HomeMy WebLinkAbout2009-11-05-Meeting Agenda
Commission Meeting Agenda
Commission Chamber
11/5/2009
2:00 PM
INVOCATION:
Reverend John Penson, Pastor Aldersgate United Methodist Church.
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
Five (5) minute time limit per delegation
DELEGATIONS
A. Mr. W.L. Butch Gallop, Jr. RE: Shaw Group and Gallop & Associates Engery
Efficent Program.
Attachments
CONSENT AGENDA
(Items 1-11)
PLANNING
1. SA-45 - A request for concurrence with the Augusta Richmond County Planning
Commission to approve a petition to amend Section 600 of the Subdivision
Regulations for Augusta-Richmond County – denial and/or expiration of a variance.
(Approved by Augusta Commission October 20, 2009 - second reading)
Attachments
PUBLIC SERVICES
2. Motion to approve Augusta Public Transit’s purchase of the following items: ARRA
Grant (100% Stimulus Funds) Project Grant GA-96-X009-00 (54609-1209) Two (2)
Transit Vehicles from Daimler Buses North America $725,427.76 Supervisor Van
$20,000.00 Maintenance Pick-up Truck $20,000.00 Bike Racks (Entire
Fleet) $30,000.00 Fareboxes (Entire Fleet) $150,000.00 Handheld GPS
Units $1,534.00 Three (3) Replacement Engines $80,000.00 Hybrid Fuel Bus
$500,000.00 Preventive Maintenance $700,000.00 ADA Maintenance $275,453.00 -
$2,754,534.00. (Approved by Public Services Committee October 26, 2009)
Attachments
3. Motion to approve Pedestrian Easement Agreement between Augusta’s Historic
Cottage Cemetery, Inc.,a Georgia Non-Profit Corporation, and Augusta-Richmond
County for the purposes of constructing, installing, acquiring, and maintaining a ten
Attachments
feet (10’) public pedestrian pathway across and through Cottage Cemetery.
(Approved by Public Services Committee October 26, 2009)
ADMINISTRATIVE SERVICES
4. Motion to approve an ordinance to amend the nepotism provisions of section 1.K of
the ARC Employee Handbook and making it retroactive to January 1,
2009. (Approved by Commission October 26, 2009-second reading)
Attachments
ENGINEERING SERVICES
5. Motion to approve cost-share agreement in the amount of $125,445.00 to Augusta
Utilities for the Flowing Wells Sanitary Sewer System Project. (Approved by
Engineering Services Committee October 26, 2009)
Attachments
6. Motion approve subject agreement to Johnson, Laschober, and Associates, P.C. in
the amount of $28,506.00. This award will include design changes for new
construction of sanitary sewer mains and services, required documentation for
environmental permits, and costs associated with splitting the Horsepen Project into
two phases. (Approved by Engineering Services Committee October 26, 2009)
Attachments
7. Motion to approve payment to CSX Transportation, Inc. per the approved facility
encroachment agreements associated with the Goodrich Street Raw Water Pump
Station Upgrade. (Approved by Engineering Services Committee October 26,
2009)
Attachments
8. Motion to approve referring this request from the residents of Kipling Drive for
adjustments to the islands at the entrance at Kipling Drive and Boy Scout Road to the
Administrator/staff for recommendation. (Approved by Engineering Services
Committee October 26, 2009)
Attachments
9. Motion to approve a request from Rev. Larry Fryer of Tutt Middle School to change a
portion of Harlem Avenue to Dragons Way. (Approved by Engineering Services
Committee October 26, 2009)
Attachments
10. Motion to approve the awarding of low bid in the amount of $56,080 to Hagemeyer
North America for street light poles and fixtures for replacements/repairs in the
Augusta Richmond County Urban areas for a period of one year. Effective upon date
of adoption of this item. The funds are available in the Street Lighting Budget
Account 2760416105414410. (Approved by Engineering Services Committee
October 26, 2009)
Attachments
PETITIONS AND COMMUNICATIONS
11. Motion to approve the minutes of the Special Called and regular meeting of the
Commission held on October 20, 2009.
Attachments
****END CONSENT AGENDA****
AUGUSTA COMMISSION
11/5/2009
AUGUSTA COMMISSION
REGULAR AGENDA
11/5/2009
(Items 12-25)
ADMINISTRATIVE SERVICES
12. Approve Final Version of the Year 2010-2014 Consolidated Plan and Year 2010
Action Plan for Community Development Block Grant (CDBG), Emergency Shelter
Grant (ESG), HOME Investment Partnerships and Housing Opportunities for Persons
With AIDS (HOPWA) Funds and the Resolution Authorizing Submission of the Plan
to HUD by November 15, 2009.
Attachments
13. Motion to approve the attached training proposal as submitted and approved by the
ARC Coliseum Authority; and in accordance with the attached 2009 amended
legislation regarding the ARC Coliseum Authority.
Attachments
14. Discuss Amending the City's 2008 Action Plan for the Reprogramming of $12,250 in
CDBG Funds and $80,000 in HPRP Funds.
Attachments
15. Authorize Submission of the 2009 Continuum of Care Application to HUD and Grant
the Mayor the Authority to Execute all Forms associated with the Application, which
includes Submission of the Follow-up Technical Submission Application, Renewal
Grant Agreement and the Annual Progress Reports.
Attachments
16. Consider a request from Dapper and Company Men's Grooming Lounge to
place posters in the Municipal Building and for permission to use the city logo on
publications for the "Suited for Success" event as an "Event Partner". (Referred from
October 12 Administrative Services)
Attachments
17. Report from the Administrator/staff regarding the proposed Early Retirement
Incentive Program. (Referred from August 10 Administrative Services)
Attachments
FINANCE
18. Request Commission approval to accept the proposal of First Vehicle Services to
Provide Maintenance Service to Augusta in accordance with the provisions of Bid
Item 09-123.
Attachments
19. Approve the purchase of one bomb team emergency response truck for the Richmond
County Sheriff’s Office.
Attachments
20. Motion to approve the renovation of the Traffic Engineering Thermoplastic Line
Painting Truck, Bid Item 09-145.
Attachments
21. Report from the Tax Assessor/Administrator regarding the request from Dr. Leonard
Wilensky for an abatement of 2009 taxes for property located at 1456 Walton Way.
(Referred from October 6 Commission meeting)
Attachments
22. Consider a request from the Solo Cup Operating Corporation regarding a reduction of
the January 1, 2008 value for their business personal property tax returns for fiscal
year 2008.
Attachments
APPOINTMENT(S)
23. Consider a request from the Downtown Development Authority to reappoint Paul
King and to appoint Joey Hadden to replace Julian Roberts.
Attachments
24. Motion to approve the appointment of Ms. Jacqueline Humphrey as ARC EEO
Coordinator.
Attachments
LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
Upcoming Meetings
www.augustaga.gov
25. Motion to authorize execution by the Mayor of the affidavit of compliance with
Georgia's Open Meeting Act.
Commission Meeting Agenda
11/5/2009 2:00 PM
Invocation
Department:Clerk of Commission
Caption:Reverend John Penson, Pastor Aldersgate United Methodist Church.
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
11/5/2009 2:00 PM
Butch Gallop
Department:
Caption:Mr. W.L. Butch Gallop, Jr. RE: Shaw Group and Gallop & Associates
Engery Efficent Program.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 2
Attachment number 1
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Commission Meeting Agenda
11/5/2009 2:00 PM
Planning Commission
Department:Planning Commission
Caption: SA-45 - A request for concurrence with the Augusta Richmond County
Planning Commission to approve a petition to amend Section 600 of the
Subdivision Regulations for Augusta-Richmond County – denial and/or
expiration of a variance. (Approved by Augusta Commission October 20,
2009 - second reading)
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
11/5/2009 2:00 PM
ARRA Stimulus Funds
Department:Augusta Public Transit
Caption:Motion to approve Augusta Public Transit’s purchase of the following
items: ARRA Grant (100% Stimulus Funds) Project Grant GA-96-X009-00
(54609-1209) Two (2) Transit Vehicles from Daimler Buses North America
$725,427.76 Supervisor Van $20,000.00 Maintenance Pick-up
Truck $20,000.00 Bike Racks (Entire Fleet) $30,000.00 Fareboxes (Entire
Fleet) $150,000.00 Handheld GPS Units $1,534.00 Three (3) Replacement
Engines $80,000.00 Hybrid Fuel Bus $500,000.00 Preventive
Maintenance $700,000.00 ADA Maintenance $275,453.00 - $2,754,534.00.
(Approved by Public Services Committee October 26, 2009)
Background:On June 16, 2009, the Sec. 5307 ARRA Funds were approved by the
Augusta Richmond County Commission. These are the items Transit has
listed for purchase from the ARRA Stimulus Funds.
Analysis:The purchase of the vehicles will upgrade the fleet and allow for the
retirement of older vehicles. This grant is fully funded by FTA 100%. No
matching funds are required from the State or Augusta-Richmond County.
Financial Impact:The impact of approving this purchase will be a tremendous upgrade to
Transit.
Alternatives:None.
Recommendation:Approve the purchases for the ARRA Stimulus Funds so that Transit can
move forward with the upgrades.
Funds are Available in
the Following
Accounts:
ARRA Grant 54609-1209.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
Commission Meeting Agenda
11/5/2009 2:00 PM
Motion for Pedestrian Easement
Department:Law
Caption:Motion to approve Pedestrian Easement Agreement between Augusta’s
Historic Cottage Cemetery, Inc.,a Georgia Non-Profit Corporation, and
Augusta-Richmond County for the purposes of constructing, installing,
acquiring, and maintaining a ten feet (10’) public pedestrian pathway across
and through Cottage Cemetery. (Approved by Public Services Committee
October 26, 2009)
Background:
Apple Valley Park abuts Cottage Cemetery, both of which abuts Apple
Valley Subdivision. Minor children and other pedestrians are endangered by
having to walk unto or near heavily-travelled Marvin Griffin Road in order
to access park.
Analysis:The public, in general, and residents of nearby Apple Valley Subdivision, in
particular, should have safe and reasonable access to the park. Pedestrians
need to have ingress and egress opportunities without resorting to travel
along Marvin Griffin Road. As provided in the attached Pedestrian
Easement Agreement, which has been approved by the Cemetery, a public
pedestrian only pathway across and through the cemetery would provide the
needed access to the park, in a safe and reasonable manner.
Financial Impact:Approximately $9700.00
Alternatives:1) Grant Motion; 2) Deny Motion
Recommendation:Grant motion and authorize Mayor and Clerk of Commission to execute
Pedestrian Easement Agreement with Law Department guidance.
Funds are Available in
the Following
Accounts:
Splost V 325-06-1110 206065004
REVIEWED AND APPROVED BY:
Finance.
Law.
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Administrator.
Clerk of Commission
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Commission Meeting Agenda
11/5/2009 2:00 PM
2010-2014 Consolidated Plan and 2010 Action Plan
Department:Augusta Housing and Community Development
Caption:Approve Final Version of the Year 2010-2014 Consolidated Plan and Year
2010 Action Plan for Community Development Block Grant (CDBG),
Emergency Shelter Grant (ESG), HOME Investment Partnerships and
Housing Opportunities for Persons With AIDS (HOPWA) Funds and the
Resolution Authorizing Submission of the Plan to HUD by November 15,
2009.
Background:The City of Augusta, being an entitlement city receives entitlement grants
annually for CDBG, ESG, HOME and HOPWA funds from the U.S.
Department of Housing and Urban Development (HUD). For receipt of
these federal funds, the city must develop and follow an approved
Consolidated Plan (CP). On August 24, 2009 the Administrative Services
Committee approved the Proposed 5-year Consolidated Plan for years 2010-
2014 and the Action Plan for Year 2010. The 5-year plan contains the City’s
housing and community development needs and strategies for addressing
those needs over the 5-year period. The Action Plan is a one-year plan in
which the City describes how the CDBG, ESG, HOME and HOPWA funds
will be spent in the upcoming year to address the needs in the 5-year plan.
As required by HUD, a second public hearing was held to present the plans
to the public on September 8, 2009. A Notice to the Public was published in
the Augusta Chronicle August 28, 2009 and the Metro Courier September 2,
2009 to give the public an opportunity to comment on the plans for 30-days.
The deadline for public comment was October 8, 2009. We are required to
submit the citizens’ comments to the Commission for consideration. It is the
Commission option to accept the comments as information or take into
consideration the comments and revise the Consolidated Plan. As a result of
the publication, we received one comment from the Augusta Mini Theatre
requesting that their 2010 public service grant be increased from $15,000 to
$25,000 which will be used for tuition. Staff is recommending that the
allocation remain as initially approved and that Committee and Commission
accept his comment as information. However, if reprogram funds becomes
available during year 2010, we will give this agency first consideration.
Attachments: 2010-2014 Consolidated Plan and 2010 Action Plan (to be
hand delivered) Resolution Augusta Mini Theatre letter
Analysis:Approval and submittal of the Plan will enable the City to receive its CDBG,
ESG, HOME and HOPWA entitlement funds for Year 2010 to carry out
much needed projects for benefit of low income persons and low income
areas of the City.
Financial Impact:
It is anticipated that the City will receive and have available the following
Cover Memo
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funds for Year 2010: CDBG: $2,262,309 in entitlement funds and $150,000
in program income for a total of $2,412,309; ESG: $99,412 in entitlement
funds; HOME: $1,378,855 in entitlement funds and $1,000,000 in program
income for a total of $2,378,855; and HOPWA: $398,640 in entitlement
funds. Therefore, the City will have available during Year 2010 a total of
$5,289,216 which includes entitlement funds and program income.
Alternatives:None recommended.
Recommendation:Approve Final Version of the Year 2010-2014 Consolidated Plan and Year
2010 Action Plan for Community Development Block Grant (CDBG),
Emergency Shelter Grant (ESG), HOME Investment Partnerships and
Housing Opportunities for Persons With AIDS (HOPWA) Funds and the
Resolution Authorizing Submission of the Plan to HUD by November 15,
2009.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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A RESOLUTION AUTHORIZING THE SUBMISSION OF THE CONSOLIDATED PLAN FOR
YEARS 2010 - 2014 AND THE ACTION PLAN FOR YEAR 2010, GRANTING THE
AUTHORITY TO GIVE ASSURANCES AND CERTIFICATIONS AS REQUIRED BY THE
SECRETARY OF THE U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
AND GRANTING THE AUTHORITY TO EXECUTE THE ACTION PLAN AS APPROVED.
WHEREAS, AUGUSTA-RICHMOND COUNTY COMMISSION OF AUGUSTA,
GEORGIA has availed itself of the provisions of the Housing and Community Development Act of
1974, as amended; and
WHEREAS, it is necessary to submit a Consolidated Plan as a prerequisite to receiving
Community Development Block Grant (CDBG), Emergency Shelter Grants (ESG), HOME
Investment Partnerships (HOME), and Housing Opportunities for Persons with AIDS (HOPWA)
funds after public hearings have been held and projects suggested by citizens have been given careful
and serious consideration; and
WHEREAS, in order to expedite the orderly execution of the assurances, certifications and
Grant Agreement, the Mayor is hereby given authority to provide such assurances, certifications and
execute the Grant Agreement as required by the Secretary; and
WHEREAS, in order to expedite the CDBG, ESG, HOME and HOPWA Programs included
in the plan, the Housing and Community Development Department is given authority to carry out the
programs as approved by the Augusta-Richmond County Commission.
NOW, THEREFORE, BE IT RESOLVED: That the Mayor and the Housing and Community
Development Department be authorized to prepare and submit the Year 2010-2014 Consolidated
Plan and Year 2010 Action Plan and any amendments thereto as well as provide the required
assurances, certifications and execution of the Grant Agreement; and
BE IT FURTHER RESOLVED: That the Housing and Community Development
Department be authorized to carry out the orderly execution of the plans as approved by the Augusta-
Richmond County Commission in compliance with all applicable laws, rules, and regulations.
ATTEST: AUGUSTA, GEORGIA
S E A L 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 November 3, 2009.
S E A L
__________________________________
Clerk of Commission
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Commission Meeting Agenda
11/5/2009 2:00 PM
ARC Coliseum Authority
Department:
Caption:Motion to approve the attached training proposal as submitted and approved
by the ARC Coliseum Authority; and in accordance with the attached
2009 amended legislation regarding the ARC Coliseum Authority.
Background:09 HB 813 of the Georgia General Assembly became effective May 31,
2009 which amended the membership to provide for the terms and
appointments of members; to provide for qualifications of the members of
the ARC Coliseum Authority and stated in part that the restructed Coliseum
Authority shall attend an orientation and training course approved by the
Augusta Commission.
Analysis:
Financial Impact:N/A all costs assocated with this training proposal will be funded by the
Coliseum Authority.
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
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Commission Meeting Agenda
11/5/2009 2:00 PM
Consider the reprogramming of CDBG and HPRP Grant Funds
Department:Housing & Community Development Department
Caption:Discuss Amending the City's 2008 Action Plan for the Reprogramming of
$12,250 in CDBG Funds and $80,000 in HPRP Funds.
Background:During the year, staff reviews each program's budget to determine if there is
a need to reprogram funds from inactive projects and/or to determine if there
is a need to reallocate funds forfeited by agencies. The intent is to readily
expend funds in a timely manner.
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 $92,250 in CDBG and HPRP Funds
as information and allow staff to solicit public comments for a 30-day
period. After the 30-day comment period (November 16, 2009), staff will
return and present to Committee and Commission for action the Proposed
List of Reprogramming and any public comments received.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Commission Meeting Agenda
11/5/2009 2:00 PM
Continuum of Care Application
Department:Housing and Community Development Department
Caption:Authorize Submission of the 2009 Continuum of Care Application to HUD
and Grant the Mayor the Authority to Execute all Forms associated with the
Application, which includes Submission of the Follow-up Technical
Submission Application, Renewal Grant Agreement and the Annual
Progress Reports.
Background:Each year the Housing & Community Development Department apply to
HUD for funding through the annual SuperNOFA Continuum of Care
Homeless Assistance Programs. These funds are used to support the
Homeless Information Management System (HMIS), administrative
services, supplies and provide case management to partner agencies. These
grants renew each year at the same amount from October 1 to Septemeber
30 (Transportation Program - $34,545), and October 1 to September 30
(HMIS Program - $181,027).
Analysis:Approval will allow the City to continue comprehensive services to the
homeless population of Augusta-Richmond County.
Financial Impact:These are additional funds received from HUD to the City for continued
operation of the Transportation Program and the Homeless Management
Information System (HMIS) and services.
Alternatives:None recommended
Recommendation:Approve Submission of the CoC Application to HUD, and Grant the Mayor
the Authority to Execute all Forms associated with the Application, which
also include Submission of the Follow-up Technical Submission
Application, Renewal Grant Agreements and Annual Progress Reports.
Funds are Available in
the Following
Accounts:
CoC Supportive Housing Program (SHP)
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
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Administrator.
Clerk of Commission
Cover Memo
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Commission Meeting Agenda
11/5/2009 2:00 PM
Dapper and Company Men's Grooming Lounge
Department:Clerk of Commission
Caption:Consider a request from Dapper and Company Men's Grooming Lounge to
place posters in the Municipal Building and for permission to use the city
logo on publications for the "Suited for Success" event as an "Event
Partner". (Referred from October 12 Administrative Services)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
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Commission Meeting Agenda
11/5/2009 2:00 PM
Early Retirement Incentive Program
Department:Clerk of Commission
Caption:Report from the Administrator/staff regarding the proposed Early
Retirement Incentive Program. (Referred from August 10 Administrative
Services)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
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Commission Meeting Agenda
11/5/2009 2:00 PM
Nepotism Policy
Department:Clerk of Commission
Caption:Motion to approve an ordinance to amend the nepotism provisions of
section 1.K of the ARC Employee Handbook and making it retroactive to
January 1, 2009. (Approved by Commission October 26, 2009-second
reading)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
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Commission Meeting Agenda
11/5/2009 2:00 PM
2009 Fleet Maintenance Service
Department:Finance Department, Fleet Management
Caption:Request Commission approval to accept the proposal of First Vehicle
Services to Provide Maintenance Service to Augusta in accordance with the
provisions of Bid Item 09-123.
Background:
The current Fleet Maintenance Agreement will terminate at midnight
December 31, 2009. In anticipation of the contract ending, Fleet
Management prepared a request for proposal which included a parts support
proposal for the Solid Waste Department and was submitted to the
Procurement Department for publishing. The Request for Proposals was
posted the second week of June with a mandatory pre-bid conference held
on June 26, 2009. Four companies were present during the conference; First
Vehicle Services, All Star, Yancey Brothers, and Trucks and
Moore. Questions concerning the request for proposal were to be submitted
to Procurement by July 10, 2009 with responses published by July 23,
2009. Proposals were due to the Procurement Department on August 14,
2009.
During the bid opening held on August 14, 2009 only two bids were
received, one from First Vehicle Services and one from All Star. The bid
from All Star was declared non-compliant because they failed to execute a
proper subcontractor affidavit. All Star protested to the Procurement
Director upon being notified they were not compliant. All Star then
requested a waiver from the Administrator, which was denied and finally
appealed to the Administrative Services Committee on September 28,
2009. The Administrative Services Committee heard the appeal by Mr. Al
Dodson of All Star Fleet Services, LLC and forwarded a recommendation of
denial to the Commission which upheld the recommendation by Consent on
October 6, 2009.
Concurrent with the events of the appeal an evaluation committee was
formed to evaluate the compliant bid from First Vehicle Services. The
committee consisted of representatives from: the Augusta Fire Department-
Chief Howard Willis; Richmond County Sheriff’s Office –Major Richard
Weaver; Public Services Department – Mr. Dennis Stroud (Assistant
Director); Fleet Management – Ron Crowden and two representatives from
Procurement Department-Ms. Phyllis Mills and Mrs. Nancy M.
Williams. Bid packets were sent to the Committee Members before hand so
they could familiarize themselves with the proposal. After 1 ½ hours
discussion each member turned in their evaluation sheet to the Procurement
Department. The Procurement Department posted the average score,
attached for review. Each member found the proposal to meet the
requirements of Augusta posted in the Request for Proposal.
Cover Memo
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The parts support section was forwarded to the Solid Waste Department for
evaluation and was found to be acceptable. A copy of this proposal is
attached for review.
Analysis:The second portion of the RFP was the cost proposal. This was reviewed
after the evaluation by the Evaluation Committee. Cost proposals were
submitted for three years: 2010, 2011, and 2012 which are attached for
review. The proposal for 2010 is $3,402,779.86 which is a reduction from
the current agreement of $103,718.27. The proposal for 2011 is
$3,517,972.76 which represents a .034% increase from the 2010 figure and
the cost for 2012 is $3,640,628.66 which represents a .035% increase from
the 2011 figure. Although the RFP requires a “fixed cost” proposal each
year of the agreement will be reviewed and submitted to the Commission for
continuation. If there are significant changes to the fleet or economy the cost
proposal can be adjusted if mutually agreed upon by both parties.
Financial Impact:The cost of fleet maintenance service is incorporated into the Augusta
annual operating budget. Fleet Management estimated $3,500,000 for the
2010 agreement which was incorporated into the 2010 recommended
budget.
Alternatives:1) Accept the proposal, (2) do not accept the proposal
Recommendation:Accept the proposal by First Vehicle Services.
Funds are Available in
the Following
Accounts:
Allocated through annual budget process.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 13
Eval. #______
Evaluation Sheet
RFQ #09-123
Fleet Maintenance Service
for the City of Augusta - Solid Waste Department
First Vehicle Services
3009 Pamplico Hwy
Florence, SC 29505
RESPONDENTS EXPERIENCE:
0HDVXUHGLQWHUPVRI5HVSRQGHQW¶VFXUUHQWDQGSDVW
experience in providing directly related services of equal
magnitude and complexity. Respondent must possess a
minimum of 5 years experience in providing above average
performance of fleet maintenance with fleets of comparable
size and mix for Government, State or Federal clients.
25 21.6
RESPONSIVENESS TO RFP REQUIREMENTS:
0HDVXUHGLQWHUPVRIWKHHIIHFWLYHQHVVRIWKH5HVSRQGHQW¶V
proposed technical plan in implementing the maintenance
DQGUHSDLUSURJUDP5HVSRQGHQW¶VXQGHUVWDQGLQJRIWKH
scope of work including the feasibility of the proposed
approach in meeting the requirements of the STATEMENT
OF WORK and satisfying the Augusta-Richmond
Government goals as outlined in the INTENT section.
40 35
COST:
Measured as the yearly target budget and the
proposed maintenance performance standards incentives.15 12.6
QUALIFICATION OF KEY PERSONNEL:
Measured in terms of relevant experience of key
personnel and their ability to execute the project.
Number of full time staff assigned to this project,
their credentials and demonstrated knowledge of
the disciplines required providing the services
20 18.4
TOTAL 100 87.6
FINANCIAL CAPACITY:
Will be rated Satisfactory or Unsatisfactory. This factor will
EHDQDO\]HGRQWKHEDVLVRIWKH3URSRVHU¶VGRFXPHQWDWLRQRI
its financial capacity to undertake the project. Proposer must
submit audited financial statements for the prior three (3)
years of operation. This Government, at its discretion will
judge the viability of statements. Unsatisfactory rating will be
cause for rejection of Proposal.
Satisfactory
or
Unsatisfactory
Satisfactory
Note: Insufficient management experience and/or support services as determined by the Government may be deemed as
a cause for rejection of proposal.
Additional comments:
Attachment number 1
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Item # 13
Attachment number 2
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Attachment number 3
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Attachment number 3
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Item # 13
Attachment number 4
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Attachment number 4
Page 2 of 3
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Attachment number 4
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Item # 13
REQUEST FOR PROPOSALS
Request for Proposals will be received at this office until Friday, August 14, 2009 @ 11:00 a.m. for
furnishing:
RFP ITEM #09-123 Fleet Maintenance Service for Fleet Department
RFPs 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
RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. A Mandatory Pre-Proposal meeting will be held
on Friday, June 26, 2009 @ 10:00 a.m. in the Procurement Department – Room 605. All
questions must be submitted in writing to the office of the Procurement Department by Friday,
July 10, 2009 @ 3:00 p.m. by fax at 706-821-2811 or by mail. No RFP 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 RFP 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.
An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and
conditions, applicable to the procurement. All specific requirements contained in the invitation to bid
including, but not limited to, the number of copies needed, the timing of the submission, the required
financial data, and any other requirements designated by the Procurement Department are
considered material conditions of the bid which are not waiveable or modifiable by the Procurement
Director. Please mark RFP number on the outside of the envelope.
Bidders are cautioned that sequestration of RFP documents through any source other than the office
of the Procurement Department is not advisable. Acquisition of RFP 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 June 9, 11, 18, 25, 2009
Metro Courier June 17, 2009
cc: Tameka Allen Interim Deputy Administrator
Donna Williams Finance
Ron Crowden Fleet Department
Attachment number 5
Page 1 of 1
Item # 13
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Attachment number 6
Page 1 of 1
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Attachment number 7
Page 1 of 1
Item # 13
Attachment number 8
Page 1 of 4
Item # 13
Attachment number 8
Page 2 of 4
Item # 13
Attachment number 8
Page 3 of 4
Item # 13
Attachment number 8
Page 4 of 4
Item # 13
Attachment number 9
Page 1 of 1
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Attachment number 10
Page 1 of 2
Item # 13
Attachment number 10
Page 2 of 2
Item # 13
Commission Meeting Agenda
11/5/2009 2:00 PM
2009 RCSO Bomb Truck
Department:Finance Department, Fleet Management
Caption:Approve the purchase of one bomb team emergency response truck for the
Richmond County Sheriff’s Office.
Background:The Richmond County Sheriff’s Office requests the purchase of one bomb
team emergency response truck which will be utilized for responding to any
major disaster that constitutes a threat to the citizens of Augusta and
surrounding counties. The new truck will be acquired as a part of a Georgia
Emergency Management Agency grant which will cover the entire cost of
the unit. The truck will be purchased directly through the Georgia State
Vehicle program (State contract see attached State contract sheets) which
assures the lowest cost available.
Analysis:The vehicle will be purchased from Allan Vigil Ford of Morrow, Georgia,
via the Georgia State Vehicle Contract program
Financial Impact:The total cost of this unit is $67,914.00 which will be fully reimbursed
through a Georgia Emergency Management Agency grant.
Alternatives:1) Approve the request; (2) Do not approve the request.
Recommendation:Approve the request to purchase one bomb team emergency response truck
from Allan Vigil Ford of Morrow, Georgia, for $67,914.00.
Funds are Available in
the Following
Accounts:
111-03-2623-54-22210
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 14
Attachment number 1
Page 1 of 1
Item # 14
Attachment number 2
Page 1 of 2
Item # 14
Attachment number 2
Page 2 of 2
Item # 14
Commission Meeting Agenda
11/5/2009 2:00 PM
2009 Traffic Eng - Thermoplastic Line Truck
Department:Finance Department, Fleet Management
Caption:Motion to approve the renovation of the Traffic Engineering Thermoplastic
Line Painting Truck, Bid Item 09-145.
Background:On January 3, 2002 Augusta took possession of a thermoplastic line painting
truck that was ordered in late 2000. The cost of the truck was
$279,850.00. The thermoplastic truck was the newest in “line painting”
technology and the reason for using thermoplastic material was the
improved quality of striping and the life expectancy of the thermoplastic
material, lasting 10 years versus 3 years of the standard road paint. In
addition, Georgia DOT was mandating the use of thermoplastic material in
certain applications. Thermoplastic material must be heated in order to be
applied. This has shown to be a major problem with the existing truck. The
original design/engineering necessitated a very complex system for heating
the material coupled with the delivery of the heated material through hoses
to the application head. A picture of the truck has been included as an
attachment. Augusta has experienced constant breakdowns in the complex
heating and delivery system that has rendered the truck incapable of
satisfactory performance, as exampled by the repair summary of the truck
which is added as an attachment for review. This situation has necessitated
publishing a request for bids to use the existing truck chassis, remove the
existing inefficient equipment, shorten the truck by approximately 3 feet and
refurbish the vehicle to a usable and productive state. The current truck was
manufactured in 2001 by Linear Dynamic/Lafarge, Inc which later merged
with MB Companies, Inc. Bids were received from two venders; Advanced
Striping Equipment Company of Villa Rica, Georgia and MB Companies,
Inc. , of Montgomery, Pennsylvania.
Analysis:Both Companies were deemed compliant by the Augusta Procurement
Department and the bids were forwarded to Fleet Management for technical
evaluation. A review of the bids submitted will show that both companies
report that they are in full compliance with the technical and mechanical
requirements of the bid specifications; however there is a cost difference of
$43,776. MB Companies, Inc. bid $139,974 ($138,036 if we deliver the
vehicle to them in Pennsylvania) and Advance Striping Equipment bid
$183,750 (the same price for if we deliver the vehicle or if they pick it up).
Fleet Management and Traffic Engineering were involved the final
evaluation. It was the consensus of opinion the Advance Striping Equipment
was the vender of choice for the following reasons. 1. The current vehicle
was manufactured by Linear Dynamic/Lafarge, Inc. which merged with MB
Companies, Inc. Traffic Engineering’s confidence level with this vender is
such that they would like to use a “preferred vender preference” and
recommend Advance Striping Equipment. Traffic Engineers has
Cover Memo
Item # 15
experienced low production due to mechanical breakdown of the application
system over the past 6 years. The trucks “in service” rate has been
unacceptable to the using department. On page 5, paragraph 1.8 “Standards
for Acceptance for Bid Contract: The City reserves the right to reject any or
all bids and to wave any irregularities or technicalities in bids received
whenever such rejections or waiver is in the best interest of the City.” We
(collectively) feel the Advance Striping Equipment bid is the best option for
the City. 2. MB Companies, Inc, is located over 700 miles from Augusta and
its regional office, in Tampa, Florida, is located over 400 miles away is a
concern as to the responsiveness of the “builder” to respond to mechanical
or technical problems that may occur with the rebuild. Advanced Striping
Equipment Company out of Villa Rica, Georgia is 182 miles and would
allow Traffic Engineering to “oversee” the reconstruction process. 3. In the
bid specifications venders were encouraged to inspect the current truck, the
current configuration would have an impact on their bid and bid price.
Advance Striping Equipment did inspect the truck, MB Companies, Inc. did
not. Fleet Management opinions that in order to provide a realistic monetary
bid an inspection should have been made.
Financial Impact:Funds for the refurbishment of the Thermoplastic Line Truck are available
in SPLOST Phase IV, Traffic Safety Improvement funds.
Alternatives:(1) Accept the bid offer from MB Companies, Inc. for $139,974. (2) Accept
the bid offer from Advance Striping Equipment for $183,750. (3)
Disapprove the improvements.
Recommendation:Approve the vehicle improvements/upgrades from Advanced Striping
Equipment for $183,750.
Funds are Available in
the Following
Accounts:
324-04-11110-60 1110/202-82-4020 (Sales Tax-Phase IV-Traffic Safety
Improvement funds)
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 15
F00108 - 2002 Sterling Thermoplastic Line Painter
PAGE 1
IN OUT Mileage Miles Parts Labor Sublet
2009 1,019 1,307.77$ 21.99
06-09 06-09 16717 283 .56 hr Cleaned the packing gland and adjusted it
05-14 5-20 16434 61 44.83$ 4.94 hr Check fuel leak/cracked fuel return line
05-05 05-11 16373 42 317.16$ 3.07 hr PM service-replaced tire, oil sample
04-29 04-29 16331 56 2.36 hr Repair hydraulic leaks
4-23 4-23 16275 0 91.92$ .82 hr Repair driver side arm rest (defered repair)
4-22 4-23 16275 176 419.06$ 6.03 hr Replace Hydraulic hose, transmission fluid (road call)
3-24 3-24 16099 59 1.84 hr Service call, repaired cracked fuel line
3-3 3-5 16040 187 428.31$ 2.37 hr Replaced igniter on oil burner
2-25 2-26 15,853 155 6.49$ 2 cans WD-40
IN OUT Mileage Miles Parts Labor Sublet
2008 421 165.21$ 65.45 3,550.83$
12-09 12-09 15,698 22 .73 hr Repairs to fuel system in paint engine
12-05 12-05 15,676 50 4.82 hr Welding for plastic filter.
9-30 10-30 15,626 95 100.90$ 5.6 hr PM-B service, replaced switch and relay on heater blower, test burner
6-23 7-23 15,531 50 4.64$ 2.9 hr 3,114.83$ Fuel Problem (vender) , replaced bulbs
5-20 5-20 15,481 105 1.5 hr Check engine light, no codes found, inspected vehicle
4-29 5-9 15,376 1 40.98$ 22.9 hr 250.00$ Will not start, lift pump, line blocked both tanks
4-8 4-8 15,375 - 10.98$ 2.0 hr PM-A Service
3-17 3-26 15,375 15 7.00$ 11.8 hr 119.00$
Truck shut off-will not start-Road call-Replace fuel filter repair fuel drain valve,
add coolant, repair power steering leak, safety inspection
3-3 3-13 15,360 33 0.71$ 13.2 hr 67.00$ Truck shut off-check engine light -electrical fault with VP44 pump relay (fuel)
DATE
Item # 15
F00108 - 2002 Sterling Thermoplastic Line Painter
PAGE 2
IN OUT Mileage Miles Parts Labor Sublet
2007 1,700 1,113.99$ 62.35 hr 396.35$
11-28 12-3 15,327 420 4.7 hr 396.35$ Replace 2 hoses for heating oil,
10-1 10-3 14,907 - 196.49$ 11.2 hr -$ PM-C service
9-26 10-16 14,907 224 183.12$ 5.6 hr -$ Check engine light-fuel restriction-replace fuel filters
5-17 5-17 14,683 439 -$ .35 hr -$ repair screen for thermo plastic
4-3 5-31 14,244 380 162.76$ 9.4 hr -$
PM-A Service -check engine light (speed sensor) repair horn, mirror - wiper
blades, replace vacuum gauge,
3-12 3-14 13,864 28 120.00$ 12.7 hr -$
Blower on tank will not come on, engine for paint machine will not start
replaced starter, repair fuel system on aux motor.
2-14 2-14 13,836 38 -$ 2.4 hr -$ Repaired stripped bolts, tightened loose bolts on stripper
1-30 2-5 13,798 45 166.99$ 3.4 hr -$ Replace alternator and belt
1-9 1-10 13,753 126 284.63$ 11.6 hr -$ Compressor won't start-repaired intake, replaced filters, replaced starter
1-2 1-2 13,627 100 -$ 1 hr -$ Weld strainer
IN OUT Mileage Miles Parts Labor Sublet
2006 973 433.70$ 51.4 hr 234.48$
12-19 12-20 13,527 202 35.00$ 9.6 hrs Blower motor fan replaced
12-6 12-20 13,325 75 -$ 54.48$ Hose replace by American Hose
12-4 12-4 13,250 - 10.48$ Replace two air filters
11-30 11-30 13,250 100 -$ 8.6 hr 180.00$
Replace hose and put 27qts of heat transfer oil-ran heaters 3 hr-recheck
oil
11-28 11-29 13,150 27 -$ .8 hr Starter stuck.
10-30 10-31 13,123 106 164.75$ 5.4 hr -$ PM-B service compressor not firing, replace battery on compressor
6-22 7-3 13,017 55 -$ 3.2 hr Compressor overheating, RPMS set too high reset RPMS
6-20 6-21 12,962 72 2.4 hr Compressor keeps shutting off
5-18- 6-15 12,890 142 56.64$ 5.0 hr Burner not working- installed burner switch
5-3 5-5 12,748 27 106.11$ 5.6 hr Compressor shuts down, cooling fan bad and pressure switch bad
4-21 4-26 12,721 107 6.63$ 2.0 hr Check compressor, changed filter and added 3 qts oil
4-10 4-11 12,614 60 -$ 2.8 hr Cotter key from agitator cam out, shaft slid down
2-28 3-7 12,554 36 54.09$ 6.0 hr PM service, water in back motor, drained oil, refilled
Item # 15
F00108 - 2002 Sterling Thermoplastic Line Painter
PAGE 3
IN OUT Mileage Miles Parts Labor Sublet
2005 564 350.70$ 9.4
7-13 7-13 12518 237 2.2 hr repair flute, drilled out rusted bolts put new ones in
5-25 5-25 12281 72 0.7 hr repair filter baskets (baskets dropped off)
5-10 5-11 12209 63 1 hr Repair spray gun
5-9 5-9 12146 67 1.2 hr Road Call to Traffice Engineering, ignistion switch not op-repaired on site
3-30 4-01 12079 125 350.70$ 3.0 hr Repair cooling reservoir, replaced ignitor, replace radiator overflow tank
3-17 3-28 11954 0 1.3 hr replaced solinoid
3-7 3-11 11954 477 189.10$ 11.2 hr 287.61$
PM-C service, repaired both blowers, repaired hydraulic cylinder, repaired
right side heater
IN OUT Mileage Miles Parts Labor Sublet
2004 1912 940.57$ 28.8 388.00$
8-9 8-16 11477 0 174.80$ 16.5 hr PM-A service, 2 printer ribbons for truck
6-15 6-16 11477 917 29.11$ 2.6 hr Repair counter, paint screen holes repaired, weld filter
2-18 2-19 10560 0 327.65$ 1.2 hr Ordered nozzle for spray gun
2-17 2-17 10560 116 209.32 0 hr 20.00$ Replace right front tire
2-10 2-11 10444 165 0 0 hr 85 loose wire in head phones
1-14 1-22 10279 714 199.69 8.8 hr 368.00$ Fabricate pipe, PM-B service
Item # 15
F00108 - 2002 Sterling Thermoplastic Line Painter
PAGE 4
IN OUT Mileage Miles Parts Labor Sublet
2003 6696 4,251.46$ 93.7 hr 1,282.55$
12-18 12-22 9565 0 117.43$ 9.8 hr Replace battery, repair grease gun compressor
12-03 12-08 9565 122 -$ 5.0 hr Compressor won't start
12-01 12-01 9443 222 83.14$ 1.0 hr Dead battery
11-03 11-07 9221 189 77.43$ 4.4 hr Electrical, replaced Amp guage and voltmeter
10-21 10-21 9032 646 -$ 1.0 hr Replace fuse, inspect circuit
10-06 10-08 8386 0 15.71$ 1.7 hr Replace air valve regulator, fuel pressure guage
9-25 10-3 8386 186 8.42$ 3.7 hr Replace toggle switch
9-22 9-22 8200 0 -$ 2.4 hr Heater will not come on
9-15 9-15 8200 546 -$ 7.7 hr Will not start-located at Riverfront
8-28 9-5 7654 0 189.16$ 1.5 hr Repair to oil burner
8-19 8-19 7654 414 55.13$ .8 hr Check charging system, replace battery
8-15 8-15 7240 0 -$ 0 1,282.55$ Install radio equipment in vehicle per Dept request
7-15 7-25 7240 161 153.38$ 12.1 hr Check engine light keeps coming on,
7-11 7-11 7079 286 3.2 hr Stop leak on tank
6-27 6-27 6793 236 2.7 hr Cut frame to clear holes, weld on bracket
5-27 5-27 6093 291 13.20$ 1 hr Repair hydraulic leak
5-2 5-29 5802 3 1.7 hr Fabricate 2 scoopers to remove beads out of bottom of tanks
5-1 5-1 5799 352 1.2 hr Check O-rings and hydraulic system-motors on paddles moving slow
4-15 4-23 5747 1081 650.00$ 5.0 hr Replace hydraulic motor, check compressor
4-7 4-11 5666 302 14.08$ 3.2 hr Check engine, check air conmpressor and valve for trash, hyd fluid low
3-5 4-8 5364 302 2,872.26$ 9.6 hr PM Service, repair grease gun, fabricate T-handle
2-26 2-26 5294 201 .3 hr Weld bolt on compressor
2-17 2-17 5093 277 .7 hr Grease fittings
1-30 1-30 4816 39 .4 hr Weld filter pots
1-15 1-15 4777 219 2.12$ 1.1 hr Lub machine
1-13 1-13 4558 74 1 hr Road Call-Dead Battery
1-2 1-2 4484 83 .4 hr Repair blades on heater blower
Item # 15
F00108 - 2002 Sterling Thermoplastic Line Painter
PAGE 5
IN OUT Mileage Miles Parts Labor Sublet
2002 3446 11.74$ 5.7 hr
12-17 12-18 4401 282 .3 hr Check fluids
11-7 11-7 4119 13 .6 hr Cut top off filter and weld metyal on the bottom
11-5 11-5 4106 19 .1 hr tack weld nozzle
10-17 10-17 4087 34 1.7 hr Install new lines-provided by Dept
9-16 9-16 4053 211 1.3 hr Road Call-Won't start
8-12 8-12 3842 314 0.4 hr Remove 2 bolts on plates
7-25 7-25 3528 2485 2.14$ Issued 2 tubes of grease
2-20 2-20 1043 22 .5 hr Need scraper made for striping truck
2-14 2-14 1021 66 .1 hr Won't crank
1-4 1-7 955 9.60$ .7 hr Add decals and asset numbers
Item # 15
F00108- Thermoplastic Line Truck
Attachment number 2
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Item # 15
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Item # 15
Attachment number 2
Page 3 of 3
Item # 15
Attachment number 3
Page 1 of 1
Item # 15
Invitation To Bid
Sealed bids will be received at this office until Wednesday, September 2, 2009 @ 11:00 a.m. for
furnishing:
Bid Item #09-145 Modifications and Upgrades to Existing Thermoplastic Truck for
Fleet Department
Bid Item #09-149 Bomb Emergency Response Truck for Fleet Department
BID’s 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. All questions must be submitted
in writing to the office of the Procurement Department 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.
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 BID may be withdrawn for a period of 90 days after time has been called on the date of opening.
An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and
conditions, applicable to the procurement. All specific requirements contained in the invitation to bid
including, but not limited to, the number of copies needed, the timing of the submission, the required
financial data, and any other requirements designated by the Procurement Department are
considered material conditions of the bid which are not waiveable or modifiable by the Procurement
Director. 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 July 30, August 6, 13, 20, 2009
Metro Courier August 5, 2009
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Management
Attachment number 4
Page 1 of 1
Item # 15
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Attachment number 5
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Item # 15
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Item # 15
Attachment number 7
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Item # 15
Commission Meeting Agenda
11/5/2009 2:00 PM
Dr. Leonard Wilensky
Department:Clerk of Commission
Caption:Report from the Tax Assessor/Administrator regarding the request from Dr.
Leonard Wilensky for an abatement of 2009 taxes for property located at
1456 Walton Way. (Referred from October 6 Commission meeting)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 16
Attachment number 1
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Item # 16
Attachment number 1Page 2 of 8
Item # 16
Attachment number 1
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Item # 16
Attachment number 1
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Item # 16
Attachment number 1Page 5 of 8
Item # 16
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Item # 16
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Item # 16
Attachment number 1
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Item # 16
Commission Meeting Agenda
11/5/2009 2:00 PM
Solo Cup Operating Corporation
Department:Clerk of Commission
Caption:Consider a request from the Solo Cup Operating Corporation regarding a
reduction of the January 1, 2008 value for their business personal property
tax returns for fiscal year 2008.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 17
Attachment number 1
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Item # 17
Attachment number 1
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Item # 17
Attachment number 1
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Item # 17
Attachment number 1
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Item # 17
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Item # 17
Attachment number 1
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Item # 17
Attachment number 1
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Item # 17
Attachment number 1
Page 8 of 8
Item # 17
Attachment number 2
Page 1 of 2
Item # 17
Attachment number 2
Page 2 of 2
Item # 17
Commission Meeting Agenda
11/5/2009 2:00 PM
Approve Cost-Share Agreement between Augusta Utilities Department and Bailey Development, LLC for Flowing
Wells Sanitary Sewer System
Department:Augusta Utilities Department
Caption:Motion to approve cost-share agreement in the amount of $125,445.00 to
Augusta Utilities for the Flowing Wells Sanitary Sewer System Project.
(Approved by Engineering Services Committee October 26, 2009)
Background:The Flowing Wells Sanitary Sewer System Project is located in the vicinity
of Flowing Wells Rd. in Augusta Richmond County, Georgia. The project
will provide a sewer main to supply sewer service to a new Business Park
consisting of 10 multi-tenant office/retail buildings, zoned B-2, approved by
Augusta Richmond County Planning Commission, as well provide sanitary
sewer to other properties in that area. The project scope includes
approximately 4700 linear feet of 8” sewer main that will serve the business
park and the surrounding area. The sewer main will be constructed by
connecting to the existing sanitary sewer manhole installed for the Augusta
Fire Station on Flowing Wells Rd. and extending the line north towards
Frontage Rd.
Analysis:The cost-share agreement is for AUD to participate at 65% of the
construction fees for the sewer project to extend sanitary sewer along
Flowing Wells Rd. The pre-construction estimate presented by the
owner/developer was $125,445.00
Financial Impact:The lowest responsive bid amount submitted for this project was
$125,445.00 These funds are available from the following account:
507043420-5425210 / 80900045-5425210
Alternatives:No alternatives due to the agreement being proposed by a department
confirmation
Recommendation:It is recommended to approve the cost-share agreement between Augusta
Utilities Department and Bailey Development LLC to share 65% of project
construction cost in the amount of $125,445.00
Funds are Available in
the Following
Accounts:
$125,445.00 from account 507043420-5425210 / 80900045-5425210
REVIEWED AND APPROVED BY:
Cover Memo
Item # 18
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 18
Page 1 of 2
September 28, 2009
Mr. Clifford A. Goins, Interim Director
City of Augusta Utilities
360 Bay Street, Suite 150
Augusta, GA 30901
Re: Funding request for: Flowing Wells Road Sanitary Sewer Improvements
in conjunction with Flowing Wells Business Park
Dear Mr. Goins,
Let this letter serve as request for $150,000.00 in funding to the Augusta-Richmond County
Commissioners’ for the installation of 4698‘ of a 8” PVC gravity sanitary sewer line with
manholes along Flowing Wells Rd. This project is shown in detail on submittal by our Engineer,
Scott Godefroy w/ Godefroy and Associates dated July 2, 2009 with revisions for AUD comments
and request for addition sewer taps. This submittal plan was approved by AUD on August 20,
2009.
I became involved in this project because of a 150,000 + SF Business Park project (know as
Flowing Wells Business Park) that Bailey Development, LLC will be developing at this site and has
a need for sanitary sewer service.
Flowing Wells Business Park will be a 15ac. business park consisting of 10 multi-tenant, 2 story
Office/Retail/Warehouse buildings zoned B-2, approved by Augusta Richmond County Planning
Commission on June 3, 2008 and the Augusta Commission on June 17, 2008. The business park
will have between 50-75 tenant businesses that require business license and pay business taxes
on sales revenues to Richmond County. Needless to say this project represents tremendous
revenue generation for Augusta-Richmond County just in tax revenues alone; these businesses
will also have service vehicles in the hundreds with Richmond County tags, licenses, taxes, etc.
The list just goes on and on as to the benefits to Augusta-Richmond County.
Attachment number 1
Page 1 of 2
Item # 18
Page 2 of 2
This project begins at a point about 450’ west of the intersection on Flowing Wells Rd. of Map
Parcels 029-0-003-00-0, known as 1233 Flowing Wells Rd and Parcel 029-0-004-00-0, known as
1251 Flowing Wells Rd moving south 1150’ to a point where it intersects with Parcel 029-0-005-
00-0, known as 1263 Flowing Wells Rd continuing south along the west side of Flowing Wells Rd
for about 3000’ to a point at the upper drive at the Augusta Fire Station No. 15, boring(s) under
Flowing Wells Rd to connect to an existing manhole with 15” existing gravity drain at the rear of
this property.
Cost for this sewer project was verbally agreed to in early 2009 on a 65%/35% basis with
Augusta Richmond County AUD agreeing to pay 65% of the low bid if Flournoy Development
Company did not participate in this project. Our Engineer made numerous requests to Flournoy
Development for their input and participation, but in the end, they declined. With that said, the
low bid of $144,760.00 renders AUD’s portion in the amount of $94,094.00. After receiving the
bids, AUD requested that we add sewer taps for all remaining property owners fronting on both
sides of Flowing Wells Road along this route at an additional cost of $31,360.00 which AUD
would fund 100%. This increased AUD’s cost to $125,445.00. It is estimated that another
$20,000.00-$25,000.00 during the construction phase could be needed for any cost overruns,
bad soil conditions, etc as may occur on this type construction project.
This is a great project with a very affordable price and it would be a tremendous boast to
Augusta-Richmond County revenues and it would also be a great help in our project
development. Attached you will find all supporting documentation concerning the bids, project
cost and estimates. All eight bidders were notified of the bid results and we had none
contesting the bids on this project. I am not sure as to the procedure for payment to
contractors; I am willing to work directly with them in whatever manner is acceptable to
Augusta-Richmond County as long as reimbursement payments to us are made promptly.
I respectfully request approval of funding in the amount of $150,000.00 for Review Plan number
2009-064, Augusta-Richmond County Planning Commission Project title Flowing Wells Business
Park. We can move forward with this project immediately. We anticipate construction time to
be between 90-120 days after approval.
This project is: shovel ready.
Respectfully submitted,
Richard E. Bailey, Partner
Bailey Development, LLC
Enclosures: Supporting Cost Estimates and Documents
Attachment number 1
Page 2 of 2
Item # 18
Item # 18
Commission Meeting Agenda
11/5/2009 2:00 PM
Approve Johnson, Laschober, and Associates (JLA) Design Supplementary Agreement 4 for the Horsepen Sewer
Collection System Phase 2B, Project number 50203.
Department:Clifford A. Goins, Interim Director Augusta Utilities Department
Caption:Motion approve subject agreement to Johnson, Laschober, and Associates,
P.C. in the amount of $28,506.00. This award will include design changes
for new construction of sanitary sewer mains and services, required
documentation for environmental permits, and costs associated with splitting
the Horsepen Project into two phases. (Approved by Engineering Services
Committee October 26, 2009)
Background:A new main sanitary sewer is needed in the Horsepen Branch area in the
Southern portion of Augusta-Richmond County. The project will consist of
installing new sanitary sewer mains and services for the Sandridge
Subdivision and a portion of Fairington Subdivision. The Horsepen Project
is designed to provide for the installation of new gravity sewer mains and
services which will provide City-County sewer to subject areas. Due to
changes in design, additions to the project, and expiration of environmental
permits due to funding constraints, it became necessary for the designer,
JLA, to provide additional services to the Utility Department in order to
meet the requirements for design and subsequent construction of the
Horsepen Projects.
Analysis:Johnson, Laschober, and Associates, P.C. has provided a thorough cost
breakdown for the additional work required from their firm. Augusta
Utilities Department has reviewed the Supplementary Agreement 4
documents prepared by JLA and found the associated fees to be acceptable
for the work required. Approval is needed to move the Horsepen Project
forward toward design completion and construction of the Project.
Financial Impact:Funds for this Supplementary Agreement 4 are provided in 511043420-
5212115/80250203-5212115
Alternatives:No alternatives are recommended.
Recommendation:Augusta Utilities Department recommends the Commission approve subject
Supplementary Agreement 4 to JLA in the amount of $28,506.00.
Funds are Available in
the Following
Accounts:
FUNDS AVAILABLE IN THE FOLLOWING ACCOUNTS: 511043420-
5212115/80250203-5212115 Cover Memo
Item # 19
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 19
Attachment number 1
Page 1 of 5
Item # 19
Attachment number 1
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Item # 19
Attachment number 1
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Item # 19
Attachment number 1
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Item # 19
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Item # 19
Commission Meeting Agenda
11/5/2009 2:00 PM
Goodrich Street Raw Water Pump Station - CSX Payments
Department:Augusta Utilities Department
Caption:Motion to approve payment to CSX Transportation, Inc. per the approved
facility encroachment agreements associated with the Goodrich Street Raw
Water Pump Station Upgrade. (Approved by Engineering Services
Committee October 26, 2009)
Background:Included in the scope of the Goodrich Street Raw Water Pump Station are
two separate conduit penetrations under the railroad tracks that run parallel
to one another. The primary crossing is an 84-inch tunnel crossing with a
60-inch raw water main and a 6-inch potable water main inside. The facility
encroachment agreements, for these crossings, were approved by the
Augusta Commission on December 16, 2008, and January 22, 2009. These
crossings are considered major crossings, in the eyes of CSX, and they spent
a good deal of time completing the engineering reviews for both crossings.
The agreements with CSX Transportation, Inc. did include reimbursement
terms for the railroad's consulting engineering review and inspections. The
Contractor on site completed the sewer crossing inn 2008, while completing
the tunnel for the water line crossings in early 2009. The railroad's
consultant was on site for both crossings, inspecting the work on behalf of
the railroad.
Analysis:Approving this payment will allow Augusta to meet the terms of the facility
encroachment agreements with CSX Transportation.
Financial Impact:$52,650.00 from the Renewal and Extension Fund.
Alternatives:No alternatives.
Recommendation:Recommend approval of payment to CSX Transportation, Inc.
Funds are Available in
the Following
Accounts:
507043410-5425110 80110250-5425110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Cover Memo
Item # 20
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 20
Commission Meeting Agenda
11/5/2009 2:00 PM
Kipling Drive Island Adjustments
Department:Clerk of Commission
Caption:Motion to approve referring this request from the residents of Kipling Drive
for adjustments to the islands at the entrance at Kipling Drive and Boy Scout
Road to the Administrator/staff for recommendation. (Approved by
Engineering Services Committee October 26, 2009)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 21
Attachment number 1
Page 1 of 4
Item # 21
Attachment number 1
Page 2 of 4
Item # 21
Attachment number 1
Page 3 of 4
Item # 21
Attachment number 1
Page 4 of 4
Item # 21
Commission Meeting Agenda
11/5/2009 2:00 PM
Road name change on portion of Harlem Avenue
Department:Planning Commission
Caption:Motion to approve a request from Rev. Larry Fryer of Tutt Middle School to
change a portion of Harlem Avenue to Dragons Way. (Approved by
Engineering Services Committee October 26, 2009)
Background:In an effort to promote school spirit Rev. Fryer has made this request. The
existing road name of Harlem Avenue does appear to have some
significance in the area and has a number of residents living on Harlem
Avenue. However, the portion of Harlem Avenue running into Tutt Middle
School has no residents fronting the street and therefore renaming this
portion of Harlem Avenue to Dragons Way should not adversely affect any
existing residents.
Analysis:No adverse affect on existing residents.
Financial Impact:The cost to change the street signs.
Alternatives:Do not change the name of this portion of Harlem Avenue
Recommendation:Honor the request to change this portion of Harlem Avenue to Dragons Way
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 22
Commission Meeting Agenda
11/5/2009 2:00 PM
Street Lighting Bid Award 10/09
Department:Abie Ladson, Director
Caption:Motion to approve the awarding of low bid in the amount of $56,080 to
Hagemeyer North America for street light poles and fixtures for
replacements/repairs in the Augusta Richmond County Urban areas for a
period of one year. Effective upon date of adoption of this item. The funds
are available in the Street Lighting Budget Account 2760416105414410.
(Approved by Engineering Services Committee October 26, 2009)
Background:This is for replacement poles.
Analysis:Award of Bid.
Financial Impact:Adequate funds are available and expenditure of this amount will leave
$13,054. which is sufficient for any emergencies that may arise before the
end of the year.
Alternatives:Approve the awarding of low bid in the amount of $56,080. To Hagemeyer
North America for street light poles and fixtures for replacements/repairs in
the Augusta Richmond County Urban areas for a period of one year.
Effective upon date of adoption of this item. The funds are available in the
Street Lighting Budget Account . 2760416105414410.
Recommendation:Approve alternative.
Funds are Available in
the Following
Accounts:
2760416105414410.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 23
Invitation To Bid
Sealed bids will be received at this office until 11:00 a.m. Friday August 14, 2009
Bid Item #09-140 Street Lighting and Poles for Augusta Engineering Department
BID’s 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. All questions must be submitted
in writing to the office of the Procurement Department 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.
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 BID may be withdrawn for a period of 90 days after time has been called on the date of opening.
An invitation for bids shall be issued by the Procurement Office and shall include specifications
prepared in accordance with Article 4 (Product Specifications), and all contractual terms and
conditions, applicable to the procurement. All specific requirements contained in the invitation to bid
including, but not limited to, the number of copies needed, the timing of the submission, the required
financial data, and any other requirements designated by the Procurement Department are
considered material conditions of the bid which are not waiveable or modifiable by the Procurement
Director. 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 July 9, 16, 23, 30, 2009
Metro Courier July 15, 2008
cc: Tameka Allen Interim Deputy Administrator
Abie Ladson Engineering Department
Steve Cassell Traffic Engineering
Charles Gifford Traffic Engineering
Attachment number 1
Page 1 of 1
Item # 23
Vendors:
Hagemeyer North America,
Inc.
1730 Barton Chapel Rd
Augusta, GA 30904
Graybar Electric
3222 Mike Padgett Hwy
Augusta, GA 30906
Gexpro - Augusta
1547 15th Street
Augusta, GA 30901
Bid Form YES YES YES
Statement of Non-
Discrimination YES YES YES
Conflict of Interest YES YES YES
Contractor Affidavit &
Agreement YES Non-Compliant
Did not complete form YES
Subcontractor
Affidavit & Agreement YES Non-Compliant
Did not complete form
Non-Compliant
Did not complete form
Non-Collusion
Affidavit of Bidder YES YES YES
Non-Collusion Affidavit
Subcontractor YES Non-Compliant
Did not notarize
Non-Compliant
Did not complete form
Local Small Business
Good Faith Efforts YES Non-Compliant
Did not sign YES
Local Small Business
Subcontractor/Supplier
Utilization Plan
YES Non-Compliant
Did not sign YES
Item # 1 (TS-3) (8)
Bid Price $30,560.00 Non-Compliant Non-Compliant
Item # 2 (TS-4) (7)
Bid Price $6,700.00 Non-Compliant Non-Compliant
Item # 1 (TS-5) (18)
Bid Price $12,870.00 Non-Compliant Non-Compliant
Item # 1 (TS-6) (100)
Bid Price $5,950.00 Non-Compliant Non-Compliant
Total Bid Amount $56,080.00 Non-Compliant Non-Compliant
Bid Item #09-140
Street Lighting Poles & Fixtures
For the City of Augusta - Engineering Department
Bid Opening Date: Friday, August 14, 2009 at 11:00 a.m.
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Commission Meeting Agenda
11/5/2009 2:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Special Called and regular meeting of
the Commission held on October 20, 2009.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
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Commission Meeting Agenda
11/5/2009 2:00 PM
Downtown Development Authority
Department:
Caption:Consider a request from the Downtown Development Authority to reappoint
Paul King and to appoint Joey Hadden to replace Julian Roberts.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
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Commission Meeting Agenda
11/5/2009 2:00 PM
EEO Coordinator
Department:
Caption:Motion to approve the appointment of Ms. Jacqueline Humphrey as ARC
EEO Coordinator.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
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Commission Meeting Agenda
11/5/2009 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
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