HomeMy WebLinkAbout2009-06-16-Meeting Agenda
Commission Meeting Agenda
Commission Chamber
6/16/2009
2:00 PM
INVOCATION:
Reverend Mark Pierson, Pastor, Bethel A.M.E. Church St.
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
RECOGNITION(S)
Employee of the Month
A. Ms. Carla McFeely, May Employee of the Month
Attachments
Five (5) minute time limit per delegation
DELEGATIONS
B. Mr. George Mitchell
Belle Terrace Neighborhood Association
RE: Application for a personal care home at 3057 Collier Road
Attachments
C. Commissioner Betty Beard. RE: Laney-Walker/Bethlehem Revitalization Project.
Attachments
CONSENT AGENDA
(Items 1-33)
PLANNING
1. Z-09-25 – A request for concurrence with the Augusta Richmond County Planning
Commission to approved a petition by Patrick J. Rice, Attorney, on behalf of
Berckman LLC Residential Properties and FTD, LLC, requesting a Special
Exception to establish a public parking area per Section 8-2 (b) and Section 17-2
(a) of the Comprehensive Zoning Ordinance for Augusta-Richmond County affecting
property described below: Tract A - Beginning a point where the northwest right-of-
way line of Berckman Road intersects with the southwest right-of-way line of Cherry
Lane and comprising 7 land parcels containing approximately 13 acres. (Tax Parcels
018-0-123-00-0, 018-0-112-00-0, 018-0-111-01-0, 018-0-109-00-0, 018-0-105-00-0,
018-0-103-00-0 and 019-0-0-065-00-0. DISTRICT 7 Tract B - Beginning at a point
located on the northwest right-of-way line of Heath Drive where Wicklow Drive
Attachments
becomes Heath Drive comprising a portion of 3 land parcels totally approximately 21
acres. (Tax Map 018-0-080-00-0, 018-0-079-00-0 and Part of Tax Map 018-0-068-01-
0) DISTRICT 7
2. Z-09-27 – A request for concurrence with the Augusta Richmond County Planning
Commission to approve a petition by J. Edward Enoch, on behalf of F. J. Bentley and
Katherine H. Bentley, requesting a Special Exception to establish a liquor store in a
B-1 Zone per Section 21-2 (c) of the Comprehensive Zoning Ordinance for Augusta-
Richmond County affecting property containing 1.09 acres and is known as 240
Davis Road. (Tax Map 016-0-034-02-0) DISTRICT 7
Attachments
3. Z-09-29 – A request for concurrence with the Augusta Richmond County Planning
Commission to approve with the following conditions 1) That the use of this property
be limited to a plumbing repair business or those uses allowed in its present zoning
configuration; 2) that a landscape hedge be added along the north property line of
parcel 083-0-098-04-0 and the dumpster be enclosed and 3) that the solid board
fencing be completed along the rear yard of the main parcel, 083-0-098-03-0, up to
approximately the southern end of the office building; a petition by David Avrett
requesting a change of zoning from Zone R-1A (One-family Residential) and Zone
B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting property
described below: Tract A - Beginning at a point located on the southeast right-of-
way line of New McDuffie Road, 230 feet, more or less, southwest of Wade Road
containing .33 acres and is known as 2324 New McDuffie Road. (Tax Map 083-0-
098-04-0) DISTRICT 5 Tract B - Beginning at a point located on the southeast right-
of-way line of New McDuffie Road, 380 feet, more or less, southwest of Wade Road
containing .61 aces and is known as 2332A New McDuffie Road. (Tax Map 083-0-
098-03-0) DISTRICT 5
Attachments
4. Z-09-30 – A request for concurrence with the Augusta Richmond County Planning
Commission to approve a petition by Jonathan Youmans requesting a change of
zoning from Zone A (Agriculture) to Zone B-2 (General Business) affecting
property containing .78 acres and is to be utilized in conjunction with an adjacent
convenience store located at 5131 Mike Padgett Highway. (Tax Map 354-0-008-13-0)
DISTRICT 8
Attachments
PUBLIC SERVICES
5. Motion to approve Campbell & Paris Change Order #1 – Airfield Signage.
(Approved by Public Services Committee June 8, 2009)
Attachments
6. Motion to approve New Application: A. N. 09 - 81: request by Miriam F. Rizvi for a
retail package Beer & Wine license to be used in connection with A M 786, Inc. DBA
East Boundary Food Mart located at 202 East Boundary St. District 1. Super District
9. (Approved by Public Services Committee June 8, 2009)
Attachments
7. Motion to approve a New Ownership application: A. N. 09 - 82: request by Mark
Detchemendy for an on premise consumption Liquor, Beer & Wine license to be
used in connection with the White Elephant Cafe located at 1135 Broad St. District 1.
Super District 9. (Approved by Public Services Committee June 8, 2009)
Attachments
8. Motion to approve Amendment #2 to Cooperative Agreement FY 2009 with the
CSRA Regional Development Center. (Approved by Public Services Committee
June 8, 2009)
Attachments
9. Motion to approve the request for an emergency purchase order for the replacement
of the HVAC units at Augusta Public Transit’s Administrative Building on Fenwick
Street. (Approved by Public Services Committee June 8, 2009)
Attachments
10. Motion to approve the Sec. 5307 Augusta Public Transit grant application between
the Federal Transit Administration (FTA), and Augusta, Georgia for the use
of American Recovery & Reinvestment Act (ARRA) Funds. (Approved by Public
Services Committee June 8, 2009)
Attachments
11. Motion to approve the selection and contract of Deriso Consulting Group for the
selection of the Airport Custodial Consultant. (Approved by Public Services
Committee June 8, 2009)
Attachments
12. Motion to approve property lease with the Federal Aviation Administration.
(Approved by Public Services Committee June 8, 2009)
Attachments
13. Motion to approve bid award to Thomson Roofing Company in the amount of
$249,881.00 to replace hangar roof at Daniel Field. (Approved by Public Services
Committee June 8, 2009)
Attachments
14. Motion to approve the contract with Seabury Airline Planning Group, LLC as the
airport Air Service Consultant Agency of choice. (Approved by Public Servcies
Committee June 8, 2009)
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ADMINISTRATIVE SERVICES
15. Motion to approve a Resolution designating the SPLOST Dover-Lyman Streets and
Drainage Infrastructure Project (Phase I) to a HOME Investment Partnership Program
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(HOME) Project to be administered by the Housing and Community Development
(HCD) Department to satisfy HOME Findings issued by the Office of the Inspector
General. (Approved by Administrative Services Committee June 8, 2009)
16. Motion to approve implementation of the Employee Incentives Award Program
(EIAP). (Approved by Administrative Services Committee June 8, 2009)
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17. Motion to approve GMEBS DB Retirement Plan Amendment with immediate
vesting for SES and extra 5 years of service credit for the individual that was RIF and
allow future Commissions to make a decision concerning the five years of services
for a RIF if necessary. (Approved by Administrative Services Committee May 11,
2009) (Approved by Commission May 19, 2009 - second reading)
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18. Motion to approve the applications for a formula based grant from the Department of
Energy under the AARA for $1,969,900. (Approved by Administrative Services
Committee June 8, 2009)
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19. Motion to approve the reprogramming of $878,108 in Community Development
Block Grant (CDBG) and HOME Investment Partnerships Funds. (Approved by
Administrative Services Committee April 29, 2009)
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20. Motion to approve a Request for Proposals (RFP) for a consultant to provide services
related to the Energy Efficiency and Conservation Block Grant program under
AARA. (Approved by Administrative Services Committee June 8, 2009)
Attachments
21. Motion to approve the United Way/FamilyWize Prescription Drug Discount Card
Program. (Approved by Administrative Services Committee June 8, 2009)
Attachments
FINANCE
22. Motion to approve the Wayne Evans Auction Company, Inc of Columbus, Georgia
as the auction service for the sale of excess/surplus government property a public
auction (RFQ # 09-076). (Approved by Finance Committee June 8, 2009)
Attachments
23. Motion to approve a request to transfer three parcels of land to the Land Bank
Authority for the development of the Kroc Center. Properties are as follows: 1824
Pearl Avenue Map and Parcel No. 27 4 093, 114 Eve Street Map and Parcel No. 27 4
092, 1827 Pearl Avenue Map and Parcel No. 35 2 023. (Approved by Finance
Committee June 8, 2009)
Attachments
ENGINEERING SERVICES
24. Motion to approve an Option for the purpose of acquiring a Right-of-Way between
Sprint Food Stores, Inc., as owner, and Augusta, Georgia, as optionee, in connection
with the Marvin Griffin Road Improvement Project, acre (1,710 sq. ft.) in fee from the
property located at 3444 Mike Padgett Hwy., private, at a purchase price of
$13,000.00. Also granted is one temporary construction easement. (Approved by
Engineering Services Committee June 8, 2009)
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25. Motion to approve Change Order #5 on the Augusta Judicial Center in the amount of
$334,111 for unforeseen underground conditions on the site. The revised Contract
GMP will be $47,404,841.00. (Approved by Engineering Services Committee
June 8, 2009)
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26. Motion to approve an Option for the purposes of acquiring a Right-of-Way between
George Victor Raley, Michael Dean Raley, and Sally Harper Raley, as owners, and
Augusta, Georgia, as optionee, in connection with the Marvin Griffin Road
Improvement Project, (1,735 sq. ft.) in fee and (248 sq. ft.) of permanent construction
and maintenance easement from property located at: 1625 Marvin Griffin Road,
private, at the purchase price of $1,500.00. Also granted is one temporary
construction easement. (Approved by Engineering Services Committee June 8,
2009)
Attachments
27. Motion to approve a claim for Rent Supplement for Ping Du, as Tenant, in
connection with the Alexander Drive Project at 2503 Carriage Creek. Approved by
Engineering for $38,850.00. (Approved by Engineering Services Committee June
8, 2009)
Attachments
28. Motion to approve an Easement Deed from Tyco Healthcare Group L.P. (Approved
by Engineering Services Committee June 8, 2009)
Attachments
PETITIONS AND COMMUNICATIONS
29. Motion to ratify the following ARC Legislative Delegation appointments: Lillie
Hamilton and Mary F. Davis to ARC Library Board; Clyde Lester, Eugene
Tanzymore and Kitty Cato to the Sheriff's Merit Board; Adell Denis to Historic
Preservation Board.; Ernest Smith to General Aviation Commission (Daniel
Field); Kelly McKnight Board of Zoning Appeals; Trent Mercer, Augusta Port
Authority and Hartley Gibbons ARC Small Business Advisory Board.
Attachments
30. Motion to approve the minutes of the regular meeting of the Commission held on
June 2, 2009.
Attachments
APPOINTMENT(S)
31. Motion to approve the appointment of Harry Moore to the Augusta Port Authority
representing District 3.
Attachments
32. Motion to approve the appointment of Crystal Eskola to the Canal Authority
representing District 6.
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33. Motion to approve the appointment of Mr. Richard Isdell to the Canal Authority
due to the resignation of Jo Granberry representing District 7.
Attachments
****END CONSENT AGENDA****
AUGUSTA COMMISSION
6/16/2009
AUGUSTA COMMISSION
REGULAR AGENDA
6/16/2009
(Items 34-41)
PLANNING
34. Z-09-24 – A request for concurrence with the Augusta Richmond County Planning
Commission to deny a petition by Jimmy Ford on behalf of J. C. Callahan, requesting
a Special Exception to establish a church per Section 26-1 (a) of the
Comprehensive Zoning Ordinance for Augusta-Richmond County affecting property
containing .31 acres and is known as 1133 Hopkins Street. (Tax Map 046-4-385-00-0)
DISTRICT 1
Attachments
35. Z-09-26 – A request for concurrence with the Augusta Richmond County Planning
Commission to deny a petition by Dorothy Lowry Lee requesting a Special
Exception to establish a family personal care home per Section 26-1 (h) of the
Comprehensive Zoning Ordinance for Augusta-Richmond County affecting property
containing .17 acres and known as 3057 Collier Road (Tax Map 084-3-122-00-0)
DISTRICT 5
Attachments
PUBLIC SAFETY
36. Motion to approve execution of a contract with KSGW Architects for architectural Attachments
Upcoming Meetings
www.augustaga.gov
and engineering design consulting services associated with Renovations to the RCCI.
FINANCE
37. Motion to approve an Agreement for Services Augusta Development Agenda. (No
recommendation from Finance Committee June 8, 2009)
Attachments
38. Motion to approve the issuance of bonds and/or bank loans that are essential to
service the Laney Walker/Bethlehem revitalization initiative. (No recommendation
from Finance Committee June 8 , 2009)
Attachments
ENGINEERING SERVICES
39. Motion to approve modification to the job description and
education/experience requirements for the Traffic Engineer Manager position
as requested by the Augusta Engineering Administration - Traffic Engineering
Division. (No recommendation from Engineering Services Committee June 8,
2009)
Attachments
PETITIONS AND COMMUNICATIONS
40. Motion to approve a request from Historic Augusta to apply for a 2009 Preserve
America Community Landmark Heritage Tourism grant with the Historic
Preservation Division of the Georgia Department of Natural Resources.
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LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
41. Motion to authorize execution by the Mayor of the affidavit of compliance with
Georgia's Open Meeting Act.
Commission Meeting Agenda
6/16/2009 2:00 PM
Invocation
Department:Clerk of Commission
Caption:Reverend Mark Pierson, Pastor, Bethel A.M.E. Church St.
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
6/16/2009 2:00 PM
Employee of the Month
Department:
Caption:Ms. Carla McFeely, May 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 # 2
Commission Meeting Agenda
6/16/2009 2:00 PM
Belle Terrace Neighborhood Association
Department:Clerk of Commission
Caption:Mr. George Mitchell
Belle Terrace Neighborhood Association
RE: Application for a personal care home at 3057 Collier Road
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 3
Commission Meeting Agenda
6/16/2009 2:00 PM
Commissioner Betty Beard
Department:
Caption:Commissioner Betty Beard. RE: Laney-Walker/Bethlehem Revitalization
Project.
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
6/16/2009 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-09-25 – A request for concurrence with the Augusta Richmond County
Planning Commission to approved a petition by Patrick J. Rice, Attorney,
on behalf of Berckman LLC Residential Properties and FTD, LLC,
requesting a Special Exception to establish a public parking area per
Section 8-2 (b) and Section 17-2 (a) of the Comprehensive Zoning
Ordinance for Augusta-Richmond County affecting property described
below: Tract A - Beginning a point where the northwest right-of-way line
of Berckman Road intersects with the southwest right-of-way line of Cherry
Lane and comprising 7 land parcels containing approximately 13 acres. (Tax
Parcels 018-0-123-00-0, 018-0-112-00-0, 018-0-111-01-0, 018-0-109-00-0,
018-0-105-00-0, 018-0-103-00-0 and 019-0-0-065-00-0. DISTRICT 7
Tract B - Beginning at a point located on the northwest right-of-way line of
Heath Drive where Wicklow Drive becomes Heath Drive comprising a
portion of 3 land parcels totally approximately 21 acres. (Tax Map 018-0-
080-00-0, 018-0-079-00-0 and Part of Tax Map 018-0-068-01-0)
DISTRICT 7
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 5
Commission Meeting Agenda
6/16/2009 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-09-27 – A request for concurrence with the Augusta Richmond County
Planning Commission to approve a petition by J. Edward Enoch, on behalf
of F. J. Bentley and Katherine H. Bentley, requesting a Special Exception
to establish a liquor store in a B-1 Zone per Section 21-2 (c) of the
Comprehensive Zoning Ordinance for Augusta-Richmond County affecting
property containing 1.09 acres and is known as 240 Davis Road. (Tax Map
016-0-034-02-0) DISTRICT 7
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
6/16/2009 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-09-29 – A request for concurrence with the Augusta Richmond County
Planning Commission to approve with the following conditions 1) That the
use of this property be limited to a plumbing repair business or those uses
allowed in its present zoning configuration; 2) that a landscape hedge be
added along the north property line of parcel 083-0-098-04-0 and the
dumpster be enclosed and 3) that the solid board fencing be completed along
the rear yard of the main parcel, 083-0-098-03-0, up to approximately the
southern end of the office building; a petition by David Avrett requesting a
change of zoning from Zone R-1A (One-family Residential) and Zone B-
1 (Neighborhood Business) to Zone B-2 (General Business) affecting
property described below: Tract A - Beginning at a point located on the
southeast right-of-way line of New McDuffie Road, 230 feet, more or less,
southwest of Wade Road containing .33 acres and is known as 2324 New
McDuffie Road. (Tax Map 083-0-098-04-0) DISTRICT 5 Tract B -
Beginning at a point located on the southeast right-of-way line of New
McDuffie Road, 380 feet, more or less, southwest of Wade Road
containing .61 aces and is known as 2332A New McDuffie Road. (Tax Map
083-0-098-03-0) DISTRICT 5
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
6/16/2009 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-09-30 – A request for concurrence with the Augusta Richmond County
Planning Commission to approve a petition by Jonathan Youmans
requesting a change of zoning from Zone A (Agriculture) to Zone B-2
(General Business) affecting property containing .78 acres and is to be
utilized in conjunction with an adjacent convenience store located at 5131
Mike Padgett Highway. (Tax Map 354-0-008-13-0) DISTRICT 8
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 8
Commission Meeting Agenda
6/16/2009 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-09-24 – A request for concurrence with the Augusta Richmond County
Planning Commission to deny a petition by Jimmy Ford on behalf of J. C.
Callahan, requesting a Special Exception to establish a church per Section
26-1 (a) of the Comprehensive Zoning Ordinance for Augusta-Richmond
County affecting property containing .31 acres and is known as 1133
Hopkins Street. (Tax Map 046-4-385-00-0) DISTRICT 1
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 9
Commission Meeting Agenda
6/16/2009 2:00 PM
Planning Commission
Department:Planning Commission
Caption: Z-09-26 – A request for concurrence with the Augusta Richmond County
Planning Commission to deny a petition by Dorothy Lowry Lee requesting
a Special Exception to establish a family personal care home per Section
26-1 (h) of the Comprehensive Zoning Ordinance for Augusta-Richmond
County affecting property containing .17 acres and known as 3057 Collier
Road (Tax Map 084-3-122-00-0) DISTRICT 5
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 10
Commission Meeting Agenda
6/16/2009 2:00 PM
Airfield Signage Rehabilitation - Change Order #1
Department:Augusta Regional Airport
Caption:Motion to approve Campbell & Paris Change Order #1 – Airfield Signage.
(Approved by Public Services Committee June 8, 2009)
Background:A contract was entered into with Walker Whiteside for the rehabilitation of
the airfield signage in September of 2008.
Analysis:It has been determined that two (2) additional Guidance Signs were required
at the intersection of the runways. It is anticipated that this will add an
additional 61 days until total completion once the contractor orders the sign.
Financial Impact:The Change Order is in the amount of $11,450 and brings the total contract
to $293,736.00.
Alternatives:Deny request.
Recommendation:Approve request.
Funds are Available in
the Following
Accounts:
551 08 1301 5412110
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 11
Attachment number 1
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Item # 11
Attachment number 1
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Item # 11
Attachment number 1
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Item # 11
Commission Meeting Agenda
6/16/2009 2:00 PM
alcohol application
Department:License & Inspections
Caption:Motion to approve New Application: A. N. 09 - 81: request by Miriam F.
Rizvi for a retail package Beer & Wine license to be used in connection with
A M 786, Inc. DBA East Boundary Food Mart located at 202 East Boundary
St. District 1. Super District 9. (Approved by Public Services Committee
June 8, 2009)
Background:This will be a totally new store.
Analysis:The applicant meets the requirements of the Augusta Richmond County
Alcohol Ordinance.
Financial Impact:The applicant will pay a pro-rated fee of $605.00.
Alternatives:
Recommendation:License & Inspections recommends approval. The RCSD recommends
approval.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 12
Attachment number 1
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Item # 12
Attachment number 1
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Item # 12
Attachment number 1
Page 3 of 3
Item # 12
Commission Meeting Agenda
6/16/2009 2:00 PM
alcohol application
Department:License & Inspections
Caption:Motion to approve a New Ownership application: A. N. 09 - 82: request by
Mark Detchemendy for an on premise consumption Liquor, Beer & Wine
license to be used in connection with the White Elephant Cafe located at
1135 Broad St. District 1. Super District 9. (Approved by Public Services
Committee June 8, 2009)
Background:This is a new ownership application. Formerly in the name of Vance E.
Shimley.
Analysis:The applicant meets the requirements of the Augusta Richmond County
Alcohol Ordinance.
Financial Impact:The applicant will pay a pro-rated fee of $2117.50.
Alternatives:
Recommendation:License & Inspections recommends approval. The RCSD recommends
approval.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 13
Attachment number 1
Page 1 of 2
Item # 13
Attachment number 1
Page 2 of 2
Item # 13
Commission Meeting Agenda
6/16/2009 2:00 PM
Amendment No. 2 with CSRA Regional Development Center
Department:Clerk of Commission
Caption:Motion to approve Amendment #2 to Cooperative Agreement FY 2009
with the CSRA Regional Development Center. (Approved by Public
Services Committee June 8, 2009)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 14
Attachment number 1
Page 1 of 1
Item # 14
Commission Meeting Agenda
6/16/2009 2:00 PM
Augusta Public Transit - HVAC Units
Department:Augusta Public Transit
Caption:Motion to approve the request for an emergency purchase order for the
replacement of the HVAC units at Augusta Public Transit’s Administrative
Building on Fenwick Street. (Approved by Public Services Committee
June 8, 2009)
Background:At the present time none of the HVAC units are operational. A work order
was placed with Facilities Maintenance to inspect the units and they
recommended the units be replaced.
Analysis:We have received three (3) quotes for the replacement of the units as
follows: BTM Management Services, LLC $24,248.00 CDO Management
$28,675.66 Frothingham Commercial Services, Inc. $33,000.00 I am
recommending BTM Management Services, LLC be awarded the bid.
Financial Impact:BTM Management Services, LLC, has submitted the lowest bid of $24,248.
Alternatives:None. By not approving this, Augusta Public Transit employees will be
forced to work in unfavorable conditions as the temperature begins to climb,
which may cause APT Administration to shut down and some employees to
become ill.
Recommendation:Approve the request.
Funds are Available in
the Following
Accounts:
546-09-1116/5319130
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 15
Attachment number 1
Page 1 of 1
Item # 15
Attachment number 2
Page 1 of 1
Item # 15
Attachment number 3
Page 1 of 1
Item # 15
Attachment number 4
Page 1 of 1
Item # 15
Commission Meeting Agenda
6/16/2009 2:00 PM
Augusta Public Transit American Recovery Reinvestment Act Funds
Department:Augusta Public Transit
Caption:Motion to approve the Sec. 5307 Augusta Public Transit grant application
between the Federal Transit Administration (FTA), and Augusta,
Georgia for the use of American Recovery & Reinvestment Act (ARRA)
Funds. (Approved by Public Services Committee June 8, 2009)
Background:On February 17, 2009, President Obama signed the American Recovery
Reinvestment Act of 2009 into law. The law allowed the Federal Transit
Administration to allocate $2,754,534 to Augusta, Georgia/Augusta Public
Transit for capital purchases at 100% federally funded.
Analysis:The approval of this grant application will allow Augusta Public Transit to
continue to provide transportation service to the Citizens of Augusta-
Richmond County and to move ahead with capital purchases, planned for
later years.
Financial Impact:The funding for this application is 100% federally funded. The total
estimated capital funds will be $2,754,534 to fund all of the capital
purchases.
Alternatives:None. By not approving this submission of the grant, we would lose the
funds and the City would be taking on all the capital costs associated with
Augusta Public Transit.
Recommendation:Approve the submission of this grant application.
Funds are Available in
the Following
Accounts:
n/a
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission Cover Memo
Item # 16
Project Budget
Quantity FTA Amount Tot. Elig. Cost
SCOPE
111-00 BUS - ROLLING STOCK 3 $0.00 $1,235,000.00
ACTIVITY
11.92.06 PURCHASE BICYCLE ACCESS, FACIL &
EQUIP ON BUSES
0 $0.00 $30,000.00
11.12.02 BUY REPLACEMENT 35-FT BUS 3 $0.00 $1,125,000.00
11.12.40 BUY ASSOC CAP MAINT ITEMS 0 $0.00 $80,000.00
SCOPE
114-21 BUS: SUPPORT EQUIP AND FACILITIES 0 $0.00 $341,534.00
ACTIVITY
11.42.10 ACQUIRE - MOBILE FARE COLL EQUIP 0 $0.00 $300,000.00
11.42.11 ACQUIRE - SUPPORT VEHICLES 0 $0.00 $40,000.00
11.62.20 PURCHASE MISC COMMUNICATIONS
EQUIP
0 $0.00 $1,534.00
SCOPE
117-00 OTHER CAPITAL ITEMS (BUS) 0 $0.00 $1,178,000.00
ACTIVITY
11.7A.00 PREVENTIVE MAINTENANCE 0 $0.00 $700,000.00
11.7C.00 NON FIXED ROUTE ADA PARATRANSIT
SERVICE
0 $0.00 $415,000.00
11.73.00 CONTINGENCIES/PROGRAM RESERVE 0 $0.00 $63,000.00
Estimated Total Eligible Cost: $2,754,534.00
Federal Share: $0.00
Local Share: $2,754,534.00
Attachment number 1
Page 1 of 1
Item # 16
CERTIFICATION UNDER SECTION 1511 OF
THE AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA)
Pursuant to Title XI, Subtitle A, Section 1511 of the American Recovery and Reinvestment Act
(Pub. L. 111-5, Feb. 17, 2009) (ARRA) and Federal Register Vol., 74, No. 42, March 5, 2009,
Section 1 – 1511 Certifications, I, Deke Copenhaver, hereby certify that the attached project
investments funded with appropriations by ARRA under the headings of the Transit Capital
Assistance and Capital Investment Grants to the Federal Transit Administration, have received
the full review and vetting required by law and that I accept responsibility that such investments
are appropriate uses of taxpayer dollars. I further certify that the specific information required
by section 1511 concerning each such investment (a description of the investment, the estimated
total cost, and the amount of the ARRA funds to be used) is provided in the Augusta Regional
Transportation Study (ARTS) Transportation Improvement Program (TIP) and in the State
Transit Improvement Program (STIP). The TIP is available online at the Augusta-Richmond
County Planning Commission/Metropolitan Planning Organization (MPO) website at
Planning_Commission@augustaga.gov. The ARRA stimulus list is also available at their
website page.
_________________________________
Mayor Deke Copenhaver
Signed this _____ day of June 2009
Attachment number 2
Page 1 of 3
Item # 16
A RESOLUTION Attachment “B”
# _______
A RESOLUTION AUTHORIZING AUGUSTA, GEORGIA, AND AUGUSTA
PUBLIC TRANSIT TO SUBMIT APPLICATION(S) FOR, AND IF AWARDED,
ACCEPT FEDERAL ECONOMIC STIMULUS GRANT(S) AWARDED, FROM THE
FEDERAL TRANSIT ADMINISTRATION (FTA) FOR ALL APPROPRIATED
ANNUAL YEARS FOR CAPITAL TRANSIT ASSISTANCE UNDER THE AMERICAN
RECOVERY AND REINVESTMENT ACT (ARRA) OF 2009 AND TO CONTRACT
WITH FTA FOR SECTION 5340 FUNDS, ON BEHALF OF THE CITY SHOULD THE
APPLICATION(S) RECEIVE APPROVAL, AND AMEND THE TRANSPORTATION
FUND BY THE AMOUNT OF THE AWARD.
WHEREAS, under The American Recovery and Reinvestment Act (ARRA) of 2009, the
Secretary of the Department of Transportation, United States of America (USDOT) has been
authorized to make grant(s) for transit capital improvement; and,
WHEREAS, Augusta, Georgia is designated the recipient of these economic stimulus
transit funding; and,
WHEREAS, the City owns and operates Augusta Public Transit, in Augusta, Georgia,
which provides public transportation within the urbanized service area; and,
WHEREAS, the Transportation Improvement Program (TIP) and the State
Transportation Improvement Program (STIP) both indicate the amount of the Section 5340 funds
to be obligated; and
WHEREAS, Augusta Public Transit may apply to FTA for a capital assistance contract
covering one hundred percent (100%) of the eligible economic stimulus transit assistance for the
City; and,
NOW, THEREFORE, THE AUGUSTA-RICHMOND COUNTY COMMISSION,
HEREBY RESOLVES AS FOLLOWS:
(1)
That the Mayor or Transit Director is authorized to apply to FTA on behalf of the City for
Federal economic stimulus transit assistance;
(2)
That the Mayor or Transit Director is authorized to execute contracts in accordance with
fiscal year expenses on behalf of the City with FTA for the purpose of receiving FTA ARRA
funds should the application(s) be approved;
(3)
That Augusta Public Transit is authorized to furnish such additional information as may
be required in connection with the application(s).
Attachment number 2
Page 2 of 3
Item # 16
APPROVED AND ADOPTED this day of , 2009.
Chairman of Commission or Sole Commissioner Signature
Deke Copenhaver, Commission Chairman
Type Name and Title
Signed, sealed and delivered this day of , 2009 in the presence
of
Witness
Notary Public/Notary Seal
CERTIFICATE
The undersigned duly qualified and acting (Title of Certifying/Attesting Official) of
Augusta/Richmond County certifies that the foregoing is a true and correct copy of a resolution
adopted at a legally convened meeting held on
, 2009.
Name of Certifying/Attesting Officer
County Seal
Title of Certifying/attesting Officer
Attachment number 2
Page 3 of 3
Item # 16
Mayor Deke Copenhaver
For Details, Contact:
Karyn Nixon, Executive Assistant
Room 806 - 530 Greene Street
knixon@augustaga.gov
Office (706) 821-1833
FAX (706) 821-1835
Cell (706) 564-4656
May 28, 2009
Dr. Yvette G. Taylor
Regional Administrator
Federal Transit Administration
61 Forsyth St., SW Suite 17T50
Atlanta, GA 30303
Attention: Jamie Pfister, FTA Director of Planning and Program Development
Subject: Certification under Section 1511 of the American Recovery and Reinvestment
Act (ARRA)
Dear Dr. Taylor:
Pursuant to Title VI, Subtitle A, Section 1511 of the American Recovery and Reinvestment Act (Pub. L.
111-5, Feb. 17, 2009) (ARRA) and Federal Register Vol. 74, No. 42, March 5, 2009, Section 1 – 1511
Certifications, I have enclosed the appropriate signed Certification and list of Augusta, Georgia, Augusta
Public Transit projects that the ARRA funds will be used for. This list includes the project description,
cost estimate and the amount of ARRA funds to
be used.
If you should need any additional information, or if you have any questions, please feel free to contact me
at (706) 821-1833.
Sincerely,
Deke Copenhaver, Mayor
DC/dm
Attachment number 3
Page 1 of 2
Item # 16
Mayor Deke Copenhaver
For Details, Contact:
Karyn Nixon, Executive Assistant
Room 806 - 530 Greene Street
knixon@augustaga.gov
Office (706) 821-1833
FAX (706) 821-1835
Cell (706) 564-4656
Attachment: 1
Attachment number 3
Page 2 of 2
Item # 16
Commission Meeting Agenda
6/16/2009 2:00 PM
Deriso Consulting Group Selection & Contract
Department:Augusta Regional Airport
Caption:Motion to approve the selection and contract of Deriso Consulting Group
for the selection of the Airport Custodial Consultant. (Approved by Public
Services Committee June 8, 2009)
Background:The airport, through the RFP process, selected Deriso Consulting Group to
assist the airport with analysing the needs and duties of the Custodial
Department.
Analysis:This will help to ensure that the custodial department is properly staffed and
has all the equipment needed to maintain the cleanliness and improve
longevity of the new terminal.
Financial Impact:All work will be done at the request of the airport and negotiated through
work authorizations.
Alternatives:Deny request.
Recommendation:Approve request.
Funds are Available in
the Following
Accounts:
551 08 1101 5211110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 17
Attachment number 1
Page 1 of 1
Item # 17
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Attachment number 2
Page 1 of 1
Item # 17
Initial
Evaluation
The person/organization must certify that it has been providing Custodial
Consultant Services to organizations similar in scope for at least twenty
four (24) months. (maximum of 20 points)
16.7
List at least three (3) clients for references. (maximum of 20 points) 20
The number and size of the consulting projects presently being performed
(by the person/organization) and the assigned staff;
(maximum of 10 points)
1.7
The status of existing consulting projects with respect to competition
timetables; (maximum of 10 points) 0
The status of personnel to be assigned to this project;
(maximum of 10 points)6.7
The number and type of projects that would be concurrently undertaken by
the assigned staff; (maximum of 10 points)3.3
The past ability of the firm to deliver this type of project on a timely basis;
(maximum of 10 points) 5
The nature of existing projects that are behind schedule or past the
completion date. (maximum of 10 points)0
Total (Maximum of 100 points) 53.4
II. Resources and Assignments
I. Qualifications of the Organization
Evaluation Criteria
Derison Consulting Group
4175 Chadds Walk
Marietta, GA 30062
RFQ Item #09053A
Cummulative Evaluator
Custodial Consultant Services
For the City of Augusta – Augusta Regional Airport
Attachment number 3
Page 1 of 2
Item # 17
Evaluation Following
Vendor Presentation
19.3
20
10
10
9.3
10
10
10
98.6
Derison Consulting Group
4175 Chadds Walk
Marietta, GA 30062
Attachment number 3
Page 2 of 2
Item # 17
Attachment number 4
Page 1 of 2
Item # 17
Attachment number 4
Page 2 of 2
Item # 17
Attachment number 5
Page 1 of 1
Item # 17
Attachment number 6
Page 1 of 1
Item # 17
Commission Meeting Agenda
6/16/2009 2:00 PM
FAA Lease DTFASO-09-L-00117
Department:Augusta Regional Airport
Caption:Motion to approve property lease with the Federal Aviation Administration.
(Approved by Public Services Committee June 8, 2009)
Background:The Federal Aviation Administration has rental space in the airport Weather
Bureau Building. The FAA provides a service to the airport and is also a
necessary component to airport operations. Current lease expired on
September 30, 2008 but contract has been under negotiation between airport
and FAA. This lease will be effective October 1, 2008 through September
30, 2009 with one year options to extend until September 30, 2013.
Contract has been reviewed by legal.
Analysis:The lease is a 1 year lease with options up to a total of 5 years. The rental
rate has increased for FAA from an old rate of $8.81 to a rate of $10.00 per
square foot. The rental space has not changed which is 1,296 square feet.
There is no other rental property on airport at that low rate they are willing
to pay.
Financial Impact:Anticipated monthly revenue is as follows: 1296 Square feet of rental office
space at a rate of $10.00 per square foot. Annual rental revenue for space is
$12,960.00 and $1,080 per month.
Alternatives:Deny request.
Recommendation:Approve request.
Funds are Available in
the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission Cover Memo
Item # 18
Attachment number 1
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Page 15 of 15
Item # 18
Commission Meeting Agenda
6/16/2009 2:00 PM
Hangar roof replacement
Department:Daniel Field Airport
Caption:Motion to approve bid award to Thomson Roofing Company in the amount
of $249,881.00 to replace hangar roof at Daniel Field. (Approved by Public
Services Committee June 8, 2009)
Background:The roof on the south hangar is more than 20 years old. There have been
numerous leaks in both the office area and the bulk storage section. The
airport consultant was asked to evaluate the roof and make
recommendations.
Analysis:The consultant found the roof to be in poor condition and recommended the
roof be replaced. Several roof systems were evaluated and a High
Performance Modified Bitumen Roof system was recommended.
Financial Impact:Money from airport reserve funds(certificates of deposit) will be used to pay
for this project. 552-08-1101--5413120
Alternatives:Deny request.
Recommendation:Accept bid of $249,881.00 submitted by Thomson Roofing Company and
approve ammending the Daniel Field budget to allow use of funds from the
CD's.
Funds are Available in
the Following
Accounts:
552-08-1101-5413120
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 19
Attachment number 1
Page 1 of 2
Item # 19
Attachment number 1
Page 2 of 2
Item # 19
Facility Summary
Client_ID:City of Augusta Facility ID:Daniel Field Airport
Sq. Feet: (all sections)30,000 Location:Augusta, GA
Facility Contact:Mr. Boshears Contact Email:
Contact Title:Airport Manager Contact Phone:
Fax Number:Last Inspection:5/2008
Facility Photo
Photo Notes
Sign at front entrance.
Attachment number 2
Page 1 of 10
Item # 19
Construction Details
Client Name:City of Augusta Facility Name:Daniel Field Airport
Roof Section:All Square Feet:30,000
Architect:N/A Architect Email:
Roofing Contractor:N/A Contractor Email:
System Information
Date Installed:1985 Warranty:Yes No
No. of Roofs:One Roof Deck:Wood Deck
Slope Dimension:Good Vapor Retarder:None
System Type:Built-up Roof
Felt:Need to Inspect Total System Layers:Multiple
Surfacing:Smooth Mem. Attachment:Hot Asphalt
Insulation - Layer 1
Type:R-Value:
Attachment:Thickness:
Perimeter Details
Perimeter Type:Drip Edge, Parapet Wall Flashing Material:Built-up Roof
Parapet Materials:N/A Coping Cap:Metal
Drainage System:Gutters Roof Access:Roof Hatch
System Notes
Attachment number 2
Page 2 of 10
Item # 19
Inspection Report
Inspection DateInspection DateInspection DateInspection Date :::: 05/05/200805/05/200805/05/200805/05/2008 05/05/200805/05/200805/05/200805/05/2008
Client Name:City of Augusta Facility Name:Daniel Field Airport
Roof Section:All Inspected By:Barry Slayden
Inspection Type:Visual Inspection Age of Roof:>20
Core Data Available:Yes No Deck Condition: Partial Replacement
Leakage:Yes No N/A Insulation:Partially Wet
Perimeter:Poor Wall:N/A
Projections:Poor Counter Flashings: Failed
Reglets:Poor Debris:Yes No
Control/Exp. Joints:N/A Ponding Water:Minor
Parapet Wall:N/A Coping Joints:
Perimeter Rating:Poor
Notes:The perimeter metal edge had several places where expansion and contraction has split the membrane.
Field Rating:Poor
Notes: The BUR has been splitting out in the field of the roof areas.
Drains & Gutters Rating:Good
Notes:There's good slope on this facility. The internal gutter issue will need to be addressed.
Overall Roof Evaluation:The roof areas need replaced. Splitting of the membrane is a definite sign that the membrane is failing.
Overall Roof Condition:Poor
Recommendation:Replace
Attachment number 2
Page 3 of 10
Item # 19
Facility Photo Confirmation
Inspection Date:05/05/2008
Client Name:City of Augusta Facility Name:Daniel Field Airport
Roof Section:All
Photo Box
Photo Notes
Several air conditioning units are located on the lower roof area (runway side).
Photo Box
Photo Notes
Lower area roof Built Up Roof System.
Attachment number 2
Page 4 of 10
Item # 19
Facility Photo Confirmation
Inspection Date:05/05/2008
Client Name:City of Augusta Facility Name:Daniel Field Airport
Roof Section:All
Photo Box
Photo Notes
The metal area where thepaint is peeling is actually a gutter.
Photo Box
Photo Notes
This is what it looks like 'up top'. This will need to be addressed.
Attachment number 2
Page 5 of 10
Item # 19
Facility Photo Confirmation
Inspection Date:05/05/2008
Client Name:City of Augusta Facility Name:Daniel Field Airport
Roof Section:All
Photo Box
Photo Notes
This PVC pipe will pose a challenge. It serves as a drainage pipe right now.
Photo Box
Photo Notes
HVAC need to have properly built curbs.
Attachment number 2
Page 6 of 10
Item # 19
Facility Photo Confirmation
Inspection Date:05/05/2008
Client Name:City of Augusta Facility Name:Daniel Field Airport
Roof Section:All
Photo Box
Photo Notes
Photo taken of the barrel roof (high elevation).
Photo Box
Photo Notes
Metal vent cap is in very poor condition.
Attachment number 2
Page 7 of 10
Item # 19
Facility Photo Confirmation
Inspection Date:05/05/2008
Client Name:City of Augusta Facility Name:Daniel Field Airport
Roof Section:All
Photo Box
Photo Notes
This pitch pocket has been a source of some leaks.
Photo Box
Photo Notes
A new gutter edge will need to be added at the perimeter.
Attachment number 2
Page 8 of 10
Item # 19
Facility Photo Confirmation
Inspection Date:05/05/2008
Client Name:City of Augusta Facility Name:Daniel Field Airport
Roof Section:All
Photo Box
Photo Notes
Chances are some of the wood decking will need to be replaced.
Photo Box
Photo Notes
This is a photo of areas that have already been addressed with new wood decking.
Attachment number 2
Page 9 of 10
Item # 19
Solution Options
Client Name:City of Augusta Facility Name:Daniel Field Airport
Roof Section:All Square Feet:30,000
Estimated Cost of Solution Chosen: $ 310,000.00
Recommended Action Year: Year 1: 2008
Recommended Solution: Replace
Replace Options
Replace Option 1
Expected Life: 10-12 Years Cost Estimate: $230,000.00
Single ply roof system over rigid board insulation.
Replace Option 2
Expected Life: 30+ Years Cost Estimate: $310,000.00
Multiple ply High Performance Modified Roof System.
Replace Option 3
Expected Life: 30+ Years Cost Estimate: $425,000.00
High Performance Metal Roof System.
Expected Life is an average, assuming that a proper evaluation & maintenance program is performed on a yearly basis.
Attachment number 2
Page 10 of 10
Item # 19
Roof
Types
Built up Roofing
(Asphalt)
Built up Roofing
(Coal tar)
EPDM TPO / PVC Generic Modified
Bitumen
High Performance
Modifieds
Traffic Resistance
Good Good Poor Poor Good Excellent
Thickness
Multi-ply -
excellent
Multi-ply –
excellent
One ply –
poor
One ply
poor
Two ply –
Good
Multi-ply-
Excellent
Flexibility
Fair Fair Excellent Good Fair Good
Chemical
resistance
Good Excellent Poor oil
resistance
Fair Fair Good
Quality Control
Good
(Redundancy)
Good
(Redundancy)
Poor
One ply
No supervision
Poor Fair Excellent
(Redundancy)
Daily supervision
Life Cycle
Good Very Good Poor Poor Fair Excellent
Track Record
Varies – Good
20 years
Very Good
25 years
Poor
8 – 12 years
Fair
10 – 12 years
Fair
12 – 15 years
Excellent
30 + years
Fatigue Resistance Poor Poor Good Good Poor Excellent
Notes:
1. Asphalt built up roofs are constructed with ply felts made with asphalt-impregnated fiberglass and mopping asphalt such as Type III steep asphalt.
Generally, these roofs consist of 4 plies of felt installed in shingle fashion. The surface is a flood coat of asphalt and aggregate. Asphalt is not a true
waterproofer and depends on positive slope in order to maintain its integrity.
2. A coal tar pitch built up roof is a roof constructed with plies felts made with coal tar-impregnated fiberglass and mopping asphalt such as Type II Coal Tar.
Generally, these roofs consist of 4 plies of felt installed in shingle fashion. The surface is always a flood coat of coal tar and aggregate. Coal tar is a true
waterproofer although it is also a known carcinogen. Modified coal tars are more environmentally correct.
3. EPDM is an acronym for Ethylene Propylene Dione Monomer. It entered the roofing market in the 1970’s and gained as much as 50% market share in the
80’s. Since then, its performance history has lead to a steep decline in market share. Seams are glued with an adhesive similar to a bicycle tire patch kit
adhesive and are affected by heat and moisture. EPDM is generally black which absorbs heat and single plies tend to condensate on the underside.
4. TPO / PVC Thermoplastic polyolefin are a modification of the original polyvinyl chloride membranes. PVC membranes were brittle and cracked over
time. The TPO’s of today are relatively new and there is little known about their long-term performance. There are no standards that define the exact
polymer content. Instead, they should contain “appropriate” polymers.
5. Generic modified asphalt membranes are typically mineral surface sheets of polymer-modified asphalt. The polymer is SBS but there is no minimum
percentage of polymer. It is difficult to know exactly what you are getting. Polymer percentage is important for puncture and fatigue resistance. These
membranes are typically reinforced with polyester that is not dimensional stable leading to shrinkage and expansion and contraction of the polymer.
6. High performance modifieds contain a high percentage of sophisticated polymers and a high strength reinforcing structure that is dimensionally stable.
The polymers provide the weathering and UV resistance and are designed to resist puncture and handle fatigue. The reinforcement has the responsibility of
resisting tear, providing puncture resistance and the all-important tensile qualities that have been the key to roofing success for 100 years.
7. Fatigue resistance is an important factor. Membranes with polyester scrims tend to be dynamic with high movement causing fatigue of the compound.
Low rubber content compounds that cannot handle the movement and crack compound that problem. Underlayment is typically a single ply base sheet.
Item # 19
Invitation to Bid
Sealed bids will be received at this office until Wednesday, May 13, 2009 at 3:00 P.M. for
furnishing:
Bid Item 09-112 Roof Replacement @ Daniel Field Hanger for Daniel Field Airport
Bids’ will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the
offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
BID documents may be obtained at the office of Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular
business hours at the offices of Augusta, GA Procurement Department. A Mandatory Pre-Bid
Conference will be held on Tuesday, April 28, 2009 @ 2:00 p.m. in the Procurement
Department Room 605. All questions must be submitted in writing to the office of the
Procurement Department by Thursday, April 30, 2009 @ 3:00 p.m. by fax at 706-821-2811
or by mail. .No bid will be accepted by fax, all must be received by mail or hand delivered.
No Bid may be withdrawn for a period of 90 days after time has been called on the date of
opening. A 10% Bid bond is required to be submitted in a separate envelope so marked
along with the bidders’ qualifications; a 100% performance bond and a 100% payment
bond will be required for award.
Bidders will please note that the number of copies requested; all supporting documents
including financial statements and references and such other attachments that may be required
by the bid invitation are material conditions of the bid. Any package found incomplete or
submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending
that he/she has been improperly disqualified from bidding due to an incomplete bid submission
shall have the right to appeal to the appropriate committee of the Augusta commission. Please
mark BID number on the outside of the envelope.
Bidders are cautioned that sequestration of BID documents through any source other than the
office of the Procurement Department is not advisable. Acquisition of BID documents from
unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate
information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle April 2, 9, 16, 23, 2009
Metro Courier April 8, 2009
cc: Tameka Allen Interim Deputy Administrator
Willis Boshears Daniel Field Airport
Attachment number 4
Page 1 of 1
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Attachment number 5
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Attachment number 5
Page 2 of 2
Item # 19
Attachment number 6
Page 1 of 2
Item # 19
Attachment number 6
Page 2 of 2
Item # 19
Attachment number 7
Page 1 of 5
Item # 19
Attachment number 7
Page 2 of 5
Item # 19
Attachment number 7
Page 3 of 5
Item # 19
Attachment number 7
Page 4 of 5
Item # 19
Attachment number 7
Page 5 of 5
Item # 19
Attachment number 8
Page 1 of 1
Item # 19
Commission Meeting Agenda
6/16/2009 2:00 PM
Seabury Airline Planning Group, LLC Contract
Department:Augusta Regional Airport
Caption:Motion to approve the contract with Seabury Airline Planning Group, LLC
as the airport Air Service Consultant Agency of choice. (Approved by
Public Servcies Committee June 8, 2009)
Background:Seabury Airline Planning Group, LLC, through the RFQ process and with
the approval of the Procurement Department, Aviation Commission and the
Augusta Richmond County Commission, was selected as the airport Airline
Consulting Agency.
Analysis:
Financial Impact:All work done by Seabury Airline Planning Group, LLC will be at the
request of the airport and invoiced accordingly.
Alternatives:Deny request.
Recommendation:Approve request.
Funds are Available in
the Following
Accounts:
551 08 1111 5212999
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Augusta Regional Airport
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 20
1
AUGUSTA REGIONAL AIRPORT
CONSULTING SERVICES CONTRACT FOR AIR SERVICE
DEVELOPMENT WITH SEABURY AIRLINE PLANNING GROUP, LLC
This contract made and entered into this_____ day of ___________ by and between AUGUSTA,
GEORGIA, a political subdivision of the State of Georgia, acting through the AUGUSTA
AVIATION COMMISSION whose address is 1501 Aviation Way, Augusta Regional Airport
at Bush Field, Augusta, Georgia 30906-9600, hereinafter referred to as the CLIENT, and
SEABURY AIRLINE PLANNING GROUP, LLC., hereinafter referred to as the
CONSULTANT.
WHEREAS, the Augusta Regional Airport has expressed a need for assistance in
identifying local passenger air service needs, threats, opportunities and in preparing market
analyses and air service proposals; and
WHEREAS, the CLIENT received proposals from several qualified firms in response to
its Request For Qualifications (RFQ); and
WHEREAS, after reviewing the proposals the CLIENT determined in would be in its
best interest to enter into an agreement with CONSULTANT to provide these services.
WHEREAS, the CONSULTANT has represented to the CLIENT that it has expertise in
providing general advisory and professional consulting services and assistance in connection
with air service market research, including the development of traffic data bases for presentation
of air service proposals and the necessary personnel to execute the services provided herein; and
WHEREAS, on , 2009 the Augusta Richmond County Board of Commissioners
approved the solicitation of these services for the Augusta Regional Airport (hereinafter AGS).
Attachment number 1
Page 1 of 13
Item # 20
2
STATEMENT OF CONSIDERATION
NOW, THEREFORE, for and in consideration of the mutual promises and covenants
contained in this Agreement and other good and valuable consideration, the receipt and
sufficiency of which are hereby acknowledged, CONSULTANT and the CLIENT, intending to
be legally bound, do hereby covenant and agree as follows:
SECTION I -- SCOPE OF SERVICES TO BE PROVIDED
1.1 The proposal submitted by CONSULTANT and RFQ 09-056 Air Services CONSULTANT
Services are hereby incorporated into this Agreement by reference as if fully set forth herein.
1.2 CONSULTANT may provide to the CLIENT research and development consulting services
and other such services as may, from time to time be specifically requested and authorized by the
CLIENT.
1.3 CONSULTANT may provide general advisory and professional consulting services and
assistance to the CLIENT in connection with air service market research, including the
development of traffic data bases for presentation of air service proposals within the context of
Section I hereof, subject to the general conditions of Section II.
1.4 CONSULTANT may provide assistance in identifying local passenger air service needs,
threats, opportunities and in preparing market analyses and air service proposals.
1.5 CONSULTANT may provide market analyses and service proposals for maintaining the
current level of air service.
1.6 CONSULTANT may provide market analyses and service proposal for new non-stop jet
service to the two destinations not current served from AGS.
1.7 CONSULTANT may examine the potential of low cost air service at AGS.
1.8 CONSULTANT may provide services related to the lowering of fares and the reduction in
Attachment number 1
Page 2 of 13
Item # 20
3
leakage.
1.9 CONSULTANT may provide other services which might include, but not be limited to:
a. performance of studies, analyses, and research;
b. participation in meetings with the CLIENT's staff and others;
c. preparation of materials for presentation to airlines and interested local parties; and
provision of other general advisory services and assistance.
1.10. COORDINATION. CONSULTANT shall provide continuing coordination with
the CLIENT to ensure the applicability of findings with respect to specific local
conditions and thH&/,(17¶VSROLFLHVDQGJRDOV
SECTION II GENERAL CONDITIONS
2.1. TERM. The initial term of this agreement will commence upon the date of execution and
will continue in effect for a period of two (2) years. This agreement may be renewed or
extended for three (3) additional one (1) year options upon mutual consent of both parties with
all terms and conditions remaining the same.
2.2 TERMINATION. The CLIENT may cancel this contract any time for breach of
contractual obligations by providing written notice of such cancellation. Should the CLIENT
exercise its right to cancel the contract for such reasons, the cancellation shall become effective
on the date as specified in the notice of cancellation. Furthermore, the CLIENT may terminate
this agreement at any time upon the giving of written notice as follows:
a) In the event that the CONSULTANT fails to discharge any obligations or
remedy any default or breach under this agreement for a period continuing more
than thirty (30) days after the providing written notice specifying such failure or
default and that such failure or default continues to exist as of the date upon
which such notice so terminating this agreement is given; or
Attachment number 1
Page 3 of 13
Item # 20
4
b) In the event that the CONSULTANT makes an assignment for the benefit of
creditors, or commences or has commenced against it any proceeding in
bankruptcy, insolvency, or reorganization pursuant to bankruptcy laws or laws of
GHEWRU¶VPRUDWRULXP RU
c) In the event that appropriate and otherwise unobligated funds are no longer
available to satisfy the obligations of CLIENT.
2.3 WORK AUTHORIZATION. Each assignment performed under Section I will be initiated
upon the specific written or verbal request and authorization of the CLIENT.
2.4 BASIC DATA PROVIDED BY THE CLIENT. The CLIENT will assist the
CONSULTANT in obtaining such data and information as are needed and available.
2.5. CLIENT REPRESENTATIVE. To expedite the undertaking of services performed under
this contract and to permit the coordination of materials, commitments, and correspondence, the
CLIENT will designate a specific staff member as its representative to whom all correspondence,
materials, and requests for conferences and information will be directed. The CLIENT
designates Diane Johnston, Director of Marketing, (706) 796-4002, as its representative to whom
all correspondence should be directed.
SECTION III. CONSIDERATION/FEES
3.1 CLIENT shall pay to CONSULTANT the fees and expenses as set forth on Exhibit A
DWWDFKHGKHUHWR WKH³5DWH6FKHGXOHV´ 7KHUDWHVDVVHW forth in Exhibit A shall be in effect for
the duration of this agreement. The fees to be paid to CONSULTANT for services under this
contract will be determined either on the actual time and materials expended on the work or on a
per project basis, depending on the nature of the assignment requested and will be subject to
CLIENT acceptance and approval for each assignment.
3.2 Out of pocket expenses for costs such as printing, data bases, long distance telephone calls,
Attachment number 1
Page 4 of 13
Item # 20
5
transportation, and subsistence will be billed in addition at actual cost, and will be subject to
acceptance and approval by the CLIENT. CLIENT reserves the right to require documentation
of such costs and the ability to dispute such charges if determined to be unreasonable.
SECTION IV. REPRESENTATIONS AND WARRANTIES OF CONSULTANT.
CONSULTANT hereby represents and warrants to the CLIENT as follows:
4.1 EXISTENCE AND POWERS. CONSULTANT is a corporation duly organized and
validly existing under the laws of Virginia and is duly qualified to do business in the State of
Georgia, with full power, authority and legal right to enter into and perform its obligations under
this Agreement.
4.2 DUE AUTHORIZATION AND BINDING OBLIGATION. This Agreement has been
duly authorized, executed and delivered by CONSULTANT and constitutes a legal, valid and
binding obligation of CONSULTANT, enforceable against CONSULTANT in accordance with
its terms, except to the extent its enforceability may be limited by (i) applicable bankruptcy,
reorganization, moratorium or similar laws affecting enforcement of creditors' rights or remedies
generally, (ii) general equitable principles concerning remedies, and (iii) limitations on the
enforceability of rights to indemnification by federal or State laws or regulations or public
policy.
4.3 NO CONFLICT. To its knowledge, neither the execution nor delivery of this
Agreement by CONSULTANT, nor the performance by CONSULTANT of its obligations
hereunder (i) conflicts with, violates or results in a material breach of any law or governmental
regulation applicable to CONSULTANT, (ii) conflicts with, violates or results in a material
breach of any term or condition of any order, judgment or decree, or any contract, agreement or
Attachment number 1
Page 5 of 13
Item # 20
6
instrument, to which CONSULTANT is a party or by which CONSULTANT or any of its
properties or assets are bound, or constitutes a material default under any of the foregoing, or (iii)
constitutes a default under or results in the creation of, any lien, charge, encumbrance or security
interest upon any assets of CONSULTANT under any agreement or instrument to which
CONSULTANT is a party or by which CONSULTANT or its assets may be bound or affected.
4.4 NO APPROVALS REQUIRED. No approval, authorization, order or consent of, or
declaration, registration or filing with, any Governmental Authority is required for the valid
execution and delivery of this Agreement by CONSULTANT or the performance of its
obligations hereunder, except such as have been duly obtained or made.
4.5 FINANCIAL CONDITION. There has been no material adverse change in the
financial condition of CONSULTANT that would impair the ability of CONSULTANT to
perform its obligations under this Agreement.
4.6 NO COLLUSION. &2168/7$17¶V3URSRVDOLVJHQXLQHDQGQRWFROOXVLYHRUDVKDP
CONSULTANT has not colluded, conspired, connived or agreed, directly or indirectly, with any
other person, to put in a sham proposal, or to refrain from proposing, and has not in any manner,
directly or indirectly, sought, by agreement, collusion, communication or conference with any
SHUVRQWRIL[WKHSULFHVRI&2168/7$17¶V3URSRVDORUWKHSURSRVDOVRIDQ\RWKHU3HUVRQRUWR
secure any advantage against any Person interested in this Agreement.
4.7 INFORMATION SUPPLIED BY CONSULTANT. The information supplied and
representations and warranties made by CONSULTANT and in all submittals made in response
to the RFQ LQFOXGLQJ &2168/7$17¶V 3URSRVDO DQG LQ DOO SRVW-proposal submittals with
respect to CONSULTANT (and, to its knowledge, all information supplied in such submittals
Attachment number 1
Page 6 of 13
Item # 20
7
with respect to any Subsidiary or Subcontractor) are true, correct and complete in all material
UHVSHFWV&2168/7$17¶V3URSRVDOGRHVQRWFRQWDLQDQ\XQWUXHVWDWHPHQWRIDPDWHULDOIDFWRU
omit to state a material fact required to be stated therein, or necessary in order to make the
statements therein not misleading.
4.8 ETHICS: GRATUITIES AND KICKBACKS. Neither CONSULTANT, any
subsidiary, or any agent or other representative of CONSULTANT has given or agreed to give,
any employee or former employee of the CLIENT or any other person, a gratuity or an offer of
employment in connection with any decision, approval, disapproval, recommendation,
preparation or any part of a procurement requirement or a purchase request, influencing the
content of any specification or procurement standard, rendering of advice, investigation,
auditing, or in any other advisory capacity in any proceeding or application, request for ruling,
determination, claim or controversy, or other particular matter pertaining to any procurement
requirement or a contract or subcontract, or to any solicitation or proposal for a contract or
subcontract. Notwithstanding any other provision hereof, for the breach or violation of this
representation and warranty and upon a finding after notice and hearing, the CLIENT may
terminate this Agreement.
4.9 CONTINGENT FEES. CONSULTANT has not employed or retained any company or
person, other than a bona fide employee working for CONSULTANT, to solicit or secure this
Agreement; and CONSULTANT has not paid or agreed to pay any company, association,
corporation, firm or person, other than a bona fide employee working for the CONSULTANT,
any fee, commission, percentage, gift or any other consideration contingent upon or resulting
from the award or making of this Agreement. For the breach or violation of this representation
and warranty and upon a finding after notice and hearing, the COUNTY may terminate this
Attachment number 1
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8
Agreement and, at its discretion, may deduct from fees or otherwise recover, the full amount of
any such fee, commission, percentage, gift or consideration.
SECTION V. MISCELLANEOUS PROVISIONS
5.1. CONSULTANT will promptly observe and comply with applicable provisions of all
published federal, state, and local laws, rules and regulations which govern or apply to the
services rendered by CONSULTANT herein, or to the wages paid by CONSULTANT to its
employees.
5.2. CONSULTANT will procure and keep in force during the term of this agreement all
necessary licenses, registrations, certificates, permits, and other authorizations as are required
herein.
5.3. All reports, documents, data bases, computer programs, and other deliverable products
produced by CONSULTANT for sole purpose of CLIENT under the terms of this agreement will
at all times be the exclusive property of the CLIENT.
5.4 GOVERNING LAW. This Agreement and any questions concerning its validity,
construction or performance shall be governed by the laws of the State of Georgia, irrespective
of the place of execution or the place or places of performance.
5.6 COUNTERPARTS. This Agreement may be executed in more than one counterpart, each
of which shall be deemed to be an original and all of which taken together shall constitute one
and the same instrument.
5.7 SEVERABILITY. In the event that any part, provision or term of this Agreement shall, for
any reason, be determined to be invalid, illegal, or unenforceable in any respect, the Parties shall
negotiate in good faith and agree to such amendments, modifications, or supplements of or to
this Agreement or such other appropriate actions as shall, to the maximum extent practicable in
light of such determination, implement and give effect to the intentions of the Parties as reflected
Attachment number 1
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Item # 20
9
herein, and the other provisions of this Agreement shall, as so amended, modified, supplemented,
or otherwise affected by such action, remain in full force and effect.
5.8 NO THIRD PARTY BENEFICIARY. This Agreement is intended to be solely for the
benefit of CONSULTANT and the CLIENT and their respective successors and permitted
assigns and is not intended to and shall not confer any rights or benefits on any Person not a
signatory hereto.
5.9 CLIENT APPROVALS AND CONSENTS. When this Agreement shall require any
approval or consent by the CLIENT to a CONSULTANT submission, request or report, the
DSSURYDORUFRQVHQWVKDOOEHJLYHQE\WKH&/,(17¶V$XWKRUL]HG5HSUHVHQWDWLYHLQZULWLQJDQG
such writing shall be conclusive evidence of such approval or consent, subject only to
compliance by the CLIENT with the applicable law that generally governs its affairs. Unless
expressly stated otherwise in this Agreement, and except for requests, reports and submittals
made by the CONSULTANT that do not, by their terms or the terms of this Agreement, require a
response or action, if the CLIENT does not find a request, report or submittal acceptable, it shall
provide written response to CONSULTANT describing its objections and the reasons therefore
ZLWKLQWKLUW\ GD\VRIWKH&/,(17¶VUHFHLSWWKHUHRI,IQRUHVSRQVHLVUHFHLYHGWKHUHTXHVW
report or submittal shall be deemed rejected.
5.10 NOTICES AND AUTHORIZED REPRESENTATIVES. All notices, consents,
approvals or communications required or permitted hereunder shall be and may be relied upon
when in writing and shall be (i) transmitted by registered or certified mail, postage prepaid,
return receipt requested, with notice deemed to be given upon receipt, or (ii) delivered by hand or
nationally recognized courier service, or (iii) sent by facsimile transmission with confirmed
receipt thereof, with a hard copy thereof transmitted pursuant to (i) or (ii) above. All such
notices, consents, approvals or communications shall be addressed as follows:
Attachment number 1
Page 9 of 13
Item # 20
10
For CLIENT: Augusta Regional Airport
1501 Aviation Way
Augusta, Georgia 30909
Attn: Diane Johnston, Director of Marketing and
Communications
For CONSULTANT: Seabury Airline Planning Group
12012 Sunset Hill Road, Suite 1445
Arlington, Virginia 22201
Attn:
5.11 NONDISCRIMINATION. During the performance of services under this contract,
CONSULTANT agrees that it will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, age, or national origin. CONSULTANT will
take affirmative action to ensure that applicants are employed, and employees are treated during
employment, without regard to their race, color, religion, sex, age, or national origin. Such
action will include but not be limited to the following: employment, upgrading, demotion or
transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms
of compensation, and selection for training, including apprenticeship.
5.12 INDEMNIFICATION. CONSULTANT hereby agrees to hold harmless, indemnify and
defend the CLIENT, its members, officers and employees, against any claim, action, loss,
damage, injury (whether mental or physical, and including death to persons, or damage to
property), liability, cost and expense of whatsoever kind or nature including, but not by way of
OLPLWDWLRQDWWRUQH\V¶IHHVDQGFRXUWFosts, caused by negligent acts or acts of commission or
omission by CONSULTANT its officers, employees, sub consultants, or other representatives.
Attachment number 1
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Item # 20
11
To the extent permitted by law, CLIENT hereby agrees to hold harmless, indemnify and defend
the CONSULTANT, its members, officers and employees, against any claim, action, loss,
damage, injury (whether mental or physical, and including death to persons, or damage to
property), liability, cost and expense of whatsoever kind or nature including, but not by way of
OLPLWDWLRQDWWRUQH\V¶IHHVDQGFRXUWFRVWVFDXVHGE\QHJOLJHQWDFWVRUDFWVRIFRPPLVVLRQRU
omission by CLIENT its officers, employees, sub consultants, or other representatives.
SECTION VI. ENTIRE AGREEMENT
This agreement constitutes the entire agreement between the parties and will supersede and
replace all prior agreements or understandings, written or oral, in relation to the matters set forth
herein. Notwithstanding the foregoing, however, SEABURY APG hereby affirms the
completeness and accuracy of all of the information provided by it in its proposal to the CLIENT
in pursuit of this agreement.
Attachment number 1
Page 11 of 13
Item # 20
12
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed and
their seals to be affixed hereto as of the day and year first above written.
CLIENT:
By: _____________________________
For: Augusta Regional Airport
1501 Aviation Way
Augusta, Georgia 30909
CONSULTANT:
By:
For: Seabury Airline Planning Group
12012 Sunset Hill Road, Suite 1445
Arlington, Virginia 22201
Attachment number 1
Page 12 of 13
Item # 20
Attachment number 1
Page 13 of 13
Item # 20
REQUEST FOR QUALIFICATIONS
Request for Qualifications will be received at this office until Thursday, March 5, 2009 @ 3:00 p.m. FOR
FURNISHING:
RFQ ITEM #09-055 Advertising Agency for Augusta Regional Airport
RFQ ITEM #09-056 Air Service Consultant for Augusta Regional Airport
RFQs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the
offices of:
Geri A. Sams, Director
Augusta Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
RFQ documents may be examined at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing to the
office of the Procurement Department by Friday, February 20, 2009 @ 3:00 p.m. by fax at 706-821-
2811 or by mail. No RFQ will be accepted by fax, all must be received by mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local
bidder and receive bid preference on an eligible local project, the certification statement as a
local bidder and all supporting documents must be submitted to the Procurement Department
with your bonafide bid package.
No RFQ may be withdrawn for a period of 90 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including
financial statements and references and such other attachments that may be required by the bid
invitation are material conditions of the bid. Any package found incomplete or submitted late shall be
rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly
disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the
appropriate committee of the Augusta Commission. Please mark RFQ number on the outside of the
envelope.
Bidders are cautioned that sequestration of RFQ documents through any source other than the office of
the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized
sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to
base his qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle January 29, February 5, 12, 19, 2009
Metro Courier February 4, 2009
cc: Tameka Allen Interim Deputy Administrator
Tammy Strange Augusta Regional Airport
Diane Johnston Augusta Regional Airport
Attachment number 2
Page 1 of 1
Item # 20
Vendors:Original 7 Copies
Fee
Structure
Addendum
1
Mead & Hunt
28829 Lockheed Drive Suite 2A
Eugene, OR 97402
SH & E
9300 Lee Highway
Fairfax, VA 22031
Seabury Aviation Planning
1919 Gallows Road, Suite 550
Vienna, VA 22182
Yes Yes Yes Yes
Sixel Consulting Group
1180 West 15th Avenue
Eugene, OR 97402
Yes Yes Yes Yes
Boyd Group
78 Beaver Brook Canyon Road
Evergreen, CO 80439
Sabre Airline Solutions
115 West Peachtree Place NW
Atlanta, GA 30313
InterVISTAS Consulting
1615 L Street NW
Washington, DC 20036
TranSystems
2400 Pershing Road, Suite 400
Kansas City, MO 64108
Jacobs Consultancy
555 Airport Boulevard Suite 300
Burlingame, CA 94010
No Bid Response
Non-Compliant
Failed to Properly Execute the Contractor Affidavit & Agreement
Form, Statement of Non-Discrimination Form, Non-Collusion
Affidavit of Bidder/Offeror Form, and LSB Subcontractor/Supplier
Utilization Plan
Non-Compliant
Failed to submit the Contractor Affidavit & Agreement Form,
Subcontractor Affidavit Form, Non-Collusion Affidavit of
Bidder/Offeror, Non-Collusion Affidavit of Subcontractor Form,
and LSB Forms
RFQ Item #09-056
Air Service Consultant
For the City of Augusta - Augusta Regional Airport
RFQ Opening Date: Thursday, March 5, 2009 at 3:00 P.M.
Non-Compliant
Failed to Properly Execute the
Contractor Affidavit & Agreement Form
Attachment number 3
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Attachment number 4
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Attachment number 5
Page 1 of 1
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Attachment number 6
Page 1 of 2
Item # 20
Attachment number 6
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Attachment number 7
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Attachment number 7
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Commission Meeting Agenda
6/16/2009 2:00 PM
Dover-Lyman
Department:Housing and Community Development Department
Caption:Motion to approve a Resolution designating the SPLOST Dover-Lyman
Streets and Drainage Infrastructure Project (Phase I) to a HOME Investment
Partnership Program (HOME) Project to be administered by the Housing
and Community Development (HCD) Department to satisfy HOME
Findings issued by the Office of the Inspector General. (Approved by
Administrative Services Committee June 8, 2009)
Background:
During October 2007 through March 2008, the Office of the Inspector
General (OIG) audited the City’s HOME Program for the period covering
program years 2003 through 2007. As a result of that audit, on April 21,
2008, OIG issued several findings requiring the City to repay $822,580 to
the HOME Program and $477,373 to be recaptured by HUD. The findings
consisted of: 1. Ineligible costs - $430,040 (Costs charged to HOME
Program that auditor believes are not allowable by law.) 2. Unsupported
costs – $392,540 (Costs charged to a project and the eligibility of the cost
could not be determined at the time of the audit. Unsupported costs require a
decision by HUD program officials that requires additional supporting
documentation from City staff and clarification/interpretation of
departmental policies and procedures.) 3. Uncommitted HOME Funds -
$477,373 (Funds were not committed to projects within the required 24-
month period. HOME funds must be committed within 24 months from
execution of grant agreement by the City and expended within 5 years
(includes the 24 months). Total $1,299,953 The City responded to OIG’s
audit on May 14, 2008 (response attached), concurring with OIG on the
following amounts: 1. Ineligible costs $ 430,040 2. Unsupported
costs $ 392,540 3. Uncommitted funds subject
to recapture $ 477,373 Total $1,299,953 Therefore, the City is required
to repay $1,299,953 to the HOME Program (HUD) from non-federal funds.
In lieu of a direct cash payment, we are proposing that the Commission
reclassify the Engineering SPLOST-funded Dover-Lyman Streets and
Drainage Infrastructure Project (Phase I) to a HOME project which will be
administered by the HCD Department. Staff has discussed this option with
HUD officials and it is acceptable if approved by Commission. Currently,
HCD has $200,000 of CDBG funds budgeted for this project. Engineering
Department has $2,000,000 budgeted in SPLOST
funds. NOTE: Commission approved the transfer of the $2,000,000 from the
Travis Road/Plantation Drainage Improvement Project on June 17, 2008, to
the Dover-Lyman Streets and Drainage Infrastructure project, which will
partially fund the project. The total project cost is estimated to be
$5,299,355. A Request for Proposals for design of the project has been
issued by Engineering. If Commission approves the reclassification, this
will be a “substantial change” to the 2008 Action Plan. In compliance with
Cover Memo
Item # 21
the City’s Citizen’s Participation Policy, a Public Notice must be published
in the newspaper giving citizens 30 days to comment on the
reclassification. The comment period will be May 29, 2009 through June
29, 2009. If any comments are received, they will be presented to
Commission July 7, 2009, for consideration.
Analysis:Reclassifying Engineering Department’s SPLOST-funded Dover-Lyman
Streets and Drainage Infrastructure to a HOME project will prevent the City
from having to repay HUD $1,299,953 from general funds.
Financial Impact:Approval of the reclassification will have no financial impact to the City.
Alternatives:None recommended
Recommendation:Approve Resolution Reclassifying the SPLOST-funded Dover-Lyman
Streets and Drainage Infrastructure Project (Phase I) to a HOME Investment
Partnership Program (HOME) Project to be administered by the Housing
and Community Development (HCD) Department to Prevent the Payment of
$1,299,953 to HUD. Additionally, authorize HCD to proceed with amending
the 2008 Action Plan by issuing a Public Notice allowing citizen 3-days to
comment on the reclassification. If any public comments are received, they
will be presented to Commission July 7, 2009, for consideration.
Funds are Available in
the Following
Accounts:
SPLOST & CDBG
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 21
Attachment number 1
Page 1 of 6
Item # 21
Attachment number 1
Page 2 of 6
Item # 21
Attachment number 1
Page 3 of 6
Item # 21
Attachment number 1
Page 4 of 6
Item # 21
Attachment number 1
Page 5 of 6
Item # 21
Attachment number 1
Page 6 of 6
Item # 21
Attachment #2
RESOLUTION
A RESOLUTION AUTHORIZING THE RECLASSIFICATION OF THE ENGINEERING
DEPARTMENT’S SPLOST-FUNDED DOVER-LYMAN STREETS AND DRAINAGE
INFRASTRUCTURE PROJECT (PHASE I) TO A HOME INVESTMENT PARTNERSHIPS
PROGRAM (HOME) PROJECT TO BE ADMINISTERED BY THE HOUSING AND COMMUNITY
DEVELOPMENT DEPARTMENT TO PREVENT THE PAYMENT OF $1,299,953 IN GENERAL
FUNDS TO HUD
WHEREAS, the City of Augusta is a Participating Jurisdiction receiving HOME Investment
Partnerships Program funds from the U. S. Department of Housing and Urban Development
Department (HUD) as a result of the Cranston-Gonzalez National Affordable Housing Act, as
amended; and
WHEREAS, the City submitted an application to HUD through its 2008 Action Plan and
received HOME funds; and
WHEREAS, the City agreed to use HOME funds in accordance with the HOME Program
regulations at 24 CFR Part 92; and
WHEREAS, the Office of the Inspector General’s auditors determined that $1,299,953 of
HOME funds used by the City were not in compliance with HOME regulations; and
WHEREAS, the City is obligated to repay said HOME funds to HUD from non-federal funds;
and
WHEREAS, the Dover-Lyman Streets and Drainage Infrastructure Project is included in the
City’s 2008 Action Plan and also is a City SPLOST-funded project; and
WHEREAS, to prevent the payment of general funds to HUD’s HOME Program, in lieu of
cash amounting to HOME funds deemed ineligible, HUD will allow an eligible non-federally-funded
City project that benefits a low and moderate income area, as sufficient payment; and
WHEREAS, it is necessary to amend the City’s 2008 Action Plan to include the SPLOST-
funded Dover-Lyman Streets and Drainage Infrastructure project as a HOME-funded project; and
NOW, THEREFORE, BE IT RESOLVED: That the Mayor and the Housing and Community
Development Department staff be authorized to amend the 2008 Action Plan, prepare and submit
the amendment to HUD; and
BE IT FURTHER RESOLVED: That the Housing and Community Development Department
will administer the Dover-Lyman Streets and Drainage Infrastructure Project (Phase I) as a HOME
project in compliance with all applicable HOME laws, rules, regulations to resolve the OIG findings
and prevent payment of cash to HUD’s HOME Program.
ATTEST: AUGUSTA, GEORGIA
BY: ______________________________
David S. Copenhaver
Mayor
_______________________________
Lena J. Bonner
Clerk of Commission
CERTIFICATION
I, Lena J. Bonner , Clerk of Commission, hereby certify that the above is a true and correct copy of a
Resolution as adopted by said AUGUSTA-RICHMOND COUNTY COMMISSION in meeting held on
July 7, 2009.
S E A L
_____________________________
Lena J. Bonner
Clerk of Commission
Attachment number 2
Page 1 of 1
Item # 21
Commission Meeting Agenda
6/16/2009 2:00 PM
Employee Incentives Award Program (EIAP)
Department:Human Resources
Caption:Motion to approve implementation of the Employee Incentives Award Program
(EIAP). (Approved by Administrative Services Committee June 8, 2009)
Background:This program provides incentives to employees in recognition of the delivery of
high quality service, improvements in quality of work, efficiency, productivity,
and customer service. This program will also establish guidelines to provide:
(a) special public recognition of employees at Board meetings for employees
who have dedicated their careers to serving to the City and its citizens for a
period of 25, 30 and/or 35 years, and (b) Department level recognition for the
employees who have served 5, 10, 15, and 20 years, (c) enhancement of the
Employee of the Month (EOM) and Employee of the year (EOY) programs, and
(d) special annual recognition of retirees that includes invitation to attend an
annual recognition dinner/ceremony to honor their many loyal years of service
to the City. See Attachment
Analysis:See Attachment
Financial Impact:See Attachment
Alternatives:Do not approve implementation of the Employee Incentives Award Program
(EIAP)
Recommendation:Approve implementation of the Employee Incentives Award Program (EIAP)
Funds are Available in
the Following Accounts:See Attachment
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 22
HUMAN RESOURCES DEPARTMENT
Rod Powell
Director
Augusta Human Resources Department
530 Greene Street
Room 601 – Municipal Building
(706) 821-2303 (706) 821-2867 FAX
Job Line: 821 -2305
WWW.AUGUSTAGA.GOV
Title: Employee Incentives Award Program
Effective Date: Proposed July 1, 2009
Reference: Employee Incentive Awards Program (EIAP)
1. PURPOSE
This program, consisting of both cash and non-cash awards, provides incentives to
employees in recognition of the delivery of high quality service, improvements in quality
of work, efficiency, productivity, and customer service. This program will also
establish guidelines to provide: (a) special public recognition of employees at Board
meetings for employees who have dedicated their careers to serving to the City and its
citizens for a period of 25, 30, and/or 35 years, and (b) Department level recognition for
the employees who have served 5, 10, 15, and 20 years, (c) enhancement of the
Employee of the Month (EOM) and Employee of the year (EOY) programs, and (d)
special annual recognition of retirees that includes invitation to attend an annual
recognition dinner/ceremony to honor their many loyal years of service to the City.
2. INCENTIVE AWARD GUIDELINES
A. Employee of the Month/Year Performance Awards
The current Employee of the Month/Year Program will be enhanced to include
additional cash incentives and non-monetary recognition to reward and recognize
individuals for outstanding service to Augusta-Richmond County and its citizens. All
performance awards will be for the face amount of the award.
Employees of the Month (EOM) and Employee of the Year (EOY) will each receive a
cash award based on their respective level of recognition. Monthly award recipients
will receive a performance award of $100. Employee of the Year will receive $250
performance award.
(1) Employee of the Month
Attachment number 1
Page 1 of 6
Item # 22
HUMAN RESOURCES DEPARTMENT
Rod Powell
Director
Augusta Human Resources Department
530 Greene Street
Room 601 – Municipal Building
(706) 821-2303 (706) 821-2867 FAX
Job Line: 821 -2305
WWW.AUGUSTAGA.GOV
Department Directors may submit only one nomination per month for
EOM recognition. Only non-probationary, full-time regular employees are
eligible for consideration. Performance should be “above and beyond”
what is normally expected in the day-to-day performance of job duties.
Areas for performance consideration are listed below:
Evaluation should focus on outputs/accomplishments in one or more:
Initiative/Employee Innovation/Customer Service
Positive employee interaction
Productivity/Quality Improvement
Cost Savings/Cost Avoidance
Selection Process:
The EOY would be nominated and selected in a similar fashion. You should note
that employee need not have been selected as an employee of the month in order
to be considered for employee of the year recognition. However, all EOM
selectees for the respective calendar year will be automatically considered for
EOY.
(a) Any employee submits nomination to Department Director. If more than
one employee is nominated within the department, then an internal review
and selection process will recommend a nominee to the Department
Director for approval.
(b) Department Director selects the Employee of the Month to represent their
department. Department Director forwards the departmental nominee to
the Employee Recognition Committee by the pre-established deadline for
submission.
(c) The Employee Recognition Committee reviews departmental nominees
and selects the Employee of the Month for submission to the Commission
for recognition normally at the first meeting of each month.
(d) Award: $100.00 cash for the Employee of the Month, proclamation
Attachment number 1
Page 2 of 6
Item # 22
HUMAN RESOURCES DEPARTMENT
Rod Powell
Director
Augusta Human Resources Department
530 Greene Street
Room 601 – Municipal Building
(706) 821-2303 (706) 821-2867 FAX
Job Line: 821 -2305
WWW.AUGUSTAGA.GOV
plaque, EOM and Augusta pins, picture taken, one day off w/pay, and
donated lunch/dinner coupons when available.
(2) Employee of the Year
Minimum Requirements: Non-probationary, full-time regular employee
with min. satisfactory Annual Performance Evaluation.
Evaluation based on accomplishments in one or more areas below:
Initiative/Employee Innovation/Cost Savings
Productivity/Quality Improvements
Customer Service Excellence
Positive employee interactions
After-hours community involvement
Other considerations that enhance quality of life in Augusta
Selection Process:
(1) Any employee submits nomination to Department Director.
(2) Each Department Director takes all nominations received and completes
the recommendation for each input. Department Director selects the single
nominee for Employee of the Year to represent their department and
forwards the departmental nominee to the Employee Recognition
Committee.
(3) Human Resources Director provides assistance/guidance to Employee
Recognition Committee, as needed, to select the Employee of the Year. No
member of the Recognition Committee may be considered for EOM/EOY.
(4) Award: $250.00 for Augusta Employee of the Year, plaque, EOY pin,
Augusta pin, picture taken, any donated gifts (e.g. lunch/dinner coupons
when available), publicity, one day off w/pay, and recognition at annual
dinner.
Attachment number 1
Page 3 of 6
Item # 22
HUMAN RESOURCES DEPARTMENT
Rod Powell
Director
Augusta Human Resources Department
530 Greene Street
Room 601 – Municipal Building
(706) 821-2303 (706) 821-2867 FAX
Job Line: 821 -2305
WWW.AUGUSTAGA.GOV
(5) EOY photos will be retained for permanent display in the “Hall of Fame”
display managed by the Human Resources Department.
B. Procedures for “Years of Service” Awards
Augusta employees who have completed 25, 30 and/or 35 years of service will
receive recognition at the first monthly Commission meeting each month and be
presented a service pin, “denoting years of service”, and a certificate. The
Human Resources Department will manage the program.
The procedures for employees to receive this recognition are:
(a) The Human Resources (HR) Department will identify the employees each month
who are eligible for this recognition based on seniority with the City beginning in
July 2009. Please note: Retroactive service pins for anniversary dates prior to this
effective date, will not be provided. However, as a service to employees, pins for
previous anniversary dates can be purchased at the HR Employee Store on the
first day of every month.
(b) The HR Department will prepare and submit a recommendation to the
Administrator for presentation and recognition at the monthly Commission
meeting for all employees who reach their “gold anniversary dates” i.e., 25, 30,
35, and 40 years service.
(c) The HR Department will prepare certificates and have the pins available monthly
for the Department Directors to present to employees with 5, 10, 15, and 20 years
of service at an appropriate organizational recognition ceremony.
(d) The HR Department will send a memo to notify the Department Director that
his/her senior employee (s), e.g. 25, 30, 35, and 40 years service, will be
recognized at the Commission meeting for his/her years of service to Augusta.
The Department will notify the employee and assist in scheduling them to attend
the meeting.
C. Retirement Recognition Awards
(1) The HR Department is responsible for administering the Retirement Service
Award Process to honor retirees for each respective calendar year. Retirees will
Attachment number 1
Page 4 of 6
Item # 22
HUMAN RESOURCES DEPARTMENT
Rod Powell
Director
Augusta Human Resources Department
530 Greene Street
Room 601 – Municipal Building
(706) 821-2303 (706) 821-2867 FAX
Job Line: 821 -2305
WWW.AUGUSTAGA.GOV
receive a special recognition certificate, retirement gift (clock), and be invited to
the annual retiree appreciation dinner.
(2) The HR Department will also prepare the awards, including special retirement
comerative acrylic clocks with custom plaques showing appropriate “name,
sincere appreciation for xx years of service” and Retirement Certificates from the
Board for presentation to retirees. Notification of all retirees for the calendar year
will include invitation to the annual recognition ceremony/dinner and all other
associated activities.
(3) The Retiree Recognition Dinner will normally be held in the fall of every year.
Two dinner tickets for the retiree and one guest will be provided free of charge by
the City. To participate in honoring retirees, the Mayor, all Commissioners, the
Administrator, and department heads will be requested to participate and will be
provided one (1) ticket for the dinner. Additional tickets may be provided (1 ea)
to Elected Officials with retirees to be recognized, program sponsors, and special
guests invited by the City Administrator. Dinner tickets will also be available for
purchase by family members, former retirees, and other guests of employees
being recognized.
3. ADMINISTRATION AND BUDGET
Human Resources will budget the funds and manage EIAP program each year. The
EOM/EOY program will be administered primarily by the Employee Recognition
Committee. Any amendments to this policy will be coordinated through the HR
department and the City Administrator.
AFLAC refunds the City of Augusta’s Human Resources 2% of premiums collected for
servicing their account will be the primary funding source for the EIAP. The purchase of
award, recognition items, and other activities (e.g. luncheons, dinners, catering, etc) that
support the morale and welfare of employees, will be funded exclusively through the
refunds provided to HR by AFLAC and any other money received through sale of
recognition items (e.g. sale of service award pins to employees) or funds donated by other
vendors for this purpose.
This EIAP Fund will be used exclusively to cover the cost of administering this program
and use of General Funds to support this program is not anticipated.
Attachment number 1
Page 5 of 6
Item # 22
HUMAN RESOURCES DEPARTMENT
Rod Powell
Director
Augusta Human Resources Department
530 Greene Street
Room 601 – Municipal Building
(706) 821-2303 (706) 821-2867 FAX
Job Line: 821 -2305
WWW.AUGUSTAGA.GOV
Attachment number 1
Page 6 of 6
Item # 22
Commission Meeting Agenda
6/16/2009 2:00 PM
GMEBS DB Retirement Plan Amendment
Department:Human Resources
Caption:Motion to approve GMEBS DB Retirement Plan Amendment with
immediate vesting for SES and extra 5 years of service credit for the
individual that was RIF and allow future Commissions to make a decision
concerning the five years of services for a RIF if necessary. (Approved by
Administrative Services Committee May 11, 2009) (Approved by
Commission May 19, 2009 - second reading)
Background:See attached amendment documents.
Analysis:See attached amendment documents.
Financial Impact:See attached amendment documents.
Alternatives:Do not approve GMEBS DB Retirement Plan Amendment.
Recommendation:Approve GMEBS DB Retirement Plan Amendment
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 23
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Item # 23
Commission Meeting Agenda
6/16/2009 2:00 PM
Grant Application
Department:Planning Commission
Caption:Motion to approve the applications for a formula based grant from the
Department of Energy under the AARA for $1,969,900. (Approved by
Administrative Services Committee June 8, 2009)
Background:The City of Augusta qualifies for a formula based grant under the American
Recovery and Revitalization Act of 2009 (AARA), Energy Efficiency and
Conservation Block Grant program, U. S. Department of Energy. The
enclosed project list was developed in consultation with departments that
deal with activities that are eligible under the program guidelines. The
proposed project list was developed by evaluating each project that was
submitted for its ability to reduce carbon, save energy, create jobs, have
lasting impact, and have other benefits. The funds for these projects will be
provided over a three year period subject to our completion of an “Energy
Efficiency Strategy” and extensive performance evaluations of the projects
after implementation. This is 100% Federal money with no required local or
state match.
Analysis:We believe that the following projects are eligible for funding and will score
well when the necessary quarterly performance evaluations are conducted.
In addition to the carbon reduction and energy savings, these projects will
significantly reduce the City’s operating and maintenance costs.
Recommended use of funds HVAC System Replacement – Lake Olmsted
Park $350,000 Replace oversized chillers at LEC 490,000 Adaptive Traffic
Signals – Fort Gordon Gates 60,000 Adaptive Traffic Signals – Washington
Road 450,000 Adaptive Traffic Signals – Wrightsboro Road 240,000
County Wide LED Conversion of Traffic Signals 190,000 Administration
39,900 Consultant services 150,000 Total $1,969,900
Financial Impact:Approval of this application will result in $1,969,900 in federal funds being
provided to the City with no matching requirement. Implementation of the
projects will reduce carbon and energy use, reduce the operating and
maintenance costs of City government, and improve traffic congestion thus
saving an estimated 280,000 gallons of gasoline per year for the motoring
public. The Planning Commission will administer the program and some
federal funding is allocated for that administration.
Alternatives:Don’t accept the funds, or select alternative projects but the application must
be submitted to DOE before June 25, 2009.
Recommendation:Approve the application as written.
Cover Memo
Item # 24
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 24
Commission Meeting Agenda
6/16/2009 2:00 PM
Reprogram of $878,108
Department:Housing & Community Development Department
Caption:Motion to approve the reprogramming of $878,108 in Community
Development Block Grant (CDBG) and HOME Investment Partnerships
Funds. (Approved by Administrative Services Committee April 29,
2009)
Background:
On February 17, 2009, The American Recovery & Reinvestment Act was
signed by President Obama and authorized additional Community
Development Block Grant (CDBG) funds. As a result, the city is expected to
receive an additional $606,372 in CDBG-Recovery funds. The purpose of
the funds is to stimulate the economy quickly by creating jobs and economic
opportunities. Projects selected should be projects that are “shovel-ready”
and can start within 120 days after receipt of the funds. We have several
existing CDBG projects we are proposing to fund from the CDBG-Recovery
funds. Therefore, we need to release the existing CDBG project funds and
reprogram to other projects. In addition, we are proposing to reprogram
$300,000 in HOME Housing Counseling funds that we determined should
be funded with CDBG funds. We are proposing that funds be
reprogrammed FROM the following projects: 1. CDBG FY 2008
Dover/Lyman Commercial Development Acquisition - $200,000 -
Justification: The initial purpose of the assistance was to purchase a small
commercial shopping center off Deans Bridge Road. Because negotiation
for purchase of the property failed, the funds need to be reprogrammed.
2. CDBG FY 2007 Antioch Laney-Walker Enterprise Initiative -
$378,108 - Justification: Staff has determined that this project will be
funded from CDBG-Recovery funds because it is ready to let for bid as soon
as the funds are released. 3. HOME FY 2009 Housing Counseling -
$300,000 - Justification: This project will be funded from existing
CDBG funds. Projects that funds will be reprogrammed TO: 1.
CDBG FY09 Housing Counseling Program
$410,000 2. CDBG FY09
Demolition $100,000 3.
CDBG FY09 Acquisition $ 68,108
3. HOME FY09 Model House $250,000
4. HOME FY09 Neighborhood Redevelopment Initiative
$ 50,000 Total $878,108 This
reprogramming of funds will be a substantial change to the City’s
Consolidated Plan. In accordance with HUD requirements and the City’s
Citizen Participation Policy, any substantial changes to the Consolidated
Plan must be presented to the public for a 30-day comment period. If
comments are received, they must be presented to the Commission for
action. On May 6, 2009, a Public Notice will be published in the
newspaper soliciting comments from the public. The deadline for comments
Cover Memo
Item # 25
will be June 16, 2009.
Analysis:Reprogramming of these funds will allow the department to proceed with
active projects and expend the funds in a timely manner.
Financial Impact:This reprogramming of funds is a reallocation of existing funds.
Alternatives:None recommended.
Recommendation:Accept the Proposed Reprogramming of $878,108 in CDBG and HOME
Funds as Information and Allow Staff to Solicit Public Comments for a 30-
day period. After the 30-day comment period (June 5, 2009), staff will
return and present to Commission for action the Proposed List of
Reprogramming and any public comments received.
Funds are Available in
the Following
Accounts:
Existing CDBG & HOME funds.
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 25
Attachment – Reprogram List/$878,108
Reprogram 4-29-09
CDBG & HOME Funds to be Reprogrammed - $878,108:
Administrative Services Committee – April 29, 2009
Commission – June 16, 2009
FROM:
Type Funds
Project Name
Amount (-) $’s
CDBG *Dover Lyman Commercial Acquisition – FY08 - 200,000
CDBG Antioch Laney-Walker Enterprise Initiative – FY07 -378,108
HOME Housing Counseling Program – FY09 -300,000
TOTAL $878,108
TO:
Type Funds
Project Name
Amount (+) $’s
CDBG Housing Counseling Program – FY09 +410,000
CDBG Demolition +100,000
CDBG Acquisition + 68,108
HOME Construction of Model House +250,000
HOME Neighborhood Redevelopment Initiative + 50,000
TOTAL $878,108
*Currently have $2,200,000 designated for Dover/Lyman Infrastructure
(Public Works - $2,000,000; CDBG - $200,000)
Attachment number 1
Page 1 of 1
Item # 25
Commission Meeting Agenda
6/16/2009 2:00 PM
Request for Proposals
Department:Planning Commission
Caption:Motion to approve a Request for Proposals (RFP) for a consultant to
provide services related to the Energy Efficiency and Conservation Block
Grant program under AARA. (Approved by Administrative Services
Committee June 8, 2009)
Background:The City will receive a formula based grant for $1,969,000 from the
Department of Energy under AARA if we successfully follow the program
guidelines. We must complete an “Energy Efficiency Strategy” within 120
days of the grant award and do extensive performance evaluations (how
much carbon energy use we actually reduced) over a three year period. The
application for these funds is a separate agenda item.
Analysis:The staff does not have expertise in this area and must use an energy
conservation consultant. Funds for the contract are included in the grant.
The expected contract amount is up to $150,000.
Financial Impact:This work must be completed by a consultant in order to get the $1,969,000
formula based grant that we qualify for from DOE. The funds for the
consultant activity, up to $150,000, can be taken from the grant. No Local or
State funds are involved.
Alternatives:Don’t submit the RFP for the consultant, lose the grant.
Recommendation:Approve the RFP.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 26
Commission Meeting Agenda
6/16/2009 2:00 PM
United Way/FamilyWize® Prescription Drug Discount Card Program
Department:Human Resources
Caption:Motion to approve the United Way/FamilyWize Prescription Drug Discount
Card Program. (Approved by Administrative Services Committee June
8, 2009)
Background:Augusta Richmond County Human Resources Department is collaborating
with United Way to provide the citizens of Augusta with discount
prescription drug cards at no cost. United Way provides the FamilyWize®
Prescription Drug Discount Card Program that will enable consumers to
save an average of 39% on the cost of prescription. They currently provide
810 agencies cards and have saved consumers over $43 million.
Analysis:By partnering United Way, Richmond County is able to provide a valuable
resource to our community at no cost. Richmond County Human Resources
will distribute the cards from HR.
Financial Impact:This is a free program.
Alternatives:Do not approve the United Way/FamilyWize® Prescription Drug Discount
Card Program.
Recommendation:Approve the United Way/FamilyWize® Prescription Drug Discount Card
Program.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 27
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Item # 27
Commission Meeting Agenda
6/16/2009 2:00 PM
Approval to Enter Into a Contract with KSGW Architects for Renovations to the Richmond County Correctional Institution
Department:RCCI
Caption:Motion to approve execution of a contract with KSGW Architects for
architectural and engineering design consulting services associated with
Renovations to the RCCI.
Background:The RCCI Renovations project was approved by voters in the SPLOST V
referendum. The project includes installation of a climate-controlled central
control room for corrections officers, overlooking the RCCI’s inmate housing
areas. Following receipt of Qualifications Statements from Architects and
Engineers, pursuant to Augusta RFQ 08-216, the Selection Committee chose
KSGW Architects.
Analysis:KSGW is a Georgia-based firm with expertise in corrections facilities. They
have retained Johnson Laschober, an Augusta-based engineering firm that is
also experienced with corrections work, to assist them on the project. The
design team is qualified and has a local presence.
Financial Impact:A fee of $80,194 has been negotiated with the architects for the services
required. This includes all normal architectural and engineering services,
including structural, mechanical, electrical, plumbing and fire protection
engineering.
Alternatives:Re-advertise for procurement of architectural services.
Recommendation:Approve execution of a contract with KSGW Architects.
Funds are Available in
the Following Accounts:Funds are available in account 325-05-1120; 208251102
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 28
RCCI RENOVATIONS - ARCHITECT EVALUATIONS
REFERENCES
Ref. Name Teleph # Position Project Rating/comments
1 KSGW
Mr. David Clark 678.686.1230
U.S. Department of
Corrections
7KH*RYHUQRU¶V0DQVLRQ5HQRYDWLRQ
Atlanta Georgia; Renovation of a
number of Georgia State office
buildings; Paulding Youth Detention
Center Classroom addition, Dallas
Georgia; Department of Juvenile
Justice, number of buildings; and
Department of Corrections,various Numerous projects, always good experience
Stan Copeland 770.920.7136 Chief
Douglas County Jail Annex, Master
Plan and Renovation of the Existing
Jail, Douglas County Georgia very good experience; KSGW the best of several
Ed Spooner 706.782.5251 GEO Group
Robert A Deyton Detention Center,
Love Joy Georgia left message
2 2KMArchitects
David Weathers 706.533.5606 Const. Mgmt MCG
$100M in MCG projects. Clinic at Reynolds Plantation; Good
reference-- dedicated group;
Daniel Holtz 478.445.2544 Dtr, Health Contracting GA Dept of Veterans Services
several projects in Augusta & Milledgeville ; healthcare; veterans
cemeteries; Rob Mauldin; very good reference
Charles Esposito 706.721.2531
Dtr, GA War Vets
Nursing Home GA War Vets N. Home left message
Janet Nesbitt 706.828.6406
VP, Physicians
Practice group left message
Fred Ricketson 706.667.4593
Aug State Campus
Architect ASU, especially historical renovations excellent experience with Rob Mauldin
Item # 28
1
STANDARD FORM OF CONTRACT
FOR PROFESSIONAL
ARCHITECTURAL SERVICES
BETWEEN
AUGUSTA, GEORGIA
A Political Subdivision of the State of Georgia
(hereinafter referred to as the Owner)
AND
(hereinafter referred to as the Architect)
Date: April 15, 2009
The Professional Architectural Services required by this Contract are to be rendered for
the following project, hereinafter identified as the "Project":
Project Name: Phase 1 Renovations of the Richmond County Corrections
Institution (RCCI)
Project Address: 2314 Tobacco Road
City/State/Zip: Augusta, Georgia
Project ID #: RCCI-1
General Project
Description:
Phase 1 Renovations including relocation of control room, CCTV,
storm windows, and other miscellaneous renovations.
Attachment number 2
Page 1 of 40
Item # 28
2
Table of Contents
Article 1 Representations
Article 2 Notices
Article 3 Definitions
Article 4 Relationship of the Parties
Article 5 Basic Services
Article 6 Additional Services
Article 7 Design Not to Exceed
Article 8 Compensation
Article 9 Period of Service
Article 10 OwnHU¶V5HVSRQVLELOLWLHV
Article 11 Insurance
Article 12 Indemnification
Article 13 Termination of Agreement
Article 14 Successors/Assignment
Article 15 Ownership of Documents/Confidential Information
Article 16 Additional Provisions
Article 17 Project Records
Article 18 Prohibition Against Contingent Fees
Article 19 Exhibits and Attachments
Article 20 Entire Agreement
Exhibit A Basic Services
Exhibit B Schedule
Exhibit C Insurance
Exhibit D Asbestos ± Statement of Declaration
Exhibit E Non Collusion Affidavit
Exhibit F Fee Calculation
Exhibit G Facility Assessment Study (attached by reference)
Attachment number 2
Page 2 of 40
Item # 28
3
This Contract for Professional Architectural Services is entered into between:
Owner
2ZQHU¶V1DPH Augusta, Georgia 2ZQHU¶V$GGUHVV 530 Greene Street, Room 806
City/State/Zip: Augusta, Georgia 30911
and
Architect $UFKLWHFW¶V1DPH KSGW Architects
$UFKLWHFW¶V$GGUHVV 2500 Northwinds Parkway; Suite 250
City/State/Zip: Alpharetta, GA 30004
This Contract for Professional Architectural Services is executed under seal, and shall
be effective on the date signed by the last party to do so.
AUTHORIZED REPRESENTATIVES:
The authorized representatives and addresses of the Owner and the Architect are:
2ZQHU¶V5HSUHVHQWDWLYH
Firm Name: Heery International, Inc.
Name: Bob Munger
Address: 501 Greene Street
City/State/Zip: Augusta, GA 30901
Email Address: rmunger@augustaga.gov
Phone: Cell: 706.836.9137 Fax: 706.821.2484
$UFKLWHFW¶V5HSUHVHQWDWLYH
Name: Gregory Washington
Address: 2500 Northwinds Parkway; Suite 250
City/State/Zip: Alpharetta, GA 30004
Email Address: gregory@ksgw.net
Phone: Cell: 404.213.2567 Fax: 770.619.5919
NOW, THEREFORE, in consideration of the mutual promises, covenants and
agreements stated herein, and for other good and valuable consideration, the sufficiency
of which is hereby acknowledged, the Owner and the Architect agree:
ARTICLE 1
REPRESENTATIONS
By executing this Contract, the Architect makes the following express representations to
the Owner:
1.1 The Architect is professionally qualified to act as the architect for the Project
and is licensed to practice architecture by all public entities having jurisdiction
over the Architect and the Project;
Attachment number 2
Page 3 of 40
Item # 28
4
1.2 The Architect has and shall maintain all necessary licenses, permits or other
authorizations necessary to act as architect for the Project until the Architect's
duties hereunder have been fully satisfied;
1.3 The Architect has become familiar with the Project site and the local conditions
under which the Project is to be designed, constructed, and operated;
1.4 The standard of care for all professional architectural services performed to
execute the work under this contract shall be the care and skill ordinarily used
by members of the design profession practicing under similar conditions at the
same time and locality of the Project.
1.5 The Architect will prepare all documents and items required by this Contract
including, but not limited to, all contract plans and specifications, in such a
manner that they shall be coordinated and adequate for construction and shall
be in conformity and comply with all applicable law, codes and regulations as
required by the standard of care;
1.6 The Architect assumes full responsibility to the Owner for the negligent or willful
acts and RPLVVLRQVRI$UFKLWHFW¶VFRQVXOWDQWVRURWKHUHPSOR\HGRUUHWDLQHGE\
the Architect in connection with the Project;
1.7 The Owner and Architect each acknowledges that it has reviewed and
familiarized itself with this Contract for Professional Architectural Services, and
agrees to be bound by the terms and conditions contained herein.
ARTICLE 2
NOTICES
2.1 Unless otherwise provided, all notices shall be in writing and considered duly
given if the original is hand delivered. All notices shall be given by a standard
courier service at the addresses set forth above. Notices that are hand
delivered shall be deemed given the next business day following the date of
delivery.
ARTICLE 3
DEFINITIONS
The following words and phrases shall for the purposes of this Agreement have the
following meanings:
3.1 Project - The Project shall be as described above.
3.2 Services - The Services to be performed by the Architect under this Agreement
shall consist of the Basic Services described in Article 5 and any Additional
Services included under Article 6.
3.3 Construction Contract Award Price (CCAP) ± For the purpose of this Contact,
the CCAP shall be defined as the approved construction budget established by
the Owner. The CCAP shall be $510,000.
Attachment number 2
Page 4 of 40
Item # 28
5
3.4 Construction Contract Documents - The Construction Contract Documents
shall consist of the plans and specifications prepared by the Architect, and any
addenda and change orders thereto, and the Owner-Contractor Agreement, all
of which shall be compatible and consistent with this Agreement.
3.5 Contractor - The Contractor is the person or entity which enters into an
agreement with the Owner to perform the construction of or any construction on
the Project, including, without limitation, the providing of labor, materials, and
equipment incorporated or to be incorporated into the Project. The term
"Contractor" means the Contractor or its authorized representative, but
excludes the Owner's Representative and the Architect. 7KHWHUP³&RQWUDFWRU´
shall be understood to be equivalent in meaning to the tHP³Contractor´
3.6 Basic Services Compensation. Basic Services Compensation shall be the
lump sum fee designated in Article 8 to be paid by the Owner to the Architect in
connection with the performance of the Basic Services by the Architect.
3.7 Program of Requirements. The Program of Requirements or "Program" is the
detailed written summary of the requirements of the facility which sets forth the
Owner's design objectives, constraints and criteria, including space
requirements and relationships, quality levels, flexibility and expandability,
special equipment and systems and site requirements. The Program shall be
developed and confirmed by the Architect before Schematic Design.
3.8 Design Phase Change Order - A Design Phase Change Order is the form of
documentation from the Owner approving and authorizing a modification to the
Program, Budget, or previously approved Design Phase documents.
ARTICLE 4
RELATIONSHIP OF THE PARTIES
4.1 Professional Architectural Services - The Architect shall provide professional
architectural/engineering services for the Project in accordance with the terms
and conditions of this Agreement. The Architect's performance of services
shall be as a professional consultant to the Owner to carry out the activities of
Project design and construction administration and to provide the technical
documents and construction administration to achieve the Owner's Project
objectives.
4.2 Owner Representation - The Owner plans to employ and assign a Project
Manager from Heery International, Inc., or similar type firm, to serve as the
Owner's Representative. The Owner's Representative has no design
responsibilities of any nature. None of the activities of the Owner's
Representative supplant or conflict with the design, budget or any other
services and responsibilities customarily furnished by the Architect or their
Subconsultants in accordance with generally accepted
architectural/engineering practices. The Architect shall fully cooperate with the
2ZQHU¶V5HSUHVHQWDWLYHInstructions by the Owner to the Architect relating to
services performed by the Architect will be issued or made by or through and in
accordance with procedural, organizational, and documentation standards
established by the Owner's Representative. Communications and submittals of
the Architect to the Owner and Contractor shall be in writing and issued or
Attachment number 2
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6
made in accordance with similar procedural and documentation standards
established by the Owner's Representative. The Owner's Representative shall
have the authority to establish procedures, consistent with this Agreement, to
be followed by the Architect and Contractor and to conduct periodic meetings
to be attended by the Architect, and their subconsultants, throughout the
duration of this Agreement.
4.3 Other Consultants - The Owner may provide drawings, consultation,
recommendations, suggestions, data and/or other information relating to the
Project from other consultants under separate contract with the Owner,
including but not limited to: Land Surveying Consultant, Geotechnical
Consultant, and/or Materials Testing Consultant. The Architect can rely on the
accuracy of this information.
4.4 Architect Representation ±
4.4.1 The Architect shall provide a list of all consultants (and subconsultants) which
the Architect intends to utilize relating to the Project prior to commencing work
on the Project. The list shall include such information on the qualifications of
the consultants as may be requested by the Owner. The Owner will review the
consultants proposed. The Architect shall not retain a consultant to which the
Owner has an objection. The Architect shall use individuals or firms that are
licensed and regularly engaged in the fields of expertise required for this
Project.
4.4.2 The Architect shall provide to the Owner with a list of the proposed key project
personnel of the Architect and its consultants to be assigned to the Project.
This list shall include such information on the professional background of each
of the assigned personnel as may be requested by the Owner, through the
Owner's Representative. Such key personnel and consultants shall be
satisfactory to the Owner and shall not be changed except with the consent of
the Owner unless said personnel cease to be in the Architect's (or its
consultants or subconsultants, if applicable) employ.
4.4.3 II UHTXLUHG E\ WKH 2ZQHU¶V 5HSUHVHQWDWLYH Dll agents and workers of the
Architect and its subconsultants shall wear identification badges provided by
the Architect at all times that WKH\ DUH RQ WKH 2ZQHU¶V SURSHUW\ 7KH
identification badge shall at a minimum display the company name and
telephone number and the employee name.
4.4.4 The Architect understands and agrees that should the Owner's Representative
or other Consultant¶V provide the Architect with any estimating or scheduling
assistance, cost or time control recommendations or other consultation,
recommendations or suggestions, any or all such activities on the part of the
Owner's Representative, Consultant, or any other representative of the Owner
shall in no way relieve the Architect of the responsibility of fulfilling its
obligations and responsibilities under this Agreement.
ARTICLE 5
BASIC SERVICES
5.1 The Architect shall provide the basic services as described in Exhibit A.
Attachment number 2
Page 6 of 40
Item # 28
7
ARTICLE 6
ADDITIONAL SERVICES
6.1 If any of the following Additional Services are authorized in advance by the
Owner in writing, the Architect shall furnish or obtain from others the authorized
services. If authorized in advance, in writing, by the Owner, the Architect shall
be paid for these additional services by the Owner pursuant to Article 8.3 to the
extent they exceed the obligations of the Architect under this Agreement.
6.1.1 Providing fully detailed presentation models or presentation renderings, not
included in Basic Services.
6.1.2 Providing financial feasibility or other special studies, not included in Basic
Services.
6.1.3 Providing planning surveys or alternative site evaluations.
6.1.4 Providing design services relative to future facilities, systems and equipment
which are not intended to be constructed as part of the Project other than
general planning and Master Planning for future work as indicated by the
Program of Requirements.
6.1.5 Making major revisions in Drawings, Specifications or other documents when
such revisions are inconsistent with written approvals or instructions previously
given by the Owner.
6.1.6 Preparing supporting data and other services in connection with an Owner-
initiated change order if the Basic Compensation is not commensurate with the
services required of the Architect.
6.1.7 Providing operating and maintenance manuals, training personnel for operation
and maintenance, and consultation during operations other than initial start-up,
and coordinating with the Contractor(s) to provide in electronic format, as
GHVLJQDWHG E\ WKH 2ZQHU¶V 5HSUHVHQWDWLYH GHWDLOHG SURGXFW DQG ZDUUDQW\
infoUPDWLRQIRULQSXWWRWKH2ZQHU¶V)DFLOLW\0DQDJHPHQWFRPSXWHUV\VWHP
6.1.8 Providing soils sampling, classification and analysis; however, analysis of
existing soils information and soils analysis during the Design Phase and
recommendations needed during the Construction Phase of the Project are not
considered additional services.
6.1.9 Providing services of interior furnishings not included in the design contract.
6.1.10 Providing professional services made necessary by the default of a Contractor
or by major defects in the Work of the Contractor in the performance of the
Construction Contract which the Architect could not reasonably have prevented
through inspection, observation or intervention.
6.1.11 Providing surveying services such as platting; mapping; subdivision
agreements or recording subdivision plats.
6.1.12 Providing additional services prior to actual substantial completion of the
Project made necessary by delays or defects in the work of the Contractor
which the Architect could not reasonably have prevented through inspection,
observation or intervention which prolongs the Construction Contract time by
more than 90 days.
Attachment number 2
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8
6.1.13 Providing extensive assistance in the initial start-up and test operations of
equipment or systems which is beyond the scope of that normally required to
insure proper operation in accordance with the design and specifications.
6.1.14 Providing additional services and costs necessitated by out-of-town travel
required by the Architect and approved by the Owner other than visits to the
Project and other than for travel required to accomplish the Basic Services.
6.1.15 Providing consultation concerning replacement of any Work damaged by fire or
other cause during construction, and furnishing professional services of the
type set forth in Basic Design Services as may be required in connection with
the replacement of such Work.
6.1.16 Providing services after payment by the Owner of the Final Payment to the
Architect other than services called for in the Basic Services.
6.1.17 Providing any other services not otherwise included in this Agreement or not
customarily furnished in accordance with generally accepted architectural
practices consistent with the terms of this Agreement.
6.1.18 The Architect shall provide testimony in public hearings, arbitration
proceedings, and legal proceedings, and such testimony shall be provided
without additional fee or charge to the Owner unless said testimony is
requested by the Owner and consists of expert testimony not related to this
Project or Work.
ARTICLE 7
DESIGN NOT TO EXCEED
7.1 2ZQHU¶V%XGJHW - The Architect understands and acknowledges that the Owner
has established a construction budget for the project. The Construction
Contract Award Price (CCAP) is $510,000, and is a part of this contract.
7.2 Limitation On Construction Contract Award Price - The Architect agrees to
design the Project so that the actual CCAP does not exceed the budgeted
CCAP indicated above. The Owner's Representative to provide cost estimating
during the Conceptual Study Period.
7.3 2ZQHU¶V 5HPHGLHVfor Excessive Cost - If the bid exceeds thH 2ZQHU¶V
budgeted CCAP by more than five percent (5%) the Owner may, in addition to
any other remedies provided in this Contract;
7.3.1 accept the bid or negotiated CCAP;
7.3.2 require the Architect, at no cost to the Owner, to re-bid or re-negotiate
the Work;
7.3.3 cancel the Work or any portion of the Work;
7.3.4 revise the scope of the Work, as required to reduce the CCAP;
7.3.5 require the Architect, at no cost to the Owner, to modify the
Construction Documents and re-bid or re-negotiate the Work to result
Attachment number 2
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9
in a bid or negotiated CCAP within the budgeted CCAP. In order to
reduce the CCAP to the budgeted CCAP, the Architect shall, in
DGGLWLRQWRWKHDERYHDWWKH2ZQHU¶VUHTXHVWDQGDWQo additional cost
to the Owner,
7.3.5.1 provide value engineering to reduce the CCAP to the budgeted
CCAP;
7.3.5.2 assist the Owner in redefining the scope of the Project;
7.3.5.3 incorporate all scope reductions and Project modifications into the
modified Construction Documents.
7.3.5.4 the Owner will reasonably cooperate in identifying cost cutting
measures.
ARTICLE 8
COMPENSATION
8.1 Basic Services Compensation - The Owner shall compensate the Architect in
accordance with the terms and conditions of this Agreement, including the
following:
8.1.1 For the Basic Services of the Architect, Basic Services Compensation shall be
a lump sum fee of EIGHTY THOUSAND ONE HUNDRED NINETY-FOUR
DOLLARS ($80,194.00).
8.1.1.1 For the purposes of Subparagraph 8.1.1, no amount is to be included within the
scope of the CCAP for the cost of land, rights-of-way, furnishings or other non-
construction costs which are the responsibility of the Owner.
8.1.1.2 For the purposes of Subparagraph 8.1.1, no labor and materials furnished by
the Owner for the Project shall be included with the scope of the CCAP unless
designed by the Architect.
8.1.1.3 For the purposes of Subparagraph 8.1.1, should the Owner request additions
to the Project which would cause a change or changes in the scope of the
Program of Requirements or previously approved designs or design criteria,
the CCAP shall be increased by the aggregate amount of such change(s) and
the commensurate adjustment to the compensation will be negotiated.
8.1.1.4 In the event the Owner requests changes to the Project or elects not to
complete the work or any portion thereof, which would decrease the most
recently approved CCAP, basic compensation due the Architect, as to such
deletion or decrease, shall be adjusted through negotiation downwards for
remaining services to be performed but not for services already performed to
the date of receipt by the Architect of the written requested change or notice of
the intent not to complete part or all of the work, in accordance with the basic
payment schedule set forth in Paragraph 8.2 herein.
8.1.1.5 The Basic Services Compensation stated in Paragraph 8.1.1 includes all
compensation and other payments due the Architect (labor, overhead, profit,
direct costs) in the performance of the Basic Services.
Attachment number 2
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10
8.2 Payments to the Architect - Payments on account of the Architect shall be
made as follows:
8.2.1 Payments for Basic Services, including any design phase change orders, shall
be made monthly in proportion to services performed so that the compensation
at the completion of each Phase shall equal the following percentages of the
Basic Services Compensation. Payment shall be made monthly upon SUHVHQWDWLRQ RI WKH $UFKLWHFW¶V VWDWHment of services, fully supported by
invoices, time sheets (for add services if needed), and certifications that all
consultants and subconsultants have been paid, and other documentation as
requested by the Owner.
Phase Phase Value Percentage
Complete
Program Design Narrative 10% 10%
Schematic Design 25% 35%
Construction Document 35% 70%
Permitting and Bidding/Negotiation 5% 75%
Construction 24% 99%
Final Completion 1% 100%
8.2.2 No deductions shall be made from the Architect's Basic Services
Compensation on account of penalty, liquidated damages, retainage or other
sums withheld from payments to Contractor.
8.2.3 Basic Services compensation as described in Section 8.1 includes a
Reimbursable Expenses allowance as indicated in Appendix F. Only expenses
over and beyond this allowance will be eligible for reimbursement. Eligible
expenses, when incurred while performing Basic or Additional Services, shall
be computed at a multiple of 1.00 times actual cost. Eligible Reimbursable
Expenses shall include such reasonable, actual expenditures made by the
Architect, his employees, or his professional consultants in the interest of the
Project, limited to the following: the reasonable travel expenses when traveling
from the $UFKLWHFW¶V office to a location outside of the Metropolitan Augusta
Area in connection solely with the Project; and expenses for reproductions for
submittals, postage, courier, elivery charges, telecommunications and
facsimile, and handling of Drawings and Specifications, beyond those for the
Architect¶VDQGVXEFRQVXOWDQWV¶XVH,WLVWKH2ZQHU¶VLQWHQWWRSD\WKHFRVWIRU
reproductions for drawings and specification releases for design and
construction directly.
8.2.4 If the Project is suspended for more than four (4) months or abandoned in
whole or in part by the Owner, the Architect shall be paid compensation for
services performed prior to receipt of written notice from the Owner of such
suspension or abandonment. If the Project is resumed after being suspended
for more than six (6) months, the Architect's Basic Services Compensation
shall be equitably adjusted.
8.3 Additional Services Compensation
Attachment number 2
Page 10 of 40
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11
8.3.1 With respect to any Additional Services, as described in Article 6 herein,
performed by the Architect hereunder, the Architect and Owner shall negotiate
an equitable adjustment to the Basic Services Compensation. However, if
negotiations are not successful prior to the time the additional services are
needed, the Owner may direct the Architect to proceed with the Additional
Services on a time spent basis with Additional Services Compensation to be
computed as follows:
8.3.1.1 Employees' time computed at a multiple of 2.5 times the employees' Raw
Hourly Rate.
8.3.1.2 Re-inspection and re-submittal review time that is billable to the Contractor
shall be reimbursed to the Architect at the rate indicated in 8.3.1.1 above.
8.3.2 Payments for Additional Services of the Architect shall be made monthly upon
presentation of the Architect's statement of services, fully supported by
invoices, time sheets, and other documentation as requested by the Owner.
8.4 Accounting Records
8.4.1 Records of the Architect with respect to Additional Services and payroll, and
consultant and other expenses (including Reimbursable Expenses) pertaining
to the Project, shall be kept according to generally accepted accounting
principles and shall be available to the Owner or its authorized representative
for inspection and copying at mutually convenient times.
8.4.2 At the request of the Owner or its authorized representative, the Architect will
supply in a timely manner and certify as accurate, unaltered copies of all time
sheets, invoices, and other documents to substantiate and document any and
all Additional Services and Reimbursable Expenses.
ARTICLE 9
PERIOD OF SERVICE
9.1 Specific dates relating to the period of services are set forth in Exhibit B.
9.2 Unless earlier terminated as provided in Article 13 herein, this Agreement shall
remain in force for a period which may reasonably be required for the Basic
Services and Additional Services hereunder. However, the provisions of the
Agreement relating to Representations (Article 1); Professional Liability
coverage (Article 11.1); Indemnification (Article 12); and Ownership of
Documents/Confidential Information (Article 15) shall remain in effect after
termination of the other provisions of the Agreement. No obligations under this
Agreement shall extend beyond the period when the applicable statutes of
limitations or repose would bar the institution of legal proceedings arising out of
the services performed hereunder.
9.3 If the Project is delayed through no fault of the Architect, all specific dates
noted in the Exhibit B that are affected by the delay will be adjusted by the
number of calendar days of the delay.
9.4 If the Owner materially revises the Project, a reasonable time extension and/or
credit shall be negotiated between the Architect and the Owner.
9.5 Architect agrees to exercise diligence in the performance of its services
consistent with the agreed upon project schedule, subject however, to the
Attachment number 2
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12
exercise of the generally accepted standard of care for performance of such
services.
ARTICLE 10
OWNER'S RESPONSIBILITIES
10.1 The Owner shall provide full information regarding the requirements for the
Project.
10.2 The Owner shall examine documents submitted by the Architect and shall
render decisions which pertain thereto promptly, to avoid unreasonable delay in
the progress of the Architect's Services.
10.3 Not Used.
10.4 Not Used.
10.5 The Owner shall pay for structural, mechanical, chemical and other laboratory
tests, inspections and reports as required by law that are not otherwise called
for in this Agreement.
10.6 The Owner shall furnish such legal, accounting, and insurance counseling
services as the Owner may deem necessary for the Project and such auditing
services as may be required to ascertain how, or for what purposes, the
Contractor has used the moneys paid to it under the Construction Contract.
10.7 All services, information, surveys and reports required of the Owner shall be
furnished at the Owner's expense and the Architect shall be entitled to rely
upon their accuracy and completeness.
10.8 The Owner shall furnish information and approvals required of it expeditiously,
for orderly progress of the Work.
10.9 The Architect shall provide documents so that the Contractor may request,
expedite, and obtain all necessary permits, licenses, approvals, easements,
assessments, and charges required for the construction, use or occupancy of
permanent structures or for permanent changes in any existing facilities. If it is
customary for the General Contractor to obtain any permits and/or licenses, the
Architect shall coordinate this on behalf of the Owner.
ARTICLE 11
INSURANCE
11.1 The Architect shall provide the Insurance as described in Exhibit C.
ARTICLE 12
INDEMNIFICATION
12.1 Notwithstanding anything to the contrary contained herein, the Architect shall
indemnify and hold harmless the Owner WKH 2ZQHU¶V 5HSUHVHQWDWLYH,
FRQVXOWDQWDXWKRUL]HGWRDFWRQWKH2ZQHU¶VEHKDOIand their employees from
and against all claims, damages, losses and expenses, including but not limited
Attachment number 2
Page 12 of 40
Item # 28
13
to reasonable attorney's fees, to the extent caused by (1) the Architect's
negligent performance or failure to perform its obligations under this Agreement
and (2) any claim, damage, loss or expense attributable to bodily injury,
sickness, disease or death, or to injury to or destruction of personal and/or real
property and caused by any negligent act or omission of the Architect, anyone
directly employed by the Architect or anyone for whose acts the Architect is
legally liable. Such obligation shall not be construed to negate, abridge or
otherwise reduce any other right or obligation of indemnity which would
otherwise exist as to any party or person described in this Article.
12.2 Notwithstanding anything to the contrary contained herein, the Owner shall
indemnify and hold harmless the Architect and its agents and employees from
and against all claims, damages, losses and expenses, including but not limited
to attorney's fees, arising out of or resulting from (1) the Owner's performance
or failure to perform its obligations under this Agreement and (2) any claim,
damage, loss or expense attributable to bodily injury, sickness, disease or
death, or to injury to or destruction of personal property including the loss of
use resulting there from and caused solely by any negligent act or omission of
the Owner or any consultant hired by the Owner pursuant to Article 4 above.
Such obligation shall not be construed to negate, abridge or otherwise reduce
any other right or obligation of indemnity which would otherwise exist as to any
party or person described in this Article.
12.3 Except as otherwise set forth in this Agreement, the Architect and the Owner
shall not be liable to each other for any delays in the performance of their
respective obligations and responsibilities under this Agreement which arise
from causes beyond their control and without their fault or negligence, including
but not limited to, any of the following events or occurrences: fire, flood,
earthquake, epidemic, pandemic, atmospheric condition of unusual severity,
war, acts of terrorism, and strikes. The Owner shall not be liable to the
Architect for acts or failures to act by the Contractor.
12.4 In no event shall either party be liable to the other for any indirect, incidental, or
consequential damages of any kind or nature.
ARTICLE 13
TERMINATION OF AGREEMENT
13.1 If: (a) the Owner abandons the Project or the Project is stopped for more than
six (6) months due to actions taken by the Owner, or under an order of any
court or other public authority having jurisdiction, or as a result of an act of
government, such as a declaration of a national emergency making materials
unavailable through no act or fault of the Architect or its agents or employees,
or (b) the Owner has failed to substantially perform in accordance with the
provisions of this Agreement due to no fault of the Architect and such non-
performance continues without cure for a period of thirty (30) days after the
Owner receives from the Architect a written notice of such non-performance
(including a detailed explanation of the actions of the Owner required for cure),
the Owner may, upon fifteen (15) days' additional written notice to the Owner,
terminate this Agreement, without prejudice to any right or remedy otherwise
available to the Owner, and recover from the Owner payment for all services
performed to the date of the notice terminating this Agreement.
Attachment number 2
Page 13 of 40
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14
13.2 Upon the appointment of a receiver for the Architect, or if the Architect makes a
general assignment for the benefit of creditors, the Owner may terminate this
Agreement, without prejudice to any right or remedy otherwise available to the
Owner, upon giving three (3) days written notice to the Architect. If an order for
relief is entered under the bankruptcy code with respect to the Architect, the
Owner may terminate this Agreement by giving three (3) days written notice to
the Architect unless the Architect or the trustee: (a) promptly cures all
breaches; (b) provides adequate assurances of future performance; (c)
compensates the Owner for actual pecuniary loss resulting from such
breaches; and (d) assumes the obligations of the Architect within the statutory
time limits.
13.3 If the Architect persistently or repeatedly refuses or fails, except in cases for
which an extension of time is provided, to supply sufficient properly skilled staff
or proper materials, or persistently disregards laws, ordinances, rules,
regulations or orders of any public authority jurisdiction, or otherwise
substantially violates or breaches any term or provision of this Agreement, then
the Owner may, without prejudice to any right or remedy otherwise available to
the Owner, and after giving the Architect seven (7) days written notice,
terminate this Agreement.
13.4 Upon termination of this Agreement by the Owner under Paragraph 13.2 and
13.3 the Owner shall be entitled to furnish or have furnished the Services to be
performed hereunder by the Architect by whatever method the Owner may
deem expedient. Also, in such cases, the Architect shall not be entitled to
receive any further payment until completion of the Work; and the total
compensation to the Architect under this Agreement shall be the amount which
is equitable under the circumstances. If the Owner and the Architect are
unable to agree on the amount to be paid under the foregoing sentence, the
matter may be referred to a mutually agreed upon dispute settlement process.
13.5 The Owner may, upon thirty (30) days written notice to the Architect, terminate
this Agreement, in whole or in part, at any time for the convenience of the
Owner, without prejudice to any right or remedy otherwise available to the
Owner. Upon receipt of such notice, the Architect shall immediately
discontinue all services affected unless such notice directs otherwise. In the
event of a termination for convenience of the Owner, the Architect's sole and
exclusive right and remedy with respect to its compensation is to be paid for all
work performed and to receive equitable adjustment for all work performed up
to and including the date of termination. The Architect shall not be entitled to
be paid any amount as profit for unperformed services or consideration for the
termination of convenience by the Owner.
13.6 Should the Owner terminate this agreement as provided for under this Article,
the Owner will acquire such drawings, including the use of all drawings,
specifications, documents and materials relating to the Project prepared by or
in the possession of the Architect. The Architect will turn over to the Owner in a
timely manner and in good unaltered condition all original drawings,
specifications, documents, materials, and computer files. In recognition that all
materials turned over under this Article may not be complete, the Owner
agrees to defend, indemnify, and hold harmless the Architect from and against
any and all liability, damages, expenses, and costs (including reasonable
DWWRUQH\V¶IHHV DULVLQJIURPRUUHODWHGWRWKHXVHRUPRGLILFDWLRQRIPDWHULDOV
Attachment number 2
Page 14 of 40
Item # 28
15
originally prepared by the Architect under this Agreement. This indemnity shall DSSO\ WR XVH RI WKH $UFKLWHFW¶V PDWHULDOV on this or any other project. The
Owner shall also remove or obscure all marking on any documents or material
prepared by the Architect that are sufficient to identify Architect as the author
thereof.
ARTICLE 14
SUCCESSORS/ASSIGNMENT
14.1 This Agreement shall inure to the benefit of and be binding on the heirs,
successors, assigns, trustees and personal representatives of the Owner, as
well as the permitted assigns and trustees of the Architect.
14.2 The Architect shall not assign, sublet or transfer its interest in this Agreement
without the written consent of the Owner, except that the Architect may assign
accounts receivable to a commercial bank or financial institution for securing
loans, without prior approval of the Owner.
14.3 Nothing contained herein shall create any relationship, contractual or
otherwise, with, or any rights in favor of, any third party.
ARTICLE 15
OWNERSHIP OF DOCUMENTS/CONFIDENTIAL INFORMATION
15.1 Drawings and Specifications as instruments of service are and shall remain the
joint property of the Architect and the Owner whether the Project for which they
are made is built or not. Said documents and design concept are not to be
used by the Architect or the Owner on other projects. The Owner shall retain
reproducible copies and electronic copies of Drawings and Specifications for
information and reference and use in connection with the Owner's use and
occupancy of the Project and for the Owner's future requirements of the
Project's facilities including without limitation any alteration or expansion in any
manner the Owner deems appropriate without additional compensation to the
Architect. The Owner shall indemnify and hold harmless the Architect against
any liability resulting from any use of the Drawings and Specifications without
the Architect's consent.
15.2 In order for the Architect to fulfill this Agreement effectively, it may be
necessary or desirable for the Owner to disclose to the Architect confidential
and proprietary information and trade secrets pertaining to the Owner's past,
present and future activities. The Architect hereby agrees to treat any and all
inIRUPDWLRQVSHFLILFDOO\DGYLVHGDV³FRQILGHQWLDO¶E\WKH2ZQHUDQGSURYLGHGWR
the Architect in the course of WKH$UFKLWHFW¶VSURIHVVLRQDOVHUYLFHVKHUHXQGHU
as strictly confidential, unless withholding such information would violate the
law, create the risk of significant harm to the public or prevent the Architect
from establishing a claim or defense in an adjudicatory proceeding. The
Architect further agrees that it will not disclose during the period of this
Agreement or thereafter to anyone outside of the authorized Project team (1)
Owner's trade secrets or (2) Owner's confidential and proprietary information.
ARTICLE 16
ADDITIONAL PROVISIONS
Attachment number 2
Page 15 of 40
Item # 28
16
16.1 The Owner and Architect agree to endeavor to provide written notification and
to negotiate in good faith prior to litigation concerning claims, disputes, and
other matters in question arising out of or relating to this Agreement or the
breach thereof.
16.2 Nothing herein contained shall be construed to require the parties to provide
written notifications or engage in negotiations prior to the institution of litigation
nor to submit for alternative dispute resolution by a third party or parties any
such claim, dispute or other matter in question between the parties, but the
parties may by mutual agreement submit any claim, dispute or other matter at
issue to arbitration, or such other alternative dispute resolution procedure as
may be mutually agreed upon between the parties.
16.3 Whenever renderings, photographs of renderings, photographs of models,
photographs, drawings, announcements, or other illustration or information of
the Project are released for public information, advertisement or publicity,
appropriate and proper credit for architectural and other services shall be given
to the Architect and Owner respectively.
16.4 The payment of any sums by the Owner shall not constitute a waiver of any
claims for damages by the Owner for any breach of the Agreement by the
Architect.
16.5 This Agreement shall be governed by the laws of the State of Georgia, U.S.A.
16.6 If any one or more of the provisions contained in this Agreement, for any
reason, are held to be invalid, illegal, or unenforceable in any respect, such
invalidity, illegality or unenforceability shall not affect any other provisions
thereof and this Agreement shall be construed as if such invalid, illegal or
unenforceable provision had never been contained herein.
16.7 Except where specifically stated otherwise, all periods of time stated in terms of
days shall be considered periods calculated in calendar days.
16.8 The headings or captions within this Agreement shall be deemed set forth in
the manner presented for the purposes of reference only and shall not control
or otherwise affect the information set forth therein or interpretation thereof.
16.9 For the purpose of this Agreement unless the context clearly indicates
otherwise, the singular includes the plural, and the plural includes the singular.
16.10 This Agreement may be executed in any number of counterparts, each of
which shall be deemed an original, and the counterparts shall constitute one
and the same instrument, which shall be sufficient evidence by any one
thereof.
ARTICLE 17
PROJECT RECORDS
17.1 All records relating in any manner whatsoever to the Project, or any designated
portion thereof, which are in the possession of the Architect or the Architect's
consultants, shall be made available to the Owner for inspection and copying
upon written request of the Owner. Additionally, said records shall be made
available, upon request by the Owner, to any state, federal or other regulatory
Attachment number 2
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17
authorities and any such authority may review, inspect and copy such records.
Said records include, but are not limited to, all plans, specifications, submittals,
correspondence, minutes, memoranda, tape recordings, videos, or other
writings or things which document the Project, its design, and its construction.
Said records expressly include those documents reflecting the time expended
by the Architect and its personnel in performing the obligations of this Contract
and the records of expenses incurred by the Architect in its performance under
said Contract. The Architect shall maintain and protect these records for no
less than ten (10) years after final completion of the Project, or for any longer
period of time as may be required by applicable law or good architectural
practice.
ARTICLE 18
PROHIBITION AGAINST CONTINGENT FEES
18.1 The Architect by execution of this Contract warrants that it has not employed or
retained any company or person, other than a bona fide employee working
solely for it, to solicit or secure this Contract and that he has not paid or agreed
to pay any person, company, corporation, individual, or firm, other than a bona
fide employee working solely for him, any fees, commission, percentage, gift,
or other consideration contingent upon or resulting from the award or making of
this Contract.
ARTICLE 19
EXHIBITS AND ATTACHMENTS
19.1 Attached hereto and incorporated herein as part of this Contract are Exhibit A ±
Basic Services, Exhibit B ± Schedule, Exhibit C ± Insurance, Exhibit D ±
Asbestos Statement of Declaration, Exhibit E - Non Collusion Affidavit, Exhibit
F ± Fee Calculation, and Exhibit G ± Facility Assessment Study.
ARTICLE 20
ENTIRE AGREEMENT
20.1 This Agreement and its Exhibits and Attachments represent the entire and
integrated agreement between the Owner and the Architect and it supersedes
all prior communications, discussions, negotiations, understandings,
representations or agreements, either written or oral. This Agreement may be
amended only by written instrument signed by both Owner and Architect
Attachment number 2
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18
In witness whereof, each individual executing this agreement acknowledges that
he/she/it is authorized to execute this agreement and further acknowledges the
execution of this agreement on the date signed below.
Owner: Architect:
Augusta, Georgia
By:
(Signature) (Seal) (Signature) (Seal)
(Name) (Name)
(Title) (Title)
530 Greene Street
(Street Address ± No PO Box) (Street Address ± No PO Box)
Augusta, Georgia 30911
(City, State, Zip) (City, State, Zip)
Date of Signature Date of Signature
(Witness) (Witness)
Attachment number 2
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19
Exhibit A
Basic Services
The following program elements shall be the basis for the project design:
a. Relocation of Existing Control Room to Mezzanine Level: Relocate all
existing equipment into a newly created approximately 350 square feet
enclosed control room on the mezzanine level. Include all necessary
architectural, mechanical, and electrical addition and renovation work.
b. Add new CCTV System (30 cameras).
c. Refurbish Existing Control Area/Lobby (approximately 900 square feet).
d. Add Exterior Storm Units to existing dormitory areas (approximately 2660
square feet of windows).
e. Renovate Existing Administration Restrooms for ADA and finish upgrades
(approximately 350 square feet).
f. Rework Visitor Gate Area (if funding allows).
1. Program/Design Narrative Phase
a. The Architect shall examine and analyze available information provided
by the Owner and shall advise and recommend as to additional
information necessary to begin specific design work on the Project. In
addition, the Architect shall:
i. Visit and observe the Project Site and any structures or other
features to be modified;
ii. Familiarize themselves with the location of all existing buildings,
utilities, conditions, streets, equipment, components and other
attributes having or likely to have an impact on the Project;
iii. Familiarize themselYHVZLWKWKH2ZQHU¶Vrequirements and goals;
iv. Familiarize themselves with pertinent Project dates and
programming needs, including the Project Design Schedule;
v. Review all, Hazardous Substance, structural, chemical, electrical,
mechanical and construction materials tests, investigations and
recommendations;
vi. Gather such other information necessary for a thorough
understanding of the Project.
b. Upon analysis of all available information and prior to initiating any design
tasks, the Architect shall participate in a Pre-Design Project Analysis.
The Architect shall have in attendance the individuals who will represent
the primary architectural and engineering disciplines on the project and
others as may be requested by the Owner's Representative. The
Architect shall take and transcribe minutes of the sessions.
c. Upon conclusion of the Pre-Design Project Analysis, the Architect shall
Attachment number 2
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20
prepare a report to the Owner (hereinafter referred to as the Design
Narrative) along with a Design Schedule acceptable to the Owner which
is the Architect's interpretation of the Project requirements, design
parameters and objectives, and results of the Pre-Design Project
Analysis.
d. Upon written authorization from the Owner to proceed, and based on the
approved Design Narrative and the Construction Contract Award Price
(CCAP), the Architect shall prepare Schematic Design Studies consisting
of drawings and other documents illustrating the design concept, scale
and relationship of the Project components for approval by the Owner.
2. Schematic Design Phase
a. The Architect shall provide the Owner's Representative with copies of
Schematic Design Studies for the Owner's Representative's review during
the Schematic Design Phase. At the end of the Schematic Design Phase
the Architect shall provide the Owner's Representative with a complete
set of the drawings and other documents for approval by the Owner in an
uneditable electronic media.
b. The Architect shall participate as requested in meetings with Owner's staff
to review the project, receive the Owner's input and provide responses to
input.
c. The Architect shall prepare documents and make presentations to
Augusta Georgia as determined by the Owners Representative.
Documents required for presentation shall include but not limited to
mounted floor plans and sections.
d. Documents prepared by the Architect for final Schematic Design Phase
submittal shall include drawings and a written report.
e. The Architect shall include as part of his submittal a statement that to the
best of his knowledge and belief the documents incorporate the design
standards conveyed by the Owner during this phase of design.
f. The Architect shall submit a statement indicating that local governing
authorities are aware of the project, and the necessary requirements of
such agency will be met to the best of his knowledge and belief.
g. To be considered acceptable for final Schematic Design Phase submittal,
the documents shall contain all of the following unless otherwise agreed
in writing:
i. Architectural
1. Overall plans (at 1/8´VFDOH).
2. Enlarged plans (at 1/4´VFDOH RIFRQWUROUoom.
3. Sections.
4. Preliminary furniture layout of control room.
5. Preliminary Building Code Summary.
ii. Structural
Attachment number 2
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21
1. Identification of any structural issues.
iii. Mechanical
1. Single-line drawings of all mechanical equipment, duct chases
and pipe chases.
2. Location of all major equipment in allocated spaces.
iv. Electrical
1. Lighting fixtures roughly scheduled showing types of fixtures to
be used.
2. Major electrical equipment roughly scheduled indicating size and
capacity.
3. Complete preliminary one-line electrical distribution diagrams.
4. Description of specialized electrical systems (fire alarm,
intercom, voice/data, etc.).
5. Legend showing all symbols used on drawings.
h. Documents not complying with Subparagraph 2.g. shall be returned to the
Architect for correction at no additional charge to the Owner and with no
change to the overall Project design schedule.
i. The Architect shall provide electronic images (in pdf format) at each
phase of the design for use by Augusta Georgia on their website.
3. Construction Documents Phase.
a. Upon written authorization from the Owner to proceed, the Architect shall
prepare from the approved Schematic Design Documents, Working
Drawings and Specifications setting forth in detail the requirements for the
construction of the entire Project. The Owner will provide the Conditions
of the Contract (General and any Supplementary), Advertisement for
Bids, Instructions to Bidders, time control specification provisions, and
Construction Proposal Forms and Agreement(s) which the Architect shall
incorporate into the Construction Documents.
b. Construction Documents shall be packaged and be completed in
accordance with its schedule.
c. Detailed drawings shall cover all work included in the Project or
designated portion thereof. It is the responsibility of the Architect to
assure that the Project Construction Documents require that no asbestos-
containing materials are to be incorporated in the Project.
d. A qualifications and lump sum procurement process shall be used for
construction.
e. Specifications shall be prepared using the Construction Specifications
Institute division format. Specifications for products, materials and
equipment shall be written in full compliance with all relevant laws and
building codes. Brand names may be used to specify a particular product
to be bid as an equal only in accordance with State law.
f. The Architect shall provide a color board with interior color selection for
review, approval and use by the Owner. The approved color board shall
Attachment number 2
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22
be submitted for use by the Owner with the 100% Construction
Documents.
g. The Architect shall submit for approval by the Owner a set of preliminary
Construction Documents at the stage of 60% completeness along with a
written report in an uneditable electronic media. The report shall
incorporate the status of the work and a summary of actual square
footage in a format defined by the Owner by room or area. The
documents for this 60% Construction Document submittal shall, at a
minimum, satisfy all of the requirements of the Schematic Design Phase,
plus all of the following unless otherwise agreed in writing:
i. General
1. Complete index of drawings
2. Vicinity plan
3. Building Code Summary
4. Life safety plans
ii. Civil / Landscaping
NA
iii. Architectural
1. Demolition plans
2. Floor Plans
3. Critical sections and details identified and drawn
4. Enlarged toilet room layout with all fixtures and dimensions
5. Toilet room elevations
6. Reflected ceiling plan with all fixtures located and ceiling height
identified
7. Window details
8. Finish plan and schedule
9. Door and hardware schedule, elevations, and head and jamb
details
10. Furniture layout
11. Casework elevations
iv. Structural
1. Structural drawings and details (if required)
v. Plumbing
1. Demolition plan
2. Fixture schedule
3. Plumbing plans
4. Enlarged toilet room plans
5. Riser diagrams
6. Plumbing details
vi. Mechanical
1. Demolition plan
2. Ductwork and piping completely located and sized
3. Complete equipment schedules
4. Mechanical room enlarged plans and sections
5. Control diagrams
6. Mechanical details
vii. Electrical
1. Demolition plan
2. Fixture schedule
Attachment number 2
Page 22 of 40
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23
3. Power plan with panels located and identified
4. Lighting plan
5. Complete plans for auxiliary systems including but not limited to,
fire alarm, voice/data, intercom, Audio/Video, and security
6. Riser diagrams for all systems
7. Panel schedule
h. Documents not complying with Subparagraph 4.g. shall be returned to the
Architect for correction at no additional charge to the Owner and with no
change to the overall Project design schedule.
i. After review and approval of the 60% Construction Documents by the
Owner, the Architect shall continue with preparation of final Construction
Documents and Bid Documents, including final Specifications for all
authorized work on the Project and shall incorporate in those final
documents the comments and any modifications and changes desired by
the Owner and any modifications required for compliance with all
applicable codes, regulations, standards, the approved program, and
prior written approvals and instructions of the Owner. The resulting final
Construction Document submittal is to be a coordinated package, suitable
for bidding distribution.
j. The Architect shall participate in such reviews and meetings as are
necessary for the project to conform to applicable codes and applicable
requirements of responsible agencies and will make any changes to the
Construction Documents which are required for issuance of all permits
and legal authorizations needed to construct the Project.
k. The Architect shall provide necessary information to submit all relevant
applications for all required building permits within a reasonable time to
ensure receipt of final comments in time to issue any required addenda to
the Bidding Documents.
l. At the completion of the construction documents phase, the Architect
shall submit to the Owner a set of 100% complete documents prepared
by the Architect for final Construction Documents Phase submittal which
shall include the final working drawings and specifications in an
uneditable electronic media.
m. The Architect shall include as part of his submittal a statement that to the
best of his knowledge and belief the documents incorporate the design
standards conveyed by the Owner during this phase of design.
n. The Architect shall provide electronic images (in pdf format) at each
phase of the design for use by Augusta Georgia on their website.
4. Permitting and Bidding/Negotiation Phase.
a. After receiving written authorization from the Owner, the Architect shall
proceed with the Permitting and Bidding/Negotiation Phase.
b. The 2ZQHU¶s Representative shall coordinate the bidding documents
Attachment number 2
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Item # 28
24
distribution.
c. The Architect shall provide necessary documents to expedite and obtain
all necessary permits, licenses and approvals, including paying any
associated fees or assessments, required for the construction, use or
occupancy of permanent structures or for permanent changes in existing
facilities, unless otherwise agreed in writing. The Owner shall reimburse
the Architect for the actual cost of any fees or assessments paid by the
Architect pursuant to this subparagraph.
d. The Architect shall prepare such clarifications and addenda to the bidding
documents as may be required. The Architect will provide these to the
Owner for review prior to issuance to all holders of bid documents.
e. The Owner's Representative will schedule and conduct Pre-Bid
Conferences with prospective bidders to review the Project requirements.
The Architect shall provide knowledgeable representatives, including
representatives of its consultants, to participate in these conferences to
explain and clarify Bidding Documents. Within five (5) days after the Pre-
Bid Conference the Architect shall deliver to the Owner, if needed, a final
Addendum.
f. The Architect shall assist the Owner's Representative and the Owner in
obtaining bids.
g. The Architect shall assist the 2ZQHU¶s Representative in reviewing the bid
tabulation and recommendation to the Owner concerning the Contract
Award.
h. Should first bidding or negotiation produce prices in excess of the
approved CCAP, the Architect shall participate with the Owner's
Representative in such re-bidding, re-negotiation, and re-design, at no
additional expense to the Owner pursuant to Article 7.3, as may be
necessary to obtain price(s) within the approved CCAP or price(s)
acceptable to the Owner. The Owner will make decisions to assist in re-
design. All re-design must be approved by the Owner.
i. Should the Architect re-design or conduct re-bidding under its
responsibilities set out in the preceding paragraph, its Construction Phase
and Post Construction Phase services shall be extended to take re-
design/re-bid delays into account at no additional expense to the Owner.
j. The Architect shall assist the Owner's Representative in the preparation
of the Agreement(s) between Owner and Contractor(s) for the Owner's
execution. The Owner's Representative will coordinate award(s) and
Notice(s) to Proceed for the Owner.
5. Construction Phase.
a. The Construction Phase for each portion of the Project will commence
with the award of the Construction Contract and will terminate when the
Owner makes the Final Completion payment or at 3 months from the date
Attachment number 2
Page 24 of 40
Item # 28
25
of substantial completion, whichever comes first.
b. The Architect shall consult with the Owner and participate in all decisions
as to the acceptability of subcontractors and other persons and
organizations proposed for various portions of the work.
c. 7KH 2ZQHU¶V 5HSUHVHQWDWLYH VKDll require the Contractor to prepare a
submittal schedule stating when the Contractor proposes to provide
submittals to the Architect. The Architect will review and together with the
Contractor agree upon a final submittal schedule. The Architect shall
review and approve shop drawings, samples, and other submissions of
Contractor as well as the Work performed by the Contractor for
conformance with the design concept of the Project and for compliance
with the Contract Documents. The review and return of submittals shall
be based upon the above submittal schedule, and accomplished by the
Architect within fourteen (14) calendar days from date of receipt except
when otherwise authorized by the Owner's Representative.
d. The Architect shall provide necessary Project drawings, in electronic
IRUPDWWRWKHHOHFWULFDORUGDWDFRQWUDFWRUIRUFUHDWLRQRIGDWD³DVEXLOW´
submittal and approval drawings, and to the Contractor for site
layout/staking.
e. The Owner's Representative will establish with the Architect procedures
to be followed for review and processing of all shop drawings, catalogue
submissions, project reports, test reports, maintenance manuals, and
other necessary documentation, as well as requests for changes and
applications for extensions of time.
f. The Architect, without the Owners prior approval, may authorize or direct
minor changes in the Work which are consistent with the intent of the
Construction Documents and which do not involve a change in Project
cost, time for construction, Project scope, aesthetics, visual concepts or
approved design elements. Any such minor changes shall be
implemented by written field order. Except as provided in this
subparagraph, the Architect shall not have authority to direct or authorize
changes in the Work without the OwQHU¶VSULRUZULWWHQDSSURYDO KRZHYHU
the Architect shall provide a copy of any written field order to the Owner RU2ZQHU¶V5HSUHVHQWDWLYH
g. The Architect shall promptly consult with and advise the Owner
concerning, and review, process, and recommend, all change order
requests and change orders.
h. The Architect shall promptly prepare required drawings, specifications
and other supporting data as necessary in connection with minor
changes, change order requests and change orders.
i. The Architect shall promptly prepare and submit change order proposal
UHTXHVWVIRUWKH2ZQHU¶VDSSURYDODQGDFFHSWDQFH7KH$UFKLWHFWVKDOO
include the following in any such requests:
Attachment number 2
Page 25 of 40
Item # 28
26
i. Provide a Description of the Change.
ii. Provide an explanation as to why the change is necessary.
iii. Provide an explanation as to who requested the change.
iv. Provide any and all alternatives that could be done in lieu of the
requested change.
v. Provide an explanation about what will happen if the change order
proposal is not approved.
vi. Provide an explanation about the impact of the change on the Project
Schedule.
vii. Provide a Reason for the Change (ie. Unforeseen Conditions, Owner
Requested, Life Safety, Code Requirement, Errors and/or Omissions,
or Other (please specify).
viii. Each Change Order Request should include the following statement: ³:H KDYH UHYLHZHG WKH &RQWUDFWRU¶V SURSRVDO DQG ZH KDYH
determined that the cost is fair and reasonable compensation for WKHVFRSHRIZRUNGHVFULEHG´
j. The Architect shall promptly administer and manage all minor changes,
change order requests, and change orders on behalf of the Owner.
k. Upon request by the Owner, the Architect shall prepare Change Orders in
accordance with the Construction Contract Agreement. No change in the
Construction Contract, including the price, the work, or the time for
completion, may be made without the written consent of the Owner.
l. The Architect shall render to the Owner's Representative, in a timely
manner so as to not delay the progress of the work, interpretations of
requirements of the Contract Documents. The Architect shall make all
interpretations consistent with the intent of and reasonably inferable from
the Contract Documents. The Architect's decision in matters relating to
artistic effect shall be final if consistent with the intent of the Contract
Documents.
m. Should errors, omissions or conflicts in the drawings, specifications or
other Contract Documents by the Architect be discovered, the Architect
will prepare and submit to the Owner's Representative, in a timely manner
so as to not delay the progress of the work, such amendments or
supplementary documents and provide consultation as may be required,
for which the Architect shall make no additional charges to the Owner.
n. The Owner's Representative shall be the point of contact for the Owner,
except when the Owner shall direct otherwise. All instructions to the
Contractor(s) shall be issued by the Architect except when it is directed
otherwise by the Owner's Representative.
o. The Architect will have access to the Work at all times. All site visits,
observations and other activities by the Architect shall be coordinated
with the Owner's Representative and written report of such visits made
promptly to the Owner's Representative.
p. The Architect and its consultants (including, but not limited to, the civil,
Attachment number 2
Page 26 of 40
Item # 28
27
structural, mechanical and electrical disciplines) shall make such periodic
visits to the Project site as may be necessary to familiarize themselves
generally with the progress and quality of the Work and to determine in
general if the Work is proceeding in accordance with the Contract
Documents. If the Architect observes any work that does not conform to
the Contract Documents, the Architect shall immediately make an oral
and written report of all such observations to the Owner's Representative.
The Architect and its consultants shall not be required to make exhaustive
or full-time on-site observations to check the quality or quantity of the
Work, but shall make as many observations as may be reasonably
required to fulfil their obligations to the Owner. The Architect shall not be
responsible for construction means, methods, techniques, sequences or
procedures, or safety precautions and programs in connection with the
Work.
q. Periodic visits of the Architect shall be not less than bi-monthly. Each
applicable engineering discipline DV UHTXLUHG E\ WKH 2ZQHU¶V
Representative, shall make periodic visits, during the course of work
applicable to its discipline. During critical work phases, each engineering
discipline may be required to make periodic visits bi-monthly. The
engineering disciplines shall prepare and submit a report on each visit,
submitted via the Architect to the Owner's Representative within five (5)
working days of the visit.
r. The Architect shall render written field reports relating to the periodic
visits and observations of the Project within five (5) working days to the
Owner's Representative in the form required by the Owner's
Representative.
s. The Architect shall attend Bi-Monthly construction progress meetings
attended by the Owner's Representative and representatives of the
Contractor. The Architect shall render written field reports during the
construction administration phase, within five (5) working days to all
participants in a format acceptable to the Owner's Representative.
t. Based upon observations at the site and upon the Contractor's
applications for payment, the Architect shall determine the amount owing
to the Contractor(s), pursuant to the terms of the Owner/Contractor
Agreement, and shall issue Certificates for Payment to the Owner in such
amounts. The Architect's signing of a Certificate of Payment shall
constitute a representation by the Architect to the Owner, based upon the
Architect's observations at the site and the data comprising the
Application for Payment, that the Work has progressed to the point
indicated, that to the best of the Architect's knowledge, information and
belief, the quality of the Work appears to be in accordance with the
Contract Documents (subject to: an evaluation of the Work for
conformance with the Contract Documents upon Substantial Completion;
the results of any subsequent tests required by the Contract Documents;
minor deviations from the Contract Documents correctable prior to
completion; and to any specific qualifications stated in the Certificate for
Payment), and that the Contractor is entitled to payment in the amount
Attachment number 2
Page 27 of 40
Item # 28
28
certified. By signing a Certificate for Payment to the Owner, the Architect
shall not be deemed to represent that it has made any examination to
ascertain how and for what purpose the Contractor has used the monies
paid on account of the Construction Contract Sum.
u. If, in accordance with its duty, the Architect advises the Owner's
Representative of non-conforming work as stated in subparagraph 6.p.,
the Architect shall confirm the non-conformance in writing to the Owner's
Representative in a timely manner so as to not delay the progress of the
work.
v. The Architect and the Owner's Representative jointly shall have authority
but not the duty to condemn or reject Work on behalf of the Owner when
in the Owner's Representative's or the Architect's opinion the Work does
not generally conform to the Contract Documents. Whenever in the
Owner's Representative's or the Architect's reasonable opinion it is
considered necessary or advisable to insure the proper implementation of
the intent of the Contract Documents, the Owner's Representative shall
have the authority to require special inspection or testing of any Work in
accordance with the provisions of the Contract Documents whether or not
such Work is fabricated, installed or completed. Neither this authority, nor
the decision to exercise or not exercise such authority shall give rise to a
duty or responsibility of the Architect for site safety, construction means,
methods or techniques, create an express or implied duty or responsibility
to the Contractor6XEFRQWUDFWRU¶VRUPDWHULDODQGHTXLSPHQWVXSSOLHUV
w. The Contractor shall obtain governing agency occupancy approval if any
exceptions arise related to the design or specified materials.
6. Final Completion Of Design Services Phase.
a. When the Contractor notifies the Architect that the Work is substantially
complete and provides the Architect with the &RQWUDFWRU¶V punch-list, the
Architect and its consultants shall review the Work and prepare and
submit to the Owner's Representative punch lists of the Work of the
Contractor(s) which is not in conformance with the Contract Documents.
The Architect shall transmit such punch lists to the Contractor(s). The
Owner may request that the Architect review and prepare a punch list on
any portion of the Work.
b. The Architect shall be available to address questions in the original
operation of any equipment or system such as initial start-up, testing,
adjusting and balancing.
c. The Architect and/or its consultants shall observe, review test data, and
certify the original operation of any equipment or system such as initial
start-up testing, adjusting and balancing to make sure that all equipment
and systems are properly installed and functioning in accordance with the
design and specifications.
d. The Architect shall review and approve the Contractor-furnished
Attachment number 2
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29
maintenance and operating instructions, schedules,
guarantees/warranties, bonds, and certificates of inspection as required
by the Construction Documents and forward all approved copies to the
Owner's Representative for use by the Owner.
e. The Architect and its consultants shall conduct at least two (2)
comprehensive Final Completion inspections per construction contract at
the request of the Owner. If more than one (1) Final Completion
inspection is required, through no fault of the Architect, the additional
inspection may be deemed additional services.
f. The Contractor shall provide the Architect drawings, prints, and other data
necessary for the accurate preparation of the record drawings.
g. Upon correction of the deficiency reports (punch lists), and acceptance of
all other close-out submittals and certificates of the Contractor, the
Owner's Representative and the Architect shall review and approve the
Application for Final Payment and forward it to the Owner for execution.
h. The Architect shall prepare a set of reproducible sealed mylar record
drawings and digital files, in .DWG format on CD ROM, showing
significant changes in the Work made during the construction process,
based on marked-up contract drawings, prints, and other data furnished
by the Contractor(s) and the applicable Addenda, Clarifications, and
Change Orders which occurred during the Project.
7. Architect's Professional Responsibility and Standard of Care.
a. By execution of this Agreement, the Architect represents that (a) it is an
experienced and duly licensed firm or individual having the ability and skill
necessary to perform the Services required of it under this Agreement in
connection with the design and construction of a project having the scope
and complexity of the Project contemplated herein; (b) it has the
capabilities and resources necessary to perform its obligations hereunder;
and (c) will become familiar with current laws, rules and regulations which
are applicable to the design and construction of the Project (such laws,
rules and regulations including, but not limited to, local ordinances,
requirements of building codes of city, county, state and federal
authorities which are applicable to the Project, local sanitary laws and
rules and regulations, and orders and interpretations by governing public
authorities of such ordinances, requirements, codes, laws, rules and
regulations in effect at the time of commencement of services on the
Project), and that drawings, specifications and other documents prepared
by the Architect shall be prepared to meet, reflect and incorporate such
laws, rules and regulations.
b. The Architect hereby represents and agrees that the drawings,
specifications and other documents prepared by it pursuant to this
Agreement shall be adequate for their intended use, except as to any
deficiencies which are due to causes beyond the control of the Architect,
and that the Project, if constructed in accordance with the drawings,
Attachment number 2
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Item # 28
30
specifications and other documents, shall be structurally sound and a
complete and properly functioning facility in accordance with the terms of
this Agreement. Any suggestions, recommendations or review comments
by the Owner shall QRWUHGXFHRUGLPLQLVKWKH$UFKLWHFW¶VUHVSRQVLELOLWLHV
pursuant to this Agreement.
c. The Architect shall be responsible for any errors, inconsistencies or
omissions in the drawings, specifications, and other documents. The
Architect will correct at no additional cost to the Owner any and all errors
and omissions in the drawings, specifications and other documents
prepared by the Architect. The Architect further agrees, at no additional
cost, to take the lead and render assistance to the Owner in resolving
problems relating to the design or specified materials.
d. It is the responsibility of the Architect to make certain that, at the time the
project is bid, all drawings, specifications and other documents are in
accordance with applicable laws, statutes, building codes and regulations
and that appropriate reviews and approvals are requested and obtained
from federal, state and local governments.
e. It shall be the responsibility of the Architect throughout the period of
performance under this Agreement to exercise the abilities, skills and
care customarily used by Architects of the training and background
needed to perform the services required under this Agreement who
practice in the Augusta, Georgia area or similar communities.
8. Project Requirements.
a. The Architect shall review the Owner provided cost estimates and provide
input to the Owner with regards to the design and estimate as to his belief
to the best of his knowledge and belief that the project cost is within the
CCAP.
b. With each Design Phase submittal and each interim, revisionary or
subsequent design submittal of the Architect to the Owner, the Architect
shall make the following statement in writing:
"The drawings, specifications, and other documents submitted
herewith, to the best of our knowledge, information and belief, fulfill
WKH2ZQHU¶VUHTXLUHPHQWV and the work indicated by them may be
purchased by the Owner in a construction contract or contracts, the
total price of which (CCAP) will not exceed the CCAP and may be
constructed, and the above mentioned documents submitted
herewith have been prepared in accordance with the Professional
Architectural Services Agreement."
c. With each Design Phase submittal and each interim, revisionary or
subsequent design submittal of the Architect to the Owner and with his
certification of the Final Payment to the contractor, the Architect shall
make the following statement in writing:
"No asbestos-containing building materials have been specified and
to the best of my/our knowledge and belief none have been
incorporated into this Project."
Attachment number 2
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31
d. Incorporated herein and made a part of this Agreement by reference as
Exhibit B the Schedule for the Project which defines the sequence and
timing of the design and construction activities. No deviation from the
Schedule shall be allowed without written approval for a change in the
Schedule, in the form of a Design Phase Change Order executed by the
Owner and Architect. Should the Owner determine that the Architect is
behind schedule; the Architect shall expedite and accelerate its efforts,
including additional manpower and/or overtime, to maintain the approved
design schedule at no additional cost to the Owner.
9. Project Conferences.
a. Throughout all phases of the Project, the Architect and its consultants
shall meet periodically with the Owner when reasonably requested.
Participants shall be as agreed with the Owner. Such meetings shall
include:
i. Architect Orientation.
1. Pre-design conferences.
2. Pre-design Project Analysis Session.
3. Design conferences.
4. Pre-bid conference for the bid package.
5. Preconstruction conference for the bid package.
6. Bi-weekly construction progress meetings.
7. Substantial Completion, Final Completion and completion of
warranty period inspections for the construction contract.
b. The Architect shall be responsible for scheduling and attending any
meetings necessary to properly coordinate the design effort including,
without limitation, meetings with governing agencies, code officials and
applicable utilities.
c. The Architect shall be responsible for preparing accurate and complete
minutes of Project Design conferences and distributing same to all
participants. The Architect shall prepare and distribute meeting minutes
within five (5) working days after each meeting.
10. Not Used.
11. Construction Warranty.
a. The Architect and its consultants shall assist the Owner in resolution of
warranty issues as may be required to determine responsibility for
deficiencies.
b. The Architect and its consultants shall conduct an inspection of the
project one (1) month prior to any warranty expiration and provide to the
Owner a written report specifying any warranty deficiencies which may
exist.
12. General Requirements
Attachment number 2
Page 31 of 40
Item # 28
32
a. The Owner will interview the design and management staff that will be
assigned to this project.
b. The Owner will review the ArchiWHFW¶V&RQVXOWDQWVEHLQJFRQVLGHUHGIRU
this project prior to their assignment. To the best of their knowledge all
necessary design disciplines for this project are LQFOXGHGLQWKH$UFKLWHFW¶V
fee.
c. The Architect is to provide the Owner with all final drawings on computer
disk. AutoCAD version 2005 or later is preferred, or scanned onto
magnetic media that can be accessed by AutoCAD 2005.
d. The Architect is to provide the Owner with 11" X 17" prints of the final site
overall floor plan.
e. The Architect is to file and review all plans with the applicable Building
Department, Development Department, Augusta Georgia Inspections
Divisions, and Fire Marshal, and incorporate all review comments on the
plans prior to sending the plans out for bid.
f. Periodic field visitations are to be made by all of the $UFKLWHFW¶V
Consultants retained for this project during construction to observe the
implementation of their specific discipline. The Architect shall prepare
and distribute written reports from these visits within two (2) working days
after each visit.
g. Final punch lists are to be made by each of the $UFKLWHFW¶V&onsultants,
as well as the Architect. The Architect shall prepare and distribute written
reports within five (5) working days after each inspection.
h. The maximum drawing sheet size is to be 30" X 45".
Attachment number 2
Page 32 of 40
Item # 28
33
Exhibit B
Schedule
The Architect agrees to the following schedule for the design of the project. The
schedule anticipates the following milestone dates:
Milestone Dates
Activity Due Date
Notice to Proceed May 6, 2009
Design Narrative and Final Design Schedule May 27, 2009
Schematic Design Phase ± Notice to Proceed June 1, 2009
Schematic Design Phase ± Submittal June 25, 2009
60% Construction Document Phase ± Notice to Proceed July 2, 2009
60% Construction Document Phase ± Submittal July 23, 2009
100% Construction Document Phase ± Notice to Proceed July 30, 2009
100% Construction Document Phase ± Submittal August 20, 2009
Bid Documents Submittal September 24, 2009
Contractor Proposals Due November 11, 2009
Construction Contract Award January 13, 2010
Substantial Completion July 1, 2010
Attachment number 2
Page 33 of 40
Item # 28
Attachment number 2
Page 34 of 40
Item # 28
35
non-admitted basis are exempt from this requirement provided that the FRQWUDFWRU¶VEURNHUDJHQWFDQSURYLGHILQDQFLDOGDWDWRHVWDEOLVKWKDWDPDUNHWLV
equal WRRUH[FHHGVWKHILQDQFLDOVWUHQJWKVDVVRFLDWHGZLWKWKH$0%HVW¶VUDWLQJ
of A-6 or better.
7. Insurance Company must be licensed to do business by the Georgia Department
of Insurance. * See above note regarding Professional Liability
8. Certificates of Insurance, and any subsequent renewals, must reference specific
bid/contract by project name and project/bid number.
9. The Architect shall agree to provide complete certified copies of current
insurance policy(ies) if requested by the Owner to verify the compliance with
these insurance requirements.
10. All insurance coverages required to be provided by the Architect will be primary
over any insurance program carried by the Owner.
11. Except for Professional Liability Insurance coverages, Architect shall incorporate
a copy of the insurance requirements as herein provided in each and every
Consultant with each and every Subconsultant in any tier, and shall require each
and every Consultant and Subconsultant of any tier to comply with all such
requirements. Architect agrees that if for any reason Consultant and
Subconsultant fails to procure and maintain insurance as required, all such
required insurance shall be procured and maintained by the Architect at the
Architect¶VH[SHQVH
12. The Architect, and their ConsuOWDQW¶VDQG6XEFRQVXOWDQW¶Vshall not commence
any work of any kind under this Contract until all insurance requirements
contained in this Contract have been complied with and until evidence of such
compliance satisfactory to Owner as to form and content has been filed with the
city. The Accord Certificate of Insurance or a pre-approved substitute is the
required form in all cases where reference is made to a Certificate of Insurance
or an approved substitute.
13. The Architect and Owner shall agree to waive all rights of subrogation against the
other as well as, its officers, officials, employees, 2ZQHU¶V5HSUHVHQWDWLYHVand
volunteers from losses arising from work performed by the Architect.
14. The Architect shall make available to the Owner, through its records or records of
their Insurer, information regarding a specific claim SHUWLQHQWWRWKH$UFKLWHFW¶V
work for the Owner). Any loss run information available from the Architect or
their insurer will be made available to the Owner upon their request.
15. Compliance by the Architect and WKHLU&RQVXOWDQW¶VDQG6XEFRQVXOWDQW¶V with the
foregoing requirements as to carrying insurance shall not relieve the Architect
DQG WKHLU &RQVXOWDQW¶V DQG 6XEFRQVXOWDQW¶V of their liability provisions of the
Contract.
16. The ArchitHFWDQGWKHLU&RQVXOWDQW¶VDQG6XEFRQVXOWDQW¶V are to comply with the
Occupational Safety and Health Act of 1970, Public Law 91-956, and any other
Attachment number 2
Page 35 of 40
Item # 28
36
laws that may apply to this Contract.
17. The Architect shall at a minimum apply risk management practices accepted by
WKH$UFKLWHFW¶V industry.
18. Evidence of such insurance shall be furnished to the Owner, and the Owner shall
receive thirty (30) days prior written notice of any cancellation, non-renewal or
reduction of coverage of any of the policies. Upon notice of such cancellation,
non-renewal or reduction, the Architect shall procure substitute insurance so as
to assure the Owner that the minimum limits of coverage are maintained
continuously throughout the period of this Agreement.
19. The Architect shall deliver to the Owner a Certificate of Insurance for its
Professional Liability coverage annually, so long as it is required to maintain such
coverage under Article 11.4.
20. The Architect shall maintain in force during the performance of this contract and
for six (6) years after final completion of the Project, the Professional Liability
insurance coverage referenced above, so long as such insurance is
commercially available and reasonably affordable.
21. The Architect shall maintain in force during the performance of this contract and
for three (3) years after final completion of the Project, the Comprehensive
Commercial General Liability Insurance and the Automobile Liability Insurance.
22. The Owner shall be under no obligation to review any Certificates of Insurance
provided by the Architect or to check or verify the Architect's compliance with any
or all requirements regarding insurance imposed by the Contract Documents.
The Architect is fully liable for the amounts and types of insurance required
herein and is not excused should any policy or Certificate of Insurance provided
by the Architect not comply with any or all requirements regarding insurance
imposed by the Contract Documents.
23. Should the Architect fail to provide and maintain in force any insurance or
insurance coverage required by the contract documents or by law, or should a
dispute arise between owner and any insurance company of the Architect over
policy coverage or Limits of Liability as required herein, the Owner shall be
entitled to recover from the Architect all amounts payable, as a matter of law, to
Owner, had the required insurance or insurance coverage been in force. Nothing
herein shall limit any damages for which the Architect is responsible as a matter
of law.
24. The Architect shall deliver to the Owner two (2) original certificates of insurance,
VLJQHG E\ WKH ,QVXUHU¶V $XWKRUL]HG 5HSUHVHQWDWLYH ZLWKWKH 3ROLF\ 1XPEHUV
clearly identified on the certificates for each Policy. The Policy effective dates
should be on or before the date that the contract was signed.
Attachment number 2
Page 36 of 40
Item # 28
37
Exhibit D
Asbestos ± Statement of Declaration
ASBESTOS
STATEMENT OF DECLARATION
Facility
This statement is to certify that I have not to the best of my knowledge, information, and
belief, specified any asbestos containing materials and/or products in the preparation
and/or the construction of the referenced structure.
Furthermore, I certify to the best of my knowledge, no asbestos containing materials
have been used in the construction of the structure or facility.
RESPONSIBLE PARTIES:
__________________________________________
Architect Signature Date
___________________________________________
Owner Signature Date
Attachment number 2
Page 37 of 40
Item # 28
38
Exhibit E
Non Collusion Affidavit
NON COLLUSION AFFIDAVIT
Date:
Project: Phase 1 Renovations of the Richmond County Corrections Institution
(RCCI)
Project #: RCCI-1
Project
Description:
Selected Renovations to RCCI
Services
Provided:
Professional Architectural Services
State of: Georgia
County of:
I, ______________________________being first duly sworn, deposes and says that
he/she is ______________________________of the party making the foregoing
Proposal or Bid; that such Proposal or Bid is genuine and not collusive or sham; that
said Proposer or Bidder has not colluded, conspired, connived, or agreed, directly or
indirectly, with any Proposer or Bidder or person, to put in a sham Proposal or Bid, or
that such other person refrain from proposing or bidding, and has not in any manner,
directly or indirectly sought by agreement or collusion, or communication or conference,
with any person, to fix the Proposal Fee or Bid Price of affiant or any other Proposer or
Bidder, or to fix any overhead, profit or cost element of said Proposal Fee or Bid Price,
or of that of any other Proposer or Bidder, or to secure any advantage against Augusta
Georgia, or any person interested in the proposed Contract; and that all statements in
said Proposal or Bid are true; and further, that such Proposer or Bidder has not directly
or indirectly submitted this Proposal or Bid, or the contents thereof, or divulged
information or data relative thereto to any association or to any member or agent thereof.
Architect:
(Signature) (Seal)
Attachment number 2
Page 38 of 40
Item # 28
39
Exhibit F
Fee Calculation
BASIC SERVICES
FEE % Const cost Fee
Total Basic Fee
0.14 $510,172 $71,424
$ 71,424.00
Note: 14% fee includes premiums for size/scope, complexity and
renovation factors
ADD SERVICES
NONE
REIMBURSABLES
Travel
(Trips)
from
ATL 10 $170 $1,700
local 10 $7 $70
Printing
$5,000
Other
$2,000
$8,770
$ 8,770.00 TOTAL EXPENSES
$ 80,194.00 TOTAL CONTRACT AMOUNT
Attachment number 2
Page 39 of 40
Item # 28
40
Exhibit G
Facility Assessment Study
Facility Assessment Study dated November, 2008 and prepared by Heery International,
Inc. is incorporated herein by reference. It is understood that this study is for information
only, and the Architect/Engineer shall retain full responsibility for independent verification
of all Study conclusions. It is also understood that the currently available funds are
inadequate to allow execution of all recommendations within the Study.
Attachment number 2
Page 40 of 40
Item # 28
REQUEST FOR QUALIFICATIONS
Request for Qualifications will be received at this office until Thursday, January 29, 2009 @ 3:00 p.m.
RFQ ITEM #08-216 Phase I Renovations of the Richmond County Corrections
Institution (RCCI)
RFQs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the
offices of:
Geri A. Sams, Director
Augusta Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
RFQ documents may be examined at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30911. A pre-bid conference will be held on Tuesday,
January 13, 2009 @ 10:00 a.m. in the conference room of the Procurement Department. All
questions must be submitted in writing to the office of the Procurement Department by fax at
706-821-2811 or by mail. The last day to submit questions is Friday, January 16, 2009 by 3:00
p.m. No RFQ will be accepted by fax, all must be received by mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local
bidder and receive bid preference on an eligible local project, the certification statement as a
local bidder and all supporting documents must be submitted to the Procurement Department
with your bonafide bid package.
No RFQ may be withdrawn for a period of 90 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including
financial statements and references and such other attachments that may be required by the bid
invitation are material conditions of the bid. Any package found incomplete or submitted late shall be
rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly
disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the
appropriate committee of the Augusta Commission. Please mark RFQ number on the outside of the
envelope.
Bidders are cautioned that sequestration of RFQ documents through any source other than the office
of the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized
sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to
base his qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle December 18, 24, 31, 2008 and January 8, 2009
Metro Courier December 24, 2008
cc: Tameka Allen Interim Deputy Administrator
Bob Munger Heery International
Robert Leverett RCCI
Sharon Broady RCCI
Attachment number 3
Page 1 of 1
Item # 28
Vendors:Original 7 Copies Addendum
Nicholas Dickinson & Associates, P.C.
771 Broad Street, Suite 200
Augusta, GA 30901
KSGW Architects
1294 Broad Street
Augusta, GA 30901 YES YES YES
2km Architects
2275 Wrightsboro Road
Augusta, GA 30904
YES YES YES
The following Vendors submitted NO Bid Responses:
Smallwood, Reynolds, Stewart, Stewart & Associates, 1 Piedmont Ctr, Ste 303, Atlanta,
GA 30305 & Coasline Consulting Srcs, Inc., 138 Canal St, Unit 307, Pooler, GA 31322
RFQ #08-216
Phase I Renovations of the Richmond County Corrections Institution RCCI
for The City of Augusta - RCCI
RFQ Opening Date: Thursday, January 29, 2009 at 3:00 P.M.
Non-Compliant
Contractor Affidavit Incomplete
Attachment number 4
Page 1 of 1
Item # 28
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Attachment number 5
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Attachment number 6
Page 1 of 1
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Attachment number 7
Page 1 of 2
Item # 28
Attachment number 7
Page 2 of 2
Item # 28
Attachment number 8
Page 1 of 7
Item # 28
Attachment number 8
Page 2 of 7
Item # 28
Attachment number 8
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Item # 28
Attachment number 8
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Attachment number 8
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Attachment number 8
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Attachment number 9
Page 1 of 1
Item # 28
Commission Meeting Agenda
6/16/2009 2:00 PM
2009 Auction Service
Department:Finance Department, Fleet Management Division
Caption:Motion to approve the Wayne Evans Auction Company, Inc of Columbus,
Georgia as the auction service for the sale of excess/surplus government
property a public auction (RFQ # 09-076). (Approved by Finance
Committee June 8, 2009)
Background:A Request for Qualifications was published by the Procurement Department
in April 2009 for Auction Services. The request was posted on the electronic
bid system and 7 venders were notified of the Request. Only one vender
submitted a Request for consideration, Wayne Evans Auction Company of
Columbus, Georgia. The RFQ was submitted for a 3 year period with the
option to have 2 one year extensions for this service. Fleet Management is
currently confirming the inventory of excess equipment and vehicles for
auction and will present a separate agenda for the Commission to declare the
equipment excess and available for public auction.
Analysis:Wayne Evans Auction Company submitted a compliant bid and was found
acceptable to the evaluation committee. All aspects of the Request for
Qualifications were found acceptable.
Financial Impact:The Auction Service will be paid for from a “Bidders Premium”. A bidder’s
premium of 10% will be added to the sale of each item to pay for the auction
service (Example: a bidder bids $300.00 for an item and wins the bid. The
bidder pays $351.00 for the item; $300 for the bid, $30.00 for the
auctioneers (10% buyers premium) and $21.00 for sales tax). This provides
a motivation for the auctioneer to sell the item for as much as he can get.
Fleet Management estimates approximately $200,000 in revenues to be
generated from the sale.
Alternatives:1.Use an internet auction service for the disposal of surplus items.
Recommendation:(1) Approve Wayne Evans Auction Company, Inc. from Columbus, Georgia
to be approved as the auction service for the Augusta Commission (2)
Authorize the Fleet Manager to coordinate an auction of surplus/excess and
salvage property for July 25, 2009.
Funds are Available in
the Following
Accounts:
None Required Cover Memo
Item # 29
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 29
Attachment number 1
Page 1 of 1
Item # 29
REQUEST FOR QUALIFICATIONS
Request for Qualifications will be received at this office until Tuesday, May 19, 2009 @ 3:00 p.m. FOR
FURNISHING:
RFQ ITEM #09-076 Auctioneer Services for Augusta Fleet Management
RFQs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the
offices of:
Geri A. Sams, Director
Augusta Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
RFQ documents may be examined at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. RFQ documents may be obtained at the office of
Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. All
questions must be submitted in writing to the office of the Procurement Department by
Tuesday, May 5, 2009 @ 3:00 p.m. by fax at 706-821-2811 or by mail. No RFQ will be accepted by
fax, all must be received by mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local
bidder and receive bid preference on an eligible local project, the certification statement as a
local bidder and all supporting documents must be submitted to the Procurement Department
with your bonafide bid package.
No RFQ may be withdrawn for a period of 90 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including
financial statements and references and such other attachments that may be required by the bid
invitation are material conditions of the bid. Any package found incomplete or submitted late shall be
rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly
disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the
appropriate committee of the Augusta Commission. Please mark RFQ number on the outside of the
envelope.
Bidders are cautioned that sequestration of RFQ documents through any source other than the office of
the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized
sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to
base his qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle April 9, 16, 23, 30, 2009
Metro Courier April 15, 2009
cc: Tameka Allen Interim Deputy Administrator
Donna Williams Finance
Ron Crowden Fleet Management
Attachment number 2
Page 1 of 1
Item # 29
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Attachment number 3
Page 1 of 1
Item # 29
Evaluator # Cumulative
Friday, May 22, 2009 @ 9:00 a.m.
Possible
Location Description Points
2.01 Proper number of event staff 10 10
a. Auctioneers (3-minimum)
b. Ringmen
c. Clerks
d. Security
2.02 Proposal addresses organizing for sale, marking equipment 5 5
2.03 Auction company provides restrooms 5 5
2.04 Proposal discusses advertising (evaluate on details) 5 5
2.05 Discussion of directional and auction signage 5 5
2.06 Discussion of collection and disbursement of funds 5 5
2.07 Discussion of the removal of property 2 2
2.08 Provide reports and records
a. Copy of Bill of Sale 5 5
b. Buyers list 5 5
c. Record of sales by lot, item and buyer 5 5
d. Other 3 3
1.2 EXCEPTIONS:
a. Will not handle all types of property (deduct 5 ea) -5
b. Staffing is not appropriate to needs -5
c. Other (list)-3
d. Other (list)-2
2.1 Required licenses presented 10 10
2.2 Proof of Insurance or statement of understanding 5 5
2.3 Workers Compensation 5 5
2.4 Listing of last 3 auctions with required information 10 10
2.1 Description of operation 5 5
2.11 Additional services or resources provided 5 5
2.12 Proximity to Augusta 5 4
TOTAL POINTS 100 99
Location(Proximity to Augusta) Points
Within Augusta Richmond County 5
Within the CSRA 4
Within Georgia 3
Within SE United States (includes AL, GA, TN, NC, SC, FL) 2
All Other 1
EVALUATION SHEET
RFQ Item # 09-076 AUCTIONEER SERVICES 2009
Wayne Evans Auction
P. O. Box 4600
Columbus, GA 31904
Notes:
For City of Augusta Fleet Management
SECTION ONE
SECTION TWO
Attachment number 4
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Item # 29
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Item # 29
Commission Meeting Agenda
6/16/2009 2:00 PM
Augusta Development Agenda Contract
Department:Law Department
Caption:Motion to approve an Agreement for Services Augusta Development
Agenda. (No recommendation from Finance Committee June 8, 2009)
Background:See attached documents.
Analysis:See attached documents.
Financial Impact:See attached documents.
Alternatives:Do not approve Augusta Development Agenda Contract.
Recommendation:Approve Augusta Development Agenda Contract.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 30
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Commission Meeting Agenda
6/16/2009 2:00 PM
Laney Walker Bethlehem Initiative
Department:Clerk of Commission
Caption:Motion to approve the issuance of bonds and/or bank loans that are
essential to service the Laney Walker/Bethlehem revitalization initiative.
(No recommendation from Finance Committee June 8 , 2009)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 31
Commission Meeting Agenda
6/16/2009 2:00 PM
Transfer Property to Land Bank Authority
Department:
Caption:Motion to approve a request to transfer three parcels of land to the Land
Bank Authority for the development of the Kroc Center. Properties are as
follows: 1824 Pearl Avenue Map and Parcel No. 27 4 093, 114 Eve Street
Map and Parcel No. 27 4 092, 1827 Pearl Avenue Map and Parcel No. 35 2
023. (Approved by Finance Committee June 8, 2009)
Background:The county having previously approved this request April 21, 2009.
Analysis:The transfer of the referenced properties is necessary to facilitate the
development of the Kroc center.
Financial Impact:There are no costs necessary for this transfer.
Alternatives:Deny the Motion
Recommendation:Approve the Motion
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 32
Commission Meeting Agenda
6/16/2009 2:00 PM
Acquisition of Right-of-Way and Easement
Department:Law
Caption:Motion to approve an Option for the purpose of acquiring a Right-of-Way
between Sprint Food Stores, Inc., as owner, and Augusta, Georgia, as
optionee, in connection with the Marvin Griffin Road Improvement Project,
acre (1,710 sq. ft.) in fee from the property located at 3444 Mike Padgett
Hwy., private, at a purchase price of $13,000.00. Also granted is one
temporary construction easement. (Approved by Engineering Services
Committee June 8, 2009)
Background:The property owner has agreed to convey a certain right-of-way and
easement to Augusta, Georgia, for the Marvin Griffin Road Improvement
Project.
Analysis:The purchase of the referenced property is necessary for the project.
Financial Impact:The costs necessary for this purchase will be covered under the project
budget.
Alternatives:Deny the motion.
Recommendation:Approve the motion.
Funds are Available in
the Following
Accounts:
3230401110-54.11120 296823603-54.11120
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 33
Attachment number 1
Page 1 of 2
Item # 33
Attachment number 1
Page 2 of 2
Item # 33
Commission Meeting Agenda
6/16/2009 2:00 PM
APPROVE CHANGE ORDER #5 FOR THE NEW JUDICIAL CENTER
Department:Public Services Department - Facilities Management Division
Caption:Motion to approve Change Order #5 on the Augusta Judicial Center in the
amount of $334,111 for unforeseen underground conditions on the site. The
revised Contract GMP will be $47,404,841.00. (Approved by Engineering
Services Committee June 8, 2009)
Background:Potts Construction was selected under RFQ 07-180 as the Judicial Center
project’s Construction Manager at Risk. Construction of the new Judicial
Center Facility is located in an urban setting in an older city, thus knowledge
of prior remaining and existing underground conditions was not possible to
completely ascertain before actual construction activity on the site. As is
common on sites in a urban setting, there are remnants left over from
previous activities on the site including foundations and abandoned
transportation infrastructure. This is in addition to the usual unsuitable soil
common on sites with no prior building history.
Analysis:The proposed Change Order #5 and associated costs have been reviewed,
recommended and signed off by the Turner Associates Architects and Potts
Construction per the contract requirements for acceptance by the Augusta -
Richmond County Commission. The items contained in the change order are
all related to unknown and unforeseen underground conditions which have
occurred at below grade conditions discovered during site grading and
underground work.
Financial Impact:The Change Order #5 total is $334,111.00 Revised contract amount will be
$47,404,841.00
Alternatives:1. Approve Change Order #5 on the Augusta Judicial Center in the amount
of $334,111 for unforeseen underground conditions on the site. The revised
Contract GMP will be $47,404,841.00. 2. Do not approve Change Order #5
Recommendation:#1. Approve Change Order #5 on the Augusta Judicial Center in the amount
of $334,111 for unforeseen underground conditions on the site. The revised
Contract GMP will be $47,404,841.00.
Funds are Available in
the Following
Accounts:
FUNDS ARE AVAILABLE IN ACCOUNT: #325-05-1120/209251104,
Object Code #5413130.
Cover Memo
Item # 34
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 34
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Item # 34
Commission Meeting Agenda
6/16/2009 2:00 PM
Modification to Job Description - Traffic Engineer Manager
Department:Abie L. Ladson, PE, CPESC, Director of Engineering
Caption:Motion to approve modification to the job description and
education/experience requirements for the Traffic Engineer Manager
position as requested by the Augusta Engineering Administration -
Traffic Engineering Division. (No recommendation from Engineering
Services Committee June 8, 2009)
Background:Based on the current job description for this position, a degree in Civil
Engineering and an Engineer in Training (EIT) certificate is required. This
item would essentially supplant this requirement to only require a 4-year
degree. The above mentioned requirements are too limiting given the duties
of this position and narrows the pool of available qualified
candidates. Although, a four-year college degree should still be required for
this position, it is believed that the county can draw from a larger pool of
qualified candidates if the requirement for a Civil Engineering degree be
removed, provided that the candidate possesses definite levels of experience
as well as other certifications that demonstrate competence and expertise in
the Traffic Engineering field. As an example the Institute of Transportation
Engineers provide several certification programs that, taken collectively, are
on-level and essentially equal to the level of expertise required to be a
Professional Traffic Operations Engineer (PTOE) and should also be
considered in the in lieu of an EIT.
Analysis:This change will open up the pool of candidates and insure that the city can
obtain a qualified, experienced candidate to fulfill the duties of this position.
It is also worth noting that this change will not affect the pay grade of the
position and will not negatively impact the budget.
Financial Impact:n/a
Alternatives:1) Approve modification to the job description and education/experience
requirements for the Traffic Engineer Manager position as requested by the
Augusta Engineering Administration - Traffic Engineering Division. 2) Do
not approve
Recommendation:approve alternative one
Funds are Available in
the Following
Accounts:
no funding required Cover Memo
Item # 35
REVIEWED AND APPROVED BY:
Finance.
Human Resources.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 35
PROPOSED JOB DESCRIPTION
PROPOSED JOB TITLE: Traffic Engineer/Manager
DEPARTMENT: Engineering
PROPOSED SALARY: $70,874.55
PROPOSED PAY GRADE: 59
RESPONSIBILITY:
An individual in this position will report directly to the Assistant Director - Traffic Engineering
and be responsible for activities such as signal timing, design, plan review, and operations for the
Traffic Engineering section. This individual will also work closely with the Construction
Manager, the Land Acquisition Manager, the Design & Plan Review Manager, and the
Department Finance Manager. This individual will also work with construction contractors,
design consultants, developers, surveyors, and other city departments.
MINIMUM QUALIFICATIONS:
Education/Certifications: An individual must have a 4-year college degree with six years of
signal timing and design experience in Traffic Engineering and operations. Must possess either
an Engineer-In-Training Certification (EIT) or Profession Engineer (PE) license or be certified as
either a Professional Traffic Operations Engineer (PTOE). Certification as a Traffic Operation
Practitioner Specialist (TOPS) and Traffic Signal Operations Specialist (TSOS) can be used as
substitute for licensure requirements.
Experience: Must have considerable knowledge of principles and practices of signal timing,
design, and construction. Must have working knowledge of the AASHTO manual, the Manual
on Uniform Traffic Control Devices (MUTCD), and the Highway Capacity Manual (HCM).
Must have working knowledge and experience in using AutoCAD 2004 and above, Microstation,
ACTRA, and Smartways softwares. Proficiency in preparing signal timing plans, design,
preliminary construction cost estimates, and engineering studies. Also must be able to manage
and supervise and have excellent communication skills, both oral and written. Must be able to
supervise and/or train designated subordinate department personnel. Possess a valid state
operator/driver’s license for the type vehicle or equipment operated.
MAJOR DUTIES:
Manage traffic engineering staff in the Engineering Department under direction from the
Assistant Director - Traffic Engineering. Prepare traffic signal timing and design plans and
traffic engineering studies, prepare construction cost estimates, review construction plans and
specifications. Monitor projects during the planning and design stage and maintain status reports
and design schedules. Able to resolve design and construction issues. Manage design
consultants on large scale county projects. Hires, trains, supervise and evaluate subordinate
staff.
Attachment number 1
Page 1 of 1
Item # 35
EXISTING JOB DESCRIPTION
PROPOSED JOB TITLE: Traffic Engineer/Manager
DEPARTMENT: Engineering
PROPOSED SALARY: $70,874.55
PROPOSED PAY GRADE: 59
RESPONSIBILITY:
An individual in this position will report directly to the report directly to the Assistant Director of
Traffic Engineering and be responsible for activities such as design, plan review, and operations
for the Traffic Engineering section. This individual will also work closely with the Construction
Manager, the Land Acquisition Manager, the Design & Plan Review Manager, and the
Department Finance Manager. This individual will also work with construction contractors,
design consultants, developers, surveyors, and other city departments.
MINIMUM QUALIFICATIONS:
Education/Certifications: An individual must have a BS Degree in Civil Engineering,
Transportation Engineering or Civil Engineering Technology with six years of design experience
in Traffic Engineering and operations. Must possess an Engineer-In-Training Certification (EIT)
or (FE) in any state before appointment.
Experience: Must have considerable knowledge of principles and practices of survey, design,
and construction. Must have a working knowledge of the AASHTO manual, the MUTCD
manual, and the Highway Capacity Manual. Must have a working knowledge and experience in
using AutoCAD 2004 and above, and Micro station software. Proficiency in preparing traffic and
signal plans, preliminary construction cost estimates, and engineering studies. Also must be able
to manage and supervise and have excellent communication skills, both oral and written. Must be
able to supervise and/or train designated subordinate department personnel. Possess or have the
ability to obtain a valid state operator/driver’s license for the type vehicle or equipment operated.
MAJOR DUTIES:
Manage traffic engineering staff in the Engineering Department under direction from the
Assistant Director of Traffic Engineering. Prepare traffic plans and traffic engineering studies,
prepare construction cost estimates, review construction plans and specifications. Monitor
projects during the planning and design stage and maintain status reports and design schedules.
Able to resolve design and construction problems. Manage design consultants on large scale
county projects. Hires, trains, supervise and evaluate subordinate staff.
Attachment number 2
Page 1 of 1
Item # 35
Commission Meeting Agenda
6/16/2009 2:00 PM
OPTION FOR RIGHT-OF-WAY
Department:Law
Caption:Motion to approve an Option for the purposes of acquiring a Right-of-Way
between George Victor Raley, Michael Dean Raley, and Sally Harper Raley,
as owners, and Augusta, Georgia, as optionee, in connection with the
Marvin Griffin Road Improvement Project, (1,735 sq. ft.) in fee and (248 sq.
ft.) of permanent construction and maintenance easement from property
located at: 1625 Marvin Griffin Road, private, at the purchase price of
$1,500.00. Also granted is one temporary construction easement.
(Approved by Engineering Services Committee June 8, 2009)
Background:The property owners have agreed to convey a certain right-of-way and
easement to Augusta, Georgia, for the Marvin Griffin Road Improvement
Project.
Analysis:The purchase of the referenced property is necessary for the project.
Financial Impact:The costs necessary for this purchase will be covered under the project
budget.
Alternatives:Deny the Motion
Recommendation:Approve the Motion
Funds are Available in
the Following
Accounts:
323041110-54.11120 2968236303-54.11120
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 36
Attachment number 1
Page 1 of 2
Item # 36
Attachment number 1
Page 2 of 2
Item # 36
Commission Meeting Agenda
6/16/2009 2:00 PM
Residential Claim for Rent Supplement for Tenant, Ping Du
Department:Law Department
Caption:Motion to approve a claim for Rent Supplement for Ping Du, as Tenant, in
connection with the Alexander Drive Project at 2503 Carriage
Creek. Approved by Engineering for $38,850.00. (Approved by
Engineering Services Committee June 8, 2009)
Background:The property owners have conveyed the property to Augusta, Georgia, for
the Alexander Drive project.
Analysis:The purchase of the referenced property is necessary for the project.
Financial Impact:The costs necessary for this purchase will be covered under the project
budget.
Alternatives:Deny the motion to approve the Rent Supplement.
Recommendation:Approve the motion for Rent Supplement for referenced property.
Funds are Available in
the Following
Accounts:
323041110 -5411120 296823215 –5411120
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 37
Commission Meeting Agenda
6/16/2009 2:00 PM
Tyco Easement Deed
Department:Augusta Utilities Department
Caption:Motion to approve an Easement Deed from Tyco Healthcare Group L.P.
(Approved by Engineering Services Committee June 8, 2009)
Background:In preparation for project 60107-Butler Creek Sanitary Sewer Replacement,
the Augusta Utilities Department (AUD) is in the process of acquiring
easements, one of which is from Tyco Healthcare Group.
Analysis:Tyco Healthcare Group has agreed to grant an easement to Augusta, for the
project.
Financial Impact:Payment for the easement is the appraised value of $13,838.00.
Alternatives:Deny motion to approve Easement Deed from Tyco Healthcare Group L.P.
Recommendation:Approve motion to approve Easement Deed from Tyco Healthcare Group
L.P.
Funds are Available in
the Following
Accounts:
G/L 511043420-5411120 J/L 80360107-5411120
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 38
Attachment number 1
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Item # 38
Commission Meeting Agenda
6/16/2009 2:00 PM
Historic Augusta Grant Application
Department:
Caption:Motion to approve a request from Historic Augusta to apply for a 2009
Preserve America Community Landmark Heritage Tourism grant with the
Historic Preservation Division of the Georgia Department of Natural
Resources.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 39
Attachment number 1
Page 1 of 1
Item # 39
Commission Meeting Agenda
6/16/2009 2:00 PM
Legislative Delegation appointments
Department:
Caption:Motion to ratify the following ARC Legislative Delegation appointments:
Lillie Hamilton and Mary F. Davis to ARC Library Board; Clyde Lester,
Eugene Tanzymore and Kitty Cato to the Sheriff's Merit Board; Adell
Denis to Historic Preservation Board.; Ernest Smith to General Aviation
Commission (Daniel Field); Kelly McKnight Board of Zoning Appeals;
Trent Mercer, Augusta Port Authority and Hartley Gibbons ARC Small
Business Advisory Board.
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
Commission Meeting Agenda
6/16/2009 2:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the regular meeting of the Commission
held on June 2, 2009.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 41
Commission Meeting Agenda
6/16/2009 2:00 PM
Appointment District 3
Department:
Caption:Motion to approve the appointment of Harry Moore to the Augusta Port
Authority representing 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 # 42
Attachment number 1
Page 1 of 1
Item # 42
Commission Meeting Agenda
6/16/2009 2:00 PM
District 6 appointment
Department:
Caption:Motion to approve the appointment of Crystal Eskola to the Canal
Authority representing District 6.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 43
Attachment number 1Page 1 of 1
Item # 43
Commission Meeting Agenda
6/16/2009 2:00 PM
District Appointment 7
Department:
Caption:Motion to approve the appointment of Mr. Richard Isdell to the Canal
Authority due to the resignation of Jo Granberry representing District 7.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 44
Attachment number 1
Page 1 of 1
Item # 44
Commission Meeting Agenda
6/16/2009 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 # 45