00 Attachment number 2 Page 1 of 3 Item # 33 8 T O N C L A S S H Y D R A U L I C E X C A V A T O R Bi d 0 7 - 1 5 1 H e r n d o n R e q u i r e d Ch e v r o l e t I t e m s De l i v e r y 12 0 D a y s 5. 0 1 B i d P r i c e $1 8 , 1 3 7 . 0 0 5 . 0 1 $ 1 8 , 1 3 7 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 6 . 0 1 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 81 . 0 0 6 . 0 2 8 1 . 0 0 6. 0 3 F l o o r M a t s 87 . 0 0 6 . 0 3 8 7 . 0 0 SH E R I F F ' S O F F I C E - C I D - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I NG A U G U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Attachment number 2 Page 2 of 3 Item # 33 20 0 8 C H E V R O L E T 9 C 3 I M P A L A P O L I C E V E H I C L E SH E R I F F ' S O F F I C E - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I N G A UG U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Bi d 0 7 - 1 5 1 S t o k e s H o d g e s H e r n d o n G e r r y W o r n e r GM C Ch e v r o l e t Ch e v r o l e t De l i v e r y 12 0 D a y s 1 2 0 D a y s 1 2 0 D a y s 5. 0 1 B i d P r i c e $2 2 , 7 2 3 . 0 0 $ 1 8 , 1 3 7 . 0 0 $ 1 9 , 1 7 8 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 0 . 0 0 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 74 . 7 0 8 1 . 0 0 7 2 . 0 0 6. 0 3 F l o o r M a t s 58 . 6 5 8 7 . 0 0 1 1 0 . 0 0 7. 0 0 O p t i o n a l E m e r g e n c y E q u i p m e n t 7. 0 1 D u a l F r o n t M i r r o r L E D 29 5 . 0 0 N o B i d 3 1 8 . 5 0 7. 0 2 D u a l R e a r C e i l i n g L E D 29 5 . 0 0 N o B i d 3 5 5 . 0 0 7. 0 3 F r o n t C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 4 R e a r C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 5 9 0 W a t t P o w e r S u p p l y In c w i t h 7 . 0 4 N o B i d 1 9 9 . 5 0 7. 0 6 T h r e e P l u g O u t l e t 20 . 0 0 N o B i d 2 4 . 9 5 7. 0 7 S i r e n c o n t r o l l e r 21 5 . 0 0 N o B i d 1 7 3 . 5 0 7. 0 8 S i r e n S p e a k e r 21 5 . 0 0 N o B i d 1 8 7 . 5 0 7. 0 9 S i r e n S p e a k e r M o u n t K i t 20 . 0 0 N o B i d 2 8 . 9 5 7. 1 0 2 R o c k e r S w i t c h e s 0. 0 0 N o B i d 2 7 . 5 0 7. 1 1 F l a t L i g h t e r B l u e L i g h t 13 5 . 0 0 N o B i d 1 7 0 . 5 0 7. 1 2 W i n d o w T i n t 12 5 . 0 0 N o B i d 1 9 5 . 0 0 7. 1 3 F i r e E x t i n g u i s h e r 38 . 0 0 N o B i d 3 6 . 9 5 To t a l R e q u i r e m e n t C o s t $2 2 , 8 5 6 . 3 5 $1 8 , 3 0 5 . 0 0 $1 9 , 3 6 0 . 0 0 36 4 1 Attachment number 2 Page 3 of 3 Item # 33 Commission Meeting Agenda 5/20/2008 2:00 PM Augusta Regional Airport - Proposed Ordinance - New Division 3 for off-airport rental car concessions Department:Clerk of Commission Caption:Motion to adopt a proposed ordinance to regulate off airport rental car concessions at the Augusta Regional Airport; to amend the Augusta-Richmond County Code; to repeal all ordinances and parts of ordinances in conflict therewith; to provide for severability; to provide an effective date therefor and for other purposes as stated in said ordinance. (Approved by Finance Committee May 12, 2008) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 34 Attachment number 1 Page 1 of 2 Item # 34 Attachment number 1 Page 2 of 2 Item # 34 Attachment number 2 Page 1 of 4 Item # 34 Attachment number 2 Page 2 of 4 Item # 34 Attachment number 2 Page 3 of 4 Item # 34 Attachment number 2 Page 4 of 4 Item # 34 Attachment number 3 Page 1 of 2 Item # 34 Attachment number 3 Page 2 of 2 Item # 34 Attachment number 4 Page 1 of 14 Item # 34 Attachment number 4 Page 2 of 14 Item # 34 Attachment number 4 Page 3 of 14 Item # 34 Attachment number 4 Page 4 of 14 Item # 34 Attachment number 4 Page 5 of 14 Item # 34 Attachment number 4 Page 6 of 14 Item # 34 Attachment number 4 Page 7 of 14 Item # 34 Attachment number 4 Page 8 of 14 Item # 34 Attachment number 4 Page 9 of 14 Item # 34 Attachment number 4 Page 10 of 14 Item # 34 Attachment number 4 Page 11 of 14 Item # 34 Attachment number 4 Page 12 of 14 Item # 34 Attachment number 4 Page 13 of 14 Item # 34 Attachment number 4 Page 14 of 14 Item # 34 Attachment number 5 Page 1 of 24 Item # 34 Attachment number 5 Page 2 of 24 Item # 34 Attachment number 5 Page 3 of 24 Item # 34 Attachment number 5 Page 4 of 24 Item # 34 Attachment number 5 Page 5 of 24 Item # 34 Attachment number 5 Page 6 of 24 Item # 34 Attachment number 5 Page 7 of 24 Item # 34 Attachment number 5 Page 8 of 24 Item # 34 Attachment number 5 Page 9 of 24 Item # 34 Attachment number 5 Page 10 of 24 Item # 34 Attachment number 5 Page 11 of 24 Item # 34 Attachment number 5 Page 12 of 24 Item # 34 Attachment number 5 Page 13 of 24 Item # 34 Attachment number 5 Page 14 of 24 Item # 34 Attachment number 5 Page 15 of 24 Item # 34 Attachment number 5 Page 16 of 24 Item # 34 Attachment number 5 Page 17 of 24 Item # 34 Attachment number 5 Page 18 of 24 Item # 34 Attachment number 5 Page 19 of 24 Item # 34 Attachment number 5 Page 20 of 24 Item # 34 Attachment number 5 Page 21 of 24 Item # 34 Attachment number 5 Page 22 of 24 Item # 34 Attachment number 5 Page 23 of 24 Item # 34 Attachment number 5 Page 24 of 24 Item # 34 Commission Meeting Agenda 5/20/2008 2:00 PM Beulah Grove Community Resource Center dba Lamar Medical Center Department:Clerk of Commission Caption:Motion to approve funding agreements between Augusta Richmond County and the Beulah Grove Community Resource Center d/b/a Lamar Medical Center and the CSB of East Central Georgia d/b/a Serenity Behavioral Systems. (Approved by Finance Committee May 12, 2008) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 35 Attachment number 1 Page 1 of 4 Item # 35 Attachment number 1 Page 2 of 4 Item # 35 Attachment number 1 Page 3 of 4 Item # 35 Attachment number 1 Page 4 of 4 Item # 35 Attachment number 2 Page 1 of 4 Item # 35 Attachment number 2 Page 2 of 4 Item # 35 Attachment number 2 Page 3 of 4 Item # 35 Attachment number 2 Page 4 of 4 Item # 35 Commission Meeting Agenda 5/20/2008 2:00 PM Change Order for Bid Item #07-188 Department:Fire, Howard Willis, Chief Caption:Motion to approve Change Order for Bid Item #07-188, Replacement of Engine Bay Floor and Apron. (Approved by Finance Committee May 12, 2008) Background:The Augusta Commission awarded Horizon Construction and Associates the bid for this project on February 5, 2008 for the sum of $59,496.00. This was for the replacement of the bay floor and front apron of the fire station. There is now a need to include the rear concrete apron to this project. Analysis:The original project is now nearing completion. The original bid price has allowed for residual funding being left in our renovation budget that will allow for the repair of the rear entrance apron. The additional cost to make this repair will be $22,000.00. We feel that it would be prudent to make this repair while we have the contractor on site and the price is acceptable at this time. Financial Impact:The funds for this additional work are available in the allocation of Phase IV funding for the renovation of Fire Station #11 Alternatives:None at this time Recommendation:Approval of the change order request for Bid Item #07-188 Funds are Available in the Following Accounts: 324034510 206324011 Cover Memo Item # 36 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 36 Commission Meeting Agenda 5/20/2008 2:00 PM Correct Budget for ARC Library Department:Finance / ARC Library Caption:Motion to approve an increase Library appropriation to reflect the 2007 cost of living raise. (Approved by Finance Committee May 12, 2008) Background:During the 2008 budget process, budgets for agencies were entered at the 2007 level. The COLA approved by the Commission was budgeted on a separate line item and was inadvertently omitted from the library's allotment, effectively understating the actual amount of the appropriation to the library. Analysis:This action is necessary to correct the oversight and appropriate the amount intended for the library, which is the 2007 amount. Financial Impact:Increase budget by $28,200 Alternatives:1. Approve budget increase 2. Not approve increase. Forcing the library to pick up this cost will in fact reduce the amount appropriated for materials. Recommendation:Approve budget increase in the amount of $28,200. Funds are Available in the Following Accounts: 101-10-1110/6011110 REVIEWED AND APPROVED BY: Cover Memo Item # 37 Finance. Administrator. Clerk of Commission Cover Memo Item # 37 Commission Meeting Agenda 5/20/2008 2:00 PM Engineering 2008 Auto's Department:Finance Department - Fleet Management Caption:Motion to approve the purchase of 2 - administrative automobiles for Engineering Department. (Approved by Finance Committee May 12, 2008) Background:Capital Outlay for 2008 will support the purchase/replacement of 2 automobiles for the Engineering Department. The vehicles being replaced is a 1995 Ford Crown Victoria with 201,783 miles on it, asset number 95052 and a 1999 Ford Crown Victoria with 137,935 miles asset number 994071. These vehicles will be replaced with Chevrolet Impala’s. The 1995 Crown Victoria is used by the Director of Engineering and his staff for local and interstate travel. The 1999 Crown Victoria is used by an Engineering Tech responsible for inspecting new commercial development (such as Rivershoals) to ensure compliance. Vehicle evaluations are attached for review Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back as indicated for Bid Item: 07-151; Herndon Chevrolet = $18,137.00 (Low Bidder), Gerry Worner Chevrolet = $19,178.00 and Stokes Hodges GMC = $22,723.00. The tab sheet is attached for review Financial Impact:These vehicles were recommended as part of the 2008 General Fund Fleet Capital Replacement Recommendation. The total purchase of the two vehicles is $36,274.00. The cost will be spread over 3 years using the GMA lease program ($12,091.34) each year). Alternatives:(1) Approve the request, (2) disapprove the request (3) Cover Memo Item # 38 Approve the request in part Recommendation:Approve the request to purchase two impalas at a total cost of $36,274.00) using the GMA lease program Funds are Available in the Following Accounts: Funds are identified in the 2008 Capital Outlay and upon aproval will be transfered to the 631-00-0000 (GMA). REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 38 Item # 38 Item # 38 2008 CHEVROLET 9C3 IMPALA POLICE AUTOMOBILE Bid 07-151 Stokes Hodges Herndon Gerry Worner GMC Chevrolet Chevrolet Delivery 120 Days 120 Days 120 Days 5.01 Bid Price $22,723.00 $18,137.00 $19,178.00 6.00 Optional Items 6.01 Power Driver's Seat 0.00 0.00 0.00 6.02 Rubber Flooring 74.70 81.00 72.00 6.03 Floor Mats 58.65 87.00 110.00 2008 IMPALA 9C3 AUTOMOBILe -BID OPENING AUGUST 24, 2007 @ 11:00 Attachment number 2 Page 1 of 3 Item # 38 8 T O N C L A S S H Y D R A U L I C E X C A V A T O R Bi d 0 7 - 1 5 1 H e r n d o n R e q u i r e d Ch e v r o l e t I t e m s De l i v e r y 12 0 D a y s 5. 0 1 B i d P r i c e $1 8 , 1 3 7 . 0 0 5 . 0 1 $ 1 8 , 1 3 7 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 6 . 0 1 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 81 . 0 0 6 . 0 2 8 1 . 0 0 6. 0 3 F l o o r M a t s 87 . 0 0 6 . 0 3 8 7 . 0 0 SH E R I F F ' S O F F I C E - C I D - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I NG A U G U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Attachment number 2 Page 2 of 3 Item # 38 20 0 8 C H E V R O L E T 9 C 3 I M P A L A P O L I C E V E H I C L E SH E R I F F ' S O F F I C E - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I N G A UG U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Bi d 0 7 - 1 5 1 S t o k e s H o d g e s H e r n d o n G e r r y W o r n e r GM C Ch e v r o l e t Ch e v r o l e t De l i v e r y 12 0 D a y s 1 2 0 D a y s 1 2 0 D a y s 5. 0 1 B i d P r i c e $2 2 , 7 2 3 . 0 0 $ 1 8 , 1 3 7 . 0 0 $ 1 9 , 1 7 8 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 0 . 0 0 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 74 . 7 0 8 1 . 0 0 7 2 . 0 0 6. 0 3 F l o o r M a t s 58 . 6 5 8 7 . 0 0 1 1 0 . 0 0 7. 0 0 O p t i o n a l E m e r g e n c y E q u i p m e n t 7. 0 1 D u a l F r o n t M i r r o r L E D 29 5 . 0 0 N o B i d 3 1 8 . 5 0 7. 0 2 D u a l R e a r C e i l i n g L E D 29 5 . 0 0 N o B i d 3 5 5 . 0 0 7. 0 3 F r o n t C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 4 R e a r C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 5 9 0 W a t t P o w e r S u p p l y In c w i t h 7 . 0 4 N o B i d 1 9 9 . 5 0 7. 0 6 T h r e e P l u g O u t l e t 20 . 0 0 N o B i d 2 4 . 9 5 7. 0 7 S i r e n c o n t r o l l e r 21 5 . 0 0 N o B i d 1 7 3 . 5 0 7. 0 8 S i r e n S p e a k e r 21 5 . 0 0 N o B i d 1 8 7 . 5 0 7. 0 9 S i r e n S p e a k e r M o u n t K i t 20 . 0 0 N o B i d 2 8 . 9 5 7. 1 0 2 R o c k e r S w i t c h e s 0. 0 0 N o B i d 2 7 . 5 0 7. 1 1 F l a t L i g h t e r B l u e L i g h t 13 5 . 0 0 N o B i d 1 7 0 . 5 0 7. 1 2 W i n d o w T i n t 12 5 . 0 0 N o B i d 1 9 5 . 0 0 7. 1 3 F i r e E x t i n g u i s h e r 38 . 0 0 N o B i d 3 6 . 9 5 To t a l R e q u i r e m e n t C o s t $2 2 , 8 5 6 . 3 5 $1 8 , 3 0 5 . 0 0 $1 9 , 3 6 0 . 0 0 36 4 1 Attachment number 2 Page 3 of 3 Item # 38 Commission Meeting Agenda 5/20/2008 2:00 PM Increase budget for Twenty-First Century calling system Department:Emergency Management Caption:Motion to approve request to increase the budget for the Local Emergency Operation Plan to cover the costs of the Twenty-First Century calling system. (Approved by Finance Committee May 12,2008) Background:The 2008 budget submitted to the Commission for approval was not a true representation of the grant received for this project, it was an estimate. The Commission approved an agenda item for the cost of $52,000 for the Twenty-First Century calling system. These funds were received after the budget approval but prior to the agenda item. Analysis:The budget should be adjusted for both revenue and expenditures to accurately reflect the accounting for this project. Financial Impact:Increase the budget by $22,000. Funds have been received to cover these costs. Alternatives:None practical Recommendation:Approve the request to adjust both the revenue and expenditure budgets for the Twenty-First Century calling system. Funds are Available in the Following Accounts: 220039210/3341115 Cover Memo Item # 39 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 39 Commission Meeting Agenda 10/16/2007 2:00 PM EMA/E911 Emergency Notification Software Department: Emergency Management Caption: Approve contract with Twenty-First Century Communications to provide emergency notification software and services to Augusta. Background: Emergency Notification (also known generically as reverse 911) is the process of using phone technology to perform mass-calling of citizens in case of an emergency in order to disseminate important information. Augusta is seeking a technologically-advanced, flexible, and effective method of providing this service while also providing accountability for its use. Current notification systems use various techniques such as email, text messages, paging, phones, etc. in order to communicate emergency messages to the maximum number of citizens. Augusta’s current service does not offer this level of flexibility. Information Technology, EMA, and E911 worked with Procurement to develop RFP 06-152, which was released in the fall of 2006. Additionally, these departments worked together to evaluate the vendors who responded and were selected for presentations. Twenty-First Century Communications (TFCC) was chosen as the vendor for this project. Analysis: TFCC offers a solution for this project thta has two factors:1) They offer-site location from Augusta with redundant backup sites, meaning that if there is amajor incident that disrupted Augusta's computer center or the E911/EMA building , Augusta personnel con still notify the public of what their actions should be; and 2) The solution uses the vendor's phone and computer network infrastructure, so Augusta has no phone lines or computer hardware to buy, install, and maintain locally. Augusta personnel only need access to a phone or internet connection in order to create and distribute messages to citizens Additionally, the system is not strickly limited to EMA/E911. Other departments such as the Page 1 of 2polkyellowsheet 2/28/2008http://www.augustaga.gov/publicAgenda/Bluesheet.aspx?ItemID=6663&MeetingID=326 Attachment number 1 Page 1 of 2 Item # 39 Augusta Utilities Department, Engineering and the Sheriff's Office could also participate and inform the public about construction-related water service disruption, road closures, or criminal activity. The TFCC solution also permits the use of Geographic Information systems (GIS) mapping to select a specific geographic area within Augusta and contact citizens located in that area only. A datebase of phone numbers will be obtained from BellSouth so that our beginning datebase contains as many phone numbers as possible in order to ensure communications with most citizens in case of an emegency. If we use the BellSouth date, the system cannot be used for any purpose beyond providing a service to the public, and at no time should it ever be used for commerical or political purposes. Financial Impact: The overall cost of this project is approximately $52,000. This will fund the cost of software purchase and setup as well as the acquisition of phone number datebase from BellSouth and other sources as needed. Operating costs per year for this solution are approxmately $15,000 -$20,00 per yera based on the system percall usage and datebase refreshes that we choose to do. Alternatives: There is not an alternative at this time that gives Augusta the same flexibility and technical offing that TFCC provides. Recommendation: Approve contract with Twenty-First Century Communications to provide emergency notification software and service to Augusta. Funds are Available in the Following Accounts: Funding Account #2200.39210 REVIEWED AND APPROVED BY: Procurement. Information Technology. Finance. Administrator. Clerk of Commission Page 2 of 2polkyellowsheet 2/28/2008http://www.augustaga.gov/publicAgenda/Bluesheet.aspx?ItemID=6663&MeetingID=326 Attachment number 1 Page 2 of 2 Item # 39 Attachment number 2 Page 1 of 1 Item # 39 Commission Meeting Agenda 5/20/2008 2:00 PM James M. Schear Department:Clerk of Commission Caption:Motion to approve a request from Mr. James M. Schear regarding a refund of taxes for property located at 3314 Thread Needle Road. (Approved by Finance Committee May 12, 2008) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 40 Attachment number 1 Page 1 of 1 Item # 40 Attachment number 2 Page 1 of 2 Item # 40 Attachment number 2 Page 2 of 2 Item # 40 Commission Meeting Agenda 5/20/2008 2:00 PM May 2008 Refunds Department:Tax Assessor - Calvin Hicks, Chief Appraiser Caption:Motion to approve refund recommendation from the Board of Assessors for one account. (Approved by Finance Committee May 12, 2008) Background:See attachment. Analysis:See attachment Financial Impact:See attachment Alternatives:None Recommendation:See attachment Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 41 May 2008 REFUNDS Attachment page 1 of 1 Georgia Lock & Safe Service Inc. Account No. 168874 This refund is based on a three year audit of a business personal property account. Grant refund for 2005 and 2006 in the total amount of $106.06 (State $.75, County $24.41, School $56.27, Urban $24.63). Attachment number 1 Page 1 of 1 Item # 41 Commission Meeting Agenda 5/20/2008 2:00 PM Public Safety Camera Systems Department:Finance Department-Risk Management Caption:Motion to approve the purchase of 69 digital camera systems for the Sheriff’s Office Road Patrol Vehicles. (Approved by Finance Committee May 12, 2008) Background:Several years ago Risk Management sponsored a program of funding and providing camera systems for the Richmond County Sheriff’s Office – Road Patrol as a protection against litigation. Over the years these systems have proven invaluable in a number of ways. From the onset the intent was to have systems installed in all “Beat cars”, traffic cars, DUI cars, housing cars and special operations cars. Risk Management had originally intended to fund these systems for the vehicles over 4 years. A number of factors prevented this from occurring in the expected time frame. Funds are now available to complete the Risk Management program and turn the sustainment program over to the Sheriff’s Office for subsequent years. 69 units are required to complete the program. 152 units are currently installed. The Sheriff’s Office is requesting the unit from Digital Ally, which is a mirror mounted display and less intrusive on the front windshield, offering better driving visibility for the officer. The Digital Ally system is being purchased to replace the Kustom Signal units through attrition. The Digital Ally system is $1,645 less than the Kustom Signal system. Analysis:The Kustom Signal units were purchased over the last 4 years as the unit proved to be the most reliable and provided for standardization of systems for maintenance and operations. Three of the Digital Ally systems were purchased for use and evaluation because the cost of the Kustom Signal units. The Digital Ally system proved reliable and easy to use. The cost is $1,645 less per unit. Units will be install by West Chatham Warning Devises located in Evans, Georgia at $200.00 each unit. Cover Memo Item # 42 Financial Impact:Funding for the Digital Ally is from Risk Management Capital Funds at a cost of $4,120 per unit or $284,280 for the 69 units. There is a $200.00 installation charge for each unit for a total of $13,800. The total program cost is $298,080. Alternatives:(1) approve the request, (2) disapprove the request. Recommendation:Approve the purchase of 69 Digital Ally systems for a total of $284,080 and installation for $13,800 Funds are Available in the Following Accounts: 272-01-5210/5425310 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 42 Commission Meeting Agenda 5/20/2008 2:00 PM Public Services - Vehicles 2008 Department:Finance Department, Fleet Management Division Caption:Motion to approve the purchase of 2 - Cargo Vans and 1- Impala for Public Services Department. (Approved by Finance Committee May 12, 2008) Background:Capital Outlay for 2008 will support the purchase of 3 vehicles of the Public Services Department. Mr. Rick Acree, Assistant Director of Public Services – Facilities Maintenance Division is recommending the replacement of two trucks of the Carpenter Shop with two cargo type vans for better fuel economy and better task efficiency. The trucks that are to be replaced are 920344 (1992 F-150 – turned in February as uneconomically repairable) and 960514 (F-250 – plumber’s truck). Both vehicles have been evaluated in accordance with the Replacement policy and both exceed the replacement criteria. In addition to the two cargo vans, one administrative vehicle, assigned to the Assistant Director of Public Services – Maintenance Division is recommended for replacement. The Assistant Director is required to respond to specific citizen complaints as well as inspect various projects, and attend meetings at various locations. The vehicle is a 1999 Crown Victoria with over 154,693 miles on it and it exceeds the requirements for replacement as well. Evaluations are attached for review. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back as indicated: (1) Cargo Van E-150, Bid Item: 07-181- Legacy Ford (only bidder) $13,960, (2) Impala, Bid Item 07-151- Herndon Cherolet - $18, 137 (low bidder), Gerry Worner Chevrolet - $19,178, and Stokes Hodges GMC - $22,723. Cover Memo Item # 43 Financial Impact:These vehicles were recommended as part of the 2008 General Fund Fleet Capital Replacement Recommendation. The total purchase of the three vehicles is $46,057. The cost will be spread over 3 years using the GMA lease program ($15,352.22 each year). Alternatives:(1)Approve the request (2) Disapprove the request (3) Approve the request in part. Recommendation:Approve the request to purchase two cargo vans and one impala at a total cost of $46,057 using the GMA lease program. Funds are Available in the Following Accounts: 631-00-0000 /Captial Outlay & GMA Lease REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 43 Attachment number 1Page 1 of 3 Item # 43 Attachment number 1 Page 2 of 3 Item # 43 Attachment number 1 Page 3 of 3 Item # 43 2008 FULLSIZE VANS BID 07-181 Legacy Ford Year 2008 Brand Ford Delivery Date 120 Days 5.01 12 Passenger Model E350 Regular Price $18,987.00 5.02 15 Passenger Model E350 Extended Price $19,867.00 5.03 8,000 GVW Cargo Model E150 Price $13,890.00 5.04 8500 GVW Cargo Model E250 Price $14,403.00 5.05 9500 GVW Cargo Model E350 Price $16,750.00 5.06 Rear Air Conditioning 825.00 5.07 Power Driver Seat 505.00 5.08 Speed Control 240.00 5.09 Tilt Steering 0.00 5.10 Factory Tinted Glass 460.00 5.11 Trailer Tow Package 420.00 5.12 Rear Step Bumper 180.00 5.13 Diesel Engine, 6.0 Liter 6,510.00 5.14 Rear Factory Insulation Kit 275.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 35.00 6.02 Three Plug Outlet Receptacle 32.00 6.03 Class IV Trailer Hitch 420.00 6.04 Trailer Wiring 80.00 6.05 Trailer Ball 80.00 6.06 Running Board 420.00 6.07 Cabinet Kit 1,220.00 6.08 Ladder Rack 360.00 6.09 Window Screens 375.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 35.00 7.02 Magnetic Strobe Light 315.00 7.03 Dual Strobe Light 300.00 FOR ALL DEPARTMENTS-FULL SIZE VANS-BID OPENING OCTOBER 31 @ 11:00 Attachment number 2 Page 1 of 2 Item # 43 2008 FULLSIZE VANS BID 07-181 Legacy Required Ford Items Year 2008 Brand Ford Delivery Date 120 Days 5.01 12 Passenger Model E350 Regular Price $18,987.00 5.02 15 Passenger Model E350 Extended Price $19,867.00 5.03 8,000 GVW Cargo Model E150 Price $13,890.00 $13,890.00 5.04 8500 GVW Cargo Model E250 Price $14,403.00 5.05 9500 GVW Cargo Model E350 Price $16,750.00 5.06 Rear Air Conditioning 825.00 5.07 Power Driver Seat 505.00 5.08 Speed Control 240.00 5.09 Tilt Steering 0.00 5.10 Factory Tinted Glass 460.00 5.11 Trailer Tow Package 420.00 5.12 Rear Step Bumper 180.00 5.13 Diesel Engine, 6.0 Liter 6,510.00 5.14 Rear Factory Insulation Kit 275.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 35.00 6.01 35.00 6.02 Three Plug Outlet Receptacle 32.00 6.03 Class IV Trailer Hitch 420.00 6.04 Trailer Wiring 80.00 6.05 Trailer Ball 80.00 6.06 Running Board 420.00 6.07 Cabinet Kit 1,220.00 6.08 Ladder Rack 360.00 6.09 Window Screens 375.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 35.00 7.01 35.00 7.02 Magnetic Strobe Light 315.00 7.03 Dual Strobe Light 300.00 7.03 300.00 TOTAL $13,960.00 FOR ALL DEPARTMENTS-FULL SIZE VANS-BID OPENING OCTOBER 31 @ 11:00 Attachment number 2 Page 2 of 2 Item # 43 2008 CHEVROLET 9C3 IMPALA POLICE AUTOMOBILE Bid 07-151 Stokes Hodges Herndon Gerry Worner GMC Chevrolet Chevrolet Delivery 120 Days 120 Days 120 Days 5.01 Bid Price $22,723.00 $18,137.00 $19,178.00 6.00 Optional Items 6.01 Power Driver's Seat 0.00 0.00 0.00 6.02 Rubber Flooring 74.70 81.00 72.00 6.03 Floor Mats 58.65 87.00 110.00 2008 IMPALA 9C3 AUTOMOBILe -BID OPENING AUGUST 24, 2007 @ 11:00 Attachment number 3 Page 1 of 3 Item # 43 8 T O N C L A S S H Y D R A U L I C E X C A V A T O R Bi d 0 7 - 1 5 1 H e r n d o n R e q u i r e d Ch e v r o l e t I t e m s De l i v e r y 12 0 D a y s 5. 0 1 B i d P r i c e $1 8 , 1 3 7 . 0 0 5 . 0 1 $ 1 8 , 1 3 7 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 6 . 0 1 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 81 . 0 0 6 . 0 2 8 1 . 0 0 6. 0 3 F l o o r M a t s 87 . 0 0 6 . 0 3 8 7 . 0 0 SH E R I F F ' S O F F I C E - C I D - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I NG A U G U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Attachment number 3 Page 2 of 3 Item # 43 20 0 8 C H E V R O L E T 9 C 3 I M P A L A P O L I C E V E H I C L E SH E R I F F ' S O F F I C E - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I N G A UG U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Bi d 0 7 - 1 5 1 S t o k e s H o d g e s H e r n d o n G e r r y W o r n e r GM C Ch e v r o l e t Ch e v r o l e t De l i v e r y 12 0 D a y s 1 2 0 D a y s 1 2 0 D a y s 5. 0 1 B i d P r i c e $2 2 , 7 2 3 . 0 0 $ 1 8 , 1 3 7 . 0 0 $ 1 9 , 1 7 8 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 0 . 0 0 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 74 . 7 0 8 1 . 0 0 7 2 . 0 0 6. 0 3 F l o o r M a t s 58 . 6 5 8 7 . 0 0 1 1 0 . 0 0 7. 0 0 O p t i o n a l E m e r g e n c y E q u i p m e n t 7. 0 1 D u a l F r o n t M i r r o r L E D 29 5 . 0 0 N o B i d 3 1 8 . 5 0 7. 0 2 D u a l R e a r C e i l i n g L E D 29 5 . 0 0 N o B i d 3 5 5 . 0 0 7. 0 3 F r o n t C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 4 R e a r C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 5 9 0 W a t t P o w e r S u p p l y In c w i t h 7 . 0 4 N o B i d 1 9 9 . 5 0 7. 0 6 T h r e e P l u g O u t l e t 20 . 0 0 N o B i d 2 4 . 9 5 7. 0 7 S i r e n c o n t r o l l e r 21 5 . 0 0 N o B i d 1 7 3 . 5 0 7. 0 8 S i r e n S p e a k e r 21 5 . 0 0 N o B i d 1 8 7 . 5 0 7. 0 9 S i r e n S p e a k e r M o u n t K i t 20 . 0 0 N o B i d 2 8 . 9 5 7. 1 0 2 R o c k e r S w i t c h e s 0. 0 0 N o B i d 2 7 . 5 0 7. 1 1 F l a t L i g h t e r B l u e L i g h t 13 5 . 0 0 N o B i d 1 7 0 . 5 0 7. 1 2 W i n d o w T i n t 12 5 . 0 0 N o B i d 1 9 5 . 0 0 7. 1 3 F i r e E x t i n g u i s h e r 38 . 0 0 N o B i d 3 6 . 9 5 To t a l R e q u i r e m e n t C o s t $2 2 , 8 5 6 . 3 5 $1 8 , 3 0 5 . 0 0 $1 9 , 3 6 0 . 0 0 36 4 1 Attachment number 3 Page 3 of 3 Item # 43 Commission Meeting Agenda 5/20/2008 2:00 PM Serious Violent Offender Reentry Grant Renewal Department: Caption:Motion to authorize the extension of the Serious Offender Reentry Initiative (SVORI) Grant between the City of Augusta and the Criminal Justice Coordinating Council and the corresponding budget adjustments to revenue and expenses. (Approved by Finance Committee May 12, 2008) Background:This grant is designed to provide funding to state and local governments to develop and implement institutional and community corrections based offender reentry programs through partnerships with variouse governmental,socal and faith based organizations. Analysis:ARC was initially given $90,692. This increase funding will supply an additional $100,000 for a total of $190,692 with no required matching funds. Financial Impact:Supplies an additional funding of $100,000 with no required match. Alternatives:None Recommended Recommendation:Recommend acceptance of the increased amount and authorize the Mayor to execute the agreement for the year ending June 30th,2008. Funds are Available in the Following Accounts: 2008 funding from Office of the Governor, Department of Criminal Justice Coordinating Council. Cover Memo Item # 44 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 44 Commission Meeting Agenda 5/20/2008 2:00 PM Utilities-Camera Truck Department:Finance Department-Fleet Management Division Caption:Motion to approve the purchase of one mobile sewer camera system to facilitate the Fort Gordon support contract by the Augusta Utilities Department. (Approved by Finance Committee May 12, 2008) Background:The Utilities Department has entered into a service contract with Fort Gordon to provide service in accordance with the contract specifications. In order to perform those requirements, the Utilities Department is requesting the resources necessary to meet their obligations under the contract. The utilities department is requesting one mobile sewer camera system to be assigned in support of the maintenance requirements anticipated with the support contract. This request has been coordinated with the Utilities Department, Information Technology Department, Procurement Department and the Finance Department. Analysis:Fleet Management and Utilities Department is requesting the camera system be purchased through the county’s “sole source vender” clause (see attached justification) due to the need for this new unit to link up to the same type existing units employed by the Utilities Department. The department currently has two other Granite XP systems so this would allow the software to be interchangeable and support the ability to transfer critical information to the other existing systems. Financial Impact:The mobile camera system will cost a total of $104,900 (see attached quote with specifications)The Utilities Department has identified funds within their Capital account for the purchase. Alternatives:1.Approve the award to sole source vendor, Cues, Inc., of Cover Memo Item # 45 Orlando, Florida. 2. Do not approve the request. Recommendation:Approve the purchase of mobile sewer camera system for the Utilities Department – Construction and Maintenance Division at a total cost of $104,900.00 to support the Fort Gordon contract. Funds are Available in the Following Accounts: 506-04-3430-54-22220 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 45 Attachment number 1 Page 1 of 2 Item # 45 Attachment number 1Page 2 of 2 Item # 45 Attachment number 2 Page 1 of 5 Item # 45 Attachment number 2 Page 2 of 5 Item # 45 Attachment number 2 Page 3 of 5 Item # 45 Attachment number 2 Page 4 of 5 Item # 45 Page 5 of 5 Item # 45 Commission Meeting Agenda 5/20/2008 2:00 PM Utilities-Water Quality-SUV Department:Finance Department-Fleet Management Division Caption:Motion to approve the purchase of 1 - Explorer for Utilities – Water Production – Water Quality Branch. (Approved by Finance Committee May 12, 2008) Background:The Water Quality Branch of the Water Production Division of the Utilities Department (“The Laboratory”) performs chemical analysis for process control to assist operators in maintaining optimum performance levels at the water treatment plants. It also performs chemical analysis for compliance monitoring of the water plants. In addition, it answers all Customer complaints involving taste, odor or appearance. The Explorer would be a mobile testing facility for conducting field tests respective of customer complaints. Mobile testing equipment is available but can not be exposed to the outside environment. Field testing of samples at the site will significantly reduce unproductive time by having to transport each sample back to a fixed lab location. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from 2 vendors. A review of the bids received shows the following (The tab sheet is attached for review): Bid Item: 07-175 , ( 1) Legacy Ford = $20,922.00 and (2) Bobby Jones Ford = $21,757.00. Financial Impact:This vehicle was included in the Utilities Department 2008 Capital request. The vehicle will be purchased from the Utilities Department Capital account for $20,922. Alternatives:(1) Approve the request, (2)Disapprove the request. Cover Memo Item # 46 Recommendation:Approve the request to purchase 1-Ford Explorer, from Legacy Ford for $20,922, lowest bid offered on bid 07-175. Funds are Available in the Following Accounts: 506043570-5422210 REVIEWED AND APPROVED BY: Finance. Administrator. 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Attachment number 1 Page 13 of 25 Item # 46 Attachment number 1 Page 14 of 25 Item # 46 Ï‘”¡¢ÉÐÞÚ†blÄ *n çPNÜÖºâÖ õ 7\¼ó à( g¸ Ë%· Ÿ ~3 Ñ )Å€l ºìR`(¡ e ¡ÆÙáÍ‹gÿÿ PK - !ßÏ›.’ ” [Content_Types].xmlPK - !µU0#õL Ÿ _rels/.relsPK - !ôõ ; Y ‹ xl/_rels/workbook.xml.relsPK - !¸6í Î · æ xl/workbook.xmlPK - !é¦%¸‚ S á Attachment number 1 Page 15 of 25 Item # 46 ƒn'ßoÊ§bÿrÓ}ÿ.þÇ¬Û9UëýÓz[îó›î·üÔýéöÏ ºþZ ? ^ó¼ê€…ýé¦ûZU‡«~ÿ´yÍwëS¯<ä{hy. »u _ú§Ã1_?Õ vÛ¾? Lú»u±ïj WÇ ±Q>? ›<*7Ÿwù¾ÒF Attachment number 1 Page 16 of 25 Item # 46 Attachment number 1 Page 17 of 25 Item # 46 Attachment number 1 Page 18 of 25 Item # 46 Û¾? Lú»u±ïj WÇ ±Q>? ›<*7Ÿwù¾ÒFŽùv]ÁüO¯ÅáÔ½½~* M9Ô9æÏ7Ý;ÿ* ºýÛëzèßŠüë‰|ïTë ù6ßTù (ÐíüQ–»ÇÍz›ÿKÍ} ØTQþ~,ËOªû 0Ð©î¦ ZoªâK æ[ ÇS Attachment number 1 Page 19 of 25 Item # 46 Attachment number 1 Page 20 of 25 Item # 46 Attachment number 1 Page 21 of 25 Item # 46 ù6ßTù (ÐíüQ–»ÇÍz›ÿKÍ} ØTQþ~,ËOªû 0Ð©î¦ ZoªâK æ[ ÇS ì?õÐð †í7ãÒïf q-Pvì<åÏëÏÛê×òk’ /¯ ì«î›r \ø¿³+Ô u;»õïõç×â©z½é Attachment number 1 Page 22 of 25 Item # 46 Attachment number 1 Page 23 of 25 Item # 46 Attachment number 1 Page 24 of 25 Item # 46 ì?õÐð †í7ãÒïf q-Pvì<åÏëÏÛê×òk’ /¯ ì«î›r \ø¿³+Ô u;»õïõç×â©z½éŽÕ }ÛÂêŒº ù©Š Õ¹ÛÙ|>UåîƒfyhK[ñÑ Attachment number 1 Page 25 of 25 Item # 46 Commission Meeting Agenda 5/20/2008 2:00 PM Approve AUD's use of 2004 Engineering RFQ for New Projects Department:Utilities Caption:Motion to approve AUD's use of 2004 Engineering RFQ for New Projects. (Approved by Engineering Services Committee May 12, 2008) Background:In 2004, AUD issued an RFQ for engineering services. Engineers were selected for projects based on those responses. AUD would like to continue to use that list for engineering requirements on Fort Gordon. Analysis:AUD would like to continue to use the 2004 RFQ list. Financial Impact:None Alternatives:Advertise another RFQ for engineering services. Recommendation:We recommend using the 2004 list. Funds are Available in the Following Accounts: None. REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 47 Cover Memo Item # 47 Attachment number 1 Page 1 of 1 Item # 47 Attachment number 2 Page 1 of 1 Item # 47 Commission Meeting Agenda 5/20/2008 2:00 PM Approve Change Order #1 to the existing construction contract with Oscar Renda Contracting to modify the pavement repair method for New Savannah Road. Department:Utilities Caption:Motion to approve Change Order #1 to the existing construction contract with Oscar Renda Contracting to modify the pavement repair method for New Savannah Road. (Approved by Engineering Services Committee May 12, 2008) Background:Main Interceptor Upgrade Replacement Phase I is a previously authorized project consisting of a gravity type sewer pipe installed under , and continuing along Doug Barnard Parkway to . In addition to the new sewer pipe, a new water main was installed along a portion of ahead of this sewer project. The pavement repair method included in the sewer contract would have been sufficient had the Utilities Department only installed the sewer line. Due to the width of the Right of Way on New Savannah Road there were no options except to install the new water main in the road alongside the new sewer line. The additional trench width necessitated a change in the pavement repair detail for and an update to the bid schedule. Analysis:Approving this change order will allow the Contractor to proceed with the repair of New Savannah Road in a timely manner. Financial Impact:Funds for this authorization can be charged to the 2004 Series Capital Improvement Program: $187,430.00 funded by account number: 511043420-5425210/801601115- 5425210 Alternatives:No recommended alternatives. Cover Memo Item # 48 Recommendation:We recommend the Commission approve Change Order #1 to the existing contract with Oscar Renda Contracting in the amount of $187,430.00. Funds are Available in the Following Accounts: $187,430.00 from 511043420-5425210/80160115-5425210 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 48 CONSTRUCTION CONTRACT CHANGE ORDER CO NUMBER 1 BID ITEM 06-171 DATE 03/14/2008 PROJECT TITLE Main Interceptor Upgrade Replacement Phase I ORIGINAL CONTRACT DATE 01/02/2007 PROJECT NUMBER 60115 OWNER AUGUSTA, GEORGIA PO NUMBER P131205 The following change is hereby made to the contract for the above project: Description of Change (for a more detailed description see attached proposal): This is an add type change order intended to adjust the bid amount quantities to the actual quantities utilized for this project. PAYEE Oscar Renda Contracting, Inc. TOTAL AMOUNT OF THIS CHANGE ORDER $ 187,430.00 The contract time will be effected by 60 calendar days as a result of this change. ORIGINAL CONTRACT AMOUNT $ 15,619,620.00 PREVIOUS CHANGE ORDER (INCREASE) $ 0.00 THIS CHANGE ORDER (INCREASE) $ 187,430.00 TOTAL REVISED CONTRACT AMOUNT WITH CHANGE ORDER $ 15,807,050.00 FUNDING NUMBER/ACCOUNT NUMBER 511043420 5425210 80160115 5425210 DATE: PROPOSED BY: CONTRACTOR DATE: REQUESTED BY: ENGINEER DATE: SUBMITTED BY: DEPARTMENT HEAD DATE: FINANCE ENDORSEMENT: COMPTROLLER DATE: RECOMMENDED BY: ADMINISTRATOR DATE: APPROVED BY: MAYOR Attachment number 1 Page 1 of 1 Item # 48 522 Benson Lane ~ Roanoke, Texas 76262 ~ 817.491.2703 ~ FAX 817.491.4483 www.oscarrendacontracting.com March 4, 2008 Mr. Reiny Dahlke, Construction Manager CH2M Hill 360 Bay St., Suite 100 Augusta, GA 30901 Re: Main Interceptor Upgrade Replacement, Phase 1 Project 60115 – Request for Change #7 Mr. Dahlke, Pursuant to revised sheets C-28 rev 1, dated February-2008, below are the cost impacts associated with this revision. The revised detail calls for full width road restoration, in lieu of the trench restoration called for in the plans. The pricing below takes into account the GABC that has been installed in conjunction with the 63” sewer main, and the water main which will remain in place. The pricing does include new GABC for the portion of existing roadway that will have to be removed. 2.5” HMAC Binder Type “B” 10080 SY $ 12.75 $128,520.00 New GABC 3780 SY $ 13.00 $ 49,140.00 Establish Grade on Existing Base 6300 SY $ 3.00 $ 18,900.00 Haul-off excess material 137 LDs $ 110.00 $ 15,070.00 Survey 1 LS $ 6,000.00 $ 6,000.00 Traffic Control 1 LS $ 4,000.00 $ 4,000.00 ORC OH&P @ 10% $ 22,163.00 Bond @ 1% $ 2,437.00 SUB-TOTAL $246,230.00 Credit for HMAC in Bid item P-2 that was not used (4200 SY) ($ 58,800.00) TOTAL $187,430.00 Please provide the appropriate change order paperwork for execution. Should you have any questions, please feel free to contact me. Sincerely, Dennis Bailey Regional Project Manager Oscar Renda Contracting, Inc. cc: Frank Renda, File Attachment number 2 Page 1 of 1 Item # 48 Commission Meeting Agenda 5/20/2008 2:00 PM Approve Change Order #2 to the existing construction contract with Oscar Renda Contracting to provide for changes to original construction requirements as listed in the attached change order #2 documentation Department:Utilities Caption:Motion to approve Change Order #2 to the existing construction contract with Oscar Renda Contracting to provide for changes to original construction requirements as listed in the attached change order #2 documentation. (Approved by Engineering Services Committee May 12, 2008) Background:Main Interceptor Upgrade Replacement Phase I is a previously authorized project consisting of a gravity type sewer pipe installed under , and continuing along Doug Barnard Parkway to . Additional construction requirements unforeseen in the original contract scope of work necessitated these change requests. Analysis:Approving this change order will allow the Contractor to proceed with the installation of the main interceptor sewer in a timely manner. Financial Impact:Funds for this authorization can be charged to the 2004 Series Capital Improvement Program: $245,358.00 funded by account number: 511043420-5425210/801601115- 5425210. This change order represents 1.57% of the total contract amount of $15,619,620.00 Alternatives:No recommended alternatives. Recommendation:We recommend the Commission approve Change Order #2 to the existing contract with Oscar Renda Contracting in the amount of $245,358.00. Cover Memo Item # 49 Funds are Available in the Following Accounts: $245,358.00 from 511043420-5425210/80160115-5425210 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 49 Attachment number 1 Page 1 of 12 Item # 49 Attachment number 1 Page 2 of 12 Item # 49 Attachment number 1 Page 3 of 12 Item # 49 Attachment number 1 Page 4 of 12 Item # 49 Attachment number 1 Page 5 of 12 Item # 49 Attachment number 1 Page 6 of 12 Item # 49 Attachment number 1 Page 7 of 12 Item # 49 Attachment number 1 Page 8 of 12 Item # 49 Attachment number 1 Page 9 of 12 Item # 49 Attachment number 1 Page 10 of 12 Item # 49 Attachment number 1 Page 11 of 12 Item # 49 Attachment number 1 Page 12 of 12 Item # 49 Commission Meeting Agenda 5/20/2008 2:00 PM Approve Change Order #3 to the existing construction contract with W.L. Hailey and Company, Inc. to construct the Rae’s Creek Sanitary Sewer Improvements Project. Department:Utilities Caption:Motion to approve Change Order #3 to the existing construction contract with W.L. Hailey and Company, Inc. to construct the Rae’s Creek Sanitary Sewer Improvements Project. (Approved by Engineering Services Committee May 12, 2008) Background:W.L. Hailey is currently working on the Rae’s Creek Trunk Sewer Improvements Project for the Augusta Utilities Department. While installing the new sewer line in the contractor exposed a storm sewer that was identified in the contract documents. Per the contract documents they removed a section of the storm sewer pipe, installed the new sewer pipe, and reinstalled a temporary crossing that would be replaced later with a permanent section. At the time the storm sewer line was exposed it was noted that the pipe was in very poor condition and the soil surrounding the pipe was not adequate for backfill in the pipe zone with evidence of storm water leakage along the pipe. Blockages were also identified in the storm sewer line and Augusta Streets and Drains was contacted. Streets and Drains responded and removed what they could on such short notice with intentions of coming back to finish removing the blockages. That evening we received in excess of an inch of rain. The storm sewer failed into the open sewer trench due to the blockages in the pipe. This event caused us to close to through traffic until repairs could be made. The contractor spent an entire day cleaning out the new sewer line that was filled with silt during event. In order to alleviate the problem in the future as well as getting the road opened back up to traffic the Utilities Department requested the contractor install new 30-inch storm pipe and manhole. Analysis:Approving this change order will allow the Utilities Cover Memo Item # 50 Department to pay W.L. Hailey for work not covered under the original contract. In order to avoid excessive delay costs associated with contractor downtime the Utilities Department authorized the contractor to proceed with the storm sewer replacement. This change order amounts to 1.15% of the total value of the contract. Financial Impact:$28,971.95 from the Renewal and Extension Fund and account number 507043420-5425210/ 80260112-5425210. Alternatives:None. Recommendation:We recommend the Commission approve change order #3 to the existing contract with W.L. Hailey and Company, Inc. in the amount of $28,971.95. Funds are Available in the Following Accounts: $28,971.95 from 507043420-5425210/ 80260112-5425210 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 50 Attachment number 1 Page 1 of 3 Item # 50 Attachment number 1 Page 2 of 3 Item # 50 Attachment number 1 Page 3 of 3 Item # 50 Commission Meeting Agenda 5/20/2008 2:00 PM Approve Cost Sharing Concept with ADP Department:Utilities Caption:Motion to approve concept of a Cost Sharing Agreement between Automatic Data Processing (ADP) and AUD to share 50% of the construction cost for a sewer line to serve ADP and surrounding properties on Interstate Parkway. (Approved by Engineering Services Committee May 12, 2008) Background:In Winter 2008, ADP announced plans to expand business operations in Augusta. At the time, Augusta Utilities Department (AUD) met with ADP and determined that a sanitary sewer was in place that would allow service to their site. Subsequently, ADP and AUD determined that the sewer would have to be extended to reach ADP’s property. Therefore, ADP and AUD met and determined that based on their design, the sewer would have to be extended approximately 750 feet to ADP’s property. AUD and ADP determined that a 50% cost-share was appropriate based on previous cost-sharing agreements and number of property owners involved. ADP will receive sealed bids for the work. Analysis:This agreement is a for a 50% cost-share of fees to extend the sewer along Interstate Parkway to ADP’s site. The preconstruction estimate is approximately $125,000.00. Financial Impact:Approximately $62,500.00 Alternatives:None Given. Recommendation: We recommend approving the Concept of a Cost Sharing Agreement between Automatic Data Processing (ADP) and AUD to share 50% of the construction cost for a sewer line to serve ADP and surrounding properties on Interstate Cover Memo Item # 51 Parkway. Funds are Available in the Following Accounts: None at Present Time REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 51 Commission Meeting Agenda 5/20/2008 2:00 PM Approve final deductive change order to Upper Butler Creek Sanitary Sewer Extension Department:Utilities Caption:Motion to approve final Deductive Change Order for Eagle Utility Contracting in the amount of ($43,782.60) for the Upper Butler Creek Sanitary Sewer, Project #50128. (Approved by Engineering Services Committee May 12, 2008) Background:Eagle Utility Contracting was awarded a contract to extend the sanitary sewer for the Upper Butler Basin in March 06. The project included the installation of approximately 14,000 L.F. of sanitary sewer and associated components. Eagle Utility Contracting has met all contract requirements by successfully installing, testing and performing surface restoration associated with this project. Analysis:Revise contract/project to state the final quantities and final contract amount have been adjusted to match the final installed quantities and amount. Financial Impact:Deductive amount of ($43,782.60) to the 2002 Bond Issue, under account number 507-04-3420-54-25210/80250128-54- 25210. Alternatives:None Recommendation:Recommend approving the final deductive change order for Eagle Utility Contracting, as a deduction of ($43,782.60) in association with the Upper Butler Creek Sanitary Sewer, Project #50128. Funds are Available in the Following Cover Memo Item # 52 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 52 Item Description Qty Unit Price Scheduled Value Final Qty. Final Value Difference (Change S-5C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 12’ to 14’, including Type II (No. 67 stone) bedding material 1612 LF $44.00 $70,928.00 3,478.00 $153,032.00 -$82,104.00 S-6C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 14’ to 16’, including Type II (No. 67 stone) bedding material 800 LF $46.00 $36,800.00 445.00 $20,470.00 $16,330.00 S-7C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 16’ to 18’, including Type II (No. 67 stone) bedding material 1297 LF $48.00 $62,256.00 345.00 $16,560.00 $45,696.00 S-8C 12” diameter PVC sanitary sewer pipe SDR 26, Depth 18’ to 20’, including Type II (No. 67 stone) bedding material 350 LF $56.00 $19,600.00 400.00 $22,400.00 -$2,800.00 12” diameter PVC sanitary sewer pipe SDR 26, Depth 20’ to 22’, including Type II (No. 67 stone) bedding material 684 LF $60.00 $41,040.00 150.00 $9,000.00 $32,040.00 S-16C 18” diameter ductile iron sanitary sewer pipe Class XXX, Depth 18’ to 20’, including Type II (No. 67 stone) bedding material 243 LF $75.00 $18,225.00 300.00 $22,500.00 -$4,275.00 S-20A Pre-cast sanitary manhole, GA DOT STD 1011A, Type 1, Depth 0’ to 6’ (48” Diameter) 15 EA $1,750.00 $26,250.00 16.00 $28,000.00 -$1,750.00 S-21A Additional sanitary manhole depth, Type 1, Depth Class 1 (48” Dia.) 2 VF $175.00 $350.00 - $0.00 $350.00 S-22A Additional sanitary manhole depth, Type 1, Depth Class 2 (48” Dia.) 115 VF $175.00 $20,125.00 144.60 $25,305.00 -$5,180.00 S-22G Additional sanitary manhole depth, Type 1, Depth Class3 (48” Dia.) 15 VF $175.00 $2,625.00 $0.00 $0.00 2900 LF $16.45 $47,705.00 2,900.00 $47,705.00 $0.00 1 EA $1,850.00 1850 1.00 1850 0 1 EA $2,200.00 $2,200.00 $0.00 1 EA $12,500.00 $12,500.00 1.00 $12,500.00 $0.00 Install Tracom metering manhole 1 EA $6,550.00 $6,550.00 1.00 $6,550.00 $0.00 S-33 Tie new sanitary sewer to existing manholes, diameter varies 1 EA $5,500.00 $5,500.00 2.00 $11,000.00 -$5,500.00 $374,504.00 $376,872.00 -$2,368.00 -$9,561.00 -$9,561.00 M-9 Class A Concrete 10 CY $75.00 $750.00 - $0.00 $750.00 M-2 Rock excavation 100 CY $25.00 $2,500.00 - $0.00 $2,500.00 M-3 Foundation backfill, GA DOT Type II, for additional unclassified excavation 1000 CY $3.50 $3,500.00 578.00 $2,023.00 $1,477.00 M-4 Clearing and Grubbing 6.9 ACRE $6,000.00 $41,400.00 6.90 $41,400.00 $0.00 $48,150.00 $43,423.00 $4,727.00 LS-1 Lump sum construction (includes but is not limited to the listing continued below) 1 LS $62,500.00 $62,500.00 1.00 $62,500.00 $0.00 $485,154.00 LUMP SUM Unit SANITARY SEWER MISCELLANEOUS Attachment number 1 Page 1 of 1 Item # 52 Item Description Qty Unit Price Scheduled Value Final Qty. Final Value Difference (Change S-1C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 0’ to 6’, including Type II (No. 67 stone) bedding material 130 LF $39.54 $5,140.20 765.00 $30,248.10 -$25,107.90 S-1G 24” diameter PVC sanitary sewer pipe SDR 26, Depth 0’ to 6’, including Type II (No. 67 stone) bedding material 370 LF $79.00 $29,230.00 261.00 $20,619.00 $8,611.00 S-2C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 6’ to 8’, including Type II (No. 67 stone) bedding material 1470 LF $39.00 $57,330.00 1,435.00 $55,965.00 $55,895.00 S-2E 18” diameter PVC sanitary sewer pipe SDR 26, Depth 6’ to 8’, including Type II (No. 67 stone) bedding material 440 LF $62.50 $27,500.00 761.00 $47,562.50 -$20,062.50 S-2G 24” diameter PVC sanitary sewer pipe SDR 26, Depth 6’ to 8’, including Type II (No. 67 stone) bedding material 240 LF $81.00 $19,440.00 821.00 $66,501.00 -$47,061.00 S-3C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 8’ to 10’, including Type II (No. 67 stone) bedding material 1900 LF $41.75 $79,325.00 1,342.00 $56,028.50 $23,296.50 S-3E 18” diameter PVC sanitary sewer pipe SDR 26, Depth 8’ to 10’, including Type II (No. 67 stone) bedding material 2010 LF $62.50 $125,625.00 1,839.00 $114,937.50 $10,687.50 S-3G 24” diameter PVC sanitary sewer pipe SDR 26, Depth 8’ to 10’, including Type II (No. 67 stone) bedding material 1759 LF $81.00 $142,479.00 1,491.00 $120,771.00 $21,708.00 S-4C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 10’ to 12’, including Type II (No. 67 stone) bedding material 570 LF $44.00 $25,080.00 620.00 $27,280.00 -$2,200.00 S-4E 18” diameter PVC sanitary sewer pipe SDR 26, Depth 10’ to 12’, including Type II (No. 67 stone) bedding material 550 LF $66.50 $36,575.00 422.00 $28,063.00 $8,512.00 S-4G 24” diameter PVC sanitary sewer pipe SDR 26, Depth 10’ to 12’, including Type II (No. 67 stone) bedding material 838 LF $88.00 $73,744.00 609.00 $53,592.00 $20,152.00 S-5C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 12’ to 14’, including Type II (No. 67 stone) bedding material 360 LF $44.00 $15,840.00 240.00 $10,560.00 $5,280.00 S-5E 18” diameter PVC sanitary sewer pipe SDR 26, Depth 12’ to 14’, including Type II (No. 67 stone) bedding material 60 LF $66.50 $3,990.00 40.00 $2,660.00 $1,330.00 S-5G 24” diameter PVC sanitary sewer pipe SDR 26, Depth 12’ to 14’, including Type II (No. 67 stone) bedding material 377 LF $88.00 $33,176.00 442.00 $38,896.00 -$5,720.00 S-6C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 14’ to 16’, including Type II (No. 67 stone) bedding material 310 LF $46.00 $14,260.00 375.00 $17,250.00 -$2,990.00 S-6G 24” diameter PVC sanitary sewer pipe SDR 26, Depth 14’ to 16’, including Type II (No. 67 stone) bedding material 270 LF $90.00 $24,300.00 119.00 $10,710.00 $13,590.00 S-7C 12” diameter PVC sanitary sewer pipe SDR 35, Depth 16’ to 18’, including Type II (No. 67 stone) bedding material 130 LF $48.00 $6,240.00 100.00 $4,800.00 $1,440.00 S-7G 24” diameter PVC sanitary sewer pipe SDR 26, Depth 16’ to 18’, including Type II (No. 67 stone) bedding material 60 LF $92.00 $5,520.00 60.00 $5,520.00 $0.00 S-8G 24” diameter PVC sanitary sewer pipe SDR 26, Depth 18’ to 20’, including Type II (No. 67 stone) bedding material 20 LF $97.00 $1,940.00 200.00 $19,400.00 -$17,460.00 S-9F 18” diameter ductile iron sanitary sewer pipe Class XXX, Depth 0’ to 6’, including Type II (No. 67 stone) bedding material 30 LF $84.00 $2,520.00 - $0.00 $0.00 S-9H 24” diameter ductile iron sanitary sewer pipe Class XXX, Depth 0’ to 6’, including Type II (No. 67 stone) bedding material 475 LF $107.00 $50,825.00 460.00 $49,220.00 $1,605.00 S-10H 24” diameter ductile iron sanitary sewer pipe Class XXX, Depth 6’ to 8’, including Type II (No. 67 stone) bedding material 60 LF $107.00 $6,420.00 50.00 $5,350.00 $1,070.00 S-11F 18” diameter ductile iron sanitary sewer pipe Class XXX, Depth 8’ to 10’, including Type II (No. 67 stone) bedding material 426 LF $86.00 $36,636.00 408.00 $35,088.00 $1,548.00 S-11H 24” diameter ductile iron sanitary sewer pipe Class XXX, Depth 8’ to 10’, including Type II (No. 67 stone) bedding material 282 LF $109.00 $30,738.00 333.00 $36,297.00 -$5,559.00 S-12F 18” diameter ductile iron sanitary sewer pipe Class XXX, Depth 10’ to 12’, including Type II (No. 67 stone) bedding material 130 LF $88.00 $11,440.00 137.00 $12,056.00 -$616.00 S-12H 24” diameter ductile iron sanitary sewer pipe Class XXX, Depth 10’ to 12’, including Type II (No. 67 stone) bedding material 153 LF $112.00 $17,136.00 130.00 $14,560.00 $2,576.00 S-13F 18” diameter ductile iron sanitary sewer pipe Class XXX, Depth 12’ to 14’, including Type II (No. 67 stone) bedding material 170 LF $90.00 $15,300.00 170.00 $15,300.00 $0.00 S-13H 24” diameter ductile iron sanitary sewer pipe Class XXX, Depth 12’ to 14’, including Type II (No. 67 stone) bedding material 93 LF $114.00 $10,602.00 90.00 $10,260.00 $342.00 S-14F 18” diameter ductile iron sanitary sewer pipe Class XXX, Depth 14’ to 16’, including Type II (No. 67 stone) bedding material 30 LF $95.00 $2,850.00 50.00 $4,750.00 -$1,900.00 S-14H 24” diameter ductile iron sanitary sewer pipe Class XXX, Depth 14’ to 16’, including Type II (No. 67 stone) bedding material 10 LF $121.50 $1,215.00 - $0.00 $0.00 S-15F 18” diameter ductile iron sanitary sewer pipe Class XXX, Depth 16’ to 18’, including Type II (No. 67 stone) bedding material 30 LF $97.00 $2,910.00 $0.00 $0.00 S-15H 24” diameter ductile iron sanitary sewer pipe Class XXX, Depth 16’ to 18’, including Type II (No. 67 stone) bedding material 10 LF $126.00 $1,260.00 20.00 $2,520.00 -$1,260.00 Unit SANITARY SEWER Attachment number 2 Page 1 of 2 Item # 52 S-16F 18” diameter ductile iron sanitary sewer pipe Class XXX, Depth 18’ to 20’, including Type II (No. 67 stone) bedding material 70 LF $96.00 $6,720.00 70.00 $6,720.00 $0.00 S-16F (MOD) 18” diameter ductile iron sanitary sewer pipe Class XXX, Depth 20’ plus, including Type II (No. 67 stone) bedding material 150 LF $101.00 $15,150.00 151.00 $15,251.00 -$101.00 S-16H (Mod) 20” diameter ductile iron sanitary sewer pipe Class XXX, Depth 20' plus, including Type II (No. 67 stone) bedding material 420 LF $147.00 $61,740.00 412.00 $60,564.00 $1,176.00 S-16H 24” diameter ductile iron sanitary sewer pipe Class XXX, Depth 18’ to 20’, including Type II (No. 67 stone) bedding material 10 LF $136.00 $1,360.00 18.00 $2,448.00 -$1,088.00 S-18 Select backfill, GA DOT Type I, Class I & II (Sand/Clay) – Measured by in-place volume. 12000 CY $3.50 $42,000.00 12,100.00 $42,350.00 -$350.00 S-20A Pre-cast sanitary manhole, GA DOT STD 1011A, Type 1, Depth 0’ to 6’ (48” Diameter) 48 EA $1,750.00 $84,000.00 48.00 $84,000.00 $0.00 S-21A Additional sanitary manhole depth, Type 1, Depth Class 1 (48” Dia.) 26 VF $175.00 $4,550.00 5.00 $875.00 $3,675.00 S-22A Additional sanitary manhole depth, Type 1, Depth Class 2 (48” Dia.) 390 VF $175.00 $68,250.00 322.60 $56,455.00 $11,795.00 S-22G Additional sanitary manhole depth, Type 1, Depth Class3 (48” Dia.) 20 VF $175.00 $3,500.00 $0.00 $0.00 S-33 Tie new sanitary sewer to existing manholes, diameter varies 1 EA $5,500.00 $5,500.00 1.00 $5,500.00 $0.00 $1,209,356.20 $1,190,927.60 $18,428.60 $81,242.20 M-7 Arial Creek Crossing 1 EA $28,000.00 $28,000.00 1.00 $28,000.00 $0.00 M-9 Class A Concrete 300 CY $75.00 $22,500.00 12.00 $900.00 $21,600.00 M-2 Rock excavation 150 CY $25.00 $3,750.00 381.00 $9,525.00 -$5,775.00 M-3 Foundation backfill, GA DOT Type II, for additional unclassified excavation 4000 CY $3.50 $14,000.00 3,900.00 $13,650.00 $350.00 M-4 Clearing and Grubbing 13.3 ACRE $6,000.00 $79,800.00 13.30 $79,800.00 $0.00 M-6 Anchor Collars for crossing 4 EA $1,850.00 $7,400.00 4.00 $7,400.00 $0.00 $155,450.00 $139,275.00 $16,175.00 LS-1 Lump sum construction (includes but is not limited to the listing continued below) 1 LS $135,000.00 $135,000.00 1.00 $135,000.00 $0.00 $1,499,806.20 $1,465,202.60 C.O. #1 Soil Removal 1 EA 16429 $9,609.00 $6,820.00 LUMP SUM MISCELLANEOUS Attachment number 2 Page 2 of 2 Item # 52 Commission Meeting Agenda 5/20/2008 2:00 PM Atlanta Gas Light Easement Option and Deed for AUD Project 10158 Department:Augusta Utilities Department Caption:Motion to approve and accept the AGL Option and Deed for an easement on AUD Project 10158. (Approved by Engineering Services Committee May 12, 2008) Background:The construction of AUD Project 10158, the Doug Barnard Parkway Water Main, requires acquisition of an easement from AGL. Analysis:AGL owns the property in question and has agreed to sell AUD an easement for the appraised value. Financial Impact:$512.00 Alternatives: Recommendation:Approve motion to approve and accept the AGL Option and Deed for an easement on AUD Project 10158. Funds are Available in the Following Accounts: G/L 510043410-5411120 J/L 80210158-5411120 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 53 Cover Memo Item # 53 Attachment number 1 Page 1 of 6 Item # 53 Attachment number 1 Page 2 of 6 Item # 53 Attachment number 1 Page 3 of 6 Item # 53 Attachment number 1 Page 4 of 6 Item # 53 Attachment number 1 Page 5 of 6 Item # 53 Attachment number 1 Page 6 of 6 Item # 53 Commission Meeting Agenda 5/20/2008 2:00 PM Atlanta Gas Light Encroachment Agreement for AUD Project 60107 Department:Augusta Utilities Department Caption:Motion to approve and accept the Atlanta Gas Light Encroachment Agreement for AUD Project 60107. (Approved by Engineering Servces Committee May 12, 2008) Background:AUD will be crossing an existing AGL easement, during the construction of AUD Project 60107. Analysis:An encroachment agreement is needed, between AGL and AUD, defining the rights and obligations of each party. Financial Impact:None Alternatives: Recommendation:Approve the motion to approve and accept the Atlanta Gas Light Encroachment Agreement for AUD Project 60107. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 54 Cover Memo Item # 54 Attachment number 1 Page 1 of 5 Item # 54 Attachment number 1 Page 2 of 5 Item # 54 Attachment number 1 Page 3 of 5 Item # 54 Attachment number 1 Page 4 of 5 Item # 54 Attachment number 1 Page 5 of 5 Item # 54 Commission Meeting Agenda 5/20/2008 2:00 PM Augusta Canal FERC Licensing Process - SHPO Agreement Department:Utilities Caption:Motion to authorize the Cultural Resources Management services related to the Archeological Site 9R1158 (aka The Pig Pen Site) with R. S. Webb & Associates in the amount of $90,142.00. (Approved by Engineering Services Committee May 12,2008) Background:Augusta is in the process on having the Augusta Canal licensed through the Federal Energy Regulatory Commission (FERC). Recently, Augusta entered into an agreement with FERC, Georgia State Historic Preservation Office, and the South Carolina Historic Preservation Office which included principles and procedures of treatment of historic properties. The Augusta Canal is listed on the National Registrar as a Historic Landmark District. The Augusta Canal FERC License 11810 project area is within the Historic Landmark District and the recent agreements with SHPO included principles and procedures for treatment of historic properties. One of these archeologically significant sites is partially located within the Augusta Canal Historic Landmark District. Archeological Site 9R1158 (aka The Pig Pen Site) is recognized as being an important archeological site that was occupied during prehistoric and historic times. Analysis:Attached to the agenda item as backup is the agreement between Augusta and R. S. Webb & Associates which includes the scope of the services by task and the costs associated with the work for the archeological recovery of the site. Financial Impact:Funds for the project requested to come from the 2002 Bond Capital Improvements Program account number: 510043410- 5213119/80110250-5213119 Cover Memo Item # 55 Alternatives:No alternatives are recommended. Recommendation:We recommend the Commission authorize the execution of the agreement between Augusta and R. S. Webb for Cultural Resources Management Services for Archeological Site 9R1158 in the amount of $90,142.00. Funds are Available in the Following Accounts: 510043410-5213119/80110250-5213119 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 55 R.S. Webb & Associates Cultural Resource Management Consultants 2800 Holly Springs Parkway, Suite 200 • P.O. Drawer 1319 Holly Springs, Georgia 30142 Phone: 770-345-0706 • Fax: 770-345-0707 February 11, 2008 Mr. Doug Mooneyhan ENTRIX, Inc. 500 Glenlake Parkway, Suite 600 Atlanta, Georgia 30328 Subject:Proposal to Conduct Phase III Cultural Resources Management Services Archeological Site 9RI158 (aka The Pig Pen Site) Augusta Canal Industrial District Augusta-Richmond County, Georgia R.S. Webb & Associates No. 08-198-006p Dear Mr. Mooneyhan: BACKGROUND R.S. Webb & Associates (RSWA) is pleased to present this proposal to ENTRIX, ZEL Engineers (ZEL), and the City of Augusta-Richmond County (CITY) for Phase III cultural resources management services related to the treatment of Archeological Site 9RI158 (aka The Pig Pen Site). This site is recognized as being an important archeological site that was occupied during prehistoric and historic times. The site is partially located within the Augusta Canal Industrial District in Augusta, Georgia. A review of ZEL’s most recent yard piping plan, indicates that approximately 31,663 square feet (0.73 acre) of Site 9RI158 will be impacted by the excavation of two waterline corridors (approximately 725 linear feet of pipe; two partially overlapping 60-foot wide corridors). Several smaller utility lines will be installed as well, but only small portions of these (approximately 120 linear feet; 6-foot wide corridors) will be outside the larger 60-foot wide corridors. The primary goal of the current project is to document portions of Site 9RI158 (through Phase III excavations) that will be affected by waterline construction. Another goal is to provide the CITY with recommendations for the management and/or preservation of the remaining portions of Site 9RI158. Based on recent conversations with ZEL, we assume that the proposed Phase III archeological work is a private undertaking on private property. Because of this, RSWA further assumes there is no requirement for Section 106 consultation, and/or consultation with the Georgia Historic Preservation Office, the National Park Service, or the Augusta Canal Authority. If a need for such consultation arises, RSWA will need to re-evaluate the Scope-Of-Services described in this proposal and determine if changes in the scope are required. If changes are necessary, the project budget and schedule may require adjustment. SCOPE OF SERVICES Task 1 - Treatment Plan for Site 9RI158 Prior to initiating fieldwork, a treatment plan will be developed for Site 9RI158 and submitted to ENTRIX and ZEL/CITY for review and approval. This plan will provide recommendations on how Attachment number 1 Page 1 of 6 Item # 55 Proposal - Phase III Cultural Resources Management Services, Site 9RI158 (The Pig Pen Site) Page 2 February 11, 2008 the site will be managed before, during, and after excavations. The plan will address tree/debris/ surface vegetation removal, delineation of work areas, site security, and preservation of the remainder of the site once excavations are completed. Task 2 - Archeological Data Recovery Excavations Site Preparation: It is understood that the CITY or its representatives will remove trees, debris and surface vegetation from the impact area (and perhaps other clearing zones), per the treatment plan. The limits of the impact area will be defined and marked with silt fencing; work areas will be defined and marked within the impact area. If sediment/erosion control measures are required for the overall undertaking, it is assumed that the CITY will provide the appropriate sediment/silt fencing. A transit-based grid will be set up within the impact area to facilitate the mapping of shovel tests, excavation units, strip blocks, and archeological features, and to prepare a site-specific topographic map (if one is not available). Once the grid is in place, shovel tests will be excavated at 5.0 m (meter) intervals to determine the depths of plowzone/subplowzone deposits and artifact density/ diversity within the impact area. Each shovel test will be 50-centimeters (cm) square and be excavated to sterile subsoil. Shovel test soils will be passed through 0.64 cm hardware cloth to enhance the recovery of artifacts. Artifacts will be bagged by individual shovel test location and information on soil color/textures and depths of deposits/artifacts will be recorded. Artifact density/ diversity and soil color/texture data will be used to develop artifact density maps and to determine the locations of excavation units and mechanical strip blocks. Unit Excavations at Site 9RI158: Based on shovel testing data, the equivalent of up to 25 square meters will be excavated in one more areas were midden deposits are present beneath the plowzone. This will be done to collect samples of artifacts and other anthropogenic materials (floral/faunal remains) from prehistoric living zones/surfaces. Each unit excavation will be partitioned into 1.0 by 1.0 m lots, the plowzone removed in bulk, and the midden excavated in 10-cm arbitrary levels unless natural stratigraphy offers finer resolution within a level. Soils from each level will be described and recorded using USDA-SCS soils texture classes and Munsell soil color charts. Matrix soils will be screened through 0.64-cm hardware cloth to enhance artifact recovery. Artifacts will be bagged by provenience. Block profiles will be mapped and photo-documented. Excavation will be terminated when undisturbed clay subsoil/substrate is encountered. Mechanical Stripping: Depending on what is found during the shovel testing and unit excavations, one or more blocks will mechanically stripped by a backhoe with a smooth bucket. The purpose of stripping is to search for and expose features and patterns of features that document the various occupations at 9RI158. Backhoe stripping will be monitored by the Principal Archeologist or the Field Director. The blocks will be stripped down to midden deposits or to subsoil clay so that midden deposits can be sampled and/or archeological features can be clearly defined. As soon as features are observed they will be shovel-shaved and/or troweled, and marked with numbered pin flags. Features will be treated as described below. The cost of the backhoe and operator is included in the budget. The exact sizes/configurations of the strip blocks are not known and will be determined by the spatial extent of midden deposits and/or archeological features; however, the total amount of stripping is not expected to exceed the equivalent of 10 by 70 m. Attachment number 1 Page 2 of 6 Item # 55 Proposal - Phase III Cultural Resources Management Services, Site 9RI158 (The Pig Pen Site) Page 3 February 11, 2008 Treatment of Diagnostic Artifacts, Features and Samples: When detected during excavation or stripping, prehistoric diagnostic artifacts will be piece-plotted and mapped before removal. Features (e.g., posts, pits, hearths, artifact clusters, etc.) will be plotted on the site plan, individually mapped, and photographed in plan view. Features will then be half-sectioned, drawn, photographed in profile view, then the other half of the feature excavated. Depending on the volume, fill from excavated features will be set aside for flotation, pollen analysis and/or fine screening. For large features, a 20- liter flotation sample will be collected and the remainder screened through 0.64-cm hardware cloth. Soils from small features such a post holes will set aside for flotation. Radiometric dating samples will be collected (and piece-plotted) as available from prehistoric features and secured buried contexts. Macrobotanical, pollen, and zooarcheological samples will be collected from half-sectioned feature profiles. As considered necessary, samples will be taken from midden deposits encountered during unit excavations and/or stripping. Site Plan: A site plan will be drawn, showing stripped areas, archeological features, and surface features (e.g., trees, roads, disturbances, etc.). If a detailed topographic base map of the site is not available, then one will be prepared based on recorded surface elevations. Task 3 - Data Analysis and Curation Artifact and Data Treatment: Data analysis will include the processing and identification of artifacts, tabulation of artifact data, transcription of field data to graphic media, special analyses (i.e., radiometric dating, faunal/floral analyses, etc.), artifact photography, and preparation of an updated Georgia archeological site form. Artifacts will be identified using published typologies and technological paradigms. Sample Processing and Special Analyses: Flotation samples from midden deposits and/or features will be volumetrically measured and processed at RSWA using a high-volume, water-flow system with tap-water pressure for agitation. The floral and faunal remains will be sorted and bagged appropriately for analysis. Preservation of faunal remains appears to range from poor to good, based on work conducted in other areas of 9RI158 in the 1980s; however, many of the faunal remains are historic. Most of the prehistoric remains are small, burned and/or fragmentary. As detected, faunal remains will be collected from the flotation samples and studied by the Project Zooarcheologist. Zooarcheological materials will be analyzed to the extent possible based on size and state of preservation. At minimum these remains will be counted, weighed and subjected to a general analysis (i.e., mammal, bird, fish; long bone versus cranial; unmodified versus burned; etc.). Previous work suggests poor to fair preservation of ethnobotanical remains. It appears likely that plant remains will be comprised mostly of the more resistant elements such as nut shells and dense pits/seeds. The heavy and light fraction materials from block samples and feature fill flotation analyzed by the Project Paleobotanist along with other botanical remains collected. Radiometric samples will be packaged and shipped to Beta Analytical for dating. Radiometric samples will be selected based on their association with diagnostic artifact types, food remains, structural remains, and other entities that are likely to assist in further definition of archeological phase characteristics. Attachment number 1 Page 3 of 6 Item # 55 Proposal - Phase III Cultural Resources Management Services, Site 9RI158 (The Pig Pen Site) Page 4 February 11, 2008 If promising samples for pollen analysis are recovered, pollen samples will be submitted to the UGA Palynology Laboratory for quick-scan analysis. If these samples produce viable results, up to four additional samples will be processed for pollen; otherwise, no additional pollen analysis will be conducted. Curation Arrangements: Artifacts and project documentation will be prepared for curation. For this proposal RSWA assumes that 15 boxes (1.0 cubic feet/box) of project artifacts and documentation will be produced by data recovery activities. Once the project is complete, the materials will be shipped to ENTRIX or the CITY for permanent storage, to the Riverbend Research Laboratory (RRL), University of Georgia, Athens, or to a facility selected by ENTRIX or the CITY. If the materials are shipped to the RRL or other curation facility, then there will be an institutional curation fee. The RRL charges $220/box. Curation fee are not included in RSWA’s project budget. Task 4 - Reporting Completion of Fieldwork Report: When fieldwork and basic data analysis is completed, a “completion of fieldwork letter report” will be submitted to ENTRIX and ZEL/CITY for review. The purpose of this report is to inform ZEL/CITY that the proposed fieldwork have been completed and to satisfy the CITY that the fieldwork was conducted following the methods described under Task 2. The completion report also provides notification that no further archeological work is needed in the impact area and the CITY can proceed with waterline construction in this area. RSWA will proceed with the preparation of the draft data recovery report Data Recovery Reporting: Information collected and compiled during excavation and analysis will be included in the data recovery report. The draft report will discuss methodology, appropriate environmental and cultural contexts, results and interpretations. Copies of the draft report will be forwarded to ENTRIX and ZEL/CITY for review. RSWA will respond to one set of review comments from ENTRIX and ZEL/CITY. Upon receipt of review comments, RSWA address the review comments and prepare a final report under this task. Task 5 - Interpretive Display (Optional) Depending on what is recovered during excavations at 9RI158, the CITY may determine that the preparation of an interpretive display is appropriate. If determined appropriate, preparation of the display would include securing a display case, preparing verbiage, and preparing the layout for the display. The CITY would be responsible for securing/constructing the display case(s) and providing a secure environment for the display case(s). The need for Task 5 will be determined after reporting is complete. Task 6 - Additional Services RSWA personnel will provide additional services as authorized by ENTRIX or ZEL/CITY. Additional Services typically include but are not limited to, off-site or out-of-office meetings (at your request) to discuss project issues. At present, it is not possible to determine if Additional Services will be required; therefore, no budget has been prepared. The costs of professional services and expenses associated with this task will be determined if the need for such services arises. Attachment number 1 Page 4 of 6 Item # 55 Proposal - Phase III Cultural Resources Management Services, Site 9RI158 (The Pig Pen Site) Page 5 February 11, 2008 COST The not-to-exceed cost for completing the work described in Tasks 1 through 4 is $90,141. The CITY will only be billed for work conducted. The budget outlined below includes the labor and expenses required to complete Tasks 1 through 4. This cost estimate is valid until August 11, 2008. The cost of artifact curation at a recognized facility is not in the budget. Likewise, the costs of preparing an interpretive display (Task 5) and Additional Services (Task 6) are not included. Project Budget Task 1 - Preparation of Treatment Plan Labor (14 hrs) $ 978 Expenses $ 65 Subtotal $ 1,043 Task 2 - Archeological Data Recovery Excavations Labor (904 hrs) $ 34,291 Expenses $ 20,650 Subtotal $ 54,941 Task 3 - Data Analysis Labor (420 hrs) $ 17,240 Expenses $ 2,800 Subtotal $ 20,040 Task 4 - Reporting Labor (304 hrs) $ 13,168 Supplies/Copies $ 950 Subtotal $ 14,118 Total $ 90,142 SCHEDULE Task 1 will begin within three working days after receipt of notice to proceed from ENTRIX/ZEL/ CITY. Task 2 will begin within five working days after the impact area has been cleared of trees, debris, and surface vegetation. It is anticipated that Task 2 will be completed with approximately 30 working days; however, this schedule is contingent upon weather, soil conditions, and the number of archeological features encountered. The completion of fieldwork report will be submitted to ENTRIX/ZEL within 20 working days after completion of fieldwork. It is estimated that the full draft report will be completed within 45 to 55 working days after completion of fieldwork. We will address comments within 15 working days after receipt of review comments and submit the final report. After approval of the final report, the artifacts and project documentation will be shipped to the selected repository (e.g., the CITY or a selected curation facility). DELIVERABLES The deliverables for the project include: • Communications with ENTRIX and ZEL/CITY throughout the project • An estimated 15 boxes of project artifacts and documentation, shipped to the selected curation facility (Task 3) • Submission of a completion of fieldwork report (five copies) (Task 4) • Submission of a data recovery report for Site 9RI158 (four draft copies; eight final copies) (Task 4) Attachment number 1 Page 5 of 6 Item # 55 Proposal - Phase III Cultural Resources Management Services, Site 9RI158 (The Pig Pen Site) Page 6 February 11, 2008 • Preparation of an interpretive display, if requested by you or your representative (Task 5) • Additional services by RSWA personnel, as requested by you or your representative (Task 6) PERSONNEL Mr. Steve Webb will serve as the Principal Investigator for the data recovery project. Mr. Webb will be assisted by supervisory and technical staff members as need to complete project tasks. PAYMENT You will be invoiced once a month during active periods of the project. Payment for services should be made to R.S. Webb & Associates and is due within 30 days. PROJECT AUTHORIZATION If the terms of our proposal are acceptable, please sign in the space provided below and return a completed original to us. If you wish begin the project immediately you may fax the executed proposal to us at 770-345-0707, or e-mail it to Mr. Webb at rswebb@alltel.net. CLOSING COMMENTS Mr. Mooneyhan, we appreciate the opportunity to provide you with this proposal and look forward to performing these cultural resources services for ENTRIX, ZEL Engineers, and the City of Augusta-Richmond County. Please contact Mr. Steve Webb 770-345-0706 if you have any questions concerning our proposal. Sincerely, R.S. WEBB & ASSOCIATES Robert S. (Steve) Webb President and Senior Principal Archeologist ACCEPTED AND AGREED TO: ENTITY (Print Name): BY (Print Name): AS ITS (Print Title): SIGNATURE: DATE: Robert S. Webb Digitally signed by Robert S. Webb DN: cn=Robert S. Webb, o=R.S. Webb Associates, c=US Date: 2008.02.11 13:50:13 -05'00' Signature Not Verified Attachment number 1 Page 6 of 6 Item # 55 Commission Meeting Agenda 5/20/2008 2:00 PM Augusta Convention and Visitors Bureau Department:Clerk of Commission Caption:Motion to approve a Memo of Understanding designating the Augusta Convention and Visitors Bureau as the managing entity of the wayfinding sign system. (Approved by Engineering Services Committee May 12, 2008) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 56 Attachment number 1 Page 1 of 1 Item # 56 Commission Meeting Agenda 5/20/2008 2:00 PM Award bid for Ashley Drive Storm Water Pipe Replacement Department:Public Services Department Maintenance Division Caption:Motion to approve request to award bid for Ashley Drive Storm Water Pipe Replacement to low bidder, Beam's Contracting, in the amount of $104,075. (Approved by Engineering Services Committee May 12, 2008) Background:There were three companies that showed an interest in this project, however two of the bidders were non-compliant. Analysis:This 300 foot corrugated metal pipe has completely failed, creating further sinkholes and potential safety hazards to residents. Financial Impact:Further delay in removing/replacing this pipe could result in further damage to private property. Alternatives:1. Approve request to award bid for Ashley Drive Storm Water Pipe Replacement to low bidder, Beam's Contracting, in the amount of $104,075. 2. Do not replace pipe, but continue attempting to repair deteriorated pipe. Recommendation:#1. Approve request to award bid for Ashley Drive Storm Water Pipe Replacement to low bidder, Beam's Contracting, in the amount of $104,075. Funds are Available in the Following Accounts: Funds are available in in account #324-04-1110/201-82- 4021. REVIEWED AND APPROVED BY: Cover Memo Item # 57 Finance. Administrator. Clerk of Commission Cover Memo Item # 57 Attachment number 1 Page 1 of 1 Item # 57 Commission Meeting Agenda 5/20/2008 2:00 PM Change Order #1 for the 630 36” Water Main Phase I Project (10150) Department:Utilities Caption:Motion to approve Change Order #1 to DS Utilities Company Inc. to make final quantity adjustments (deductions and overruns) in accordance with the terms of the unit price contract as well as add two new unit price line items to the contract. (Approved by Engineering Services Committee May 12,2008) Background:After construction was completed there were line items that were not utilized or fully billed and were removed from the contract. There were also some line items that did exceed the contract quantities but ultimately did not cause the project to exceed the original budget. These items will serve to improve the water systems and roadways in the area. Analysis:Approving this change order will adjust the final contract quantities to match the actual final quantities in accordance with the provisions of the unit price contract. Financial Impact:($365,322.93) credited to the 2000 Bond Issue, under account number 511043410-5425110/ 80310150-5425110 Alternatives:Disapprove this change order and risk delays in contract close out and potential claim from the Contractor. Recommendation:Approve Change Order #1 in the deductive amount of ($365,322.93) to DS Utilities Company Inc. on the 630 36” Water Main Phase I Project. Funds are Available in the Following Accounts: Funds are available in the following accounts: 511043410- 5425110/ 80310150-5425110 Cover Memo Item # 58 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 58 1 3 6 " C l a s s 2 0 0 D I P S t a n d a r d J o i n t P i p e 53 0 0 L . 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De s c r i p t i o n o f W o r k Or i g i n a l Q t y 5/ 1 5 / 2 0 0 8 1 o f 2 P D F C o n v e r t . 6 9 3 4 . 1 . 1 0 1 5 0 _ 6 3 0 _ 3 6 W M P H _ I _ C O _ 1 _ F i n a l _ 1 02 3 0 7 _ D S U t i l i t i e s . x l s , F i n a l C O 1 Attachment number 1 Page 1 of 2 Item # 58 Un i t Un i t P r i c e Or i g i n a l S c h e d u l e d V a l u e Fi n a l Q t y Fi n a l V a l u e Au g u s t a U t i l i t i e s D e p a r t m e n t 63 0 3 6 " W a t e r M a i n E x t e n s i o n P r o j e c t ( 1 0 1 5 0 ) Ch a n g e O r d e r N o . 1 ( F i n a l ) S u m m a r y Dif f e r e n c e ( C O V a l u e ) It e m N o . De s c r i p t i o n o f W o r k Or i g i n a l Q t y 25 Flo w a b l e F i l l 10 0 C . Y . $ 9 5 . 0 0 $ 9 , 5 0 0 . 0 0 0 $ 0 . 0 0 - $ 9 , 5 0 0 . 0 0 24 Ro c k E x c a v a t i o n , T r e n c h o r M a s s 10 0 C . Y . $ 7 0 . 0 0 $ 7 , 0 0 0 . 0 0 0 $ 0 . 0 0 - $ 7 , 0 0 0 . 0 0 26 Fo u n d a t i o n B a c k f i l l , G A T y p e I I 18 0 0 C . Y . $ 0 . 0 1 $ 1 8 . 0 0 0 $ 0 . 0 0 - $ 1 8 . 0 0 27 Cle a r i n g a n d G r u b b i n g 1 L . S . $ 1 8 , 7 2 5 . 0 0 $ 1 8 , 7 2 5 . 0 0 1 $ 1 8 , 7 2 5 . 0 0 $ 0 . 0 0 28 6' W o o d e n P r i v a c y F e n c e , C o m p l e t e ( A S U ) 13 0 0 L . F . $ 1 0 . 0 0 $ 1 3 , 0 0 0 . 0 0 0 $ 0 . 0 0 - $ 1 3 , 0 0 0 . 0 0 29 So d d i n g 30 0 S Y $ 8 . 0 0 $ 2 , 4 0 0 . 0 0 0 $ 0 . 0 0 - $ 2 , 4 0 0 . 0 0 30 St o n e D u m p e d R i p - R a p , T y p e I I I , 1 2 " 50 S Y $ 5 9 . 0 0 $ 2 , 9 5 0 . 0 0 0 $ 0 . 0 0 - $ 2 , 9 5 0 . 0 0 31 Si l t F e n c e , A d d i t i o n a l 50 0 L . F . $ 3 . 2 5 $ 1 , 6 2 5 . 0 0 0 $ 0 . 0 0 - $ 1 , 6 2 5 . 0 0 Se l e c t C l e a r i n g a n d G r u b b i n g ( A S U ) 4 A . C . $ 2 , 1 4 0 . 0 0 $ 8 , 5 6 0 . 0 0 4 $ 8 , 5 6 0 . 0 0 $ 0 . 0 0 Sa l e o f 4 0 ' o f F l e x R i n g D I P 3 6 " P i p e 40 L . F . $ 1 2 6 . 8 4 $ 5 , 0 7 3 . 6 0 4 0 $ 5 , 0 7 3 . 6 0 $ 0 . 0 0 33 Lu m p S u m C o n s t r u c t i o n 1 L . S . $ 9 9 , 6 0 0 . 0 0 $ 9 9 , 6 0 0 . 0 0 1 $ 9 9 , 6 0 0 . 0 0 $ 0 . 0 0 Su b t o t a l - O r i g i n a l C o n t r a c t $2 , 1 6 0 , 6 9 9 . 1 0 $ 1 , 7 8 5 , 6 2 6 . 1 7 - $ 3 7 5 , 0 7 2 . 9 3 Li n e I t e m C h a n g e s t o B i d S c h e d u l e Sl a t I n s e r t s f o r F e n c e ( R e v i s e d p r i c e p e r l e t t e r t o A U D ) 0 L . F . $ 7 . 5 0 $ 1 3 , 0 0 0 . 0 0 1 3 0 0 $ 9 , 7 5 0 . 0 0 - $ 3 , 2 5 0 . 0 0 Su b t o t a l - L i n e I t e m C h a g e s t o B i d S c h e d u l e $1 3 , 0 0 0 . 0 0 $ 9 , 7 5 0 . 0 0 - $ 3 , 2 5 0 . 0 0 Or i g i n a l S c h e d u l e d V a l u e F i n a l V a l u e C O 1 T o t a l GR A N D T O T A L S $2 , 1 6 0 , 6 9 9 . 1 0 $ 1 , 7 9 5 , 3 7 6 . 1 7 - $ 3 6 5 , 3 2 2 . 9 3 5/ 1 5 / 2 0 0 8 2 o f 2 P D F C o n v e r t . 6 9 3 4 . 1 . 1 0 1 5 0 _ 6 3 0 _ 3 6 W M P H _ I _ C O _ 1 _ F i n a l _ 1 02 3 0 7 _ D S U t i l i t i e s . x l s , F i n a l C O 1 Attachment number 1 Page 2 of 2 Item # 58 Commission Meeting Agenda 5/20/2008 2:00 PM Confederate Powder Works Chimney Department:Clerk of Commission Caption:Motion to approve a request from the Brigadier General E. Porter Alexander Camp #158, Sons of Confederate Veterans, for permission to perform restoration work on the Confederate Powder Works Chimney located at Sibley Mill on Goodrich Street. (Approved by Engineering Services Committee May 12, 2008) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 59 Attachment number 1 Page 1 of 1 Item # 59 Commission Meeting Agenda 5/20/2008 2:00 PM Good News Church Storm Replacement Contract Award Department:Abie L. Ladson, P.E., Director Caption:Motion to approve award of Construction Contract to CBH Construction in the amount of $61,079.00 for the Storm Pipe Replacement at Good News Baptist Church (CPB#322- 041110-206822001), subject to receipt of signed contracts and proper bonds. Also approve Change Number One in the amount of $10,000 to be funded from One Percent Sales Tax, Phase II Recapture as requested by the Engineering Department. (Approved by Engineering Services Committee May 12, 2008) Background:Currently, there is an existing 30” corrugated metal pipe that extends from the Warren Road right-of-way through the parking lot of GoodNewsBaptistChurch and terminates at the Georgia Department of Transportation (GDOT) right-of- way. The existing pipe and subgrade is currently failing and causing the church parking lot to sink and fail. The existing 30” pipe is currently receiving at least 75% of the stormwater from Augusta-RichmondCounty’s stormwater facilities. The proposed improvements will alleviate the drainage and subgrade problem. Analysis:Bids were received on March 4, 2008 with CBH Construction being the low bidder. Bid results are as follow: CONTRACTORS BID 1. CBH Construction $61,079.00 2. Blair Construction $94,664.79 3. Mabus Brothers Construction $99,986.00 4. Payne Construction Commercial $134,121.00 5. Beam’s Construction $196,290.16 It is the Engineering Department recommendation to award this project to the Low bidder CBH Construction. Financial Impact:Upon Commission approval, Funds will be available in the project construction budget. Cover Memo Item # 60 Alternatives:1) Approve award of Construction Contract to CBH Construction in the amount of $61,079.00 for the Storm Pipe Replacement at Good News Baptist Church (CPB#322- 041110-206822001), subject to receipt of signed contracts and proper bonds. Also approve Change Number One in the amount of $10,000 to be funded from One Percent Sales Tax, Phase II Recapture as requested by the Engineering Department. 2) Do not approve and deny completion of a funded project. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: 322-041110-6011110/292822333-6011110 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 60 Augusta-Richmond County, Georgia CPB#322-04-206822001 BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby authorized. Section 1: The project is authorized to CPB# 322-04-206822001. Funding of the proposes to replace the existing pipe and subgrade which is currently failing and causing the church parking lot to sink and fail. The proposed improvements will alleviate the drainage and subgrade problem. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase II Recapture $56,872 $56,872 Section 3: The following amounts are appropriated for the project: By Basin By District Varies $56,872 $56,872 Section 4: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Honorable Deke Copenhaver, Mayor CAPITAL PROJECT BUDGET STORM PIPE REPLACEMENT AT GOOD NEWS BAPTIST CHURCH 1 of 9 5/15/2008 Attachment number 1 Page 1 of 9 Item # 60 Augusta-Richmond County, Georgia CPB#322-04-206822001 CAPITAL PROJECT BUDGET STORM PIPE REPLACEMENT AT GOOD NEWS BAPTIST CHURCH Copy-Procurement Department 2 of 9 5/15/2008 Attachment number 1 Page 2 of 9 Item # 60 Augusta-Richmond County, Georgia CPB#322-04-206822001 CAPITAL PROJECT BUDGET STORM PIPE REPLACEMENT AT GOOD NEWS BAPTIST CHURCH CPB AMOUNT CPB SOURCE OF FUNDS CPB CHANGE SALES TAX PHASE II RECAPTURE 322-041110-6011110-292822333 ($56,872) SPECIAL 1% SALES TAX, PHASE II 322-041110-6011110-292822333 TOTAL SOURCES: ($56,872) $0 USE OF FUNDS CONSTRUCTION 322-04-1110-5414110-206822001 $54,164 CONTINGENCY 322-04-1110-6011110-206822001 $2,708 $56,872 $0 TOTAL USES: 3 of 9 5/15/2008 Attachment number 1 Page 3 of 9 Item # 60 Section 1: The project is authorized to CPB# 322-04-206822001. Funding of the proposes to replace the to sink and fail. The proposed improvements will alleviate the drainage and subgrade problem. 4 of 9 5/15/2008 Attachment number 1 Page 4 of 9 Item # 60 5 of 9 5/15/2008 Attachment number 1 Page 5 of 9 Item # 60 NEW CPB $0 $0 6 of 9 5/15/2008 Attachment number 1 Page 6 of 9 Item # 60 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET STORM PIPE REPLACEMENT AT GOOD NEWS BAPTIST CHURCH BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby authorized. Section 1: The project is authorized to CPB# 322-041110-206822001. Funding of the proposes to replace the existing pipe and subgrade which is currently failing and causing the church parking lot to sink and fail. The proposed improvements will alleviate the drainage and subgrade problem. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase II Recapture $56,872 Special 1% Sales Tax, Phase II Recapture $10,000 $66,872 Section 3: The following amounts are appropriated for the project: By Basin By District Varies $66,872 $66,872 Section 4: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Honorable Deke Copenhaver, Mayor CHANGE NUMBER ONE CPB#322-041110-206822001 7 of 9 5/15/2008 Attachment number 1 Page 7 of 9 Item # 60 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET STORM PIPE REPLACEMENT AT GOOD NEWS BAPTIST CHURCH CHANGE NUMBER ONE CPB#322-041110-206822001 8 of 9 5/15/2008 Attachment number 1 Page 8 of 9 Item # 60 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET STORM PIPE REPLACEMENT AT GOOD NEWS BAPTIST CHURCH CHANGE NUMBER ONE CPB#322-041110-206822001 CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB CHANGE CPB SALES TAX PHASE II RECAPTURE 322-041110-6011110-292822333 ($56,872)($56,872) SPECIAL 1% SALES TAX, PHASE II 322-041110-6011110-292822333 ($10,000) ($10,000) TOTAL SOURCES: ($56,872) ($10,000) ($66,872) USE OF FUNDS CONSTRUCTION $54,164 $10,000 $64,164 322-04-1110-5414110-206822001 CONTINGENCY 322-04-1110-6011110-206822001 $2,708 $2,708 TOTAL USES:$56,872 $10,000 $66,872 9 of 9 5/15/2008 Attachment number 1 Page 9 of 9 Item # 60 Commission Meeting Agenda 5/20/2008 2:00 PM Juvenile Court Building Location Department:Administrator Caption:Motion to approve authorizing the Administratior to negotiate a contract with the owners of the old Federal Bankruptcy Court Building for use of the second and third floors as the site of the Juvenile Court and bring back for final approval. (Approved by Engineering Services Committee May 12, 2008.) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Cover Memo Item # 61 Commission Meeting Agenda 5/20/2008 2:00 PM Property Condemnation - Easements - Darnell Warren as Administrator for the Estate of Mattie L. Warren Department:Attorneys Caption:Motion to authorize condemnation of a portion of a property owned by Darnell Warren as Administrator for the Estate of Mattie of Mattie L. Warren; 9948 square feet of permanent easement and 9341 square feet of temporary construction easement, PIN: 099-0-070-00-0, property address: 2417 Doug Barnard Parkway. (Approved by Engineering Services Committee May 12,2008) Background:The project has to proceed according to schedule and it is necessary to condemn a portion of subject property to clear the title. The appraised value of the easements is $2,658.00. Analysis:Condemnation is required in order to acquire the easements. Financial Impact:The necessary costs will be covered by the project budget. Alternatives:None, action is necessary to avoid delays in the project and associated costs. Recommendation:Approve the authorization to condemn Funds are Available in the Following Accounts: 510043420-5411120 80200007-5411120 REVIEWED AND APPROVED BY: Cover Memo Item # 62 Administrator. Clerk of Commission Cover Memo Item # 62 Commission Meeting Agenda 5/20/2008 2:00 PM Property Condemnation–Permanent and Temporary Construction Easements Sheila Ann Mitchell Department:Attorneys Caption:Motion to authorize condemnation of a portion of a property owned by Sheila Ann Mitchell; 1,618 square feet of permanent access, utility and maintenance easement and 2,015 square feet of temporary construction easement. PIN: 132-0-447-00-0, property address: 3490 Monte Carlo Drive. (Approved by Engineering Services Committee May 12, 2008) Background:The project has to proceed according to schedule and the City has been unable to purchase the required easements due to title issues. In order to proceed and avoid the resulting delays and costs, it is necessary to condemn a portion of subject property. The appraised value of the easements is $600.00. Analysis:Condemnation is required in order to acquire the easements. Financial Impact:The necessary costs will be covered by the project budget. Alternatives:None, action is necessary to avoid delays in the project and the associated costs. Recommendation:Approve the authorization to condemn Funds are Available in the Following Accounts: 510043420-5411120 80260107-5411120 Cover Memo Item # 63 REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Cover Memo Item # 63 Commission Meeting Agenda 5/20/2008 2:00 PM Purchase of Wide Format Printer / Copier / Scanner for Augusta Utilities Department:Utilities Caption:Motion to approve the purchase of a KIP 5202 Large Document Color Scanner/Copier/Printer System and Accessories in the amount of $35,078.75. (Approved by Engineering Services Committee May 12,2008) Background: Analysis:AUD's current Large Document Scanner/Copier/Printer system is outdated obsolete and unsupported. Our efforts to generate the digital/electronic database and provide a faster and more efficient Archive Retrieval System cannot be accomplished with our current equipment. Financial Impact:$35,078.75 from account 506043110-5424510 Alternatives:None Recommendation:Augusta Utitlties recommends the purchase of the KIP 5202 Large Document Color Scanner/Copier/Printer System and Accessories in the amount of $35,078.75 from Imaging Technologies of Augusta GA. This recommendation is based upon the competitive bid results from BID Item 08-061 and evaluation of initial equipment purchase plus subsequent monthly maintenance costs for a period of one year following warranty expiration. Funds are Available in the Following Accounts: $35,078.75 from account 506043110-5424510 Cover Memo Item # 64 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 64 N. Max Hicks, P.E., RLS, Director Engineering and Construction Division Wes Byne, P.E., Assistant Director 360 Bay Street, Suite 180 – Augusta, GA 30901 Office (706) 312-4132 – Fax (706) 312-4133 www.augustaga.gov March 14, 2008 Geri Sams, Director Procurement Department Ref: Bid Item #08-061 Wide Format Printer / Copier / Scanner for Augusta Utilities Ms. Sams: After thorough review of the bids received in the above referenced bid item 08-061, Augusta Utilities recommends the bid to be awarded to Imaging Technologies. Our criteria for selecting a vendor is based on a combination of the price of the equipment and accompanying maintenance costs for one year following the expiration of the warranty. Please see the table below: Vendor Model Equipment Price Maintenance (1 Yr) Total Pollock Company KIP 5202 $32,734.00 $180 per mo base Plus .06 per sq ft @4,500 sq ft per month ($5,400.00) $38, 134.00 Imaging Technologies KIP 5202 $33,058.75 $165 per mo @ 4,500 sq ft ($1,980.00) $35, 038.75 Digital Blueprint KIP 5202 $33,995.00 $210 per mo @ 4,500 sq ft ($2,520.00) $36,515.00 Although Pollock Company’s bid for the KIP 5202 was the lowest, they are actually highest in total cost over a 1 year period when you add monthly maintenance fees. Their “base” rate is $180.00 per month but their sq ft usage is $.06 per sq ft (this equals $2,160 for the base rate plus $3,240 for 4,500 sq ft of usage for a total of $5,400). Digital Blueprint is 2nd lowest overall within $450.00 of Imaging Technologies. ACME and IKON were not considered based on their exceptions and of not bidding an acceptable equivalent. Thank you for your attention to this matter. Please contact me if there are any questions regarding this bid item. Sincerely, Jerry Philpot, Systems Program Manager Augusta Utilities Department cc: N. Max Hicks, P.E., RLS, Director Wes Byne, P.E., Assistant Director Reggie Horne, Information Technology UTILITIES DEPARTMENT Attachment number 1 Page 1 of 2 Item # 64 Attachment number 1 Page 2 of 2 Item # 64 Attachment number 2 Page 1 of 1 Item # 64 Attachment number 3 Page 1 of 2 Item # 64 Attachment number 3 Page 2 of 2 Item # 64 Commission Meeting Agenda 5/20/2008 2:00 PM Ratify Change Order #2 to New Savannah Rd Water Main Department:Utilities Caption:Motion to ratify Change Order 2 to Daily Rate Construction Program for Emergency Line Replacement on New Savannah Rd. for $205,000.00. (Approved by Engineering Services Committee May 12,2008) Background:During the construction of the Main Interceptor, the water line on was not redesigned, and was in conflict with the new sewer. Because of this, water service to a significant service area would be impacted. The extent of this impact was not immediately clear during design. Because AUD is planning to replace this section of line, it was determined to move ahead with an emergency replacement of the existing line. Blair was selected because of the daily rate program. They were tasked with replacing the 12” line with a 16” line on a daily contracted rate based on the bid of that service. In addition, Blair secured materials at a lesser rate than AUD could procure. This was determined to be an emergency due to the number of residents and businesses affected by the outage. The contractor on the Main Interceptor offered a competitive price approximately 1.5 times this fee. Analysis:This was deemed an emergency line replacement. Procurement was notified because of the emergency nature. Replacing this line saves money in the long run because overlay costs are not spread across two contracts. In addition, service is improved for residents and businesses in South Augusta. The first change order did not include enough funding to adequately address the issues that occurred with replacing the line while another construction contract was occurring. Due to logistical delays, additional expenses were incurred. No engineering fees nor right of way fees were incurred in the design of this line, a savings of approximately $80,000.00. Cover Memo Item # 65 Financial Impact:$200,000.00 from account 50704340-5425110/80600040- 5425110 Alternatives:None. Recommendation:Ratify Change Order to Daily Rate Construction Program for Emergency Line Replacement on New Savannah Rd for $205,000.00 Funds are Available in the Following Accounts: $200,000.00 from account 50704340-5425110/80600040- 5425110 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 65 Attachment number 1 Page 1 of 1 Item # 65 Commission Meeting Agenda 5/20/2008 2:00 PM Ratify Emergency Bid for Eisenhower 14" Waterline Replacement Department:Utilities Caption:Motion to ratify Emergency Bid to replace Eisenhower Hospital 14” Water Line. (Approved by Engineering Services Committee May 12, 2008) Background:Fort Gordon contacted AUD to obtain pricing for replacement of a section of 14” water main that is in conflict with current construction on base. AUD contacted Procurement and obtained an emergency bid on the project. Three bidders were contacted. The low bidder was Beams Construction. AUD was asked to hold the award pending review by the Contracting Officer at the Defense Energy Services Center. That review has been completed, and the Army is prepared to proceed. By the time this agenda item is on Committee, the work should have been completed. Analysis:This was deemed an emergency line replacement. Procurement was notified because of the emergency nature. Fort Gordon and DESC were made aware of the emergency requirements and agreed to notify AUD upon completion of review. AUD received notification on March 13, that the notice to proceed should be issued in the next week. AUD submitted this agenda item assuming that work would be complete by the time the agenda item is reviewed. Financial Impact:$ 112,373.23 from account 507043410-5425110/80800005- 5425110 Alternatives:None. Recommendation:Ratify Emergency Bid to Replace Eisenhower Hospital 14” Water Line for $112,373.23 Cover Memo Item # 66 Funds are Available in the Following Accounts: $ 112,373.23 from account 507043410-5425110/80800005- 5425110 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 66 Augusta Utilities Proposal to Install a 14" line replacement at the Intersection of Chamberlain and East Hospital Rd 7 Mar 2008 Attachment number 1 Page 1 of 4 Item # 66 New 14" Line (Light Blue) Old Line (Red), Abandon In Place C H A M B ER L AI N AVE N U E EAST HOSPITAL ROAD CENTRAL HOSPITALROAD Item # 66 Vendors Price Bid Bond G&A Final R & R Beam's Construction 2355 Atomic Rd Beech Island, SC 29842 83,493 X 34.59% 112373.2287 Blair Construction PO Box 770 Evans, GA 30809 152,617.30 X 34.59% 205407.6241 Eagle Construction 4005 Braswell Rd Blythe, GA 30805 107,122.00 X 34.59% 144175.4998 Emergency Bid 08-087 Eisenhower Emergency Waterline Replacement For Augusta Utilities Dept Emergency Bid Opening Date Wednesday, February 27, 2008 @ 3:00 PM Attachment number 1 Page 3 of 4 Item # 66 Attachment number 1 Page 4 of 4 Item # 66 Attachment number 2 Page 1 of 1 Item # 66 Commission Meeting Agenda 5/20/2008 2:00 PM Rock Creek Improvements Department:Augusta Utilities Department Caption:Motion to approve proposal for the professional services in the amount of $86,500 to ZEL Engineering for the plan of study for the Rock Creek basin. (Approved by Engineering Services Committee May 13, 2008) Background:The Rock Creek Sanitary Improvements project involves Infiltration and/or Inflow (I/I) that may exist in the Rock Creek collection system. There is evidence that either the sewer is near its capacity or that excessive infiltration exists that warrant evaluation and correction. The sewer trunk line starts at Lake Olmstead and ends near Stevens Creek Rd. Analysis:The price for the scope of work listed is $86,500. Based on projects of similar scope, AUD has reviewed the cost and determine this fee to be fair and reasonable. Financial Impact:The cost for services from ZEL is $86,500.00. These funds are available from the following accounts:507043420- 5425210/80800010-5425210 Alternatives:Reject ZEL Proposal, which would delay the design of the project and the construction of the sanitary sewer improvements. Recommendation:It is recommended to award ZEL in the amount of $86,500.00 Funds are Available in the Following Accounts: 507043420-5425210/80800010-5425210 Cover Memo Item # 67 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 67 ENGINEERING SCOPE DOCUMENT THE CITY OF AUGUSTA, GEORGIA UTILITIES DEPARTMENT SEWER IMPROVEMENTS ROCK CREEK BASIN PLAN OF STUDY January 14, 2008 PROJECT 2007-P24 E N G I N E E R S Attachment number 1 Page 1 of 11 Item # 67 E N G I N E E R S Page 1 of 8 Table of Contents Table of Contents................................................................................................................ 1 Rock Creek Sewer Collection Basin................................................................................... 2 I. Identify Collection System Problems.......................................................................... 2 II. Define Infiltration/Inflow (I/I) Problem..................................................................... 3 A. Physical Inspection ................................................................................................ 3 B. Collection of Rainfall Data .................................................................................... 3 C. Rainfall Simulation ................................................................................................ 4 III. Prepare Map and Field Report.................................................................................. 4 IV. Conduct a Cost-Effectiveness Analysis.................................................................... 4 Attachment number 1 Page 2 of 11 Item # 67 E N G I N E E R S Page 2 of 8 Rock Creek Sewer Collection Basin Infiltration and/or Inflow (I/I) may exist in the Rock Creek collection system. There is evidence that either the sewers are near their capacities or excessive Infiltration/Inflow (I/I) flow exists that warrant evaluation and correction. Augusta Utilities Department (AUD) may perform an sewer system evaluation survey (SSES) to identify the sources of I/I and determine at what level it is cost effective to treat and/or remove the I/I. AUD should also evaluate the design capacity of the existing system and evaluate the full basin development flow rates. 1. Evaluation of the existing capacity is a desktop evaluation based on the known features of the collection system. Evaluation of the full basin development flow rates is a planning evaluation based on standard planning type land use estimates from local planning agencies and correlated to regional and state planning projections for a date in the future. Since the trunk sewers in Rock Creek were constructed in the 1960’s and 1970’s (extended to serve the I-20 welcome station), planning should look at the available land and apply the density for the anticipated land use to arrive at a design flow at various points in the basin. 2. If there is evidence that the present flows are greatly influenced by I/I, Then a SSES should be undertaken for sections of the trunk mains that do not warrant replacement based on the full basin projections. Because the lower end of the basin is fully developed, it is most likely that these sections of the trunk lines may need relief. The following steps should be taken to complete the study: I. Identify Collection System Problems 1. Describe the existing system and discuss its history; 2. Review and analyze existing flow records such as plant influent data, pump stations data, overflow locations and estimated amounts, etc; 3. Divide the collection system into subsystems and identify the key manholes Attachment number 1 Page 3 of 11 Item # 67 E N G I N E E R S Page 3 of 8 which are located at the outlet of each subsystem; 4. Monitor flows to key manholes and compare them to the expected sewer flows from the subsystems. Identify problem subsystems and determine if further study is needed. Discuss and explain the basis for the decision; and 5. Determine if the excessive flow problem is due to infiltration or inflow (or both) and decide the appropriate time period of the year to monitor the problem subsystems. II. Define Infiltration/Inflow (I/I) Problem Once problem subsystems are identified, a physical inspection, rainfall data, and rainfall simulation may be used to further define the I/I problem. A. Physical Inspection Conduct a physical inspection of the subsystem area that includes the following: 1. Inspect all manholes within the identified area. Descend manholes using a lamp system and inspect the manhole walls and floor for weeping water, mineral deposits, and sand/silt deposits. Inspect all construction and pipe materials for misalignment, structural deformities, etc. 2. Prepare a manhole inspection report. A manhole inspection report should contain the manhole number, size, type of pipe, structural condition, amount of deposit, root growth, and other miscellaneous information. The report should also contain a recommendation for the preferred cleaning method for each sewer section. 3. If groundwater infiltration is suspected to be a problem, groundwater gauges should be installed at manholes or at other sites to evaluate the groundwater conditions. 4. Measure early morning flows (between 2 a.m. to 5 a.m.) at key manholes and at upstream manholes to identify infiltration. The domestic flows will be minimal during these hours. Subtract approximated domestic flow from the actual flow measurements to determine infiltration. B. Collection of Rainfall Data Rain gauges should be installed at selected sites, (Augusta RWPS, Welcome Station, or mid-basin @ Rock Creek) either to provide raw data or to establish the basis for a Attachment number 1 Page 4 of 11 Item # 67 E N G I N E E R S Page 4 of 8 correlating analysis of various adjacent areas that have available rainfall data. C. Rainfall Simulation 1. Perform rainfall simulation to identify sewer sections with I/I problems. The use of the following techniques is suggested: 2. Smoke test--A smoke test should be used to identify inflow sources such as catch basins, roof and other drains, crossing connections, manhole covers, and bad joints and leaks. 3. Dye test--A dye test should be used on ditches, streams, or storm sewers located above or crossing the sanitary sewer system. III. Prepare Map and Field Report 1. After all the fieldwork is complete, locate and present all identified problem sewers and manholes on a map. The map should be color coded to identify pipe sizes, joint materials, and estimated quantity of I/I. The direction of sewer flow should also be indicated on the map. 2. Prepare a field inspection report. The inspection report should compile and analyze all data and information collected in the field. Include all backup information, such as field notes and measurements, a summary of defective manholes and pipes, an estimate of rehabilitation cost, and an estimate of I/I reduction. 3. Show sections of existing trunk main found deficient for full basin development needs. Rank the sections by their level of deficiency. IV. Conduct a Cost-Effectiveness Analysis After all data and results have been analyzed and summarized, a cost-effective analysis must be conducted to determine the cost of eliminating I/I at various levels. The costs of I/I reduction should then be compared to the total cost of transportation and treatment of I/I flows at the treatment facilities. The total present worth or annual worth analysis shall be used to perform the cost comparison. For various levels of I/I removal, determine the: 1. Cost of transporting and treating existing I/I. Include capital costs (modifying transportation system, constructing treatment plant, replacing units, engineering, legal, administration, and contingency costs), operation and maintenance costs; Attachment number 1 Page 5 of 11 Item # 67 E N G I N E E R S Page 5 of 8 2. Cost of I/I reduction. Include rehabilitation, repair, replacement, and engineering costs; and 3. Total cost of transporting, treating, and reduction I/I. Plot the total costs associated with the various percentages of I/I reduction and determine the cost- effective cutoff point, the lowest cost point for I/I reduction (see attached Cost Effective Analysis Curve). V. Prepare Survey Recommendations 1. Propose a rehabilitation program to deal with the cost effective reduction of I/I. Explain the basis for recommendations and include a short term and long term action plan and schedule. 2. Present a recommended sequence of upgrade to the trunk main based on the deficiency rank and present the limits of each section and the design criteria (pipe size and available slope for gravity relief, or for each section, the pipe size and available head for low pressure transport. Attachment number 1 Page 6 of 11 Item # 67 E N G I N E E R S Page 6 of 8 Attachment number 1 Page 7 of 11 Item # 67 E N G I N E E R S Page 7 of 8 Figure 1 Rock Creek Basin and Trunk Sewer Attachment number 1 Page 8 of 11 Item # 67 E N G I N E E R S Page 8 of 8 Figure 2 Estimate of Effort AUGUSTA UTILITIES DEPARTMENT Engineering Scope Docum ent ZEL Engineers January 14, 2008 Description Total H ours BASE DATA Task M anagem ent Hours 8 1 Existing capacity from records 18 2 Collect Land U se Plan 10 3 Identify developable tracts 14 4 Separate Basin into gravity Sub Basins 6 5 Obtain digital GIS inform ation on the sewer system 22 Sub Totals 78 EVALUATIONS M anagem ent Hours 16 6 Determ ine proper density for future use 20 7 Determ ine design flow rates for contributing areas 16 8 Identify change of size locations 12 9 Identify changes in available slope 16 10 Cum ulative design flows 12 11 Review and analyze existing flow records 16 12 C orrelate rain gauge to available rainfall data 12 13 Conduct a Cost-Effectiveness Analysis 28 14 Identify problem subsystem s 16 15 Determ ine if further study is needed. 12 16 Explain the basis for the decision 8 Sub Totals 184 FIELD W ORK M anagem ent Hours 8 17 Flow M onitoring, key m anholes 70 18 Prepare a m anhole inspection report 20 19 Recom m endation for the preferred cleaning m ethod 12 20 Install groundwater gauges at m anholes 28 21 Install Rain gauges 10 22 Sm oke test 60 23 Dye test 60 Sub Totals 268 REPORT PHASE M anagem ent Hours 16 24 Describe the existing system and discuss its history 8 25 Prepare M ap 46 26 Prepare Field Report 8 27 Describe short and long term goals 12 28 Propose Correction Program 20 29 Determ ine the sequence of upgrade 34 30 Prepare Basin Report 38 Sub Totals 182 CLIENT COMMUNICATION M anagem ent Hours 12 31 Progress Reports 20 32 Field visits 12 33 Questions and Answers 20 34 Project M anagem ent 16 S ub T otals 80 TOTALS 792 Reimbursable Costs Attachment number 1 Page 9 of 11 Item # 67 March 26, 2008 Mr. N. Max Hicks, P.E., Director Augusta-Richmond Co. Utilities Dept. 360 Bay Street, Suite 180 Augusta, GA 30901 RE: Rock Creek Basin Study Professional Services Proposal Dear Mr. Hicks: We are pleased to offer this proposal for professional services for the referenced project as requested by the Mr. Byne. We propose to execute the Plan of Study presented to AUD on January 14, 2008. The attached Professional Services Worksheet presents our estimates of manpower requirements and the costs of services, including: xCompile and review all available Base Data xEngineering and Economic Evaluations xField Monitoring and Inspections xReport Presenting the Priorities and Recommendations xClient Communications and Presentations xAll reimbursable expenses. We propose to render the normal services listed for a lump sum fee of $86,500. If you have any questions in this regard, please let us know. Yours truly, ZIMMERMAN, EVANS AND LEOPOLD, INC. Jorge E. Jiménez, P. E. Principal JEJ:st cc: Mr. Wes Byne, P. E., Assistant Director AUD, Engineering Enclosure Attachment number 1 Page 10 of 11 Item # 67 AUGUSTA UTILITIES DEPARTMENT ROCK CREEK BASIN Engineering Scope Document ZEL Engineers March 26, 2008 Description Total Hours Task Cost BASE DATA Task Management Hours 8 1,043.69$ 1 Existing capacity from records 18 1,474.22$ 2 Collect Land Use Plan 10 848.00$ 3 Identify developable tracts 14 1,487.26$ 4 Separate Basin into gravity Sub Basins 6 534.89$ 5 Review digital GIS information on the sewer system 22 1,616.16$ Sub Totals 78 7,004.22$ EVALUATIONS Management Hours 16 2,087.38$ 6 Determine proper density for future use 20 2,044.59$ 7 Determine design flow rates for contributing areas 16 1,601.02$ 8 Identify change of size locations 12 1,157.45$ 9 Identify changes in available slope 16 1,601.02$ 10 Cumulative design flows 12 961.76$ 11 Review and analyze existing flow records 16 1,601.02$ 12 Correlate rain gauge to available rainfall data 12 961.76$ 13 Conduct a Cost-Effectiveness Analysis 28 2,931.73$ 14 Identify problem subsystems 16 1,601.02$ 15 Determine if further study is needed. 12 1,157.45$ 16 Explain the basis for the decision 8 713.89$ Sub Totals 184 18,420.13$ FIELD WORK Management Hours 8 1,043.69$ 17 Flow Monitoring, key manholes 70 7,651.10$ 18 Prepare a manhole inspection report 20 1,587.98$ 19 Recommendation for the preferred cleaning method 12 1,157.45$ 20 Install groundwater gauges at manholes 28 2,995.71$ 21 Install Rain gauges 10 1,065.71$ 22 Smoke test 60 7,324.11$ 23 Dye test 60 7,324.11$ Sub Totals 268 30,149.87$ REPORT PHASE Management Hours 16 2,087.38$ 24 Describe the existing system and discuss its history 8 713.89$ 25 Prepare Map 46 2,810.14$ 26 Prepare Field Report 8 713.89$ 27 Describe short and long term goals 12 1,157.45$ 28 Propose Correction Program 20 2,044.59$ 29 Determine the sequence of upgrade 34 2,624.89$ 30 Prepare Basin Report 38 3,068.46$ Sub Totals 182 15,220.69$ CLIENT COMMUNICATION Management Hours 12 1,565.54$ 31 Progress Reports 20 2,044.59$ 32 Field visits 12 1,157.45$ 33 Questions and Answers 20 2,044.59$ 34 Project Management 16 1,601.02$ Sub Totals 80 8,413.20$ TOTALS 792 79,208.11$ Reimbursable Costs Travel, 1000 miles @ $0.42 420.00$ Equipment charges, 4@300*4 months 4,800.00$ Miscellaneous out of pocket 1,000.00$ Printing Costs 1,000.00$ 7,220.00$ Program Total 86,428.11$ Attachment number 1 Page 11 of 11 Item # 67 Commission Meeting Agenda 5/20/2008 2:00 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the regular meeting of the Commission held on May 6, 2008. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 68 Commission Meeting Agenda 5/20/2008 2:00 PM Richmond County Board of Health SPLOST Funds Department: Caption:Consider a request from the Richmond County Board of Health to expend aproximately $63,424.17 in remaining SPLOST funds from the Richmond County Health Department's South Augusta Facility for Capital Improvements (space issues) at the Laney-Walker Facility. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 69 Attachment number 1 Page 1 of 1 Item # 69 Commission Meeting Agenda 5/20/2008 2:00 PM Bd. of Health appt. Department: Caption:Consider the recommendation from the Richmond County Board of Health to appoint (1) of the following three names to fill a vacant seat on the BOH. (1)W. Stuart Flanagin, Jr., (2) Lu Lu Gillard and (3) Dr. Christine Crawford. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 70 Attachment number 1 Page 1 of 1 Item # 70 Attachment number 2 Page 1 of 8 Item # 70 Attachment number 2 Page 2 of 8 Item # 70 Attachment number 2 Page 3 of 8 Item # 70 Attachment number 2 Page 4 of 8 Item # 70 Attachment number 2 Page 5 of 8 Item # 70 Attachment number 2 Page 6 of 8 Item # 70 Attachment number 2 Page 7 of 8 Item # 70 Attachment number 2 Page 8 of 8 Item # 70 Commission Meeting Agenda 5/20/2008 2:00 PM District 2 Appointments Department: Caption:Motion to approve the appointments of Lillie Hatney Williams to the ARC Planning Commission and Diane Moss to the Animal Control Board representing District 2. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 71 Attachment number 1 Page 1 of 1 Item # 71 Attachment number 2 Page 1 of 1 Item # 71 Commission Meeting Agenda 5/20/2008 2:00 PM Judicial Center Department:Administrator Caption:Updated presentation to the Augusta-Richmond County Commission by the Judicial Center Subcommittee. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Cover Memo Item # 72 Commission Meeting Agenda 5/20/2008 2:00 PM Affidavit Department: Caption:Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 73