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Home My WebLink About2012-06-05-Meeting Agenda Commission Meeting Agenda Commission Chamber 6/5/2012 5:00 PM INVOCATION: Imam Moxamed Aboelhamed, Islamic Society of Augusta. PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) Richmond County's 2012 Valedictorians A. Recognition of Richmond County's 2012 Valedictorians. (Requested by Commissioners Jerry Brigham and J.R. Hatney) Attachments Five (5) minute time limit per delegation DELEGATIONS B. Ms. Regina Sanchez, Augusta Technical College. Attachments CONSENT AGENDA (Items 1-30) PLANNING 1. ZA-R-213 – A request for concurrence with the Augusta Georgia Planning Commission to approve a petition to amend Section 2 – Definitions by changing Funeral Home to allow for facilities for cremation. (Approved by the Augusta Commission May 15, 2012 - second reading) Attachments ADMINISTRATIVE SERVICES 2. Motion to approve the renewal of the Lease between Augusta, Ga. and the Department of the Navy for the property located at the Navy Attachments Operational Support Command for the term of July 1, 2012 through June 30, 2013. (Approved by Administrative Services Committee May 29, 2012) 3. Motion to approve the Amendment to the 2011 Action Plan due to an increase in Fiscal Year 2011 allocation for the Emergency Shelter Grant (ESG) Programs. (Approved by Administrative Services Committee April 23, 2012 subject to 30-day comment period) Attachments 4. Motion to approve Communities for Veterans Resolutions of Support for Freedom's Path Projects I and II located on the Charlie Norwood VA Medical Center campus.(Approved by Administrative Services Committee May 29, 2012) Attachments PUBLIC SAFETY 5. Motion to approve a Resolution from the Georgia Board of Juvenile Justice declaring the property of the Old Augusta Regional Youth Detention Center as surplus ($10.00) and to authorize the Sheriff's Office to accept this property for use as a substation and for a public purpose. (Approved by Public Safety Committee May 29, 2012) Attachments FINANCE 6. Motion to approve a sub-grant award in the amount of $10,000 for expenses incurred for training for two new public defenders at the Southern Public Defenders Training Center. (Approved by Finance Committee May 29, 2012) Attachments 7. Motion to approve the purchase of Electronic Filing System for Board of Elections. (Approved by Finance Committee May 29, 2012) Attachments 8. Motion to approve Fund Balance policy in accordance with GASB 54. (Approved by Finance Committee May 29, 2012) Attachments 9. Motion to approve the purchase of one K-9 transport vehicle for the Richmond County Sheriff’s Office-Narcotics Division. (Approved by Attachments Finance Committee May 29, 2012). 10. Motion to approve the replacement of one (1) pool automobile for the Augusta Finance Department-Fleet Management Division. (Approved by Finance Committee May 29, 2012) Attachments 11. Motion to approve the replacement of three (3) work detail vans for the Engineering Department-Maintenance Division. (Approved by Finance Committee May 29, 2012) Attachments 12. Motion to approve request from the Augusta Utilities Department-C&M Division to purchase one (1) six-inch bypass pump. (Approved by Finance Committee May 29, 2012) Attachments 13. Motion to approve request from the Augusta Utilities Department-C&M Division to purchase one replacement dump truck, bid 11-107. (Approved by Finance Committee May 29, 2012) Attachments 14. Motion to approve request from the Augusta Utilities Department- Administration/Engineering Division to purchase one (1) replacement truck. (Approved by Finance Committee May 29, 2012) Attachments 15. Motion to approve request from the Augusta Utilities Department- Water Production Division to purchase one (1) replacement truck. (Approved by Finance Committee May 29, 2012) Attachments 16. Motion to approve request from Fleet Management to purchase three (3) replacement pickup trucks for the Augusta Recreation Department. (Approved by Finance Committee May 29, 2012) Attachments 17. Motion to approve request from the Augusta Utilities Department-C&M Division to purchase five (5) replacement pickup trucks. (Approved by Finance Committee May 29, 2012) Attachments 18. Motion to approve request from the Augusta Utilities Department- Customer Service Division to purchase four (4) replacement trucks. (Approved by Finance Committee May 29, 2012) Attachments ENGINEERING SERVICES 19. Motion to award Design Consultant Services Agreement to Civil Services, Inc. in the amount of 148,823.88 for Broad Street Bridge (Off Ramp to Washington Road over Raes Creek). This Project will be funded through SPLOST PHASE VI for the Engineering Department. (Approved by Engineering Services Committee May 29, 2012) Attachments 20. Motion to approve construction contract award to Blair Construction in the amount of $3,237,323.74 for the extension to the Water Distribution System at Fort Gordon's Gate 4. (Approved by Engineering Services Committee May 29, 2012) Attachments 21. Motion to award the Design Consultant Services Agreement to Moreland Altobelli Associates, Inc., in the amount of $159,910.00 for the Broad Street Bridge over the Augusta Canal, and the Broad Street Bridge over Hawks Gully. This Project will be funded through SPLOST PHASE VI for AED. (Approved by Engineering Services Committee May 29, 2012) Attachments 22. Motion to approve Capital Project Budget and Supplemental Agreement Two (CPB#328-041110-211828101) in the amount of $562,612 for the East Augusta Street and Drainage Improvement Project to Toole Engineers, Inc., for Design Engineering Services. Funding is available in the project budget from SPLOST PHASE VI as requested by AED. (Approved by Engineering Services Committee May 29, 2012) Attachments 23. Motion to authorize Augusta Utilities to add four new positions to serve Fort Gordon and increasing customer demands. (Approved by Engineering Services Committee May 29, 2012) Attachments 24. Motion to approve granting Georgia Power an easement for their Attachments utilities to provide electrical service to the new Augusta Sheriff’s Detention Management Services building at 402 Walton Way , as requested by AED. Also approve having the agreement executed by the appropriate Augusta official(s). (Approved by Engineering Services Committee May 29, 2012) 25. Motion to approve an Option for the purposes of acquiring a Right-of- Way between Family Broadcasters, Inc., as owners, and Augusta, Georgia, as optionee, in connection with the East Augusta Roadway and Drainage Improvement Project, 6.9 acres (300,815 sq. ft.) in fee simple and (N/A sq. ft.) of permanent drainage and utility easement, more or less; and (N/A sq. ft.) of temporary construction easement from property located at: 580 Laney Walker Blvd. Ext., private, at the purchase price of $138,000.00. (Approved by Engineering Services Committee May 29, 2012) Attachments 26. Motion to authorize the Engineering Department to extend Supplemental Agreement Number Six with Jacobs Engineering Group Inc., to continue to provide project management support via staff augmentation in the amount not to exceed $172,200 which will be funded from SPLOST Contingency funds for the Engineering Department. (Approved by Engineering Services Committee May 29, 2012) Attachments 27. Motion to approve Utilities upgrade of Itron 60W Radio Read Transmitters to 100W Radio Read Transmitters. (Approved by Engineering Services Committee May 29, 2012) Attachments PETITIONS AND COMMUNICATIONS 28. Motion to approve the minutes of the regular meeting of the Commission held May 15, 2012 and Special Called Meetings held May 22 and May 29, 2012. Attachments SUBCOMMITTEE Pension & Audit Committee 29. Motion to approve the selection of Cherry, Bekaert & Holland as the Internal Audit firm as recommended by the selection committee. Attachments (Approved by the Pension and Audit Committee May 29, 2012) APPOINTMENT(S) 30. Motion to approve the appointment of Harry Moore to the Augusta Canal Authority representing District 4. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 6/5/2012 AUGUSTA COMMISSION REGULAR AGENDA 6/5/2012 (Items 31-44) PUBLIC SERVICES 31. Motion to authorize condemnation to acquire title of a portion of property for permanent drainage, utility and maintenance easement and temporary construction and ingress/egress easement, (Parcel 070-1-166- 00-0) 3209 Lake Forest Drive. Attachments 32. Motion to approve ADA compliant swimming pool lifts and ladders at the Department's swim facilities to Recreonics, Inc., in the amount of $35,780.00. Attachments 33. Motion to approve expenditure of SPLOST funds dedicated to the New TEE Center, in the amount of $71,514.00, for purchase and startup of all scope associated with the new internet system. Attachments 34. Motion to approve Augusta Public Transit’s purchase of three (3) Transit vehicles from Daimler Buses North America at a cost of $389,243 per bus for a total of $1,167,729 through Grant Project GA-90- X300-00 (54609-1210) and Grant Project GA-90-X307-00 (54609- 1211). Attachments 35. Approve a five (5) year land lease with Joey Bishop, DBA Joey’s Bait and Tackle, for approximately one (1) acre of land located on Lock and Dam Road for the purpose of operating a bait and tackle shop to support Lock and Dam Park and the recently reopened Baurle Boat Ramp. Lease payments to the City of Augusta from Joey’s Bait and Tackle are to be $225 per month for an annual total of $2,700. Attachments 36. Approve the Standard Form of Contract for Commissioning Authority Services Lump Sum between Augusta, Georgia and Total Systems Commissioning, Inc. in the amount of $44,800 for the Webster Detention Center, Phase II Inmate Processing Center. Attachments ADMINISTRATIVE SERVICES 37. Discuss the denial of the final negotiated contract with Automatic Data Processing (ADP) and task the Administrator to bring back at the first Commission meeting in June a path forward regarding the internal operations of the Human Resources Department. (Approved by Administrative Services Committee April 23, 2012) (No recommendation from Administrative Services Committee meeting May 29, 2012) Attachments 38. Approve award of a contract to Tunnell-Spangler-Walsh and Associates in the amount of $1,065,000, plus reimbursable expenses not to exceed $75,000 (total $1,140,000), to complete planning initiatives under the Augusta Sustainable Development Implementation Program. (No recommendation from Administrative Services Committee May 29, 2012) Attachments FINANCE 39. Approve award of a contract to Tunnell-Spangler-Walsh and Associates in the amount of $1,065,000, plus reimbursable expenses not to exceed $75,000 (total $1,140,000), to complete planning initiatives under the Augusta Sustainable Development Implementation Program. (No recommendation from Finance Committee May 29, 2012) Attachments Upcoming Meetings www.augustaga.gov 40. Discuss alternative approaches for discovery and collection of unknown/under reported license revenue. (No recommendation from Finance Committee May 29, 2012) Attachments APPOINTMENT(S) 41. Motion to approve the appointment of Natalie Bowen McLeod and Sanford Loyd to the Downtown Development Authority (DDA). (Requested by Commissioner J.R. Hatney) Attachments ADMINISTRATOR 42. Update on Augusta's postion in the credit market presented by Dianne McNabb. Attachments OTHER BUSINESS 43. Motion to approve a Resolution to the Board of Regents for the purpose of including the name of Augusta in the new combined Augusta State & Georgia Health Sciences Universities. (Requested by Commissioner Jerry Brigham) (Referred from May 15 Commission meeting) Attachments LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 44. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Commission Meeting Agenda 6/5/2012 5:00 PM Invocation Department: Caption:Imam Moxamed Aboelhamed, Islamic Society of Augusta. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1 Commission Meeting Agenda 6/5/2012 5:00 PM Richmond County's 2012 Valedictorians Department: Caption:Recognition of Richmond County's 2012 Valedictorians. (Requested by Commissioners Jerry Brigham and J.R. Hatney) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2 Commission Meeting Agenda 6/5/2012 5:00 PM Regina Sanchez Department: Caption:Ms. Regina Sanchez, Augusta Technical College. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3 Attachment number 1 \nPage 1 of 1 Item # 3 Commission Meeting Agenda 6/5/2012 5:00 PM ZA-R-213 Department:Planning Commission Caption: ZA-R-213 – A request for concurrence with the Augusta Georgia Planning Commission to approve a petition to amend Section 2 – Definitions by changing Funeral Home to allow for facilities for cremation. (Approved by the Augusta Commission May 15, 2012 - second reading) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4 ORDINANCE ______ An Ordinance to amend the Comprehensive Zoning Ordinance adopted by the Augusta, Georgia Commission effective September 16, 1997 by amending Section 2 (Definitions) THE AUGUSTA COMMISSION HEREBY ORDAINS: SECTIO I. That the Comprehensive Zoning Ordinance is amended by deleting the following definitions in Section 2 - Funeral Home "FUERAL HOME" shall mean a building or part thereof used for human funeral services. Such building may contain space and facilities for: d) the storage of funeral vehicles, but shall not include facilities for cremation. Where a funeral home is permitted, a funeral chapel shall also be permitted. SECTIO II. That the Comprehensive Zoning Ordinance is amended by substituting the following in Section 2 - Funeral Home (d) the storage of funeral vehicles and the allowance of cremation facilities for use by the individual funeral home within which such cremation facilities would be located. When a funeral home is permitted, a funeral chapel shall also be permitted. SECTIO III . All Ordinances or parts of Ordinances in conflict with this Ordinance are hereby repealed. Duly adopted by the Augusta, Georgia Commission this ______ day of __________________, 2012. __________________________________________ MAYOR, AUGUSTA COMMISSION AUGUSTA, GEORGIA ATTEST: ________________________________________ LENA BONNER, CLERK First Reading: ____________________________ Second Reading: __________________________ Attachment number 1 \nPage 1 of 1 Item # 4 Commission Meeting Agenda 6/5/2012 5:00 PM Acquisition of temporary construction easement to Richmond County, Georgia from Bufford L. Dugan. Department:Law Department Caption:Motion to authorize condemnation to acquire title of a portion of property for permanent drainage, utility and maintenance easement and temporary construction and ingress/egress easement, (Parcel 070-1-166-00-0) 3209 Lake Forest Drive. Background:Despite repeated efforts, the City has been unable to reach an agreement with the property owner and therefore seeks to acquire title through condemnation. In order to proceed and avoid further project delays, it is property consists of 3,554.69 square feet permanent drainage, utility and maintenance easement and 5,905.50 square feet temporary construction and ingress/egress easement. The appraised value is $4,736.00 Analysis:Condemnation is necessary in order to acquire the required property. Financial Impact:The necessary costs will be covered under the project budget. Alternatives:Deny condemnation. Recommendation:Approve condemnation. Funds are Available in the Following Accounts: FUNDS ARE AVAILABLE IN THE FOLLOWING ACCOUNTS: G/L 296823089-52.12122 J/L 323041110-52.12122 REVIEWED AND APPROVED BY: Administrator Clerk of Commission Cover Memo Item # 5 Attachment number 1 \nPage 1 of 1 Item # 5 Commission Meeting Agenda 6/5/2012 5:00 PM ADA Compliant Swimming Pool Equipment Department:Recreation, Parks and Facilities Caption:Motion to approve ADA compliant swimming pool lifts and ladders at the Department's swim facilities to Recreonics, Inc., in the amount of $35,780.00. Background:The Department of Justice has pushed back the date of compliance on ADA accessibility for swimming pools from March to May, with a further extension likely for six more months to allow adequate time for compliance. We are in good status due to the fact we have a proactive plan in place to meet all guidelines at the level required to provide accessibility. Analysis:A total of five (5) requests were solicited by the Procurement Department. The City had two compliant vendors submit pricing on this equipment (See Attached). The Department’s recommendation to award the bid to the second lowest responsive bidder is based upon delivery of the equipment. Low bid delivery is 12 weeks. Recommended vendor delivery is 50 days. The difference in pricing would be an additional $440.07. The quicker the equipment is in place the better service we can provide that will meet all federal mandates. Financial Impact:Funding has been identified through the City’s SPLOST VI Funding within Recreation, Parks and Facilities. Alternatives:1. To approve the award of Bid Item 12-145 to Recreonics, Inc., in the amount of $35,780.00 2. Move No Action, thus to delay meeting the required federal mandates that will be enforceable this year. Recommendation:#1. To Approve. Funds are Available in the Following Accounts: 328061110 - 211066999 Cover Memo Item # 6 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 6 Invitation to Bid Sealed bids will be received at this office on Friday, April 20, 2012 @ 11:00 a.m. for furnishing: Bid Item 12-145 Portable Lifts and Pool Ladders at Jones, Fleming, Dyess and Augusta Aquatics Center for Recreation, Parks & Facilities 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 viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the 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 by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, April 6, 2012 @ 5:00 p.m. 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 an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. 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. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID 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 Augusta Chronicle March 15, 22, 29, April 5, 2012 Metro Courier March 21, 2012 cc: Tameka Allen Deputy Administrator Tom Beck Recreation, Parks & Facilities Roger Wexler Recreation, Parks & Facilities Revised: 8/15/2011 Attachment number 1 \nPage 1 of 1 Item # 6 VENDORS Attachment B E-Verify # Addendum 5 ADA Portable Pool Lifts 2 ADA Accessible Pool Ladders Total Bid Leslie's Poolmart, Inc. 3925 E Broadway Road, #100 Phoenix, AZ 85040 Yes 71996 Yes $27,349.95 $7,989.98 $35,339.93 Exceptions Noted Recreonics, Inc. 4200 Schmitt Avenue Louisville, KY 40213 Yes GMIC7523 Yes $28,535.00 $7,245.00 $35,780.00 Aquatic Consulting & Equipment 905 Nightingale Walk, Ste B Alpharetta, GA 30022 Duffield Aquatics, Inc 113 Metro Drive Anderson, SC 29625 Rehabmart, LLC 1353 Athens Highway Elberton, GA 30635 Bid Item #12-145 Portable Lifts and Pool Ladders at Jones, Fleming, Dyess and Augusta Aquatics Center for Augusta, Georgia - Recreation, Parks and Facilities Department Bid Due: Friday, April 20, 2012 @ 11:00 a.m. Non-Compliant Missing E-Verify # Non-Compliant Did not acknowledge Addendum Non-Compliant Attachment B incomplete Missing E-Verify # Did not acknowledge Addendum Page 1 of 1 At t a c h m e n t n u m b e r 2 \ n P a g e 1 o f 1 It e m # 6 Attachment number 3 \nPage 1 of 3 Item # 6 Attachment number 3 \nPage 2 of 3 Item # 6 Attachment number 3 \nPage 3 of 3 Item # 6 Attachment number 4 \nPage 1 of 1 Item # 6 Commission Meeting Agenda 6/5/2012 5:00 PM Approve Proposal by PSAV Presentation Services, for High Speed Internet Service Associated With the New Trade, Exhibit and Event (TEE) Center Department:Recreation, Parks and Facilities Caption:Motion to approve expenditure of SPLOST funds dedicated to the New TEE Center, in the amount of $71,514.00, for purchase and startup of all scope associated with the new internet system. Background:The TEE Center is currently under construction. New high speed internet service for the project is recommended to be sole sourced in order to maintain standardization with existing equipment and systems. Analysis:Approving expenditures for PSAV Presentation Services will move the purchase and startup forward with minimum networking issues. Financial Impact:The cost for implementing the security scope is $71,514.00. Present SPLOST funds support the equipment’s purchase and startup. Alternatives:1. Approve execution of expenditures with PSAV Presentation Services from budgeted SPLOST funds in the amount of up to $71,514.00, for purchase and startup of all High Speed Internet scope associated with this project. This firm was recommended as the sole source supplier in order to maintain standardization with existing systems. 2. Submit through normal Procurement bid process which will delay installation of High Speed Internet Service by approximately 12 weeks. Recommendation:1. Approve expenditure of SPLOST funds in the amount of up to $71,514.00, and execute an Agreement with PSAV Presentation Service for the TEE Center in downtown Augusta. It is recommended that this scope be sole sourced in order to maintain standardization with existing systems at the site. Funds are Available Cover Memo Item # 7 in the Following Accounts:GL 325-05-1120; JL 206-35-1102 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 7 Attachment number 1 \nPage 1 of 10 Item # 7 Attachment number 1 \nPage 2 of 10 Item # 7 Attachment number 1 \nPage 3 of 10 Item # 7 Attachment number 1 \nPage 4 of 10 Item # 7 Attachment number 1 \nPage 5 of 10 Item # 7 Attachment number 1 \nPage 6 of 10 Item # 7 Attachment number 1 \nPage 7 of 10 Item # 7 Attachment number 1 \nPage 8 of 10 Item # 7 Attachment number 1 \nPage 9 of 10 Item # 7 Attachment number 1 \nPage 10 of 10 Item # 7 Commission Meeting Agenda 6/5/2012 5:00 PM Augusta Public Transit Bus Purchase Department:Augusta Public Transit Caption:Motion to approve Augusta Public Transit’s purchase of three (3) Transit vehicles from Daimler Buses North America at a cost of $389,243 per bus for a total of $1,167,729 through Grant Project GA-90-X300-00 (54609-1210) and Grant Project GA-90-X307-00 (54609-1211). Background:Augusta Public Transit has already purchased three (3) buses through the ARRA Funds from Daimler Buses, North America through PART (Piedmont Authority for Regional Transportation) Contract 1320A. We will be usingGrant GA-90-X300 and Grant GA-90-X307Funds to purchase additional buses from the same contract. Analysis:The purchase of the vehicles will upgrade the fleet and allow for the retirement of older vehicles. Financial Impact:The Federal Transit Administration grant will pay 80% ($934,183.20) Augusta-Richmond County will only be responsible for 20% ($235,545.80) of the total cost. Alternatives:None. Recommendation:Approve the purchases from Grant GA-90-X300-00 and Grant GA-90-X307-00 Funds so that Transit can move forward with the upgrades in the fleet. Funds are Available in the Following Accounts: Grant 54609-1210/54-22410 and Grant 54609-1211/54-22410. REVIEWED AND APPROVED BY: Cover Memo Item # 8 Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 8 Piedmont Authority for Regional Transportation 7800 Airport Center Drive, Suite 102, Greensboro, North Carolina 27409 336-662-0002 * Fax 336-662-9253 * www.partnc.org Trustees Chairperson Becky Smothers High Point TAC Vice-Chairperson Paul Johnson Surry County Treasurer Don Truell Davidson County Secretary T. Dianne Bellamy-Small Greensboro Leonard Williams Burlington-Graham TAC Robbie Perkins Greensboro TAC Larry Williams Winston-Salem TAC Ronnie K. Wall Burlington Bernita Sims High Point Allen Joines Winston-Salem Tom Manning Alamance County Carl Humphrey Davie County Melvin “Skip” Alston Guilford County Gloria Whisenhunt Forsyth County Darrell Frye Randolph County James E. Kallam Rockingham County Leon Inman Stokes County Kevin Austin Yadkin County Thomas F. McKim Airport Commission of FC Vacant Piedmont Triad Airport Michael Fox, NCDOT Andrew Perkins, NCDOT Ralph Womble, NCDOT Ex Officio Board Members April 17, 2012 Ms. Sharon E. Dottery Transit Contract Manager City of Augusta Re: Request for Options Public Transit Orion NG VII 1535 Fenwick Street RFP 03070740 Augusta, GA 30904 Dear Ms. Dottery; The Piedmont Authority for Regional Transportation (PART) is in receipt of your request to purchase up to three (3) thirty-five foot Orion Next Generation VII buses under our contract with Daimler Buses North America dated April 10, 2012. PART is in agreement to allow Augusta Public Transit to exercise this option for vehicle procurement up to the three (3) units as requested. Reference is made to Section 1.1.5 “Assignability” as detailed under the Terms and Conditions portion of our RFP solicitation (attached RFP 03070740 Terms and Conditions, Vehicle Specifications, and Approved Equals) The City of Augusta is fully responsible for such said purchase of the three (3) buses. PART is not nor will be in any way obligated or liable for any financial responsibility in connection with any purchase orders issued by the City of Augusta for the three (3) Orion buses. If you have any questions, or require any additional information contact me at your convenience. Sincerely, Scott W. Rhine Programs Manager Cc: Loris Colclough, PART Finance Officer file Attachment number 1 \nPage 1 of 1 Item # 8 Commission Meeting Agenda 6/5/2012 5:00 PM Land Lease at Lock and Dam Department:Recreation, Parks and Facilities Caption:Approve a five (5) year land lease with Joey Bishop, DBA Joey’s Bait and Tackle, for approximately one (1) acre of land located on Lock and Dam Road for the purpose of operating a bait and tackle shop to support Lock and Dam Park and the recently reopened Baurle Boat Ramp. Lease payments to the City of Augusta from Joey’s Bait and Tackle are to be $225 per month for an annual total of $2,700. Background:Several months ago, Baurle Bait and Tackle on Lock and Dam closed when the founder retired. The building was deemed unsafe and was demolished. Recreation, Parks and Facilities determined that the interests of patrons to the Lock and Dam Park and the recently reopened Baurle Boat Ramp would benefit if there were a vendor in close proximity to sell necessities to the fishermen. RFP’s #12-115 and 12-115A were issued to solicit proposals from interested parties to lease the land for the express purpose of operating a bait and tackle shop to serve fishermen frequenting the Lock and Dam Park and Baurle Boat Ramp prospective vendors for a land lease to operate a bait and tackle shop. Analysis:Augusta received one compliant proposal in response to the RFP. We have reviewed the information provided. Mr. Bishop’s plan has been reviewed by Planning and Development and their concerns were addressed. The proposed lease is for land only. Augusta has no obligation for construction, utilities, site improvements, upkeep or operations. Annual revenue will be $2,700 instead of the $0 received from the prior operator. Staff recommends approval. Financial Impact:This lease will result in revenue of $2,700 annually. Alternatives:1. Approve a five (5) year land lease with Joey Bishop, DBA Joey’s Bait and Tackle, for approximately one (1) acre of land located on Lock and Dam Road for the purpose of operating a bait and tackle shop to support Lock and Dam Park and the recently reopened Baurle Boat Ramp. Lease payments to the City of Cover Memo Item # 9 Augusta from Joey’s Bait and Tackle are to be $225 per month for an annual total of $2,700. 2. Do not approve. Recommendation:#1. Approve a five (5) year land lease with Joey Bishop, DBA Joey’s Bait and Tackle, for approximately one (1) acre of land located on Lock and Dam Road for the purpose of operating a bait and tackle shop to support Lock and Dam Park and the recently reopened Baurle Boat Ramp. Lease payments to the City of Augusta from Joey’s Bait and Tackle are to be $225 per month for an annual total of $2,700. Funds are Available in the Following Accounts: FUNDS ARE AVAILABLE IN ACCOUNT: No funding is required, this is a revenue opportunity. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 9 Attachment number 1 \nPage 1 of 14 Item # 9 Attachment number 1 \nPage 2 of 14 Item # 9 Attachment number 1 \nPage 3 of 14 Item # 9 Attachment number 1 \nPage 4 of 14 Item # 9 Attachment number 1 \nPage 5 of 14 Item # 9 Attachment number 1 \nPage 6 of 14 Item # 9 Attachment number 1 \nPage 7 of 14 Item # 9 Attachment number 1 \nPage 8 of 14 Item # 9 Attachment number 1 \nPage 9 of 14 Item # 9 Attachment number 1 \nPage 10 of 14 Item # 9 Attachment number 1 \nPage 11 of 14 Item # 9 Attachment number 1 \nPage 12 of 14 Item # 9 Attachment number 1 \nPage 13 of 14 Item # 9 Attachment number 1 \nPage 14 of 14 Item # 9 Attachment number 2 \nPage 1 of 1 Item # 9 VENDORS Attachment B E-Verify # Addendums 1, 2, 3, 4 Original 6 Copies Fee Proposal Joey Bait & Tackle 2106 Howard Road Augusta, GA 30906 YES YES YES YES YES YES RFP Item #12-115A Land Lease Lock and Dam for Augusta, Georgia - Recreation, Parks & Facilities Department RFP Due: Wednesday, April 11, 2012 @ 11:00 a.m. Page 1 of 1 Attachment number 3 \nPage 1 of 1 Item # 9 Attachment number 4 \nPage 1 of 1 Item # 9 Attachment number 5 \nPage 1 of 1 Item # 9 J Joey Bishop Joey Bait & Tackle 2106 Howard Road Augusta, GA 30906 Bob Brandy Rainbow Nursery 1915 Tobacco Road Augusta, GA 30906 Gene Kirkland Brick Yard 2202 Travis Road Augusta, GA 30906 RFP #12-115A Land Lease Lock & Dam for Recration, Parks & Facilities RFP Due: Wed 4/11/12 @ 11:00 a.m. Rick Acree Recreation, Parks & Facilities Darrell Bennett Recreation, Parks & Facilities Tom Beck Recreation, Parks & Facilities Yvonne Gentry LSB MAILED 3/20/12 Attachment number 6 \nPage 1 of 1 Item # 9 Commission Meeting Agenda 6/5/2012 5:00 PM Webster Detention Center, Phase II Inmate Processing Center Department:Recreation, Parks and Facilities Caption:Approve the Standard Form of Contract for Commissioning Authority Services Lump Sum between Augusta, Georgia and Total Systems Commissioning, Inc. in the amount of $44,800 for the Webster Detention Center, Phase II Inmate Processing Center. Background:This agreement will compensate the Commissioning Authority for Services for the Webster Detention Center Expansion Phase II for Basic Services as follows: The Commissioning Authority will be expected to work with the Architect to develop the final plan and specifications, including the requirements for Commissioning as described in the contract and as necessary to meet Fundamental Commissioning of the Building Energy Systems, as required for LEED-NC certification, version 3.0. No enhanced commissioning services will be required. Work by the Commissioning Authority will; in general, include review of preliminary and final design documents, design of a Commissioning Plan, and development of commissioning specifications and contract administration of the commissioning procedures performed during equipment installation, start-up and personnel training, and any other services required to achieve the Fundamental Commissioning Services required by LEED v 3.0. Disciplinary review of plans and specifications shall include mechanical engineering, electrical engineering, plumbing engineering, fire protection, security systems and other life safety system engineering. Analysis:This Contract will compensate the Commissioning Authority for providing the professional services for their work associated with Commissioning as described above and as further described in the Standard Form of Contract for Commissioning Authority Services Lump Sum Between Augusta, Georgia and Total Systems Commissioning, Inc. Financial Impact:The total amount of the Contract is $44,800.00 for Commissioning Authority Services. Alternatives:1. Approve the Contract for $44,800.00 for Commissioning Cover Memo Item # 10 Authority Services. 2. Not approve the Contract. Recommendation:Approve the Contract for $44,800.00 for Commissioning Authority Services. Funds are Available in the Following Accounts: GL – 328-03-1130; JL – 210356004 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 10 Request for Proposal Request for Proposals will be received at this office until Friday, March 9, 2012 @ 11:00 a.m. for furnishing: RFP Item #12-126 Commissioning Services for Webster Detention Center Phase II for Recreation, Parks & Facilities 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 viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, February 24, 2012 @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. 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. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Bidders are cautioned that acquisition 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 February 2, 9, 16, 23, 2012 Metro Courier February 8, 2012 cc: Tameka Allen Deputy Administrator Forrest White Heery International Richard Ingram Heery International Tom Beck Recreation, Parks & Facilities Revised: 8/15/2011 Attachment number 1 \nPage 1 of 1 Item # 10 VENDORS Attachment B E-Verify # Original 6 Copies Fee Proposal TLC Engineering 1650 Prudential Drive, Suite 200 Jacksonville, FL 32207 Yes 161513 Yes Yes Yes Energy Ace 160 Clairemont Avenue, Suite 600 Decatur, GA 30030 Yes 407864 Yes Yes Yes Total Systems Commissioning 2020 Howell Mill Road Suite C Box 309 Atlanta, GA 30318 Yes 108530 Yes Yes Yes Working Building 4501 Circle 75 Parkway, Suite B-2200 Atlanta, GA 30339 Yes 222082 Yes Yes Yes Commissioning & Green Bldg Solution 3075 Breckinridge Blvd., Suite 480 Duluth, GA 30096 PB America 1510 Hanger Road, Suite A Augusta, GA 30906 Newcomb & Boyd 303 Peachtree Center Ave., Ste 525 Atlanta, GA 30303 KLG Jones, LLC 209 Burgess Street Greer, SC 29651 H2 Engineering, Inc 114 E 5th Avenue Tallahhassee, FL 32303 Yes No E-Verify Num./Non- Compliant Yes Yes Yes Eaton Energy Solutions, Inc 4550 North Point Parkway, Suite 300 Alpharetta, GA 30022 Yes No E-Verify Num./Non- Compliant Yes Yes Yes Horizon Engineering Associates 5600 77 Center Drive Suite 105 Charlotte, NC 28217 No Bus. Lic Num./Non- Compliant 369212 Yes Yes Yes Cranston Engineering Group 452 Ellis Street Augusta, GA 30901 RFP Item #12-126 Commissioning Services for Webster Detention Center Phase II for Augusta, Georgia - Recreation, Parks & Facilities Department RFP Due: Friday, March 9, 2012 @ 11:00 a.m. Page 1 of 1 Attachment number 2 \nPage 1 of 1 Item # 10 AUGUSTA GEORGIA CAPITAL IMPROVEMETS HEERY ITERATIOAL, IC., PROGRAM MAAGER 530 Greene Street Suite 312 Augusta, GA 30901 706-842-5543 April 25, 2012 Ms. Geri Sams Director of Procurement Augusta Richmond County 530 Greene Street, Room 605 Augusta, GA 30901 RE: RFQ Item #12-126 Commissioning Services Webster Detention Center Phase II Dear Ms. Sams: We received four (4) compliant responses for the above subject RFP; after these were evaluated by the selection committee, Total Systems Commissioning, Inc. was the number one ranked firm by the selection committee. We, therefore, recommend that we begin contract negotiations with Total Systems Commissioning, Inc. Thank you for your assistance in this selection process. If you have any questions or require any additional information, please don’t hesitate to contact me. Sincerely, Richard Ingram Project Manager Augusta, Georgia Capital Improvements Program Management CC: Phyllis Mills, Nancy Williams Attachment number 3 \nPage 1 of 1 Item # 10 Evaluation Criteria PTS TLC Engineering 1650 Prudential Drive, Suite 200 Jacksonville, FL 32207 Energy Ace 160 Clairemont Avenue, Suite 600 Decatur, GA 30030 Total Systems Commissioning 2020 Howell Mill Road Suite C Box 309 Atlanta, GA 30318 Working Building 4501 Circle 75 Parkway, Suite B-2200 Atlanta, GA 30339 1. Work plan, fidelity to RFP and organization structure.30 26.4 26.6 28.0 27.4 2. Qualifications and experience of key professionals, particularly related to building commissioning services of similar facilities. 50 42.4 46.8 47.8 47.0 3. References 20 16.3 18.8 19.8 17.1 Total 100 85.1 92.2 95.6 91.5 Cumulative Evaluation Sheet - RFP Item #12-126 Commissioning Services for Webster Detention Center Phase II for Augusta, Georgia - Recreation, Parks & Facilities Department Attachment number 4 \nPage 1 of 1 Item # 10 Attachment number 5 \nPage 1 of 3 Item # 10 Attachment number 5 \nPage 2 of 3 Item # 10 Attachment number 5 \nPage 3 of 3 Item # 10 Attachment number 6 \nPage 1 of 3 Item # 10 Attachment number 6 \nPage 2 of 3 Item # 10 Attachment number 6 \nPage 3 of 3 Item # 10 Commission Meeting Agenda 6/5/2012 5:00 PM ADP Proposal Department: Caption:Discuss the denial of the final negotiated contract with Automatic Data Processing (ADP) and task the Administrator to bring back at the first Commission meeting in June a path forward regarding the internal operations of the Human Resources Department. (Approved by Administrative Services Committee April 23, 2012) (No recommendation from Administrative Services Committee meeting May 29, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 11 Commission Meeting Agenda 6/5/2012 5:00 PM Augusta Sustainable Development Implementation Program Department:Planning and Development Caption:Approve award of a contract to Tunnell-Spangler-Walsh and Associates in the amount of $1,065,000, plus reimbursable expenses not to exceed $75,000 (total $1,140,000), to complete planning initiatives under the Augusta Sustainable Development Implementation Program. (No recommendation from Administrative Services Committee May 29, 2012) Background:The city of Augusta is the recipient of a $1,802,076.00 award under the HUD Challenge Planning / DOT TIGER II Planning Grant Program. The award includes $893,769.00 from HUD and $903,307.00 from DOT. Grant funds will be used to complete four interrelated initiatives to advance sustainable development along a 4.5-mile transportation corridor in the core of the city: 1) Creating a detailed plan and implementation program for a cluster of transit-oriented development neighborhoods along the corridor; 2) Adding landscape and hardscape elements to a planned road widening project, and creating concept-level design plans for another section of the corridor; 3) Revising current development codes to facilitate higher-density, mixed-use, mixed-income development; and 4) Creating an implementation plan for green, affordable housing in this corridor.Implementation of these initiatives will take approximately 18 months. The target area for the project includes a district bordering 15th Street, Martin Luther King, Jr. Blvd. and Deans Bridge Road (see map). The planned 15th Street widening project (PI #220680) is located within this district. Analysis:An RFQ / RFP process was used to procure consultant services for this project. Five (5) firms responded to the RFQ and three (3) were short-listed and asked to respond to the the RFP. The consultant selection committee reviewed the proposals and interviewed each of the firms. The committee ranked Tunnell- Spangler-Walsh and Associates highest based on the firm’s proposed approach to the project, the training and experience of their personnel and the results of their interview / presentation. Cover Memo Item # 12 Financial Impact:Project funds are budgeted in Account # 220016313 5316110. City will make periodic payments to the consultant and then be reimbursed by HUD and DOT. The Planning and Development Department and Augusta Tomorrow, Inc. will provide substantial in-kind contribution to the project. SPLOST funds allocated to the 15th Street Pedestrian Improvement project also count as part of the local match for the project. Alternatives:None recommended Recommendation:Approve award of a contract to Tunnell-Spangler-Walsh and Associates in an amount no to exceed $ 1,140,000.00, to complete initiatives under the Augusta Sustainable Development Implementation Program. Funds are Available in the Following Accounts: Funds budgeted in Account # 220016313 5316110. City will make periodic payments to the consultant and then be reimbursed by HUD and DOT. REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 12 - 1 - TUNNELL-SPANGLER-WALSH & ASSOCIATES community design and architecture TO: FROM: Paul DeCamp Adam Williamson COMPANY AND ADDRESS: CC: Planning Manager Augusta Planning and Development Department 525 Telfair Street Augusta, GA 30901 FAX NUMBER: PHONE NUMBER: (706) 821-1806 (706) 821-1796 NUMBER OF PAGES: PROJECT NUMBER: 16 DATE: REGARDING: 4-12-12 Augusta Planning and Development Department L E T T E R O F T R A N S M I T T A L F A X T R A N S M I T T A L MEMORANDUM Attachment number 1 \nPage 1 of 16 Item # 12 - 2 - Master Plan for the Augusta Sustainable Development Implementation Program Exhibit A: Study Area Attachment number 1 \nPage 2 of 16 Item # 12 - 3 - Master Plan for the Augusta Sustainable Development Implementation Program Exhibit B: Scope of Services The following Scope of Services will be provided to the Client. INITIATIVE #1: PLAN FOR PRIORITY DEVELOPMENT CORRIDOR, ACTION PLAN / FEASIBILITY ANALYSIS FOR PRIORITY PROJECTS AND IMPLEMENTATION PROGRAM 1. Develop Public/Stakeholder Involvement Plan This plan will identify the specific communication and outreach mechanisms for each of the four initiatives as well as the framework to integrating information between the four initiatives. 2. Public Meetings #1 and #2 ● Introduction of the study to the public ● Stakeholder interviews 3. Prepare Economics and Market Analysis ● Analyze demographic and economic trends ● Evaluate existing and planned competitive developments ● Project potential demand ● Evaluate the project area’s ability to compete for future development ● Determine the site potential by use in terms of units, square feet or hotel rooms by five- year period along with supportable prices and rents The recommended development program will guide the design team in its development of district plans. PES will consult with the designers to assure that uses are sited appropriately to maximize their market appeal. When initial design concepts have been developed, PES will prepare a financial analysis that compares the potential returns from development to the costs of development to test financial feasibility and to quantify any financial gap that will need to be filled to achieve feasibility. The financial modeling results will provide additional guidance to the design team and may suggest the need for changes such as a different density. The analysis will highlight conditions that need to change to achieve the site’s full potential. Those considerations will form the basis for the action plan that specifies required zoning changes, investment in infrastructure and public amenities, land assembly, financial assistance and other strategies. A financing strategy will be developed to address the project gaps, identifying financing resources. The action plans will detail step-by-step actions for project implementation. Attachment number 1 \nPage 3 of 16 Item # 12 - 4 - 4. Prepare Land Use Research and Analysis ● Review land use policies, and zoning ● Analyze existing land use characteristics ● Identify recent and ongoing development 5. Undertake Transportation Research Analysis ● Review existing transportation plans ● Inventory pedestrian facilities ● Inventory bus routes, ridership, and facilities ● Analyze collected traffic counts and intersection efficiency ● Study internal and external multi-modal connections ● Analyze bicycle facilities and identify potential new options Evaluation of existing traffic conditions within the study area will begin with data collection phase. As part of the data collection phase, our team will conduct a field inventory of existing facilities including roadway geometries, traffic signals, transit, sidewalks, and bicycle facilities. Additionally, the project team will collect traffic count data along the corridor at major intersections and other locations as determined through the stakeholder inputs and public involvement process. The project team will then use collected data to complete a traffic analysis for existing conditions. Based on the facility being analyzed, roadway segment or intersection, the appropriate software will be used. For roadway segment analysis Highway Capacity Software (HCS) will be used to conduct a capacity analysis. Synchro 8, software distributed by Trafficware, will be used to complete capacity analysis for both signalized and unsignalized intersections. Deficiencies found through the capacity analysis will be noted. Potential solutions to deficiencies including intersection signalization, turn lane improvements, and roadway widening will be identified and planning-level project costs will be developed. Through stakeholder improvement, a prioritized list of projects will be developed. 6. Prepare Environment and Facilities Analysis ● Identify and analyze natural features ● Identify facilities such as libraries, schools, etc. ● Identify open spaces and sites lending themselves to such 7. Prepare Utilities and Infrastructure Analysis ● Identify and analyze existing utilities ● Identify and analyze stormwater management systems 8. Prepare a Sustainable Development Analysis ● Identify access to healthy food, health care, affordable housing, transportation, and diverse job prospects with living wages ● Develop Geography of Access index ● Analyze potential green Infrastructure and community Agriculture opportunities Attachment number 1 \nPage 4 of 16 Item # 12 - 5 - 9. Prepare an Urban Form Analysis ● Review physical structure of area including street, blocks, lots, and buildings ● Identify historic buildings ● Streetscape Audit 10. Issue Findings Report on Existing Conditions, issues, and Constraints to the Project Steering Committee 11. Develop a project website hosted and updated by TSW TSW will develop a website at the start of a project to provide: fact sheets, announcements of upcoming meetings; plan materials; and an email sign-up. TSW can also use Facebook to connect with the community by providing a user-friendly format that many are already familiar with. 12. Develop a Visual Preference Survey and Community Survey A Visual Preference Survey (VPS) is a tool in which participants are shown images and asked to score each for their appropriateness for the future study area; the survey can be offered on-line or at a public meeting. Following survey completion, scores are analyzed to determine the most liked, disliked, and agreed-upon images. Results are then reviewed at the community visioning workshop to determine what caused images to be scored as they were. These become a starting point for the plan. This survey will be web-based, with an optional mail-in version for those who are not willing or unable to take the on-line version. 13. Conduct a 5-Day Community Visioning Workshop The Community Visioning Workshop will be the main public involvement component for Initiatives #1 and #2. The charrette will replace Public Meeting #3 outlined in the schedule. It will include formal and informal sessions so that the public can come in and stay for 10 minutes or an hour, review work in progress, and provide comments, as directed by the City. Each evening will include an Open House for the community to review work-to-date. Attachment number 1 \nPage 5 of 16 Item # 12 - 6 - 14. Create a Draft Plan based on comments from the Community Visioning Workshop process 15. Public Meeting #4 ● Present the Draft Plan ● Stakeholder interviews 16. Final Plan for Priority Development District and Action Plan for one or more of the Priority District Projects. The local government will commit to the plan implementation based on the recommendations. A demonstration project designed to achieve one or more of the livability principles and one or more of the long term outcomes. Attachment number 1 \nPage 6 of 16 Item # 12 - 7 - INITIATIVE #2: DEVELOP A DETAILED PLAN AND IMPLEMENTATION PROGRAM FOR A MULTI-MODAL TRANSPORTATION CORRIDOR RUNNING THROUGH THE PRIORITY DEVELOPMENT DISTRICT As defined in the RFP, the goal of Initiative # 2 is to implement the multimodal transportation facilities envisioned by ASDA for the “Augusta Way” corridor. We also understand that the scope of work under Initiative # 2 will be divided into two distinct tasks. The first task consists of the section of the “Augusta Way” corridor between Government Street and Milledgeville Road. GDOT currently has a programmed project (PI 220680) for this section of the corridor and a substantial portion of the design has already been completed and a draft environmental assessment document has been submitted to Federal Highway for review. Scope of work under this task consists of reviewing GDOT project plans to identify opportunities for implementing Context Sensitive Design Features along this section of the corridor. s Results from this assessment will be documented in a Findings Report. The scope will also include implementing these features into the design of GDOT project. The second task consist of developing conceptual level design plans for segment of the corridor between Milledgeville Road and Gordon Highway. The scope will include public involvement, preparation of Need and Purpose statement, preparation of conceptual design, preparation of GDOT format concept report including necessary survey and environmental screening. Corridor between Government Street and Milledgeville Road 1. Collaborate with GDOT on review of preliminary plans for 15th St. widening project. ● As currently designed, the GDOT programmed project (PI #220680) involves road widening and related improvements on 15th Street and Martin Luther King, Jr. Blvd. from Government Street to Milledgeville Road. The current concept includes two (2) travel lanes in each direction separated by a raised median with left turn lanes at median openings. Pedestrian components would include a combination of 5-foot wide sidewalks and 8-foot wide shared use paths. Our team will coordinate with GDOT to evaluate the proposed design and identify opportunities to incorporate hardscape elements to the proposed footprint of the project. Areas identified along the project corridor with opportunities for hardscape improvements will be detailed in a Findings Report. This report will document challenges with the implementation including issues, constraints and additional cost. ● Revise preliminary design for the 15th St. widening project incorporating hardscape elements. ● Utilizing information provided from the Findings Report, our team will coordinate with GDOT to revise the preliminary design for GDOT programmed project (PI #2200680). Our project team will create supplemental design plans that will go along with the project plans for the GDOT project. We will also identify what steps should be taken to ensure those design refinements are incorporated into final design and construction. 2. Augusta Way Corridor between Government Street and Milledgeville Road Attachment number 1 \nPage 7 of 16 Item # 12 - 8 - 3. Develop Public and Stakeholder Involvement Plan for the Project For Initiative 2, public, agency and stakeholder involvement will be prepared to address two basic needs. First task will want to ensure that the interests, opportunities, and issues of the local community and businesses are understood and reflected in the solutions developed for the corridor. The second task which involves specific public involvement opportunities will be required to satisfy the requirements of GDOT’s Plan Development Process and NEPA. The outreach and involvement mechanisms we propose will satisfy both of these needs through a single, logical system. These outreach and involvement initiatives will be coordinated with the public involvement outreach efforts conducted for the other initiatives, including public meetings, design charrette, and stakeholder and technical committees among other public involvement efforts. 4. Identify Need and Purpose for Incorporating Context Sensitive Design features into section of SR 4 – Deans Bridge Road – between Milledgeville Road and SR 10 - Gordon Highway. ● Our team will develop a preliminary statement of Need and Purpose for improvements to SR 4. This statement will be informed by the overall plan developed in Initiative #1 as well as from detailed data review and analysis in Initiative #2. This statement will be reviewed by our multi-disciplined team. As a component of the GDOT PDP, this statement will site and incorporate considerations of traffic, congestion, and safety. Multi-modal and context sensitive considerations will also be considered and incorporated. The statement of Need and Purpose will not only be an important element of the Concept Report, but it also influences the specific design of corridor improvement alternatives. As such, the TSW Team will solicit input and review of the Need and Purpose prior to completion of the Draft Concept Report. 5. Complete Surveys and Studies needed for draft concept layout per GDOT Plan Development Process. ● Environmental Screening Scope of the work under this task will include \web based screening and field walks to gather environmental resource information for the corridor. Identified resources will be overlaid to the conceptual layout for the project. The finding of this task will also be compiled into an Environmental Screening Memo and will be submitted to appropriate agencies along with the conceptual layout for review and enhancement as part of Task B8. ● Field Survey Scope of the work under this task will include survey database preparation for the project corridor. Existing site features will be field collected. Court house research will be conducted gather all recorded deeds for properties along the corridor. Current version of the GDOT Electronic Data Guidelines and software formats will be utilized for the survey to ensure compliance with GDOT requirements, reviewing the existing environmental documents that have been prepared for the GDOT programmed project. In addition to the Attachment number 1 \nPage 8 of 16 Item # 12 - 9 - review, our environmental specialist will conduct web based screening and field walks to gather environmental resource information for the corridor outside of the GDOT programmed project. The finding of this task to compiled into an Environmental Screening Memo. ● Traffic Studies Our team will conduct traffic analysis as per GDOT PDP. Having successfully executed hundreds of projects following the PDP, we fully understand the steps required to identify and develop project concepts. Results of traffic operational/capacity analysis and safety analysis are key inputs to defining project need and purpose and to develop project concepts. As a first step to developing the traffic study for the draft concept report, our traffic engineers will perform an inventory of the existing traffic data including traffic volumes, roadway geometric, posted speed limits, traffic signs and historical crash data, and other pertinent data as identified by the project team. Using collected data, traffic engineers will complete all required analysis including volume projections, capacity analysis for existing, open and design year using Highway Capacity Manual (HCM) guidelines, signal warrant analysis, roundabout studies, and crash data analysis. 6. Submit Draft Concept Layout to appropriate agencies for identification of environmental resources, USTs, history and ecology. ● Our team will develop a draft concept layout for the project corridor. This concept layout will incorporate the design elements proposed in the ASDA which would include pedestrian, bicycle and landscaping elements as well as the identification and possible right-of-way preservation of a dedicated transit corridor. Coordination with the programmed GDOT project to the north will ensure a seamless connection for the proposed concept. In conjunction with developing a concept layout identification of possible environmental, historical or ecological resources along the project corridor which may require avoidance or mitigation will be identified as discussed under Task B7.a. 7. GDOT Concept Report ● Results of the tasks described above will be compiled into a GDOT format Draft Concept report. In addition to identifying the preferred concept for the corridor, the report will also document other alternates that were considered, impacts associated with them as well as the cost. GDOT PDP requires that a project with total cost of $1o million or greater be examined by GDOT Value Engineering team to identify means to reduce cost and increase the overall value provided by the project. Although, a total project cost is not expected to be above this threshold, our team will constantly evaluate the costs. If we realize that the cost is getting closer to the $10 million dollar threshold, our team will advise the City so that a Value Engineering Study can be conducted within schedule. The draft concept report will then be updated with the recommendations from the Value Engineering Study and present to the GDOT for review. A concept team meeting will be Attachment number 1 \nPage 9 of 16 Item # 12 - 10 - held to discuss the project. Any comments received from this meeting will then be incorporated in the Concept Report and submitted to GDOT for approval. 8. Public Meeting on Concept Report ● Our team proposes to conduct two public meetings for the project. The first meeting will be held at the early stages for the project and will act as a means to introduce the project goals to the public and stakeholders. The second meeting will be conducted towards the end of this initiative after the draft versions of conceptual design have been developed. This second meeting will be used to discuss the proposed concept for the corridor as well as the associated impacts. A project fact sheet will be developed at the project’s outset, and will serve to provide basic information about the purpose of the project, schedule and contact points for more information. The project fact sheet and other basic information about the project will be provided to the City to be posted on the project website. Study products – meeting minutes, reports, concept exhibits – will then be provided to be added to that website as the project advances. Public involvement efforts will be coordinated with public involvement activities of the other initiatives in order to reduce overlap, maximize time and input of Stakeholders and the general public, and ensure connections between the initiatives is obvious and transparent. INITIATIVE #3: MAKE REVISIONS TO DEVELOPMENT AND BUILDING REGULATIONS IN ORDER TO CREATE INCENTIVES FOR, AND ELIMINATE IMPEDIMENTS TO, MIXED-USE. MIXED-INCOME DEVELOPMENT Dover, Kohl & Partners will lead the effort to revise the development and building regulations that will include the green building policy and regulations. Other team members will contribute as the regulations get divided into various components. Our extensive collective experience in community planning and code writing, and having worked for both municipalities and private developers, prepares us for anything. If it so happens that only minor revisions are necessary, we can format those in an efficient way for the edits to fit neatly into your existing set of regulations. If a more comprehensive replacement is needed, or if the community wants a new stand-alone section or document, we are equipped with the technologies to prepare that as well. We are well versed in templates such as the ‘SmartCode’ and we are also comfortable preparing form-based codes organized around a project specific framework. All of our revisions include photographs or diagrams that will explain concepts better than words alone. More and more communities are demanding “green” building policies and standards. Southface will contribute extensively to this part of the task examining Green Green Building Policies and Standards, Green Infrastructure, and Community Agriculture. 1. Audit of Existing Regulations and Code Provisions The team will review all relevant regulations and background data in order to better understand the existing conditions within the corridor and project areas. The audit will begin Attachment number 1 \nPage 10 of 16 Item # 12 - 11 - as the effort for the Detailed Plan and Implementation Program is underway. The public process for the planning efforts will also serve as the opportunity to understand existing regulations and ask questions related to regulations to the participants and stakeholders. We will start with the Augusta-Richmond County Comprehensive Plan and the Comprehensive Zoning Ordinance, and then examine if there are state or federal authorities that also may have jurisdiction within parts of the project area. 2. Stakeholder Interviews The team will participate in interviews and meetings arranged in coordination with the Steering Committee with key stakeholders, boards, commissions, and committees. Meeting notes will be provided as a work product. Through these meetings the team will acquire local intelligence about the corridor’s opportunities and challenges, and assess whether the code is serving the current desires of the community and what aspects might be hindering reinvestment. Interviews and meetings could include residents, property owners, business owners, transportation officials, municipal staff, and elected officials. (With the planning process already underway, the team will have already had some interviews. We will use the interviews as a way to check and confirm the ideas expressed by stakeholders already active in the process. We will also seek out stakeholders that have not participated up to this point in the process.) 3. Report on the Findings of the Existing Regulations and Code Provisions This report will: ● Summarize the ‘vision’ as described in the Detailed Plan and Implementation Program ● Identify specific regulations that are perceived to be impeding reinvestment along the corridor ● Identify outside influences that we may or may not be able to affect ● Identify possible incentives for reinvestment that also meets the project goals ● Outline options for next steps, which will include a framework for how the regulations can be adapted or rewritten for a predictable outcome and to provide better incentives and to provide Green Building Standards A presentation of this report will be prepared and then shown and discussed at Public Meeting #1. 4. Public Meeting #1 This meeting will include a presentation of the Findings of the Existing Regulations and Code Provisions. With this meeting we will be able to confirm the direction from previous public meetings and events from other initiatives and phases of this larger effort. We will be able to explain the findings of the study of existing regulations and offer a variety of ways for the participants to convey their comments. In addition to an open forum, this will include written surveys and keypad polling. Attachment number 1 \nPage 11 of 16 Item # 12 - 12 - As part of this meeting, or as a separate event on the same day, the Steering Committee or project director may schedule a press conference to discuss the project with local media, such as reporters or journalists, in order to provide a complete and accurate depiction of the effort and to increase public awareness. 5. First Draft of Land Development Regulations including Green Building Policy and Standards The first draft will be prepared based on the information gathered from all of the stakeholders who have participated in the process to date and from the expertise and knowledge of the TSW + Dover, Kohl Team. The schedule will afford time for a draft to be posted on-line for public review prior to Public Meeting #2. 6. Public Meeting #2 This meeting will include: ● Presentation of the first draft ● Opportunities for participants to offer comments We recommend this meeting to be recorded for the purpose of obtaining accurate transcripts. Since this is part of a re-zoning process, this is the point where concepts get focused into specific rules. 7. 2nd Draft, “Final” Revised Regulations and Green Building Policy and Standards The second draft will be edited based on the information gathered from all of the stakeholders who have participated in the process since the previous public meeting. The TSW + Dover, Kohl Team will use its judgment and professional expertise to sort through the various comments to determine which are valid, and which changes should perhaps not be made. We will note in an Excel chart the comments from the first draft and show where those comments have been addressed. We will also identify conflicting comments, and explain why we chose to go one way or the other. We will also explain why we chose not to make certain changes suggested by members of the public. The schedule will afford time for a draft to be posted on-line for public review prior to Public Meeting #3. 8. Public Meeting #3 This meeting will include: ● Presentation of the second draft ● Explanation regarding changes made, and suggestions not changed ● Opportunities for participants to offer comments We recommend this meeting to be recorded for the purpose of obtaining accurate transcripts. 9. Presentation of Revisions Prior to Adoption This presentation will be at the discretion of the elected officials. It may be part of the actual adoption proceedings. The purpose for the team’s participation would be to clarify the Attachment number 1 \nPage 12 of 16 Item # 12 - 13 - relevance of any text or diagrams in the revised standards to the members of the Augusta- Richmond County Commission. INITIATIVE #4: DEVELOP AN IMPLEMENTATION PLAN FOR ACQUIRING AND LAND- BANKING PROPERTIES FOR GREEN, AFFORDABLE HOUSING IN THE PRIORITY DEVELOPMENT DISTRICT This initiative will determine available parcels that are ideal for developing green, affordable housing within the study area. It will also examine Green Building Policy and Standards and Green Incentives to facilitate the implementation process, and seek ways to incorporate Regional Green Infrastructure and Community Agriculture. 1. Develop Public and Stakeholder Involvement Plan Coordinating with public involvement efforts for the other initiatives, the team will determine the most effective way to reach participants and solicit feedback from them during this process. 2. Public Meeting #1 ● Present goals and objectives ● Present work-to-date ● Conduct educational session on Green Building Policy and Standards, Affordable Housing Benefits, and Green Infrastructure, and Community Agriculture 3. Examine available parcels and process for land acquisition based on inventory and analysis from Initiative #1, work with the City and the Augusta Housing Authority to determine available parcels to develop green, affordable housing. ● Rank parcels according to site selection criteria: parcel size, ownership, transit service, proximity to schools and services, current use, surrounding uses, and the need to avoid concentration of poverty. GIS will be used to identify and screen potential vacant and underutilized properties against these criteria. The team will also will identify multi-family properties that have gone through or are facing foreclosure and those that are tax delinquent for particular consideration. ● Determine Green Building Policy and Standards and Green Incentives that are required or available to facilitate implementation. 4. Public Meeting #2 Present findings of initial parcel identification and land acquisition process and gather feedback. 5. Finalize Land Acquisition Plan Acquisition priorities will be established and acquisition strategies developed as to what organization should acquire the properties, what technique should be used, how to clear property title, and how to fund the acquisitions. Attachment number 1 \nPage 13 of 16 Item # 12 - 14 - 6. Public Meeting #3 Present Final Land Acquisition Plan and gather feedback. 7. Continued Involvement The TSW + Dover, Kohl Team has a successful track-record of working with developers and government development entities. The team will be available to the City of Augusta to work with developers during the demonstration project. Attachment number 1 \nPage 14 of 16 Item # 12 - 15 - Master Plan for the Augusta Sustainable Development Implementation Program Attachment C: Public Involvement Meeting List Initiative Meeting 1. Initiative #1 Public Meetings #1 2. Initiative #1 Public Meetings #2 3. Initiative #1 Public Meetings #3/Charrette 4. Initiative #1 Public Meetings #4 5. Initiative #2 Public Meetings #1 6. Initiative #2 Public Meetings #2 7. Initiative #2 Public Meetings #3 8. Initiative #3 Public Meetings #1 9. Initiative #3 Public Meetings #2 10. Initiative #3 Public Meetings #3 11. Initiative #4 Public Meetings #1 12. Initiative #4 Public Meetings #2 13. Initiative #4 Public Meetings #3 14. Additional Meeting TBD 15. Additional Meeting TBD Attachment number 1 \nPage 15 of 16 Item # 12 - 16 - Master Plan for the Augusta Sustainable Development Implementation Program Attachment D: Fee Schedule INITIATIVE #1: $345,000 INITIATIVE #2: $440,000 INITIATIVE #3: $166,000 INITIATIVE #4: $114,000 GRAND TOTAL $1,065,000 Attachment number 1 \nPage 16 of 16 Item # 12 DowntownAugustaMedicalComplex &GHSUPaineCollege SouthgateShoppingCenter Turpin HillNeighborhood RegencyMallVacant Railroad Overpass M L K , J r. B lv d . BROAD ST 15TH ST WALTON WAY GORDON HWY WRIGHTSBORO RD CENTRAL AVE O L I V E R D 7TH ST GREENE ST HIGHLAND AVE MILLEDGEVILLE RD 13TH ST LANEY-WALKER BLVD REYNOLDS ST 5TH STHEARD AVE WHEELER RD W H E E L E S S R D 3RD ST OLD SAVANNAH RD D E A N S B R I D G E R D MILLEDGE RD KISSINGBOWER RD JOHN C CALHOUN EXWY DAMASCUS RD T W I G G S S T RIVERWATCH PKWY SIB L E Y R D BRANSFORD RDAugusta Sustainable Implementation Program Priority_District_ASDA Priority_Corridor_ASDA Roads Railroad ® Attachment number 2 \nPage 1 of 1 Item # 12 Attachment number 3 \nPage 1 of 15 Item # 12 Attachment number 3 \nPage 2 of 15 Item # 12 Attachment number 3 \nPage 3 of 15 Item # 12 Attachment number 3 \nPage 4 of 15 Item # 12 Attachment number 3 \nPage 5 of 15 Item # 12 Attachment number 3 \nPage 6 of 15 Item # 12 Attachment number 3 \nPage 7 of 15 Item # 12 Attachment number 3 \nPage 8 of 15 Item # 12 Attachment number 3 \nPage 9 of 15 Item # 12 Attachment number 3 \nPage 10 of 15 Item # 12 Attachment number 3 \nPage 11 of 15 Item # 12 Attachment number 3 \nPage 12 of 15 Item # 12 Attachment number 3 \nPage 13 of 15 Item # 12 Attachment number 3 \nPage 14 of 15 Item # 12 Attachment number 3 \nPage 15 of 15 Item # 12 Commission Meeting Agenda 6/5/2012 5:00 PM Department of the Navy Lease Department:Clerk of Commission Caption:Motion to approve the renewal of the Lease between Augusta, Ga. and the Department of the Navy for the property located at the Navy Operational Support Command for the term of July 1, 2012 through June 30, 2013. (Approved by Administrative Services Committee May 29, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 13 Attachment number 1 \nPage 1 of 1 Item # 13 Commission Meeting Agenda 6/5/2012 5:00 PM Discuss Amendment to the 2011 Action Plan due to an increase in Fiscal Year 2011 allocation for the Emergency Shelter Grant (ESG) Programs Department:Housing and Community Development Department Caption:Motion to approve the Amendment to the 2011 Action Plan due to an increase in Fiscal Year 2011 allocation for the Emergency Shelter Grant (ESG) Programs. (Approved by Administrative Services Committee April 23, 2012 subject to 30-day comment period) Background:On November 4, 2010, the Commission approved the 2011 Action Plan as part of the 2010-2014 Consolidated Plan. At the time the 2011 Action Plan was submitted to HUD, Congress had not appropriated funds for Fiscal Year 2011. On June 3, 2011, HUD notified the City of its actual allocations for Year 2011 CDBG, HOME, HOPWA and ESG which reflected a total decrease in funds of $569,319. Consequently, on November 15, 2011 HUD published a second ESG Allocation of funds which reflected an increase of funds. The Homeless Emergency Assistance and Rapid Transition to Housing Act of 2009 (HEARTH Act), enacted into law on May 20, 2009, revises the Emergency Shelter Grants program and renames this program the Emergency Solutions Grants program. Due to the increased allocation, the 2011 Action Plan must be amended to take into consideration the additional funds, which only affects the ESG program. Attachment #1 reflects the estimated program allocation. According to the City’s Citizen Participation Policy, this increase in the ESG allocation triggers a substantial change to the 2011 Action Plan. Therefore, the revisions must be presented to the public for a 30-day comment period. If comments are received, they will be presented to the Commission on June 5, 2012 for consideration. Staff is requesting authorization to proceed with the publication of a Public Notice in the newspapers to solicit comments on the changes. The Public Notices will be published in the Augusta Chronicle April 24, 2012 and the Metro Courier April 26, 2012. The deadline for public comments will be May 23, 2012. Any comments received will be presented to Commission on June 5, 2012. Analysis:It has been known for some time that HUD was going to award Cover Memo Item # 14 the ESG Program additional funds. The City must incorporate the changes in funds and program into its 2011 Action Plan to accurately reflect the increased program budget. The revised 2011 Action Plan and any comments received will be transmitted to HUD. Financial Impact:Due to the increased allocation of $55,796.00 for the ESG program; this program will undergo a revision in funds and a change in the scope of services. Alternatives:N/A Recommendation:Accept the Housing and Community Development Department (HCD) recommendation for additional program funds and grant HCD authorization to proceed with the publication of a Public Notice soliciting citizen comments on the proposed changes to the 2011 Action Plan. On Tuesday, June 5, 2012, all comments received will be presented to Commission for consideration. Funds are Available in the Following Accounts: Year 2011 Emergency Solutions Grant funds. REVIEWED AND APPROVED BY: Cover Memo Item # 14 Revised 2011 Attachment 2011 Emergency Solutions Grants Allocations Program First FY 2011 Allocation Second FY 2011 Allocation Total FY 2011 Allocation Emergency Solutions Grant (ESG) 99,192 55,796 154,988 Attachment number 1 \nPage 1 of 1 Item # 14 Commission Meeting Agenda 6/5/2012 5:00 PM Freedom's Path Project - Charlie Norwood VAMC Campus Department:Clerk of Commission Caption:Motion to approve Communities for Veterans Resolutions of Support for Freedom's Path Projects I and II located on the Charlie Norwood VA Medical Center campus.(Approved by Administrative Services Committee May 29, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 15 Attachment number 1 \nPage 1 of 4 Item # 15 Attachment number 1 \nPage 2 of 4 Item # 15 Attachment number 1 \nPage 3 of 4 Item # 15 Attachment number 1 \nPage 4 of 4 Item # 15 Attachment number 2 \nPage 1 of 1 Item # 15 Attachment number 3 \nPage 1 of 2 Item # 15 Attachment number 3 \nPage 2 of 2 Item # 15 Commission Meeting Agenda 6/5/2012 5:00 PM Georgia Board of Juvenile Justice Resolution Department:Clerk of Commission Caption:Motion to approve a Resolution from the Georgia Board of Juvenile Justice declaring the property of the Old Augusta Regional Youth Detention Center as surplus ($10.00) and to authorize the Sheriff's Office to accept this property for use as a substation and for a public purpose. (Approved by Public Safety Committee May 29, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 16 Attachment number 1 \nPage 1 of 4 Item # 16 Attachment number 1 \nPage 2 of 4 Item # 16 Attachment number 1 \nPage 3 of 4 Item # 16 Attachment number 1 \nPage 4 of 4 Item # 16 Commission Meeting Agenda 6/5/2012 5:00 PM 2012 Public Defender Corps Fellow Training Grant Department:Office of the Public Defender Caption:Motion to approve a sub-grant award in the amount of $10,000 for expenses incurred for training for two new public defenders at the Southern Public Defenders Training Center. (Approved by Finance Committee May 29, 2012) Background:This is a sub-grant award for expenses incurred for training at the Southern Public Defenders Training Center The grant is for $10,000 which will cover the expenses for two new public defenders. There is no match associated with this grant. Analysis: Financial Impact:No financial impact- Alternatives: Recommendation:Approve the grant Funds are Available in the Following Accounts: No financial impact REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 17 Attachment number 1 \nPage 1 of 1 Item # 17 Commission Meeting Agenda 6/5/2012 5:00 PM Approve the Purchase of Electonic Filing System for Board of Elections Department:Board of Elections Caption:Motion to approve the purchase of Electronic Filing System for Board of Elections. (Approved by Finance Committee May 29, 2012) Background:This is a replacement unit for the one currently in use which was purchased and installed in 1984. Analysis:The current filing system continues to experience breakdowns with more and more frequency. The new filing system is necessary so that the office staff will have a dependable mechanism within which voter registration applications will be filed and retreived. Financial Impact:The cost of replacing the current system is approximately $35,000. This amount has been allocated to the Board of Elections in the 2012 Capital Outlay Budget. Alternatives:Continue to patch existing system as needed and to work with the uncertainty that comes with using an outdated, dilapidated system. Recommendation:Replace the existing filing system with a newer, more reliable system. Funds are Available in the Following Accounts: $35,000 allocated in account number 272014110-5421110. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Cover Memo Item # 18 Administrator. Clerk of Commission Cover Memo Item # 18 GS-28F-0038U Small/Hub Zone Business Date: 8/15/2011 Modern Business Systems 1445 Greene Street, Augusta, Ga. 30901 Company: Richmond County Voter Registration Duns #033581885 Augusta, GA Cage Code 1S3P6 Project Name: Voter Card Filing System Tax ID #580834834 Office Area/Description Qty.Sell Extended Sell Hanel Rotomat Vertical Filing System Model #700/115/260/356 Machine 1 Carriers (dual level)12 Safety Bypass 1 Power (110v single phase) Existing trays will be reused Installation 1 Total Delivered and Installed $32,209.28 Total:$32,209.28 Total Does Not Please Note the Following:Include Tax all pricing includes delivery and installation of project to site in area that is free and clear of all other furniture. Normal business hour delivery and installation times apply. M-F, 0800-1700 . Any applicable tax will be added to invoice, if tax exempt please send form with approval for order to MBS all the correct finishes,fabrics, field measuring verified and the manufacturer has approved the order. Products are custom ordered and not subject to return or refund payment is due within 30 days from invoice. without written approval from Modern Business Systems, Inc. is prohibited by law. This proposal has been provided by Modern Business Systems, Inc. Please feel free to contact Bill Pitts by phone or email at 706.724.8700 or bpitts@mbsaugusta.com. Thank you for the opportunity to provide drawings and pricing. Customer's Signature of Approval:Date: Page 1 of 1 Attachment number 1 \nPage 1 of 1 Item # 18 Attachment number 2 \nPage 1 of 1 Item # 18 Commission Meeting Agenda 6/5/2012 5:00 PM Augusta Sustainable Development Implementation Program Department:Planning & Development Caption:Approve award of a contract to Tunnell-Spangler-Walsh and Associates in the amount of $1,065,000, plus reimbursable expenses not to exceed $75,000 (total $1,140,000), to complete planning initiatives under the Augusta Sustainable Development Implementation Program. (No recommendation from Finance Committee May 29, 2012) Background:The city of Augusta is the recipient of a $1,802,076.00 award under the HUD Challenge Planning / DOT TIGER II Planning Grant Program. The award includes $893,769.00 from HUD and $903,307.00 from DOT. Grant funds will be used to complete four interrelated initiatives to advance sustainable development along a 4.5-mile transportation corridor in the core of the city: 1) Creating a detailed plan and implementation program for a cluster of transit-oriented development neighborhoods along the corridor; 2) Adding landscape and hardscape elements to a planned road widening project, and creating concept-level design plans for another section of the corridor; 3) Revising current development codes to facilitate higher-density, mixed-use, mixed-income development; and 4) Creating an implementation plan for green, affordable housing in this corridor. Implementation of these initiatives will take approximately 18 months. The target area for the project includes a district bordering 15th Street, Martin Luther King, Jr. Blvd. and Deans Bridge Road (see map). The planned 15th Street widening project (PI #220680) is located within this district. Analysis:An RFQ / RFP process was used to procure consultant services for this project. Five (5) firms responded to the RFQ and three (3) were short-listed and asked to respond to the the RFP. The consultant selection committee reviewed the proposals and interviewed each of the firms. The committee ranked Tunnell- Spangler-Walsh and Associates highest based on the firm’s proposed approach to the project, the training and experience of their personnel and the results of their interview / presentation. Cover Memo Item # 19 Financial Impact:Project funds are budgeted in Account # 220016313 5316110. City will make periodic payments to the consultant and then be reimbursed by HUD and DOT. The Planning and Development Department and Augusta Tomorrow, Inc. will provide substantial in-kind contribution to the project. SPLOST funds allocated to the 15th Street Pedestrian Improvement project also count as part of the local match for the project. Alternatives:None recommended Recommendation:Approve award of a contract to Tunnell-Spangler-Walsh and Associates to complete initiatives under the Augusta Sustainable Development Implementation Program. Funds are Available in the Following Accounts: Funds budgeted in Account # 220016313 5316110. City will make periodic payments to the consultant and then be reimbursed by HUD and DOT. REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 19 - 1 - TUNNELL-SPANGLER-WALSH & ASSOCIATES community design and architecture TO: FROM: Paul DeCamp Adam Williamson COMPANY AND ADDRESS: CC: Planning Manager Augusta Planning and Development Department 525 Telfair Street Augusta, GA 30901 FAX NUMBER: PHONE NUMBER: (706) 821-1806 (706) 821-1796 NUMBER OF PAGES: PROJECT NUMBER: 16 DATE: REGARDING: 4-12-12 Augusta Planning and Development Department L E T T E R O F T R A N S M I T T A L F A X T R A N S M I T T A L MEMORANDUM Attachment number 1 \nPage 1 of 16 Item # 19 - 2 - Master Plan for the Augusta Sustainable Development Implementation Program Exhibit A: Study Area Attachment number 1 \nPage 2 of 16 Item # 19 - 3 - Master Plan for the Augusta Sustainable Development Implementation Program Exhibit B: Scope of Services The following Scope of Services will be provided to the Client. INITIATIVE #1: PLAN FOR PRIORITY DEVELOPMENT CORRIDOR, ACTION PLAN / FEASIBILITY ANALYSIS FOR PRIORITY PROJECTS AND IMPLEMENTATION PROGRAM 1. Develop Public/Stakeholder Involvement Plan This plan will identify the specific communication and outreach mechanisms for each of the four initiatives as well as the framework to integrating information between the four initiatives. 2. Public Meetings #1 and #2 ● Introduction of the study to the public ● Stakeholder interviews 3. Prepare Economics and Market Analysis ● Analyze demographic and economic trends ● Evaluate existing and planned competitive developments ● Project potential demand ● Evaluate the project area’s ability to compete for future development ● Determine the site potential by use in terms of units, square feet or hotel rooms by five- year period along with supportable prices and rents The recommended development program will guide the design team in its development of district plans. PES will consult with the designers to assure that uses are sited appropriately to maximize their market appeal. When initial design concepts have been developed, PES will prepare a financial analysis that compares the potential returns from development to the costs of development to test financial feasibility and to quantify any financial gap that will need to be filled to achieve feasibility. The financial modeling results will provide additional guidance to the design team and may suggest the need for changes such as a different density. The analysis will highlight conditions that need to change to achieve the site’s full potential. Those considerations will form the basis for the action plan that specifies required zoning changes, investment in infrastructure and public amenities, land assembly, financial assistance and other strategies. A financing strategy will be developed to address the project gaps, identifying financing resources. The action plans will detail step-by-step actions for project implementation. Attachment number 1 \nPage 3 of 16 Item # 19 - 4 - 4. Prepare Land Use Research and Analysis ● Review land use policies, and zoning ● Analyze existing land use characteristics ● Identify recent and ongoing development 5. Undertake Transportation Research Analysis ● Review existing transportation plans ● Inventory pedestrian facilities ● Inventory bus routes, ridership, and facilities ● Analyze collected traffic counts and intersection efficiency ● Study internal and external multi-modal connections ● Analyze bicycle facilities and identify potential new options Evaluation of existing traffic conditions within the study area will begin with data collection phase. As part of the data collection phase, our team will conduct a field inventory of existing facilities including roadway geometries, traffic signals, transit, sidewalks, and bicycle facilities. Additionally, the project team will collect traffic count data along the corridor at major intersections and other locations as determined through the stakeholder inputs and public involvement process. The project team will then use collected data to complete a traffic analysis for existing conditions. Based on the facility being analyzed, roadway segment or intersection, the appropriate software will be used. For roadway segment analysis Highway Capacity Software (HCS) will be used to conduct a capacity analysis. Synchro 8, software distributed by Trafficware, will be used to complete capacity analysis for both signalized and unsignalized intersections. Deficiencies found through the capacity analysis will be noted. Potential solutions to deficiencies including intersection signalization, turn lane improvements, and roadway widening will be identified and planning-level project costs will be developed. Through stakeholder improvement, a prioritized list of projects will be developed. 6. Prepare Environment and Facilities Analysis ● Identify and analyze natural features ● Identify facilities such as libraries, schools, etc. ● Identify open spaces and sites lending themselves to such 7. Prepare Utilities and Infrastructure Analysis ● Identify and analyze existing utilities ● Identify and analyze stormwater management systems 8. Prepare a Sustainable Development Analysis ● Identify access to healthy food, health care, affordable housing, transportation, and diverse job prospects with living wages ● Develop Geography of Access index ● Analyze potential green Infrastructure and community Agriculture opportunities Attachment number 1 \nPage 4 of 16 Item # 19 - 5 - 9. Prepare an Urban Form Analysis ● Review physical structure of area including street, blocks, lots, and buildings ● Identify historic buildings ● Streetscape Audit 10. Issue Findings Report on Existing Conditions, issues, and Constraints to the Project Steering Committee 11. Develop a project website hosted and updated by TSW TSW will develop a website at the start of a project to provide: fact sheets, announcements of upcoming meetings; plan materials; and an email sign-up. TSW can also use Facebook to connect with the community by providing a user-friendly format that many are already familiar with. 12. Develop a Visual Preference Survey and Community Survey A Visual Preference Survey (VPS) is a tool in which participants are shown images and asked to score each for their appropriateness for the future study area; the survey can be offered on-line or at a public meeting. Following survey completion, scores are analyzed to determine the most liked, disliked, and agreed-upon images. Results are then reviewed at the community visioning workshop to determine what caused images to be scored as they were. These become a starting point for the plan. This survey will be web-based, with an optional mail-in version for those who are not willing or unable to take the on-line version. 13. Conduct a 5-Day Community Visioning Workshop The Community Visioning Workshop will be the main public involvement component for Initiatives #1 and #2. The charrette will replace Public Meeting #3 outlined in the schedule. It will include formal and informal sessions so that the public can come in and stay for 10 minutes or an hour, review work in progress, and provide comments, as directed by the City. Each evening will include an Open House for the community to review work-to-date. Attachment number 1 \nPage 5 of 16 Item # 19 - 6 - 14. Create a Draft Plan based on comments from the Community Visioning Workshop process 15. Public Meeting #4 ● Present the Draft Plan ● Stakeholder interviews 16. Final Plan for Priority Development District and Action Plan for one or more of the Priority District Projects. The local government will commit to the plan implementation based on the recommendations. A demonstration project designed to achieve one or more of the livability principles and one or more of the long term outcomes. Attachment number 1 \nPage 6 of 16 Item # 19 - 7 - INITIATIVE #2: DEVELOP A DETAILED PLAN AND IMPLEMENTATION PROGRAM FOR A MULTI-MODAL TRANSPORTATION CORRIDOR RUNNING THROUGH THE PRIORITY DEVELOPMENT DISTRICT As defined in the RFP, the goal of Initiative # 2 is to implement the multimodal transportation facilities envisioned by ASDA for the “Augusta Way” corridor. We also understand that the scope of work under Initiative # 2 will be divided into two distinct tasks. The first task consists of the section of the “Augusta Way” corridor between Government Street and Milledgeville Road. GDOT currently has a programmed project (PI 220680) for this section of the corridor and a substantial portion of the design has already been completed and a draft environmental assessment document has been submitted to Federal Highway for review. Scope of work under this task consists of reviewing GDOT project plans to identify opportunities for implementing Context Sensitive Design Features along this section of the corridor. s Results from this assessment will be documented in a Findings Report. The scope will also include implementing these features into the design of GDOT project. The second task consist of developing conceptual level design plans for segment of the corridor between Milledgeville Road and Gordon Highway. The scope will include public involvement, preparation of Need and Purpose statement, preparation of conceptual design, preparation of GDOT format concept report including necessary survey and environmental screening. Corridor between Government Street and Milledgeville Road 1. Collaborate with GDOT on review of preliminary plans for 15th St. widening project. ● As currently designed, the GDOT programmed project (PI #220680) involves road widening and related improvements on 15th Street and Martin Luther King, Jr. Blvd. from Government Street to Milledgeville Road. The current concept includes two (2) travel lanes in each direction separated by a raised median with left turn lanes at median openings. Pedestrian components would include a combination of 5-foot wide sidewalks and 8-foot wide shared use paths. Our team will coordinate with GDOT to evaluate the proposed design and identify opportunities to incorporate hardscape elements to the proposed footprint of the project. Areas identified along the project corridor with opportunities for hardscape improvements will be detailed in a Findings Report. This report will document challenges with the implementation including issues, constraints and additional cost. ● Revise preliminary design for the 15th St. widening project incorporating hardscape elements. ● Utilizing information provided from the Findings Report, our team will coordinate with GDOT to revise the preliminary design for GDOT programmed project (PI #2200680). Our project team will create supplemental design plans that will go along with the project plans for the GDOT project. We will also identify what steps should be taken to ensure those design refinements are incorporated into final design and construction. 2. Augusta Way Corridor between Government Street and Milledgeville Road Attachment number 1 \nPage 7 of 16 Item # 19 - 8 - 3. Develop Public and Stakeholder Involvement Plan for the Project For Initiative 2, public, agency and stakeholder involvement will be prepared to address two basic needs. First task will want to ensure that the interests, opportunities, and issues of the local community and businesses are understood and reflected in the solutions developed for the corridor. The second task which involves specific public involvement opportunities will be required to satisfy the requirements of GDOT’s Plan Development Process and NEPA. The outreach and involvement mechanisms we propose will satisfy both of these needs through a single, logical system. These outreach and involvement initiatives will be coordinated with the public involvement outreach efforts conducted for the other initiatives, including public meetings, design charrette, and stakeholder and technical committees among other public involvement efforts. 4. Identify Need and Purpose for Incorporating Context Sensitive Design features into section of SR 4 – Deans Bridge Road – between Milledgeville Road and SR 10 - Gordon Highway. ● Our team will develop a preliminary statement of Need and Purpose for improvements to SR 4. This statement will be informed by the overall plan developed in Initiative #1 as well as from detailed data review and analysis in Initiative #2. This statement will be reviewed by our multi-disciplined team. As a component of the GDOT PDP, this statement will site and incorporate considerations of traffic, congestion, and safety. Multi-modal and context sensitive considerations will also be considered and incorporated. The statement of Need and Purpose will not only be an important element of the Concept Report, but it also influences the specific design of corridor improvement alternatives. As such, the TSW Team will solicit input and review of the Need and Purpose prior to completion of the Draft Concept Report. 5. Complete Surveys and Studies needed for draft concept layout per GDOT Plan Development Process. ● Environmental Screening Scope of the work under this task will include \web based screening and field walks to gather environmental resource information for the corridor. Identified resources will be overlaid to the conceptual layout for the project. The finding of this task will also be compiled into an Environmental Screening Memo and will be submitted to appropriate agencies along with the conceptual layout for review and enhancement as part of Task B8. ● Field Survey Scope of the work under this task will include survey database preparation for the project corridor. Existing site features will be field collected. Court house research will be conducted gather all recorded deeds for properties along the corridor. Current version of the GDOT Electronic Data Guidelines and software formats will be utilized for the survey to ensure compliance with GDOT requirements, reviewing the existing environmental documents that have been prepared for the GDOT programmed project. In addition to the Attachment number 1 \nPage 8 of 16 Item # 19 - 9 - review, our environmental specialist will conduct web based screening and field walks to gather environmental resource information for the corridor outside of the GDOT programmed project. The finding of this task to compiled into an Environmental Screening Memo. ● Traffic Studies Our team will conduct traffic analysis as per GDOT PDP. Having successfully executed hundreds of projects following the PDP, we fully understand the steps required to identify and develop project concepts. Results of traffic operational/capacity analysis and safety analysis are key inputs to defining project need and purpose and to develop project concepts. As a first step to developing the traffic study for the draft concept report, our traffic engineers will perform an inventory of the existing traffic data including traffic volumes, roadway geometric, posted speed limits, traffic signs and historical crash data, and other pertinent data as identified by the project team. Using collected data, traffic engineers will complete all required analysis including volume projections, capacity analysis for existing, open and design year using Highway Capacity Manual (HCM) guidelines, signal warrant analysis, roundabout studies, and crash data analysis. 6. Submit Draft Concept Layout to appropriate agencies for identification of environmental resources, USTs, history and ecology. ● Our team will develop a draft concept layout for the project corridor. This concept layout will incorporate the design elements proposed in the ASDA which would include pedestrian, bicycle and landscaping elements as well as the identification and possible right-of-way preservation of a dedicated transit corridor. Coordination with the programmed GDOT project to the north will ensure a seamless connection for the proposed concept. In conjunction with developing a concept layout identification of possible environmental, historical or ecological resources along the project corridor which may require avoidance or mitigation will be identified as discussed under Task B7.a. 7. GDOT Concept Report ● Results of the tasks described above will be compiled into a GDOT format Draft Concept report. In addition to identifying the preferred concept for the corridor, the report will also document other alternates that were considered, impacts associated with them as well as the cost. GDOT PDP requires that a project with total cost of $1o million or greater be examined by GDOT Value Engineering team to identify means to reduce cost and increase the overall value provided by the project. Although, a total project cost is not expected to be above this threshold, our team will constantly evaluate the costs. If we realize that the cost is getting closer to the $10 million dollar threshold, our team will advise the City so that a Value Engineering Study can be conducted within schedule. The draft concept report will then be updated with the recommendations from the Value Engineering Study and present to the GDOT for review. A concept team meeting will be Attachment number 1 \nPage 9 of 16 Item # 19 - 10 - held to discuss the project. Any comments received from this meeting will then be incorporated in the Concept Report and submitted to GDOT for approval. 8. Public Meeting on Concept Report ● Our team proposes to conduct two public meetings for the project. The first meeting will be held at the early stages for the project and will act as a means to introduce the project goals to the public and stakeholders. The second meeting will be conducted towards the end of this initiative after the draft versions of conceptual design have been developed. This second meeting will be used to discuss the proposed concept for the corridor as well as the associated impacts. A project fact sheet will be developed at the project’s outset, and will serve to provide basic information about the purpose of the project, schedule and contact points for more information. The project fact sheet and other basic information about the project will be provided to the City to be posted on the project website. Study products – meeting minutes, reports, concept exhibits – will then be provided to be added to that website as the project advances. Public involvement efforts will be coordinated with public involvement activities of the other initiatives in order to reduce overlap, maximize time and input of Stakeholders and the general public, and ensure connections between the initiatives is obvious and transparent. INITIATIVE #3: MAKE REVISIONS TO DEVELOPMENT AND BUILDING REGULATIONS IN ORDER TO CREATE INCENTIVES FOR, AND ELIMINATE IMPEDIMENTS TO, MIXED-USE. MIXED-INCOME DEVELOPMENT Dover, Kohl & Partners will lead the effort to revise the development and building regulations that will include the green building policy and regulations. Other team members will contribute as the regulations get divided into various components. Our extensive collective experience in community planning and code writing, and having worked for both municipalities and private developers, prepares us for anything. If it so happens that only minor revisions are necessary, we can format those in an efficient way for the edits to fit neatly into your existing set of regulations. If a more comprehensive replacement is needed, or if the community wants a new stand-alone section or document, we are equipped with the technologies to prepare that as well. We are well versed in templates such as the ‘SmartCode’ and we are also comfortable preparing form-based codes organized around a project specific framework. All of our revisions include photographs or diagrams that will explain concepts better than words alone. More and more communities are demanding “green” building policies and standards. Southface will contribute extensively to this part of the task examining Green Green Building Policies and Standards, Green Infrastructure, and Community Agriculture. 1. Audit of Existing Regulations and Code Provisions The team will review all relevant regulations and background data in order to better understand the existing conditions within the corridor and project areas. The audit will begin Attachment number 1 \nPage 10 of 16 Item # 19 - 11 - as the effort for the Detailed Plan and Implementation Program is underway. The public process for the planning efforts will also serve as the opportunity to understand existing regulations and ask questions related to regulations to the participants and stakeholders. We will start with the Augusta-Richmond County Comprehensive Plan and the Comprehensive Zoning Ordinance, and then examine if there are state or federal authorities that also may have jurisdiction within parts of the project area. 2. Stakeholder Interviews The team will participate in interviews and meetings arranged in coordination with the Steering Committee with key stakeholders, boards, commissions, and committees. Meeting notes will be provided as a work product. Through these meetings the team will acquire local intelligence about the corridor’s opportunities and challenges, and assess whether the code is serving the current desires of the community and what aspects might be hindering reinvestment. Interviews and meetings could include residents, property owners, business owners, transportation officials, municipal staff, and elected officials. (With the planning process already underway, the team will have already had some interviews. We will use the interviews as a way to check and confirm the ideas expressed by stakeholders already active in the process. We will also seek out stakeholders that have not participated up to this point in the process.) 3. Report on the Findings of the Existing Regulations and Code Provisions This report will: ● Summarize the ‘vision’ as described in the Detailed Plan and Implementation Program ● Identify specific regulations that are perceived to be impeding reinvestment along the corridor ● Identify outside influences that we may or may not be able to affect ● Identify possible incentives for reinvestment that also meets the project goals ● Outline options for next steps, which will include a framework for how the regulations can be adapted or rewritten for a predictable outcome and to provide better incentives and to provide Green Building Standards A presentation of this report will be prepared and then shown and discussed at Public Meeting #1. 4. Public Meeting #1 This meeting will include a presentation of the Findings of the Existing Regulations and Code Provisions. With this meeting we will be able to confirm the direction from previous public meetings and events from other initiatives and phases of this larger effort. We will be able to explain the findings of the study of existing regulations and offer a variety of ways for the participants to convey their comments. In addition to an open forum, this will include written surveys and keypad polling. Attachment number 1 \nPage 11 of 16 Item # 19 - 12 - As part of this meeting, or as a separate event on the same day, the Steering Committee or project director may schedule a press conference to discuss the project with local media, such as reporters or journalists, in order to provide a complete and accurate depiction of the effort and to increase public awareness. 5. First Draft of Land Development Regulations including Green Building Policy and Standards The first draft will be prepared based on the information gathered from all of the stakeholders who have participated in the process to date and from the expertise and knowledge of the TSW + Dover, Kohl Team. The schedule will afford time for a draft to be posted on-line for public review prior to Public Meeting #2. 6. Public Meeting #2 This meeting will include: ● Presentation of the first draft ● Opportunities for participants to offer comments We recommend this meeting to be recorded for the purpose of obtaining accurate transcripts. Since this is part of a re-zoning process, this is the point where concepts get focused into specific rules. 7. 2nd Draft, “Final” Revised Regulations and Green Building Policy and Standards The second draft will be edited based on the information gathered from all of the stakeholders who have participated in the process since the previous public meeting. The TSW + Dover, Kohl Team will use its judgment and professional expertise to sort through the various comments to determine which are valid, and which changes should perhaps not be made. We will note in an Excel chart the comments from the first draft and show where those comments have been addressed. We will also identify conflicting comments, and explain why we chose to go one way or the other. We will also explain why we chose not to make certain changes suggested by members of the public. The schedule will afford time for a draft to be posted on-line for public review prior to Public Meeting #3. 8. Public Meeting #3 This meeting will include: ● Presentation of the second draft ● Explanation regarding changes made, and suggestions not changed ● Opportunities for participants to offer comments We recommend this meeting to be recorded for the purpose of obtaining accurate transcripts. 9. Presentation of Revisions Prior to Adoption This presentation will be at the discretion of the elected officials. It may be part of the actual adoption proceedings. The purpose for the team’s participation would be to clarify the Attachment number 1 \nPage 12 of 16 Item # 19 - 13 - relevance of any text or diagrams in the revised standards to the members of the Augusta- Richmond County Commission. INITIATIVE #4: DEVELOP AN IMPLEMENTATION PLAN FOR ACQUIRING AND LAND- BANKING PROPERTIES FOR GREEN, AFFORDABLE HOUSING IN THE PRIORITY DEVELOPMENT DISTRICT This initiative will determine available parcels that are ideal for developing green, affordable housing within the study area. It will also examine Green Building Policy and Standards and Green Incentives to facilitate the implementation process, and seek ways to incorporate Regional Green Infrastructure and Community Agriculture. 1. Develop Public and Stakeholder Involvement Plan Coordinating with public involvement efforts for the other initiatives, the team will determine the most effective way to reach participants and solicit feedback from them during this process. 2. Public Meeting #1 ● Present goals and objectives ● Present work-to-date ● Conduct educational session on Green Building Policy and Standards, Affordable Housing Benefits, and Green Infrastructure, and Community Agriculture 3. Examine available parcels and process for land acquisition based on inventory and analysis from Initiative #1, work with the City and the Augusta Housing Authority to determine available parcels to develop green, affordable housing. ● Rank parcels according to site selection criteria: parcel size, ownership, transit service, proximity to schools and services, current use, surrounding uses, and the need to avoid concentration of poverty. GIS will be used to identify and screen potential vacant and underutilized properties against these criteria. The team will also will identify multi-family properties that have gone through or are facing foreclosure and those that are tax delinquent for particular consideration. ● Determine Green Building Policy and Standards and Green Incentives that are required or available to facilitate implementation. 4. Public Meeting #2 Present findings of initial parcel identification and land acquisition process and gather feedback. 5. Finalize Land Acquisition Plan Acquisition priorities will be established and acquisition strategies developed as to what organization should acquire the properties, what technique should be used, how to clear property title, and how to fund the acquisitions. Attachment number 1 \nPage 13 of 16 Item # 19 - 14 - 6. Public Meeting #3 Present Final Land Acquisition Plan and gather feedback. 7. Continued Involvement The TSW + Dover, Kohl Team has a successful track-record of working with developers and government development entities. The team will be available to the City of Augusta to work with developers during the demonstration project. Attachment number 1 \nPage 14 of 16 Item # 19 - 15 - Master Plan for the Augusta Sustainable Development Implementation Program Attachment C: Public Involvement Meeting List Initiative Meeting 1. Initiative #1 Public Meetings #1 2. Initiative #1 Public Meetings #2 3. Initiative #1 Public Meetings #3/Charrette 4. Initiative #1 Public Meetings #4 5. Initiative #2 Public Meetings #1 6. Initiative #2 Public Meetings #2 7. Initiative #2 Public Meetings #3 8. Initiative #3 Public Meetings #1 9. Initiative #3 Public Meetings #2 10. Initiative #3 Public Meetings #3 11. Initiative #4 Public Meetings #1 12. Initiative #4 Public Meetings #2 13. Initiative #4 Public Meetings #3 14. Additional Meeting TBD 15. Additional Meeting TBD Attachment number 1 \nPage 15 of 16 Item # 19 - 16 - Master Plan for the Augusta Sustainable Development Implementation Program Attachment D: Fee Schedule INITIATIVE #1: $345,000 INITIATIVE #2: $440,000 INITIATIVE #3: $166,000 INITIATIVE #4: $114,000 GRAND TOTAL $1,065,000 Attachment number 1 \nPage 16 of 16 Item # 19 DowntownAugustaMedicalComplex &GHSUPaineCollege SouthgateShoppingCenter Turpin HillNeighborhood RegencyMallVacant Railroad Overpass M L K , J r. B lv d . BROAD ST 15TH ST WALTON WAY GORDON HWY WRIGHTSBORO RD CENTRAL AVE O L I V E R D 7TH ST GREENE ST HIGHLAND AVE MILLEDGEVILLE RD 13TH ST LANEY-WALKER BLVD REYNOLDS ST 5TH STHEARD AVE WHEELER RD W H E E L E S S R D 3RD ST OLD SAVANNAH RD D E A N S B R I D G E R D MILLEDGE RD KISSINGBOWER RD JOHN C CALHOUN EXWY DAMASCUS RD T W I G G S S T RIVERWATCH PKWY SIB L E Y R D BRANSFORD RDAugusta Sustainable Implementation Program Priority_District_ASDA Priority_Corridor_ASDA Roads Railroad ® Attachment number 2 \nPage 1 of 1 Item # 19 Attachment number 3 \nPage 1 of 15 Item # 19 Attachment number 3 \nPage 2 of 15 Item # 19 Attachment number 3 \nPage 3 of 15 Item # 19 Attachment number 3 \nPage 4 of 15 Item # 19 Attachment number 3 \nPage 5 of 15 Item # 19 Attachment number 3 \nPage 6 of 15 Item # 19 Attachment number 3 \nPage 7 of 15 Item # 19 Attachment number 3 \nPage 8 of 15 Item # 19 Attachment number 3 \nPage 9 of 15 Item # 19 Attachment number 3 \nPage 10 of 15 Item # 19 Attachment number 3 \nPage 11 of 15 Item # 19 Attachment number 3 \nPage 12 of 15 Item # 19 Attachment number 3 \nPage 13 of 15 Item # 19 Attachment number 3 \nPage 14 of 15 Item # 19 Attachment number 3 \nPage 15 of 15 Item # 19 Commission Meeting Agenda 6/5/2012 5:00 PM Fund Balance Policy in Accordance with GASB 54 Department:Finance Caption:Motion to approve Fund Balance policy in accordance with GASB 54. (Approved by Finance Committee May 29, 2012) Background:In February 2009, Governmental Accounting Standards Board (GASB) issued GASB Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions, which is effective for fiscal periods that begin after June 15, 2010. This accounting standard creates new classifications for fund balance based on a new focus on the constraints placed on the use of current fund balance and also redefines governmental fund type definitions. Implementation of GASB 54 by local governments is required for the first fiscal year ending June 30, 2011. For those reporting on a calendar year, the first required year for implementation is the year ending December 31, 2011. Analysis:Prior to the implementation of GASB statement 54 fund balance was designated at follows Reserved fund balance (not available for appropriation) Unreserved fund balance (available for appropriation) Designated unreserved fund balance (available for appropriation, with a limitation on used imposed by the government itself) Undesignated unreserved fund balance (available for appropriation, with no external or internal limitation) Implementation of GASB 54 has created the following fund balance components Non Spendable fund balance (inherently non spendable) Restricted fund balance (externally enforceable limitations on use) Committed fund balance (self-imposed limitations) Assigned fund balance (limitations resulting from intended use) Unassigned fund balance Adoption of this policy formalizes the practices of Augusta Georgia with the new requirements of GASB 54. Financial Impact:None, this is a change in reporting requirements only Alternatives:None Cover Memo Item # 20 Recommendation:Approve fund balance policy as presented Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 20 AUGUSTA GEORGIA FINANCIAL MANAGEMENT PROGRAM FUND BALANCE POLICY IN ACCORDANCE WITH GASB 54 Developed under the authority of the Board of Commissioners by the Department of Finance, Attachment number 1 \nPage 1 of 4 Item # 20 AUGUSTA GEORGIA Financial Management Program GASB 54 – Fund Balance Policy Page 1 SECTION I. FUND BALANCE POLICY IN ACCORDANCE WITH GASB 54 Purpose: The following policy has been adopted by Board of Commissioners in order to address the implications of the Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance Reporting and Governmental Fund Definitions. The AUGUSTA GEORGIA Board of Commissioners recognizes that the maintenance of a fund balance is essential to the preservation of the financial integrity of AUGUSTA GEORGIA and is fiscally advantageous for both AUGUSTA GEORGIA and its taxpayers. This policy establishes goals and provides guidance concerning the desired level of fund balance maintained by AUGUSTA GEORGIA to mitigate financial risk that can occur from unforeseen revenue fluctuations, unanticipated expenditures, and similar circumstances. AUGUSTA GEORGIA also seeks to maintain the highest possible credit ratings which are dependent, in part, on AUGUSTA GEORGIA’S maintenance of an adequate fund balance. Fund balance is a measurement of available financial resources and is the difference between total assets and total liabilities in each fund. SECTION I. Fund Type Definitions: The following definitions will be used in reporting activity in governmental funds across AUGUSTA GEORGIA. AUGUSTA GEORGIA may or may not report all fund types in any given reporting period, based on actual circumstances and activity. The general fund is used to account for and report all financial resources not accounted for and reported in another fund. Special revenue funds are used to account and report the proceeds of specific revenue sources that are restricted or committed to expenditure for specific purposes other than debt services or capital projects. Capital projects funds are used to account for and report financial resources that are restricted, committed or assigned to expenditure for capital outlays, including the acquisition or construction of capital facilities or other capital assets. Debt service funds are used to account for all financial resources that are restricted, committed or assigned to expenditure for principal and interest. Permanent funds should be used to account for and report resources that are restricted to the extent that only earnings, and not principal, may be used for purposes that support AUGUSTA Georgia’s programs – that is, for the benefit of AUGUSTA GEORGIA, or its citizenry. SECTION II. Fund balance reporting for governmental funds – shall be reported in classifications as defined by GASB Statement No. 54: Non-spendable fund balance – Includes amounts that cannot be spent because they are either (a) not in spendable form or (b) they are legally or contractually required to be maintained intact. Non-spendable amounts will be determined before all other classifications and consist of the following items (as applicable in any given fiscal year): Attachment number 1 \nPage 2 of 4 Item # 20 AUGUSTA GEORGIA Financial Management Program GASB 54 – Fund Balance Policy Page 2 AUGUSTA GEORGIA will maintain a fund balance equal to the value of inventory balances and prepaid items (to the extent that such balances are not offset with liabilities and actually result in fund balance). AUGUSTA GEORGIA will maintain a fund balance equal to the corpus (principal) of any permanent funds that are legally or contractually required to be maintained intact. Restricted fund balance – Includes amounts that can be spent only for the specific purposes stipulated by the constitution or enabling legislation, externally imposed by creditors (as through debt covenants), grantors, contributors, laws, or regulations of other governments. Enabling legislation authorizes AUGUSTA GEORGIA to assess, levy, charge, or otherwise mandates payment of resources (from external resource providers) and includes a legally enforceable requirement that those resources by used for the specific purposes stipulated in the legislation. Committed fund balance – Includes amounts that can only be used only for specific purposes determined by formal action of the Board of Commissioners. Committed fund balance will incorporate contractual obligations to the extent that existing resources in the fund have been specifically committed for use in satisfying those contractual requirements. A majority vote is required to approve or remove a commitment. Assigned fund balance – Includes amounts intended to be used by AUGUSTA GEORGIA for specific purposes but do not meet the criteria to be classified as restricted or committed. In governmental funds other than the general fund, assigned fund balance represents the remaining amount that is not restricted or committed. The AUGUSTA GEORGIA Board of Commissioners delegates to the Administrator and Finance Director the authority to assign amounts to be used for specific purposes. Such assignments cannot exceed the available (spendable, unrestricted, uncommitted) fund balance in any particular fund. Unassigned fund balance – Includes the residual classification for AUGUSTA GEORGIA’s general fund and includes all spendable amounts not contained in the other classifications. In other funds, the unassigned classification should be used only to report a deficit balance from overspending for specific purposes for which amounts had been restricted, committed, or assigned. SECTION III. Operational guidelines – The following guidelines address the classification and use of fund balance in governmental funds: Classifying fund balance amounts – Fund balance classifications depict the nature of the net resources that are reported in a governmental fund. An individual governmental fund may include non-spendable resources and amounts that are restricted, committed, or assigned, or any combination of those classifications. The general fund may also include an unassigned amount. Encumbrance reporting – Encumbering amounts for specific purposes for which resources have already been restricted, committed or assigned should not result in separate display of encumbered amounts. Encumbered amounts for specific purposes for which amounts have not been previously restricted, committed or assigned, will be classified as committed or assigned, as appropriate, based on the definitions and criteria set forth in GASB Statement No. 54. Prioritization of fund balance use – When a budget amendment is prepared for purposes for which both restricted and unrestricted (committed, assigned, or unassigned) amounts are available, it shall be the policy of AUGUSTA GEORGIA to consider restricted amounts to have been reduced first. Such budget adjustments shall be presented and approved by the AUGUSTA GEORGIA Board of Commissioners. When a budget adjustment is prepared for the purposes for which amounts in any of the unrestricted fund balance classifications could be used, it shall be Attachment number 1 \nPage 3 of 4 Item # 20 AUGUSTA GEORGIA Financial Management Program GASB 54 – Fund Balance Policy Page 3 the policy of AUGUSTA GEORGIA that the committed amounts would be reduced first, followed by assigned amounts and then unassigned amounts. Such budget adjustments shall be presented and approved by the AUGUSTA GEORGIA Board of Commissioners Surplus unassigned fund balance – Fund balance will be considered a surplus if over (AMOUNT TO BE DETERMINED) of the subsequent year’s budgeted expenditures and outgoing transfers. Should unassigned fund balance of the General Fund ever exceed (AMOUNT TO BE DETERMINED), AUGUSTA GEORGIA will consider such fund balance surpluses for one-time expenditures that are nonrecurring in nature and which will not require additional future expense outlays for maintenance, additional staffing or other recurring expenditures. SECTION IV. Implementation and review – Upon adoption of this policy the AUGUSTA GEORGIA Board of Commissioners authorizes the Finance Department to establish any standards and procedures which may be necessary for its implementation. The Finance Department shall review this policy periodically and make any recommendations for changes to the AUGUSTA GEORGIA Board of Commissioners. Attachment number 1 \nPage 4 of 4 Item # 20 Commission Meeting Agenda 6/5/2012 5:00 PM Project to identify and collect undiscovered revnue Department:Planning and Development Caption:Discuss alternative approaches for discovery and collection of unknown/under reported license revenue. (No recommendation from Finance Committee May 29, 2012) Background:See Attachment Analysis:See Attachment Financial Impact:See Attachment Alternatives:See Attachment Recommendation:For discussion Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 21 EVALUATION OF A PROPOSAL TO IDENTIFY AND COLLECT UNDISCOVERED LICENSE AND OTHER REVENUE MAY 15, 2012 Staff has been pursuing the hiring of a “headhunter” to identify and collect undiscovered revenue in all of the various categories which are the responsibility of the Planning and Development Department except those related to permitting and construction since the Commission retreat on July 13, 2011. In doing so we solicited for consultants through Procurement in a way that encouraged prospects to suggest methodologies that had been successful in other areas, with the restriction that all fees would have to be paid from newly discovered and collected revenue per the action of the Commission on October 18, 2011. Prior to and during the solicitation process we received numerous inquiries but only one prospective consultant submitted a proposal. Their concept for the project was very detailed and they had a number of examples of where they had successfully performed the service that we have requested. As we did due diligence on a suggested contract with them we identified numerous issues and potential problems, most of which we have been able to work through. In some cases after careful examination and collaboration with our Legal and Finance Departments, we informed the prospective consultant that certain provisions were not feasible. In some cases we were able to make accommodations or adjustments. Attachment A is a chronology of this initiative to date. The process of working through issues and potential problems with the proposed contract has been ongoing since our first meeting with the consultant on February 17, 2012. On May 4 staff discussed the remaining issues with the Administrator, Assistant Administrator, Legal, and Finance. It was the decision of the group that the salient information should be presented to the Commission so that a policy decision could be made as to how to go forward with the contract given the uncertainty and potential for unintended consequences that remain. It is our belief that the prospective consultant has suggested a reasonable approach that could yield significant undiscovered revenue. They have indicated that they would have to collect at least $300,000 to make the venture profitable for them. They have explained how and where some of this new revenue would be found and that has caused some concern. Our conversations with the consultant and some things that have happened independently have also caused staff to believe that we could make a successful effort to enhance revenue without their services. The first major area of concern is that the consultant revealed that colleges, hospitals, government institutions, and industries typically have numerous individuals, LLC’s, and other entities which technically should have individual business licenses but are not detected by local governments. Examples would be government employees who do independent research, 1099 support services located within the exempt or parent entities, contractors and subcontractors, and independent professionals such as doctors and teachers who operate within the institutions. We do not currently make an effort to seek out this potential revenue and calls to Athens and Macon indicate that they also do not pursue them. The concern here is for the impact upon our relationship with such entities with the consultants going into them, knocking on doors, and Attachment number 1 \nPage 1 of 5 Item # 21 making three increasingly aggressive contacts seeking revenue – something we would not be able to control once they are under contract. The second major area of concern has to do with the collection of various fees and excise taxes which are revenues collected by the License Division. One staff member is assigned to auditing these revenue sources in addition to his other duties. Selectively auditing more of these sources would undoubtedly discover some additional revenue. The revenue from some of these fees and taxes is directed to outside entities by the Augusta Code, such as the excise tax for hotels and motels which is dedicated by the code to the Coliseum Authority, Convention and Visitors Bureau, Augusta Museum, and the Lucy Craft Laney Museum. Newly discovered and collected revenue in this category would not enhance the general fund. In addition we do not believe that the 40% fee for additional revenue collected by the consultant could be taken directly from the proceeds of the discovery due to the code provisions. There are several possible solutions to this problem, but it is also possible that the fees (which could be substantial) would have to come from the general fund, which would violate the stipulation of the Commission’s October 18 approval that all fees would have to be taken from newly discovered and collected revenue. It is also of concern that the details of the excise tax such as calculations, processing, due dates, etc. are all very complicated and could easily lead to disagreement and contract disputes between the city and the consultant. The third area of concern relates to costs that the city would have to incur outside the contract to support the consultant. In addition to being committed to working with the consultant to set up their software application to match our billing and collecting business rules, which will take hundreds, if not thousands, of man hours, the main costs that we have identified relate to extracting our license data in a form that it can be used by the consultant and importing their data in a form that can be used by our software application. If these IT expenditures are made, there would likely also have to be many hours spent by IT and Planning staff auditing and correcting data after it has been imported. There would be three types of fees to be paid to M S Govern, our software provider, according to IT: · Extracting data from our system – probably thousands of dollars · Conversion programs to input the consultant’s data into our system – probably tens of thousands of dollars; and · Configuration assistance, also probably tens of thousands of dollars In addition to the concerns related to unintended consequences and additional costs, our researching of the options, development of the RFQ, and conversations with the prospective consultant have revealed a number of opportunities for staff to enhance revenue without the assistance of a consultant. Here are five of these opportunities: · Increase gross revenue brackets. The occupational tax a business pays is based upon their gross revenue and the “profitability index” of the type of business. Because the gross revenue is lumped into only a few brackets, a large increase in revenue may mean very little difference in the amount of this occupational tax. Increasing the number of brackets would definitely capture additional revenue. Attachment number 1 \nPage 2 of 5 Item # 21 · Compare data bases. The occupational tax data base could be compared to other data bases to identify businesses that are not paying the tax. Such other data bases are Augusta Utilities, Augusta Environmental Services, Georgia Power, and Georgia Department of Revenue. In the past we have been unable to utilize the Georgia Power data base, but that has recently been resolved. We are currently arguing with the GDOR about gaining access to their list of businesses collecting sales tax in Augusta. · Search for noncompliant businesses which operate under the umbrella of a college, hospital, government institution or industry. As stated previously, there are probably many doctors, teachers, researchers and subcontractors who are not technically employees of an umbrella entity which is itself exempt from the occupational tax. There are several noninvasive ways that we could attempt to identify them to recover this revenue. · An iphone/ipad application could be written by IT that would allow an inspector to stand in any location and view on a map every business license record within any distance selected. If businesses are present that are not shown on the map, then they may not have a license. · Local audit firms could be employed to perform additional audits under the supervision of the Department’s auditor. We have negotiated the unacceptable provisions out of the draft contract with the prospective consultant and we could have a contract on the next committee agenda for the services that we initially solicited. That contract would undoubtedly result in the discovery/recovery of some unknown amount of revenue. We would pay the consultant 35–40% during the contract period and we would receive 100% of the increased occupational taxes and fees thereafter. We believe that there would be unintended consequences as cited previously of an unknown magnitude. A second option would be to enter a contract with the consultant that is limited to the occupational tax and alcohol licensing. This would eliminate their involvement in collecting the other fees and excise taxes where we see difficulties expressed previously and where much of the discovered revenue would not affect the general fund. A third option would be to negotiate a contract with the consultant to serve in an advisory capacity on the basis of an hourly rate. This has not been considered in detail but we believe that this option would recover more revenue than the cost of the services and introduce new methods to the staff. The fourth option would be to not contract with the consultant, but to pursue enhanced revenue on the basis of knowledge gained during the past nine months. The new organizational structure has a Deputy Director of Licensing and Code Enforcement as well as a License Manager focused on revenue collections and enforcement. They could provide a detailed proposal at the next committee meetings. Attachment number 1 \nPage 3 of 5 Item # 21 In conclusion, Staff will work diligently to make any of the above options a success. We want the Administrator and the Commission to have the facts presented herein and propose whatever level of input is desired in the making of a decision on how to proceed. Attachment number 1 \nPage 4 of 5 Item # 21 ATTACHMENT A REVENUE DISCOVERY/RECOVERY TIMELINE July 13, 2011 Commission retreat, budget proposals made including hiring a “headhunter” to identify and collect license revenue July 14-August 31 I discussed the concept with GMA, ACCG, and three consultants who contacted me. One of them was highly recommended by a local source, and I asked that person to submit a draft scope of services. In the end I wrote a scope from ideas from each potential consultant. August 31 Sent a request to various departments asking for input. Talked to procurement and was asked to have the concept approved by committee. September 7 Sent the draft scope to various departments asking them to review it – no response September 16 Sent agenda item to Clerk of Administrative Services to approve the concept as directed by procurement. September 26 Item was deferred to next meeting by Administrative Services Committee. October 10 Approved by the Administrative Services Committee October 18 Approved by the Augusta Commission October 21 Submitted the scope of service to Procurement, asked for a quick turnaround. January 13, 2012 Invitation for bids issued February 10, 2012 Bids opened, only 1 received February 17, 2012 First meeting with lone bidder in Augusta Feb. 18-May 4, 2012 Due diligence regarding the proposal by the lone bidder. Numerous potential problems were identified and investigated May 4, 2012 Presentation to Fred, Tameka, Finance, and Legal. Decision to present facts to the Commission ASAP May 29, 2012 Presentation to Committee Attachment number 1 \nPage 5 of 5 Item # 21 Commission Meeting Agenda 6/5/2012 5:00 PM Request the Purchase of One K-9 Vehicle for the Richmond County Sheriff's Office-Narcotics Division Department:Fleet Management Caption:Motion to approve the purchase of one K-9 transport vehicle for the Richmond County Sheriff’s Office-Narcotics Division. (Approved by Finance Committee May 29, 2012). Background:The Richmond County Sheriff’s Office is requesting the purchase of one SUV type K-9 transport vehicle to replace a carrier automobile which is not sufficient for the user’s purpose. The sheriff is replacing the existing car with a more suitable mode of transport which will allow for the animal’s comfort as well as the necessary equipment for more efficient job support. The car will be moved within the department for a more useful purpose. Analysis:Fleet Management would like to utilize the Georgia State Contract bid program to purchase the vehicle. The Georgia State Contract low bid for this unit was awarded to Allan Vigil Ford of Morrow, Georgia. The state bid award number is SWC-90795-. We have attached the appropriate paperwork for your review. Financial Impact:The cost of the proposed K-9 vehicle is $27,471.00 outfitted and will be purchased through the Sheriff’s Drug/Canine Grant account. Alternatives:(1) Approve the request; (2) Disapprove the request Recommendation:Approve the request to purchase one K-9 transport vehicle Funds are Available in the Following Accounts: 273-03-2601/54.22110 REVIEWED AND APPROVED BY: Cover Memo Item # 22 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 22 Attachment number 1 \nPage 1 of 6 Item # 22 Attachment number 1 \nPage 2 of 6 Item # 22 Attachment number 1 \nPage 3 of 6 Item # 22 Attachment number 1 \nPage 4 of 6 Item # 22 Attachment number 1 \nPage 5 of 6 Item # 22 Attachment number 1 \nPage 6 of 6 Item # 22 Commission Meeting Agenda 6/5/2012 5:00 PM Request to Purchase 1 Automobile for the Augusta Finance Department-Fleet Management Division Department:Fleet Management Caption:Motion to approve the replacement of one (1) pool automobile for the Augusta Finance Department-Fleet Management Division. (Approved by Finance Committee May 29, 2012) Background:The Augusta Finance Department-Fleet Management Division would like to request the replacement of one the older pool automobiles. The vehicle, asset number 994263, is a 2000 year model with 115,356 miles and is in dire need of replacement. A part of the Fleet Management‘s departmental services, is to provide out of town transportation to various departments who may not otherwise have access to a vehicle. This particular vehicle is one of the units utilized for that purpose and has had several incidents where the driver was left stranded. The replacement of this vehicle would greatly assist in the reliability of Fleet Managements out of town travel automobiles and also offer a safer vehicle. Analysis:The new vehicle would be purchased through the Georgia Statewide Contract bid program, contract number SWC-90795, assuring the best pricing available throughout the state. Financial Impact:The vehicle will be purchased using the 2012 General Fund Capital Outlay funds. The cost of the new vehicle is $ 17,483.00. Alternatives:1. Approve the purchase of one (1) pool vehicle. 2. Do not approve the request. Recommendation:Approve the replacement of one pool vehicle for the Augusta Finance Department-Fleet Management Division. Funds are Available in the Following Accounts: 272-01-6440/54.22110 Cover Memo Item # 23 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 23 Attachment number 1 \nPage 1 of 6 Item # 23 Attachment number 1 \nPage 2 of 6 Item # 23 Attachment number 1 \nPage 3 of 6 Item # 23 Attachment number 1 \nPage 4 of 6 Item # 23 Attachment number 1 \nPage 5 of 6 Item # 23 Attachment number 1 \nPage 6 of 6 Item # 23 Commission Meeting Agenda 6/5/2012 5:00 PM Request to Purchase 3 Work Detail Vand for the Augusta Engineering Department-Maintenance Division Department:Fleet Management Caption:Motion to approve the replacement of three (3) work detail vans for the Engineering Department-Maintenance Division. (Approved by Finance Committee May 29, 2012) Background:The Augusta Engineering Department-Maintenance Division would like to request the replacement on three work detail vans, asset numbers 984161, a 1998 model, 994129, a 1999 model, and 994130, a 1999 model that are in excess of 10 years of age and are in dire need of replacement. They are proposing the purchase of the new vans to improve reliability in their assets and greatly reduce their maintenance costs. All vans meet required criteria for immediate replacement. We have attached the evaluation sheets for your review. Analysis:The new vans would be purchased through the Georgia Statewide Contract bid program, contract number S-90795-C5, assuring the best pricing available throughout the state. Financial Impact:The vehicles will be purchased using the General Fund Capital Outlay funds. The cost of the new vans is $ 28,311.00.each for a total of $84,933.00. Alternatives:1. Approve the purchase of three (3) work detail vans. 2. Do not approve the request. Recommendation:Approve the replacement of three work detail vans for the Augusta Engineering Department-Maintenance Division. Funds are Available in the Following Accounts: 272-01-6440/5422110 Cover Memo Item # 24 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 24 Attachment number 1 \nPage 1 of 7 Item # 24 Attachment number 1 \nPage 2 of 7 Item # 24 Attachment number 1 \nPage 3 of 7 Item # 24 Attachment number 1 \nPage 4 of 7 Item # 24 Attachment number 1 \nPage 5 of 7 Item # 24 Attachment number 1 \nPage 6 of 7 Item # 24 Attachment number 1 \nPage 7 of 7 Item # 24 Commission Meeting Agenda 6/5/2012 5:00 PM Request to Purchase 6 Inch Pump for Augusta Utilities Department-Construction and Maintenance Division Department:Fleet Management Caption:Motion to approve request from the Augusta Utilities Department-C&M Division to purchase one (1) six-inch bypass pump. (Approved by Finance Committee May 29, 2012) Background:The Augusta Utilities Department- Construction & Maintenance Division requests the purchase of one six-inch bypass pump to replace a 1998 unit, asset number 985028, which was recently disposed due to a major engine failure. It was deemed unfeasible to repair this unit due to other major ongoing problems as well and the total cost of repairs would have been well over half the cost of a new unit. Analysis:Fleet Management would like to utilize the Federal General Services Administration bid program to purchase the unit. The GSA low bid for this unit was awarded to Thompson Pump Company (bid award number GS-07F-0140V as indicated by the attached paperwork. Financial Impact:The unit will be purchased for $30,638.00 using the GMA Lease Program with 3 annual payments of $10,212.67 each. Alternatives:1. Approve the award to Thompson Pump Co., Inc. 2. Do not approve the request. Recommendation:Approve request to purchase the six-inch pump from Thompson Pump Co, Inc. Funds are Available in the Following Accounts: 631-00-0000/11.19114 REVIEWED AND APPROVED BY: Cover Memo Item # 25 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 25 Attachment number 1 \nPage 1 of 5 Item # 25 Attachment number 1 \nPage 2 of 5 Item # 25 Attachment number 1 \nPage 3 of 5 Item # 25 Attachment number 1 \nPage 4 of 5 Item # 25 Attachment number 1 \nPage 5 of 5 Item # 25 Commission Meeting Agenda 6/5/2012 5:00 PM Request to Purchase Dump Truck for Augusta Utilities Department-Construction and Maintenance Division Department:Fleet Management Caption:Motion to approve request from the Augusta Utilities Department-C&M Division to purchase one replacement dump truck, bid 11-107. (Approved by Finance Committee May 29, 2012) Background:The Augusta Utilities Department- Construction & Maintenance Division requests the purchase of one tandem dump truck to replace a 1998 model, asset number 984154, with extensive wear and tear. This vehicle meets all required commission approved criteria for replacement. The truck is becoming expensive to maintain and needs immediate replacement. Please see attached replacement data. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back with the following results: Bid 11-107 (1) Mays International Trucks = $96,989.00; (2) Advantage Truck Center = Non-Compliant Bid. Financial Impact:The unit will be purchased for a total of $96,989.00 using the GMA Lease Program with 3 annual payments of $32,329.67.. Alternatives:1. Approve truck purchase request from Yancey Trucks, Inc. (formerly Mays International Trucks, Inc) of Augusta, Georgia. 2. Do not approve the request. Recommendation:Approve request to purchase the dump truck from Yancey Trucks, Inc (formerly Mays International Trucks, Inc. Funds are Available in the Following Accounts: 631-00-0000/11.19114 Cover Memo Item # 26 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 26 Attachment number 1 \nPage 1 of 5 Item # 26 Attachment number 1 \nPage 2 of 5 Item # 26 Attachment number 1 \nPage 3 of 5 Item # 26 Attachment number 1 \nPage 4 of 5 Item # 26 Attachment number 1 \nPage 5 of 5 Item # 26 Invitation To Bid Sealed bids will be received at this office until 11:00 a.m. Thursday, March 31, 2011 for furnishing: Bid Item #11-105 Electric Manlift for Fleet Department Bid Item #11-106 Electric Forklift for Fleet Department Bid Item #11-107 Tandem Axle Dump Truck for Fleet Department 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 viewed on the Augusta Richmond County web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the 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 by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Monday, March 21, 2011 @ 5:00 P.M. 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. Funding for this project may include federal funds provided by the U. S. Department of Transportation (DOT) and/or other federal agencies. All DOT funded projects are subject to the requirements of 49 CFR Part 26. These requirements are mandatory and non-negotiable. Augusta enforces Disadvantage Business Enterprise (DBE) requirements and/or DBE goals set by Federal and/or State Agencies in accordance with State and Federal laws. Please be advised that the U. S. District Court for the Southern District of Georgia has entered on Order enjoining the Race-Based portion of Augusta, Georgia’s DBE Program. Thus, Augusta, Georgia does not have or operate a DBE, MBE or WBE Program for projects (or portions of projects) having Augusta, Georgia as the source of funding. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle February 24, March 3, 10, 17, 2011 Metro Courier March 2, 2011 cc: Tameka Allen Interim Deputy Administrator Ron Crowden Fleet Department Attachment number 2 \nPage 1 of 1 Item # 26 Vendors Attach. B Bidder's Form Year Brand Model Bid Price Delivery Date Base Price Opt Equip 9.1 Automatic Transmission Mays International 1357 Gordon Highway Augusta, GA 30901 YES YES 2012 International 7600 $109,495.35 $96,989.00 Reduced Price 90 to 120 days $117,536.07 $105,030.00 Reduced Price Advantage Truck Center 3880 Jeff Adams Drive Charlotte, NC 28206 Bid Item #11-107 Tandem Axle Dump Truck for the City of Augusta - Fleet Department Bid Opening Date: Thursday, March 31, 2011 @ 11:00 a.m. NON-COMPLIANT Missing E-Verify Number Missing Business License Number Attachment number 3 \nPage 1 of 1 Item # 26 Attachment number 4 \nPage 1 of 2 Item # 26 Attachment number 4 \nPage 2 of 2 Item # 26 Attachment number 5 \nPage 1 of 2 Item # 26 Attachment number 5 \nPage 2 of 2 Item # 26 Commission Meeting Agenda 6/5/2012 5:00 PM Request to Purchase Truck for Augusta Utilities Department-Administration/Engineering Division Department:Fleet Management Caption:Motion to approve request from the Augusta Utilities Department-Administration/Engineering Division to purchase one (1) replacement truck. (Approved by Finance Committee May 29, 2012) Background:The Augusta Utilities Department- Administration/Engineering Division requests the purchase of one pickup truck as a replacement for an older unit, asset number F00144, a 2001 model with excessive mileage and extensive wear and tear. This vehicle meets all required criteria for immediate replacement. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from various vendors with the following results: (A) Bid 11-180 – 6,000 GVW trucks – 5 Vendors replied with the following results: (1) Bobby Jones Ford = $23,834.00 each; (2) Allan Vigil Ford = $24,084.00 each; (3) Thomson Motor Centre = $24,316.00 each; (4) Team Ford = $25,141.00 each; (5) Hardy Chevrolet = $24,316.00 each Financial Impact:The truck will be purchased for $23,834.00 using the GMA Lease Program with 3 annual payments of $7,944.67. Alternatives:1. Approve the awards to Bobby Jones Ford of Augusta, Georgia. 2. Do not approve the request. Recommendation:Approve request to purchase the four trucks from Bobby Jones Ford. Funds are Available in the Following Accounts: 631-00-0000/11.19114 Cover Memo Item # 27 REVIEWED AND APPROVED BY: Finance Procurement Law Administrator Clerk of Commission Cover Memo Item # 27 Attachment number 1 \nPage 1 of 2 Item # 27 Attachment number 1 \nPage 2 of 2 Item # 27 Invitation To Bid Sealed bids will be received at this office until Friday, January 20, 2012 @ 11:00 a.m. for furnishing: Bid Item 11-180 6,000 GVW Pickup Truck for Fleet Management Bid Item 11-181 8,500 GVW Pickup Truck for Fleet Management 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 viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the 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 by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, January 3, 2012 @ 5:00 P.M. 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 an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. 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. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition 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 Augusta Chronicle December 8, 15, 22, 29, 2011 Metro Courier December 14, 2011 cc: Tameka Allen Deputy Administrator Ron Crowden Fleet Management Russell Sanders Fleet Management Revised: 8/15/2011 Attachment number 2 \nPage 1 of 1 Item # 27 Allan Vigil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Thomson Motor Cent 2158 Washington Rd. Thomson, GA 30824 Bobby Jones Ford PO Box 15398 Augusta, GA 30919 Hardy Chev Pontiac 1249 Charles Hardy Parkway Dallas, GA 30157 Team Ford of Marietta 869 Cobb Parkway Marietta, GA 30060 YES YES YES YES YES 94460 473314 117480 382278 21804 8 TO 10 WEEKS 8 TO 10 WEEKS 90 TO 120 DAYS ARO 60 TO 100 DAYS ARO 90 DAYS ARO 5.01 Full-Size Truck-Reg Cab $15,688.00 $17,916.00 $15,818.00 $17,162.00 $16,535.00 5.02 Full-Size Truck-Ext Cab $17,995.00 $19,480.00 $18,180.00 $19,393.00 $18,878.00 5.03 Full-Size Truck-Ext CabSW $18,891.00 $21,359.00 $19,036.00 $20,569.00 $19,784.00 5.04 Full-Size Truck-Ext Cab $21,891.00 $22,988.00 $21,960.00 $23,083.00 $22,606.00 5.05 Full-Size Truck-Crew Cab $21,986.00 $21,920.00 $22,481.00 $24,272.00 $24,398.00 5.06 Full-Size Truck-Crew Cab4 $24,794.00 $23,856.00 $25,339.00 $26,885.00 $27,188.00 5.07 Speed Control $187.00 INCLUDED $187.00 $200.00 $375.00 5.08 Tilit Steering Wheel STANDARD INCLUDED STANDARD INCLUDED STANDARD 5.09 Heavy Duty Cooling Pack STANDARD INCLUDED N/A INCLUDED N/A 5.10 Heavy Duty Electrical Pack STANDARD INCLUDED N/A INCLUDED N/A 5.11 Heavy Duty Suspension Pk STANDARD INCLUDED N/A INCLUDED N/A 5.12 Skid Plate Package 4X4 $133.00 $150.00 $133.00 $132.00 $135.00 5.13 Minimum 8 Foot Bed $285.00 $300.00 $272.00 $369.00 $275.00 5.14 Trailer Tow Package $311.00 INCLUDED $311.00 INCLUDED $315.00 6.01 Fire Extinguisher $47.00 N/A $46.00 $90.00 $100.00 6.02 Outlet Receptacle $45.00 N/A $43.00 $70.00 $80.00 6.03 Bedliner $325.00 $425.00 $300.00 $400.00 $450.00 6.04 Toolbox $300.00 $385.00 $240.00 $515.00 $500.00 6.05 Trailer Hitch $355.00 $368.00 $190.00 $275.00 $290.00 6.06 Trailer Wiring INCLUDED INCLUDED $25.00 $75.00 $80.00 6.07 Trailer Ball $25.00 $19.00 $10.00 $20.00 $25.00 6.08 Window Tint, Reg Cab $130.00 N/A $100.00 $70.00 INCLUDED 6.09 Window Tint, Ext Cab $150.00 N/A $115.00 $80.00 INCLUDED 6.10 Window Tint, Crew Cab $185.00 N/A $130.00 $90.00 INCLUDED 6.11 Safety Cone Holder $80.00 N/A $60.00 $105.00 $125.00 6.12 Safety Cones $110.00 N/A $180.00 $120.00 $135.00 7.01 Backup Alarm $55.00 N/A $50.00 $75.00 $85.00 7.02 Magnetic LED Light $350.00 N/A $325.00 $390.00 $500.00 7.03 LED Top Mount Light $472.00 N/A $421.00 $375.00 $500.00 Attachment B E-Verify Number Delivery Time Bid Item #11-180 6000 GVW Pickup Truck for Augusta, Georgia - Fleet Department Bid Opening Date: Friday, January 20, 2012 @ 11:00 a.m. Vendors 7.00 Alert Warning Systems 5.00 Vehicle/Options Required 6.00 Outfitter's Specialty Items Page 1 of 1 Attachment number 3 \nPage 1 of 1 Item # 27 FIACE DEPARTMET Donna B. Williams, CGFM Ron Crowden Director Fleet Manager MEMORADUM TO: MS. GERI SAMS FROM: RO CROWDE SUBJECT: BID AWARD REQUESTS-VARIOUS DATE: APRIL 26, 2012 Fleet Management would like to request the award of bids as follows: Bid 11-176, which opened on January 10, 2012, to Bobby Jones Ford for the attached application: Bid 11-180 and which opened on January 20, 2012 at 11:00 am, to be awarded to Bobby Jones Ford per the attached application; Bid 11-181which opened on January 20, 2012 to be awarded to Bobby Jones Ford through the Local Vendor Preference Program per the attached application. Please let us know when the vendor paperwork is completed on these awards so that we may move forward with the purchases. If you have any questions or concerns, please contact me. Best Personal Regards, Ron Crowden Fleet Manager Attachment number 4 \nPage 1 of 2 Item # 27 FIACE DEPARTMET Donna B. Williams, CGFM Ron Crowden Director Fleet Manager Attachment number 4 \nPage 2 of 2 Item # 27 Attachment number 5 \nPage 1 of 3 Item # 27 Attachment number 5 \nPage 2 of 3 Item # 27 Attachment number 5 \nPage 3 of 3 Item # 27 Commission Meeting Agenda 6/5/2012 5:00 PM Request to Purchase Truck for Augusta Utilities Department-Water Production Division Department:Fleet Management Caption:Motion to approve request from the Augusta Utilities Department-Water Production Division to purchase one (1) replacement truck. (Approved by Finance Committee May 29, 2012) Background:The Augusta Utilities Department-Water Production Division requests the purchase of one pickup truck as a replacement for an older unit, asset number 203190, a 2003 model with excessive mileage and extensive wear and tear. This vehicle meets all required commission criteria for immediate replacement. Please see data attachment. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from various vendors with the following results: (A) Bid 11-180 – 6,000 GVW trucks – 5 Vendors replied with the following results: (1) Bobby Jones Ford = $16,975.00 each; (2) Allan Vigil Ford = $17,017.00 each; (3) Thomson Motor Centre = $18,726.00 each; (4) Team Ford = $18,170.00 each; (5) Hardy Chevrolet = $18,192.00 each Financial Impact:The truck will be purchased for $16,975.00 using the GMA Lease Program with 3 annual payments of $5,658.33. Alternatives:1. Approve the awards to Bobby Jones Ford of Augusta, Georgia. 2. Do not approve the request. Recommendation:Approve request to purchase truck from Bobby Jones Ford. Funds are Available in the Following Accounts: 631-00-0000/11.19114 Cover Memo Item # 28 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 28 Attachment number 1 \nPage 1 of 2 Item # 28 Attachment number 1 \nPage 2 of 2 Item # 28 Invitation To Bid Sealed bids will be received at this office until Friday, January 20, 2012 @ 11:00 a.m. for furnishing: Bid Item 11-180 6,000 GVW Pickup Truck for Fleet Management Bid Item 11-181 8,500 GVW Pickup Truck for Fleet Management 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 viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the 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 by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, January 3, 2012 @ 5:00 P.M. 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 an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. 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. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition 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 Augusta Chronicle December 8, 15, 22, 29, 2011 Metro Courier December 14, 2011 cc: Tameka Allen Deputy Administrator Ron Crowden Fleet Management Russell Sanders Fleet Management Revised: 8/15/2011 Attachment number 2 \nPage 1 of 1 Item # 28 Allan Vigil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Thomson Motor Cent 2158 Washington Rd. Thomson, GA 30824 Bobby Jones Ford PO Box 15398 Augusta, GA 30919 Hardy Chev Pontiac 1249 Charles Hardy Parkway Dallas, GA 30157 Team Ford of Marietta 869 Cobb Parkway Marietta, GA 30060 YES YES YES YES YES 94460 473314 117480 382278 21804 8 TO 10 WEEKS 8 TO 10 WEEKS 90 TO 120 DAYS ARO 60 TO 100 DAYS ARO 90 DAYS ARO 5.01 Full-Size Truck-Reg Cab $15,688.00 $17,916.00 $15,818.00 $17,162.00 $16,535.00 5.02 Full-Size Truck-Ext Cab $17,995.00 $19,480.00 $18,180.00 $19,393.00 $18,878.00 5.03 Full-Size Truck-Ext CabSW $18,891.00 $21,359.00 $19,036.00 $20,569.00 $19,784.00 5.04 Full-Size Truck-Ext Cab $21,891.00 $22,988.00 $21,960.00 $23,083.00 $22,606.00 5.05 Full-Size Truck-Crew Cab $21,986.00 $21,920.00 $22,481.00 $24,272.00 $24,398.00 5.06 Full-Size Truck-Crew Cab4 $24,794.00 $23,856.00 $25,339.00 $26,885.00 $27,188.00 5.07 Speed Control $187.00 INCLUDED $187.00 $200.00 $375.00 5.08 Tilit Steering Wheel STANDARD INCLUDED STANDARD INCLUDED STANDARD 5.09 Heavy Duty Cooling Pack STANDARD INCLUDED N/A INCLUDED N/A 5.10 Heavy Duty Electrical Pack STANDARD INCLUDED N/A INCLUDED N/A 5.11 Heavy Duty Suspension Pk STANDARD INCLUDED N/A INCLUDED N/A 5.12 Skid Plate Package 4X4 $133.00 $150.00 $133.00 $132.00 $135.00 5.13 Minimum 8 Foot Bed $285.00 $300.00 $272.00 $369.00 $275.00 5.14 Trailer Tow Package $311.00 INCLUDED $311.00 INCLUDED $315.00 6.01 Fire Extinguisher $47.00 N/A $46.00 $90.00 $100.00 6.02 Outlet Receptacle $45.00 N/A $43.00 $70.00 $80.00 6.03 Bedliner $325.00 $425.00 $300.00 $400.00 $450.00 6.04 Toolbox $300.00 $385.00 $240.00 $515.00 $500.00 6.05 Trailer Hitch $355.00 $368.00 $190.00 $275.00 $290.00 6.06 Trailer Wiring INCLUDED INCLUDED $25.00 $75.00 $80.00 6.07 Trailer Ball $25.00 $19.00 $10.00 $20.00 $25.00 6.08 Window Tint, Reg Cab $130.00 N/A $100.00 $70.00 INCLUDED 6.09 Window Tint, Ext Cab $150.00 N/A $115.00 $80.00 INCLUDED 6.10 Window Tint, Crew Cab $185.00 N/A $130.00 $90.00 INCLUDED 6.11 Safety Cone Holder $80.00 N/A $60.00 $105.00 $125.00 6.12 Safety Cones $110.00 N/A $180.00 $120.00 $135.00 7.01 Backup Alarm $55.00 N/A $50.00 $75.00 $85.00 7.02 Magnetic LED Light $350.00 N/A $325.00 $390.00 $500.00 7.03 LED Top Mount Light $472.00 N/A $421.00 $375.00 $500.00 Attachment B E-Verify Number Delivery Time Bid Item #11-180 6000 GVW Pickup Truck for Augusta, Georgia - Fleet Department Bid Opening Date: Friday, January 20, 2012 @ 11:00 a.m. Vendors 7.00 Alert Warning Systems 5.00 Vehicle/Options Required 6.00 Outfitter's Specialty Items Page 1 of 1 Attachment number 3 \nPage 1 of 1 Item # 28 FIACE DEPARTMET Donna B. Williams, CGFM Ron Crowden Director Fleet Manager MEMORADUM TO: MS. GERI SAMS FROM: RO CROWDE SUBJECT: BID AWARD REQUESTS-VARIOUS DATE: APRIL 26, 2012 Fleet Management would like to request the award of bids as follows: Bid 11-176, which opened on January 10, 2012, to Bobby Jones Ford for the attached application: Bid 11-180 and which opened on January 20, 2012 at 11:00 am, to be awarded to Bobby Jones Ford per the attached application; Bid 11-181which opened on January 20, 2012 to be awarded to Bobby Jones Ford through the Local Vendor Preference Program per the attached application. Please let us know when the vendor paperwork is completed on these awards so that we may move forward with the purchases. If you have any questions or concerns, please contact me. Best Personal Regards, Ron Crowden Fleet Manager Attachment number 4 \nPage 1 of 2 Item # 28 FIACE DEPARTMET Donna B. Williams, CGFM Ron Crowden Director Fleet Manager Attachment number 4 \nPage 2 of 2 Item # 28 Attachment number 5 \nPage 1 of 3 Item # 28 Attachment number 5 \nPage 2 of 3 Item # 28 Attachment number 5 \nPage 3 of 3 Item # 28 Commission Meeting Agenda 6/5/2012 5:00 PM Request to Purchase Trucks for Augusta Recreation Department Department:Fleet Management Caption:Motion to approve request from Fleet Management to purchase three (3) replacement pickup trucks for the Augusta Recreation Department. (Approved by Finance Committee May 29, 2012) Background:Fleet Management requests the purchase of three pickups as a replacement for three older units, asset numbers 930323, a 1994 model, 940269, a 1995 model; and 994165, a 1999 model. All trucks have extensive wear and tear and meet all required commission criteria for immediate replacement per attached documents. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from various vendors with the following results: (A) Bid 11-180 – 6,000 GVW trucks – 5 Vendors replied with the following results: (1) Bobby Jones Ford = $16,975.00 each; (2) Allan Vigil Ford = $17,017.00 each; (3) Thomson Motor Centre = $18,726.00 each; (4) Team Ford = $18,170.00 each; (5) Hardy Chevrolet = $18,192.00 each (B) Bid 11-181 – 8,500 GVW Trucks – Allan Vigil Ford =$22,861.00 each; Bobby Jones Ford = $22,928.00 each; Hardy Chevrolet = $24,092.00 each; Team Ford = $24,946.00 each; NOTE: Bobby Jones Ford has opted to utilize the Local Vendor Program to match the low bid. Financial Impact:The units will be purchased for a total of $62,697.00 using General Fund-Capital Outlay funds designated for vehicle and equipment replacement. Alternatives:1. Approve the awards to Bobby Jones Ford of Augusta, Georgia. 2. Do not approve the request. Recommendation:Approve request to purchase the trucks from Bobby Jones FordCover Memo Item # 29 Funds are Available in the Following Accounts: 272-01-6440/54.22110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 29 Attachment number 1 \nPage 1 of 5 Item # 29 Attachment number 1 \nPage 2 of 5 Item # 29 Attachment number 1 \nPage 3 of 5 Item # 29 Attachment number 1 \nPage 4 of 5 Item # 29 Attachment number 1 \nPage 5 of 5 Item # 29 Invitation To Bid Sealed bids will be received at this office until Friday, January 20, 2012 @ 11:00 a.m. for furnishing: Bid Item 11-180 6,000 GVW Pickup Truck for Fleet Management Bid Item 11-181 8,500 GVW Pickup Truck for Fleet Management 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 viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the 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 by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, January 3, 2012 @ 5:00 P.M. 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 an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. 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. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition 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 Augusta Chronicle December 8, 15, 22, 29, 2011 Metro Courier December 14, 2011 cc: Tameka Allen Deputy Administrator Ron Crowden Fleet Management Russell Sanders Fleet Management Revised: 8/15/2011 Attachment number 2 \nPage 1 of 1 Item # 29 Allan Vigil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Thomson Motor Cent 2158 Washington Rd. Thomson, GA 30824 Bobby Jones Ford PO Box 15398 Augusta, GA 30919 Hardy Chev Pontiac 1249 Charles Hardy Parkway Dallas, GA 30157 Team Ford of Marietta 869 Cobb Parkway Marietta, GA 30060 YES YES YES YES YES 94460 473314 117480 382278 21804 8 TO 10 WEEKS 8 TO 10 WEEKS 90 TO 120 DAYS ARO 60 TO 100 DAYS ARO 90 DAYS ARO 5.01 Full-Size Truck-Reg Cab $15,688.00 $17,916.00 $15,818.00 $17,162.00 $16,535.00 5.02 Full-Size Truck-Ext Cab $17,995.00 $19,480.00 $18,180.00 $19,393.00 $18,878.00 5.03 Full-Size Truck-Ext CabSW $18,891.00 $21,359.00 $19,036.00 $20,569.00 $19,784.00 5.04 Full-Size Truck-Ext Cab $21,891.00 $22,988.00 $21,960.00 $23,083.00 $22,606.00 5.05 Full-Size Truck-Crew Cab $21,986.00 $21,920.00 $22,481.00 $24,272.00 $24,398.00 5.06 Full-Size Truck-Crew Cab4 $24,794.00 $23,856.00 $25,339.00 $26,885.00 $27,188.00 5.07 Speed Control $187.00 INCLUDED $187.00 $200.00 $375.00 5.08 Tilit Steering Wheel STANDARD INCLUDED STANDARD INCLUDED STANDARD 5.09 Heavy Duty Cooling Pack STANDARD INCLUDED N/A INCLUDED N/A 5.10 Heavy Duty Electrical Pack STANDARD INCLUDED N/A INCLUDED N/A 5.11 Heavy Duty Suspension Pk STANDARD INCLUDED N/A INCLUDED N/A 5.12 Skid Plate Package 4X4 $133.00 $150.00 $133.00 $132.00 $135.00 5.13 Minimum 8 Foot Bed $285.00 $300.00 $272.00 $369.00 $275.00 5.14 Trailer Tow Package $311.00 INCLUDED $311.00 INCLUDED $315.00 6.01 Fire Extinguisher $47.00 N/A $46.00 $90.00 $100.00 6.02 Outlet Receptacle $45.00 N/A $43.00 $70.00 $80.00 6.03 Bedliner $325.00 $425.00 $300.00 $400.00 $450.00 6.04 Toolbox $300.00 $385.00 $240.00 $515.00 $500.00 6.05 Trailer Hitch $355.00 $368.00 $190.00 $275.00 $290.00 6.06 Trailer Wiring INCLUDED INCLUDED $25.00 $75.00 $80.00 6.07 Trailer Ball $25.00 $19.00 $10.00 $20.00 $25.00 6.08 Window Tint, Reg Cab $130.00 N/A $100.00 $70.00 INCLUDED 6.09 Window Tint, Ext Cab $150.00 N/A $115.00 $80.00 INCLUDED 6.10 Window Tint, Crew Cab $185.00 N/A $130.00 $90.00 INCLUDED 6.11 Safety Cone Holder $80.00 N/A $60.00 $105.00 $125.00 6.12 Safety Cones $110.00 N/A $180.00 $120.00 $135.00 7.01 Backup Alarm $55.00 N/A $50.00 $75.00 $85.00 7.02 Magnetic LED Light $350.00 N/A $325.00 $390.00 $500.00 7.03 LED Top Mount Light $472.00 N/A $421.00 $375.00 $500.00 Attachment B E-Verify Number Delivery Time Bid Item #11-180 6000 GVW Pickup Truck for Augusta, Georgia - Fleet Department Bid Opening Date: Friday, January 20, 2012 @ 11:00 a.m. Vendors 7.00 Alert Warning Systems 5.00 Vehicle/Options Required 6.00 Outfitter's Specialty Items Page 1 of 1 Attachment number 3 \nPage 1 of 1 Item # 29 Attachment number 4 \nPage 1 of 1 Item # 29 Attachment number 5 \nPage 1 of 3 Item # 29 Attachment number 5 \nPage 2 of 3 Item # 29 Attachment number 5 \nPage 3 of 3 Item # 29 Commission Meeting Agenda 6/5/2012 5:00 PM Request to Purchase Trucks for Augusta Utilities Department-Construction and Maintenance Division Department: Caption:Motion to approve request from the Augusta Utilities Department-C&M Division to purchase five (5) replacement pickup trucks. (Approved by Finance Committee May 29, 2012) Background:The Augusta Utilities Department-Construction & Maintenance Division requests the purchase of three full size pickups to replace three older models, asset numbers 984152, a 1998 model; 994188, a 1999 model; and F00093, a 2001 model. The department would also like to replace two older crew work trucks, asset numbers F00254 and F00255, both 2002 models with extensive wear and tear. These vehicles meet all required commission approved criteria for replacement. The trucks are becoming very expensive to maintain and are unreliable transportation creating potential timely down time problems. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back with the following results: (A) Bid 11-176 – 17,500 GVW Trucks - 4 vendors with the following results: (1) Bobby Jones Ford = $52,331.00 each; (2) Family Ford. = $52,707.00 each; Auto Nation = $53,889.00 each; Allan Vigil Ford= $56,016.00 each. (B) Bid 11-180 – 6,000 GVW trucks – 5 Vendors replied with the following results: (1) Bobby Jones Ford = $20,734.00 each; (2) Allan Vigil Ford = $20,906.00 each; (3) Thomson Motor Centre = Bid Incomplete; (4) Team Ford = $22,104.00 each; (5) Hardy Chevrolet = $22,454.00 each Financial Impact:The units will be purchased for a total of $166,864.00 using the GMA Lease Program with 3 annual payments of $55,621. Alternatives:1. Approve truck purchase request from Bobby Jones Ford of Augusta, Georgia. 2. Do not approve the request. Recommendation:Approve request to purchase five trucks from Bobby Jones FordCover Memo Item # 30 Funds are Available in the Following Accounts: 631-00-0000-11-19114 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 30 Attachment number 1 \nPage 1 of 7 Item # 30 Attachment number 1 \nPage 2 of 7 Item # 30 Attachment number 1 \nPage 3 of 7 Item # 30 Attachment number 1 \nPage 4 of 7 Item # 30 Attachment number 1 \nPage 5 of 7 Item # 30 Attachment number 1 \nPage 6 of 7 Item # 30 Attachment number 1 \nPage 7 of 7 Item # 30 Invitation To Bid Sealed bids will be received at this office until Tuesday, January 10, 2012 @ 11:00 a.m. for furnishing: Bid Item 11-175 10,000 GVW Series Pickup Truck for Fleet Management Bid Item 11-176 17,500 GVW Series Pickup Truck for Fleet Management 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 viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the 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 by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, December 27, 2011 @ 5:00 P.M. 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 an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. 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. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition 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 Augusta Chronicle December 1, 8, 15, 22, 2011 Metro Courier December 7, 2011 cc: Tameka Allen Deputy Administrator Ron Crowden Fleet Management Russell Sanders Fleet Management Revised: 8/15/2011 Attachment number 2 \nPage 1 of 1 Item # 30 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Team Ford Of Marietta 869 Cobb Parkway SE Marietta, GA 30060 Family Ford, Inc 1255 Charles Hardy Pkwy Dallas, GA 30157 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Attachment B Yes Yes Yes Yes E-Verify #117480 21804 382274 94460 Year 2012 2012 2012 2012 Brand Ford Ford Ford Ford Model F-550 F-550 F-550 F-550 Delivery Date 3 to 5 Months ARO 90 to 150 Days ARO Depends on ftermarket equip 16 to 20 weeks ARO 90 to 120 Days Exceptions oted Exceptions oted Exceptions oted 5.01 $32,991.00 19 Inch Tires $33,179.00 $32,247.00 18,000 lbs $32,990.00 5.02 $36,268.00 $36,406.00 $35,474.00 18,000 lbs $36,478.00 5.03 $35,042.00 $35,160.00 + $30.00 for extra key $34,243.00 18,000 lbs $35,156.00 5.04 $38,346.00 $38,539.00 Inc (4) Traction Tires - Rear& (2) All Season on Front Opt Spare (incl) All Season $37,445.00 18,000 lbs - 4 wheel ABS $38,595.00 5.05 $35,842.00 $35,960.00 $35,018.00 18,000 lbs - 4 wheel ABS $35,971.00 5.06 $39,221.00 $39,339.00 Inc (4) Traction Tires - Rear& (2) All Season on Front Opt Spare (incl) All Season $38,245.00 18,000 lbs - 4 wheel ABS $39,495.00 5.07 -$6,371.00 -$5,800.00 standard -$6,000.00 5.08 $299.00 $299.00 $299.00 $324.00 5.09 standard n/a standard standard 5.10 standard $315.00 (67A) Dual AH (357) amp)standard standard 5.11 n/a $104.00 67H or 67X standard $104.00 5.12 n/a n/a n/a n/a 5.13 $959.00 $959.00 (68M) 19,500 GVW $959.00 19,500 lbs $1,250.00 5.14 standard standard standard standard 5.15 standard standard standard standard 5.16 $195.00 $494.00 Tilt Std (96V) XL Valve Pkg AM-FM/ SingleCD/MP3 Spd Cntl $195.00 $195.00 5.17 $83.00 $83.00 (4IP) Transfer Case Only Super Cab & Crew Cab Only $83.00 $83.00 5.18 $232.00 $232.00 62R $232.00 $232.00 6.01 $46.00 $100.00 $90.00 $105.00 6.02 $43.00 $80.00 $70.00 $62.00 Bid #11-176 17,500 GVW Series Pickup Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, January 10, 2012 at 11:00 a.m. 6.00 Outfitter's Speciality Items 5.00 Vehicle/Options Required Page 1 of 2 Attachment number 3 \nPage 1 of 2 Item # 30 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Team Ford Of Marietta 869 Cobb Parkway SE Marietta, GA 30060 Family Ford, Inc 1255 Charles Hardy Pkwy Dallas, GA 30157 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Bid #11-176 17,500 GVW Series Pickup Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, January 10, 2012 at 11:00 a.m. 6.03 $120.00 $191.00 (52B) Factory Option $191.00 $191.00 6.04 $6,500.00 $8,200.00 $7,950.00 $7,590.00 6.05A $8,800.00 $9,950.00 Crane Not turntable mounted $9,700.00 $9,145.00 6.05B $8,600.00 $8,350.00 14' Lift w/360° Power Rotat $8,100.00 14" Lift $10,485.00 Venturo E T8K 6.06 $428.00 $400.00 $375.00 $450.00 6.07 $4,871.00 $3,800.00 $3,700.00 $6,350.00 6.08 $450.00 $300.00 $290.00 $400.00 6.09 $365.00 $300.00 $290.00 $400.00 6.10 $4,500.00 $6,900.00 $6,700.00 $4,580.00 6.11 $2,385.00 $2,750.00 $2,650.00 $2,125.00 6.12 $240.00 n/a Ford does not want these installed - Voids warranty $425.00 $380.00 6.13 $480.00 n/a Ford does not want these installed - Voids warranty $850.00 $750.00 6.14 $240.00 $550.00 $515.00 $375.00 6.15 $240.00 $290.00 $285.00 $225.00 6.16 $25.00 $80.00 $75.00 $70.00 6.17 $10.00 $25.00 $20.00 $85.00 6.18 $120.00 $450.00 $425.00 $170.00 6.19 $125.00 $450.00 $425.00 $400.00 6.20 $240.00 $280.00 $270.00 $285.00 6.21 n/a $9.00 $10.00 $60.00 6.22 $100.00 $200.00 $125.00 $130.00 6.23 $115.00 $280.00 $160.00 $150.00 6.24 $130.00 $280.00 $180.00 $185.00 6.25 $80.00 $115.00 $105.00 $165.00 6.26 $110.00 $130.00 $120.00 $120.00 7.01 $50.00 $85.00 $75.00 $75.00 7.02 $325.00 $420.00 $390.00 $550.00 7.03 $421.00 $450.00 $425.00 $495.00 7.04 $595.00 $675.00 $625.00 $900.00 7.05 $1,190.00 $1,450.00 $1,250.00 $900.00 7.00 Alert Warning Systems Page 2 of 2 Attachment number 3 \nPage 2 of 2 Item # 30 FIACE DEPARTMET Donna B. Williams, CGFM Ron Crowden Director Fleet Manager MEMORADUM TO: MS. GERI SAMS FROM: RO CROWDE SUBJECT: BID AWARD REQUESTS-VARIOUS DATE: APRIL 26, 2012 Fleet Management would like to request the award of bids as follows: Bid 11-176, which opened on January 10, 2012, to Bobby Jones Ford for the attached application: Bid 11-180 and which opened on January 20, 2012 at 11:00 am, to be awarded to Bobby Jones Ford per the attached application; Bid 11-181which opened on January 20, 2012 to be awarded to Bobby Jones Ford through the Local Vendor Preference Program per the attached application. Please let us know when the vendor paperwork is completed on these awards so that we may move forward with the purchases. If you have any questions or concerns, please contact me. Best Personal Regards, Ron Crowden Fleet Manager Attachment number 4 \nPage 1 of 2 Item # 30 FIACE DEPARTMET Donna B. Williams, CGFM Ron Crowden Director Fleet Manager Attachment number 4 \nPage 2 of 2 Item # 30 Attachment number 5 \nPage 1 of 3 Item # 30 Attachment number 5 \nPage 2 of 3 Item # 30 Attachment number 5 \nPage 3 of 3 Item # 30 Commission Meeting Agenda 6/5/2012 5:00 PM Request to Purchase Trucks for Augusta Utilities Department-Customer Service Division Department: Caption:Motion to approve request from the Augusta Utilities Department-Customer Service Division to purchase four (4) replacement trucks. (Approved by Finance Committee May 29, 2012) Background:The Augusta Utilities Department- Customer Service Division requests the purchase of four pickups as a replacement for four older units, asset numbers F00099, a 2001 model, 204053, a 2004 model; 204056, a 2004 model; and F02315, a 2003 model. All trucks have high mileage and extensive wear and tear and meet all required commission criteria for replacement. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from various vendors with the following results: (A) Bid 11-180 – 6,000 GVW trucks – 5 Vendors replied with the following results: (1) Bobby Jones Ford = $16,975.00 each; (2) Allan Vigil Ford = $17,017.00 each; (3) Thomson Motor Centre = $18,726.00 each; (4) Team Ford = $18,170.00 each; (5) Hardy Chevrolet = $18,192.00 each (B) Bid 11-181 – 8,500 GVW Trucks – Allan Vigil Ford =$22,861.00 each; Bobby Jones Ford = $22,928.00 each; Hardy Chevrolet = $24,092.00 each; Team Ford = $24,946.00 each; NOTE: Bobby Jones Ford has opted to utilize the Local Vendor Program to match the low bid. Financial Impact:The units will be purchased for a total of $73,786.00 using the GMA Lease Program with 3 annual payments of $24,595.33. Alternatives:1. Approve the awards to Bobby Jones Ford of Augusta, Georgia. 2. Do not approve the request. Recommendation:Approve request to purchase the four trucks from Bobby Jones Ford Cover Memo Item # 31 Funds are Available in the Following Accounts: 631-00-0000/11.19114 REVIEWED AND APPROVED BY: Finance Procurement Law. Administrator Clerk of Commission Cover Memo Item # 31 Attachment number 1 \nPage 1 of 6 Item # 31 Attachment number 1 \nPage 2 of 6 Item # 31 Attachment number 1 \nPage 3 of 6 Item # 31 Attachment number 1 \nPage 4 of 6 Item # 31 Attachment number 1 \nPage 5 of 6 Item # 31 Attachment number 1 \nPage 6 of 6 Item # 31 Invitation To Bid Sealed bids will be received at this office until Friday, January 20, 2012 @ 11:00 a.m. for furnishing: Bid Item 11-180 6,000 GVW Pickup Truck for Fleet Management Bid Item 11-181 8,500 GVW Pickup Truck for Fleet Management 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 viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the 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 by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, January 3, 2012 @ 5:00 P.M. 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 an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. 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. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition 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 Augusta Chronicle December 8, 15, 22, 29, 2011 Metro Courier December 14, 2011 cc: Tameka Allen Deputy Administrator Ron Crowden Fleet Management Russell Sanders Fleet Management Revised: 8/15/2011 Attachment number 2 \nPage 1 of 1 Item # 31 Allan Vigil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Thomson Motor Cent 2158 Washington Rd. Thomson, GA 30824 Bobby Jones Ford PO Box 15398 Augusta, GA 30919 Hardy Chev Pontiac 1249 Charles Hardy Parkway Dallas, GA 30157 Team Ford of Marietta 869 Cobb Parkway Marietta, GA 30060 YES YES YES YES YES 94460 473314 117480 382278 21804 8 TO 10 WEEKS 8 TO 10 WEEKS 90 TO 120 DAYS ARO 60 TO 100 DAYS ARO 90 DAYS ARO 5.01 Full-Size Truck-Reg Cab $15,688.00 $17,916.00 $15,818.00 $17,162.00 $16,535.00 5.02 Full-Size Truck-Ext Cab $17,995.00 $19,480.00 $18,180.00 $19,393.00 $18,878.00 5.03 Full-Size Truck-Ext CabSW $18,891.00 $21,359.00 $19,036.00 $20,569.00 $19,784.00 5.04 Full-Size Truck-Ext Cab $21,891.00 $22,988.00 $21,960.00 $23,083.00 $22,606.00 5.05 Full-Size Truck-Crew Cab $21,986.00 $21,920.00 $22,481.00 $24,272.00 $24,398.00 5.06 Full-Size Truck-Crew Cab4 $24,794.00 $23,856.00 $25,339.00 $26,885.00 $27,188.00 5.07 Speed Control $187.00 INCLUDED $187.00 $200.00 $375.00 5.08 Tilit Steering Wheel STANDARD INCLUDED STANDARD INCLUDED STANDARD 5.09 Heavy Duty Cooling Pack STANDARD INCLUDED N/A INCLUDED N/A 5.10 Heavy Duty Electrical Pack STANDARD INCLUDED N/A INCLUDED N/A 5.11 Heavy Duty Suspension Pk STANDARD INCLUDED N/A INCLUDED N/A 5.12 Skid Plate Package 4X4 $133.00 $150.00 $133.00 $132.00 $135.00 5.13 Minimum 8 Foot Bed $285.00 $300.00 $272.00 $369.00 $275.00 5.14 Trailer Tow Package $311.00 INCLUDED $311.00 INCLUDED $315.00 6.01 Fire Extinguisher $47.00 N/A $46.00 $90.00 $100.00 6.02 Outlet Receptacle $45.00 N/A $43.00 $70.00 $80.00 6.03 Bedliner $325.00 $425.00 $300.00 $400.00 $450.00 6.04 Toolbox $300.00 $385.00 $240.00 $515.00 $500.00 6.05 Trailer Hitch $355.00 $368.00 $190.00 $275.00 $290.00 6.06 Trailer Wiring INCLUDED INCLUDED $25.00 $75.00 $80.00 6.07 Trailer Ball $25.00 $19.00 $10.00 $20.00 $25.00 6.08 Window Tint, Reg Cab $130.00 N/A $100.00 $70.00 INCLUDED 6.09 Window Tint, Ext Cab $150.00 N/A $115.00 $80.00 INCLUDED 6.10 Window Tint, Crew Cab $185.00 N/A $130.00 $90.00 INCLUDED 6.11 Safety Cone Holder $80.00 N/A $60.00 $105.00 $125.00 6.12 Safety Cones $110.00 N/A $180.00 $120.00 $135.00 7.01 Backup Alarm $55.00 N/A $50.00 $75.00 $85.00 7.02 Magnetic LED Light $350.00 N/A $325.00 $390.00 $500.00 7.03 LED Top Mount Light $472.00 N/A $421.00 $375.00 $500.00 Attachment B E-Verify Number Delivery Time Bid Item #11-180 6000 GVW Pickup Truck for Augusta, Georgia - Fleet Department Bid Opening Date: Friday, January 20, 2012 @ 11:00 a.m. Vendors 7.00 Alert Warning Systems 5.00 Vehicle/Options Required 6.00 Outfitter's Specialty Items Page 1 of 1 Attachment number 3 \nPage 1 of 1 Item # 31 Attachment number 4 \nPage 1 of 3 Item # 31 Attachment number 4 \nPage 2 of 3 Item # 31 Attachment number 4 \nPage 3 of 3 Item # 31 Attachment number 5 \nPage 1 of 1 Item # 31 Commission Meeting Agenda 6/5/2012 5:00 PM 11-134Broad Street Bridge – Off Ramp to Washington Road over Raes Creek Department:Abie L. Ladson, PE, CPESC, Director Caption:Motion to award Design Consultant Services Agreement to Civil Services, Inc. in the amount of 148,823.88 for Broad Street Bridge (Off Ramp to Washington Road over Raes Creek). This Project will be funded through SPLOST PHASE VI for the Engineering Department. (Approved by Engineering Services Committee May 29, 2012) Background:The Broad Street Bridge – off ramp to Washington Rd. over Raes Creek structure is in need of major repair and maintenance. It requires painting, sidewalk repairs, expansion joint repairs, lighting repairs, sub-structure and super-structure repairs, barrier repairs, and restoring the historical significance and aesthetics of the structure. Services will consist of a bridge study/report, preliminary and final construction plans, construction contract documents, construction cost and schedule, life cycle cost analyses, field surveys, and construction observation. Analysis:On July 12, 2011, the following firms submitted RFPs and were evaluated based on qualifications, project approach, experience, and schedule: 1. Civil Services, Inc. 2. Cranston Engineering 3. T.Y. Lin International 4. R S & H 5. Moreland Altobelli Associates, Inc. Once the RFPs were evaluated, the three highest scored firms were scheduled for interviews on Augusta 22, 2011. Civil Services, Inc. was selected based on the evaluation procedures used for this project. Financial Impact:Funds are available in SPLOST PHASE VI account number 328- 041110 5212115/211828012-5212115 upon Commission approval. Alternatives:1. Award Design Consultant Services Agreement to Civil Services, Inc. in the amount of 148,823.88 for Broad Street Bridge (Off Ramp to Washington Road over Raes Creek). This Project will be funded through SPLOST PHASE VI for the Engineering Department. 2. Do not approve and cancel project. Cover Memo Item # 32 Recommendation:Approve alternative number one. Funds are Available in the Following Accounts: 328-041110-5212115/211828012-5212115 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 32 Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby amended: Section 1: The project change is authorized to CPB# 328-041110-211828012 Broad Street Bridge -Off Ramp to Washington Rd over Raes Creek to award Design Consultant Services to Civil Services, Inc in the amount of $148,823.88. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase VI 150,000$ 150,000$ Section 3: The following amounts are appropriated for the project: By Basin By District Raes Creek $150,000 3rd 150,000$ Section 4: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Fred Russell, Administrator CAPITAL PROJECT BUDGET GENERAL BRIDGE REHAB & MAINTENANCE Bid Item 11-134 CPB#328-041110-211828012 Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks 5.15.2012 Attachment number 1 \nPage 1 of 2 Item # 32 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET GENERAL BRIDGE REHAB & MAINTENANCE Bid Item 11-134 CPB#328-041110-211828012 CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB CHANGE CPB SPECIAL 1% SALES TAX, PHASE VI 328-041110-6011110-211828012 ($150,000)($150,000) TOTAL SOURCES: ($150,000)($150,000) USE OF FUNDS ENGINEERING 328-041110-5212115-211828012 $150,000 $150,000 TOTAL USES: $150,000 $150,000 5.15.2012 Attachment number 1 \nPage 2 of 2 Item # 32 Attachment number 2 \nPage 1 of 13 Item # 32 Attachment number 2 \nPage 2 of 13 Item # 32 Attachment number 2 \nPage 3 of 13 Item # 32 Attachment number 2 \nPage 4 of 13 Item # 32 Attachment number 2 \nPage 5 of 13 Item # 32 Attachment number 2 \nPage 6 of 13 Item # 32 Attachment number 2 \nPage 7 of 13 Item # 32 Attachment number 2 \nPage 8 of 13 Item # 32 Attachment number 2 \nPage 9 of 13 Item # 32 Attachment number 2 \nPage 10 of 13 Item # 32 Attachment number 2 \nPage 11 of 13 Item # 32 Attachment number 2 \nPage 12 of 13 Item # 32 Attachment number 2 \nPage 13 of 13 Item # 32 REQUEST FOR PROPOSALS Request for Proposals will be received at this office until Tuesday, July 12, 2011 @ 3:00 P.M. for furnishing: RFP ITEM #11-134 Design & Field Engineering Services for Bridge Rehabilitation & Repairs for Engineering 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 viewed on the Augusta Richmond County web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the 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 by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, June 21, 2011 @ 5:00 P.M. 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. 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. Funding for this project may include federal funds provided by the U. S. Department of Transportation (DOT) and/or other federal agencies. All DOT funded projects are subject to the requirements of 49 CFR Part 26. These requirements are mandatory and non-negotiable. Augusta enforces Disadvantage Business Enterprise (DBE) requirements and/or DBE goals set by Federal and/or State Agencies in accordance with State and Federal laws. Please be advised that the U. S. District Court for the Southern District of Georgia has entered on Order enjoining the Race-Based portion of Augusta, Georgia’s DBE Program. Thus, Augusta, Georgia does not have or operate a DBE, MBE or WBE Program for projects (or portions of projects) having Augusta, Georgia as the source of funding. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle May 26, June 2, 9, 16, 2011 Metro Courier June 1, 2011 cc: Tameka Allen Interim Deputy Administrator Abie Ladson Engineering Department Hameed Malik Engineering Department Attachment number 3 \nPage 1 of 1 Item # 32 VENDORS Attachment B Addendum Original 9 Copies Fee Proposal Civil Services Inc 2394 St Johns Bluff Rd South Jacksonville, FL 32246 Yes Yes Yes Yes Yes Cranston Engineering Old Engine Co. No. 1 Bldg 452 Ellis Street Augusta, GA 30901 Yes Yes Yes Yes Yes Moreland Altobelli Associates, Inc 2211 Beaver Ruin Road, Suite 100 Norcross, GA 30071 Yes Yes Yes Yes Yes RS&H 730 Peachtree Street, Suite 430 Atlanta, GA 30308 Yes Yes Yes Yes Yes T Y Lin International 260 Peachtree Street, Suite 900 Atlanta, GA 30303 Yes Yes Yes Yes Yes Heath & Lineback Engineering Inc 209 Corporate Dr. Suite 300 Carollton, GA 30117 ZEL Engineers 435 Telfair Street Augusta, GA 30901 A & S Engineering P. O. Box 2413 Evans, GA 30809 AECOM 1360 Peachtree St Ne Ste 500 Atlanta, GA 30309 Archetype Design 4860 Leisure Drive Dunwoody, GA 30338 Atkins Global 1600 River Edge Parkway Atlanta, GA 30328 BRPH, Inc. 2000 Powers Ferry Rd., Suite 600 Marietta, GA 30067 EMC Engineering Services 4106 Colbern Blvd, Suite 105 Evans, GA 30809 Enercon 500 Townpark Lane, Suite 275 Kennesaw, GA 30144 HO & K 191 Peachtree St. NE, Suite 4100 Atlanta, GA 30303 Hussey, Gay, Bell & Deyoung Int. 625 Green Street, Ne Gainesville, GA 30501 Johnson Laschober & Associates 1296 Broad Street Augusta, GA 30901 RFP Item #11-134 Design & Field Engineering Services for Bridge Rehabilitation & Repairs for the City of Augusta - Engineering Department RFP Due: Tuesday, July 12, 2011 @ 3:00 P.M. Submitted No Bid Response Non-Compliant Missing E-Verify Number Page 1 of 2 Attachment number 4 \nPage 1 of 2 Item # 32 VENDORS Attachment B Addendum Original 9 Copies Fee Proposal RFP Item #11-134 Design & Field Engineering Services for Bridge Rehabilitation & Repairs for the City of Augusta - Engineering Department RFP Due: Tuesday, July 12, 2011 @ 3:00 P.M. Krafra 418 8th Street Augusta, GA 30901 Lindsay, Pope, Brayfield, Clifford & Associates, Inc. 344 West Pike Street Lawrenceville, GA 30046 Lord, Aeck & Sargent 1201 Peachtree St, Ne Ste 300 Atlanta, GA 30361 Munger Associates Consulting 596 Links Lane Martinez, GA 30907 Parsons Brinckerhff 3340 Peach Tree Road NE Ste 2400 Tower Place 100 Atlanta GA 30326 PBS & J 5665 New Northside Dr. Suite 400 Atlanta, GA 30328 Pond & Company 3500 Parkway Lane, Suite 600 Norcross, GA 30092 Rosser International 524 W Peachtree St. NW Atlanta, GA 30308 S. L. King Technologies 270 Peachtree St, NW, Suite 1600 Atlanta, GA 30303 Southern Partners 1233 Augusta West Parkway Augusta, GA 30909 Stewart-Cooper-Newell 719 E. Second Avenue Gastonia, NC 28504 The Polote Co. 1810 Mill B Lane Savannah, GA 31405TVS Design 2700 Promeanade Two 1230 Peachtree St., NE Atlanta, GA 30309W. K. Dickson 1450 Greene St. Suite 225 Augusta, GA 30901 Warren Epstein & Associates 1785 Chesire Bridge Rd., Ne Atlanta, GA 30324 Wilbur Smith Associates 2835 Brandywine Rd Ste 400 Atlanta GA 30341 WR Toole Engineers 1005 Broad Street Augusta, GA 30901 Page 2 of 2 Attachment number 4 \nPage 2 of 2 Item # 32 Attachment number 5 \nPage 1 of 1 Item # 32 Attachment number 6 \nPage 1 of 3 Item # 32 Attachment number 6 \nPage 2 of 3 Item # 32 Attachment number 6 \nPage 3 of 3 Item # 32 Attachment number 7 \nPage 1 of 5 Item # 32 Attachment number 7 \nPage 2 of 5 Item # 32 Attachment number 7 \nPage 3 of 5 Item # 32 Attachment number 7 \nPage 4 of 5 Item # 32 Attachment number 7 \nPage 5 of 5 Item # 32 Evaluation Criteria PTS Civil Services Inc 2394 St Johns Bluff Rd South Jacksonville, FL 32246 Cranston Engineering Old Engine Co. No. 1 Bldg 452 Ellis Street Augusta, GA 30901 Moreland Altobelli Associates, Inc 2211 Beaver Ruin Road, Suite 100 Norcross, GA 30071 RS&H 730 Peachtree Street, Suite 430 Atlanta, GA 30308 T Y Lin International 260 Peachtree Street, Suite 900 Atlanta, GA 30303 1. Qualifications of company (company profile)15 13.4 13.8 13.1 12.8 12.8 2. Qualifications and experience of key professionals that will be assigned to the projects 15 13.1 12.5 12.5 12.8 12.8 3. Specific relevant experience of your company.15 12.4 12.5 10.8 11.8 11.8 4. A detailed description of the proposed technical approach to be taken for the performance of the required services for each bridge. 20 18.0 17.0 17.7 14.7 16.3 5. Submit a conceptual project schedule for each bridge (NOTE: The critical path method (CPM) should be used including milestones, tasks and sub- tasks) 20 19.0 19.3 19.3 19.3 10.7 6. References (include specific individuals with addresses and telephone numbers) 5 5.0 5.0 5.0 5.0 5.0 7. Proposed fee (Include hourly cost per individual to be included in the proposal) Lowest 5 pts Second Lowest 4 pts Third Lowest 3 pts Highest 2 pts 5 4.0 2.0 5.0 0.0 3.0 8. Proximity to Augusta: Within Augusta Richmond County 5 pts Within the CSRA 4 pts Within Georgia 3 pts Within SE United States (includes AL, TN, NC, FL) 2 pts All others 1 pt 5 3.0 5.0 3.0 3.0 3.0 Total 100 87.9 87.1 86.3 79.3 75.3 Evaluation Sheet - RFP Item #11-134 Design & Field Engineering Services for Bridge Rehabilitation & Repairs for the City of Augusta - Engineering Department for the City of Augusta - Utilities Department Attachment number 8 \nPage 1 of 1 Item # 32 Commission Meeting Agenda 6/5/2012 5:00 PM Approve construction contract award in the amount of $3,237,323.74 to Blair Construction for the Fort Gordon Extension to the Water Distribution System at Gate 4 . Bid item #12-142 Department:Augusta Utilities Department Caption:Motion to approve construction contract award to Blair Construction in the amount of $3,237,323.74 for the extension to the Water Distribution System at Fort Gordon's Gate 4. (Approved by Engineering Services Committee May 29, 2012) Background:The objective of the Extension to the Water Distribution System at Gate 4 is to extend a new water main into Fort Gordon to improve water supply and provide redundancy in the Fort Gordon service area. The project will extend a new 18” water main along Willis Foreman Road from the Lace Road Intersection to Fort Gordon’s Gate 4. The proposed water main will then extend along Mirror Lake Road within Fort Gordon to a point of connection in the proximity of Lane Avenue. The main will then have a new 12” main extend west from the intersection of Range Road and N. Range Road within Fort Gordon to the intersection of 13th Street and N. Range Road. The work to complete this project will include a new pumping station and approximately 33,000 linear feet of both 12” and 18” water main pipe. Analysis:Blair Construction submitted an acceptable bid package and was the lowest responsive bidder. The staff of the Utilities Department has completed evaluation of the bid package and it is recommended that the award go to Blair Constructionfor $3,237,323.74 Financial Impact:The amount submitted for the execution of this project was $3,237,323.74. These funds are available from the following account: 507043410-5212115 / 88880067-5212115 Alternatives:1. Reject the award of the construction contract, would delay the construction of the Fort Gordon Water Distribution System at Gate 4 Project. Recommendation:It is recommended that the fee for construction of the Water Cover Memo Item # 33 Distribution System at Gate 4 Project be approved at $3,237,323.74. Funds are Available in the Following Accounts: 3,237,323.74.from account 507043410-5212115 / 88880067- 5212115 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 33 Invitation To Bid Sealed bids will be received at this office on Thursday, April 19, 2012 @ 3:00 p.m. for furnishing: Bid Item 12-142 Extension to the Water System at Gate 4 Fort Gordon for Utilities Department 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 examined at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $175.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Thursday, March 8, 2012. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid Conference will be held on Friday, March 30, 2012 @ 10:00 a.m. in the Procurement Department, 530 Greene Street, Room 605. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, April 3, 2012 @ 5:00 P.M. 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 60 days after time has been called on the date of opening. A 10% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. Invitation for bids and specifications. 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. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 8, 15, 22, 29, 2012 Metro Courier March 14, 2012 cc: Tameka Allen Deputy Administrator Tom Wiedmier Utilities Department Jerry Delaughter Utilities Department Stanley Aye Utilities Department Revised: 8/15/2011 Attachment number 1 \nPage 1 of 1 Item # 33 VENDORS Attachment B E-Verify # Addendum Bid Bond Lump Sum Blair Construction P O Box 770 Evans, GA 30809 YES 224004 YES YES $ 3,237,323.74 Beam's Contracting 15030 Atomic Road Beech Island, SC 29842 YES 167300 YES YES $ 3,415,195.20 Astra Grading & Pipe 300 Church Hill Court Woodstock, GA 30188 YES 72922 YES YES $ 3,722,575.80 Reynolds, Inc 300 E Broad Street Fairburn, GA 30213 YES LMOO9853 YES YES $ 4,530,726.00 Copper Construction 410 McIntosh Street Vidalia, GA 30475 YES 317559 YES YES $ 6,265,983.00 Chandler Construction Services 1511 Ninety Six Highway Ninety Six, SC 29666 Complete Site Work Services PO Box 218 Dublin, GA 31040 John D Stephens Inc 272 Hurrican Shaws Road NE Lawrenceville, GA 30046 K R Shockley 1749 Habersham Church Road Perkins, GA 30822 Mabus Bros Construction 920 Molly Pond Road Augusta, GA 30901 McLendon Enterprises, Inc 2365 Aimwell Road Vidalia, GA 30474 Moorhead Construction Inc 1513 Anderson Street Belton, SC 29627 Bid Item #12-142 Extension to the Water System at Gate 4 Fort Gordon for Augusta, Georgia - Utilities Department Bid Due: Thursday, April 19, 2012 @ 3:00 p.m. Page 1 of 1 Attachment number 2 \nPage 1 of 1 Item # 33 FORT GORDON GATE 4 WATER MAIN EXTENSION Bid Tabulation April 23, 2012 AUD Pay Item Description Unit Quantity Unit Cost Total Unit Cost Total Unit Cost Total Unit Cost Total Unit Cost Total W-2B 8” diameter ductile iron water transmission main Class 350, standard joint LF 500 $28.12 $14,060.00 $22.23 $11,115.00 $32.00 $16,000.00 $29.00 $14,500.00 $28.00 $14,000.00 W-2D 12” diameter ductile iron water transmission main Class 350, standard joint LF 7,674 $27.22 $208,886.28 $31.94 $245,107.56 $39.70 $304,657.80 $35.00 $268,590.00 $54.00 $414,396.00 W-2G 18” diameter ductile iron water transmission main Class 300, standard joint LF 21,339 $58.84 $1,255,586.76 $64.71 $1,380,846.69 $71.50 $1,525,738.50 $70.00 $1,493,730.00 $90.00 $1,920,510.00 W-3A1 4” diameter ductile iron water transmission main Class 350, restrained joint LF 70 $25.07 $1,754.90 $23.56 $1,649.20 $28.00 $1,960.00 $37.00 $2,590.00 $25.00 $1,750.00 W-3A 6” diameter ductile iron water transmission main Class 350, restrained joint LF 40 $26.22 $1,048.80 $24.37 $974.80 $32.00 $1,280.00 $49.00 $1,960.00 $25.00 $1,000.00 W-3B 8” diameter ductile iron water transmission main Class 350, restrained joint LF 340 $32.62 $11,090.80 $27.39 $9,312.60 $36.00 $12,240.00 $52.00 $17,680.00 $28.00 $9,520.00 W-3D 12” diameter ductile iron water transmission main Class 350, restrained joint LF 2,045 $34.67 $70,900.15 $40.75 $83,333.75 $46.00 $94,070.00 $43.00 $87,935.00 $54.00 $110,430.00 W-3G 18” diameter ductile iron water transmission main Class 300, restrained joint LF 3,258 $78.52 $255,818.16 $89.42 $291,330.36 $95.25 $310,324.50 $91.00 $296,478.00 $90.00 $293,220.00 W-4A Jack and Bore 30" diameter steel casing. Minimum wall thickness 0.469 inch, with 18" diameter, restrained joint ductile iron carrier pipe, end seals, Class 300 included LF 100 $410.11 $41,011.00 $388.89 $38,889.00 $515.00 $51,500.00 $380.00 $38,000.00 $300.00 $30,000.00 W-4B Jack and Bore 36" diameter steel casing. Minimum wall thickness 0.532 inch, with 18" diameter, restrained joint ductile iron carrier pipe, end seals, Class 300 included LF 267 $441.53 $117,888.51 $451.67 $120,595.89 $565.00 $150,855.00 $450.00 $120,150.00 $340.00 $90,780.00 W-4C 36" Steel Casing (0.375" tk) at Creek crossing, incld. Restrained joint ductile iron carrier pipe, 18" and end seals LF 50 $370.96 $18,548.00 $236.37 $11,818.50 $260.00 $13,000.00 $285.00 $14,250.00 $340.00 $17,000.00 W-5 Select backfill, GA DOT Type I, Class I & II (Sand/Clay) – Measured by in-place volume CY 9,000 $1.04 $9,360.00 $0.18 $1,620.00 $0.01 $90.00 $22.00 $198,000.00 $17.00 $153,000.00 W-6 Miscellaneous pipe fittings and connections LBS 46,300 $2.48 $114,824.00 $1.90 $87,970.00 $2.00 $92,600.00 $0.01 $463.00 $2.60 $120,380.00 W-8 Fire hydrant, installed complete with valve, lead pipe, joint restraint, ATV, and blocking EA 30 $3,149.89 $94,496.70 $3,232.34 $96,970.20 $3,650.00 $109,500.00 $4,500.00 $135,000.00 $2,699.00 $80,970.00 W-10A 6” in-line gate valve, including valve box, installed, complete, open left EA 1 $637.79 $637.79 $658.43 $658.43 $975.00 $975.00 $950.00 $950.00 $682.00 $682.00 W-10B 8” in-line gate valve, including valve box, installed, complete, open left EA 2 $919.97 $1,839.94 $937.35 $1,874.70 $1,150.00 $2,300.00 $1,300.00 $2,600.00 $1,100.00 $2,200.00 W-10D 12” in-line gate valve, including valve box, installed, complete, open left EA 4 $3,030.82 $12,123.28 $1,633.84 $6,535.36 $2,700.00 $10,800.00 $2,100.00 $8,400.00 $2,145.00 $8,580.00 W-10G 18” in-line gate valve, including valve box, installed, complete, open left EA 11 $9,138.68 $100,525.48 $9,759.34 $107,352.74 $11,800.00 $129,800.00 $10,200.00 $112,200.00 $17,800.00 $195,800.00 Reynolds, Inc. Copper ConstructionBlair Construction Beam's Contracting Astra Grading & Pipe P-2 At t a c h m e n t n u m b e r 3 \ n P a g e 1 o f 3 It e m # 3 3 FORT GORDON GATE 4 WATER MAIN EXTENSION Bid Tabulation April 23, 2012 AUD Pay Item Description Unit Quantity Unit Cost Total Unit Cost Total Unit Cost Total Unit Cost Total Unit Cost Total W-12B New 18" Flow Meter, including Concrete Vault, Complete EA 1 $56,744.60 $56,744.60 $56,930.00 $56,930.00 $53,500.00 $53,500.00 $56,000.00 $56,000.00 $32,605.00 $32,605.00 W-12B-E Electrical and Controls - Flow Meter; Complete EA 1 $9,944.52 $9,944.52 $10,694.85 $10,694.85 $17,000.00 $17,000.00 $13,600.00 $13,600.00 $23,245.00 $23,245.00 W-12C New Actuator Valve, including Concrete Vault, 12" Butterfly Valves, Complete EA 1 $32,627.04 $32,627.04 $38,799.25 $38,799.25 $36,500.00 $36,500.00 $38,000.00 $38,000.00 $33,526.00 $33,526.00 W-12C-E Electrical and Controls - Actuator Valve; Complete EA 1 $14,581.10 $14,581.10 $15,681.25 $15,681.25 $17,000.00 $17,000.00 $13,600.00 $13,600.00 $5,000.00 $5,000.00 W-13A 12”x12" tapping sleeve, valve, valve box, complete EA 1 $6,667.44 $6,667.44 $5,851.55 $5,851.55 $6,850.00 $6,850.00 $6,700.00 $6,700.00 $3,950.00 $3,950.00 W-13B 18”x12" tapping sleeve, valve, valve box, complete EA 1 $12,232.38 $12,232.38 $6,445.32 $6,445.32 $14,500.00 $14,500.00 $5,360.00 $5,360.00 $9,500.00 $9,500.00 W-13C 24"x18" tapping sleeve, valve, valve box, complete EA 1 $19,811.41 $19,811.41 $24,264.05 $24,264.05 $38,000.00 $38,000.00 $27,250.00 $27,250.00 $20,550.00 $20,550.00 W-13D 6"x6" tapping sleeve, valve, valve box, complete EA 2 $2,111.11 $4,222.22 $2,604.98 $5,209.96 $2,850.00 $5,700.00 $3,200.00 $6,400.00 $1,250.00 $2,500.00 W-15 New 2" Long Side Water Service, Installed, Incld. Reconnection, Complete EA 6 $7,170.96 $43,025.76 $6,782.80 $40,696.80 $5,900.00 $35,400.00 $6,825.00 $40,950.00 $1,500.00 $9,000.00 W-18A Tie To Existing Water Main; Exist. 6" Main to New 12" Main EA 2 $1,183.79 $2,367.58 $2,307.34 $4,614.68 $1,850.00 $3,700.00 $2,125.00 $4,250.00 $3,900.00 $7,800.00 W-18B Tie Existing Water Main; Exist. 2" Line to New 18" Main EA 1 $2,381.23 $2,381.23 $2,329.66 $2,329.66 $1,200.00 $1,200.00 $2,435.00 $2,435.00 $1,500.00 $1,500.00 W-18C Tie Existing Water Main; Exist. 4" Line to New 4" Main EA 1 $931.51 $931.51 $2,168.29 $2,168.29 $1,650.00 $1,650.00 $875.00 $875.00 $2,200.00 $2,200.00 W-20 Cut and Plug Existing Water Line EA 16 $762.16 $12,194.56 $401.16 $6,418.56 $600.00 $9,600.00 $840.00 $13,440.00 $500.00 $8,000.00 W-21 Miscellaneous Class A Concrete CY 100 $129.02 $12,902.00 $315.97 $31,597.00 $175.00 $17,500.00 $130.00 $13,000.00 $120.00 $12,000.00 W-22 New 2" Double Check Backflow Assembly EA 6 $1,367.89 $8,207.34 $901.73 $5,410.38 $775.00 $4,650.00 $945.00 $5,670.00 $1,600.00 $9,600.00 P-1 Asphalt overlay, type F, 1 ½ “ thick minimum SY 15,000 $7.48 $112,200.00 $6.63 $99,450.00 $8.25 $123,750.00 $9.15 $137,250.00 $9.90 $148,500.00 P-2A Graded aggregate base, 10 ½ ” thick, 7’ wide and asphalt patch 2 ½ ” thick, including removal of 2 ½ ” GAB and placement of bituminous tack coat (Asphalt Overlay Not Included)SY 1,000 $38.17 $38,170.00 $23.55 $23,550.00 $18.25 $18,250.00 $43.50 $43,500.00 $45.00 $45,000.00 P-2B AED Pavement Patch (Asphalt Overlay Not Included)SY 1,700 $38.19 $64,923.00 $52.94 $89,998.00 $46.75 $79,475.00 $61.00 $103,700.00 $45.00 $76,500.00 P-5 4" Thick Concrete Sidewalk, 3000 psi mix SY 50 $49.97 $2,498.50 $33.37 $1,668.50 $23.00 $1,150.00 $45.00 $2,250.00 $40.86 $2,043.00 Reynolds, Inc. Copper ConstructionBlair Construction Beam's Contracting Astra Grading & Pipe P-3 At t a c h m e n t n u m b e r 3 \ n P a g e 2 o f 3 It e m # 3 3 FORT GORDON GATE 4 WATER MAIN EXTENSION Bid Tabulation April 23, 2012 AUD Pay Item Description Unit Quantity Unit Cost Total Unit Cost Total Unit Cost Total Unit Cost Total Unit Cost Total P-6A 6" thick Concrete Driveways, 3000 psi mix SY 100 $55.24 $5,524.00 $41.04 $4,104.00 $31.00 $3,100.00 $65.00 $6,500.00 $61.28 $6,128.00 P-7A 2" Asphalt Pavement Driveway Replacement SY 600 $14.13 $8,478.00 $10.95 $6,570.00 $17.25 $10,350.00 $25.00 $15,000.00 $15.05 $9,030.00 P-7B New Gravel Driveway SY 320 $9.96 $3,187.20 $14.63 $4,681.60 $7.00 $2,240.00 $10.50 $3,360.00 $26.88 $8,601.60 P-9A 6”x24" concrete curb and/or gutter removal and replacement (as appropriate and necessary)LF 60 $15.55 $933.00 $21.48 $1,288.80 $14.00 $840.00 $25.00 $1,500.00 $19.35 $1,161.00 P-9B 6”x30" concrete curb and/or gutter removal and replacement (as appropriate and necessary)LF 100 $17.48 $1,748.00 $22.74 $2,274.00 $16.00 $1,600.00 $25.00 $2,500.00 $23.12 $2,312.00 P-11 Aggregate Surface Course Ton 3,500 $5.34 $18,690.00 $10.30 $36,050.00 $14.50 $50,750.00 $20.00 $70,000.00 $161.25 $564,375.00 M-1 Flowable Fill CY 200 $91.26 $18,252.00 $106.49 $21,298.00 $115.00 $23,000.00 $146.00 $29,200.00 $107.50 $21,500.00 M-3 Foundation backfill, GA DOT Type II, for additional unclassified excavation CY 2,560 $11.97 $30,643.20 $1.53 $3,916.80 $21.00 $53,760.00 $23.50 $60,160.00 $29.03 $74,316.80 M-4 Clearing & Grubbing ACRE 8 $983.43 $7,867.44 $676.89 $5,415.12 $4,500.00 $36,000.00 $4,000.00 $32,000.00 $4,500.00 $36,000.00 M-5A Chain Link Fence Removal and Replacement, New, Replaced in Kind LF 1,100 $10.49 $11,539.00 $16.92 $18,612.00 $8.50 $9,350.00 $23.00 $25,300.00 $22.00 $24,200.00 M-5B Woven Wire Fence LF 250 $8.39 $2,097.50 $5.64 $1,410.00 $4.00 $1,000.00 $6.50 $1,625.00 $15.00 $3,750.00 M-6 Jute Mesh Erosion Control Matting SY 32,500 $0.78 $25,350.00 $0.73 $23,725.00 $1.00 $32,500.00 $1.35 $43,875.00 $1.02 $33,150.00 LS-1 Lump sum construction (Includes but is not limited to the listing continued below)LS 1 $315,981.66 $315,981.66 $316,117.00 $316,117.00 $185,000.00 $185,000.00 $892,000.00 $892,000.00 $1,564,235.00 $1,564,235.00 $3,237,323.74 $3,415,195.20 $3,722,555.80 $4,530,726.00 $6,265,996.40 $3,237,323.74 $3,415,195.20 $3,722,575.80 $4,530,726.00 $6,265,983.00 $0.00 $0.00 $20.00 $0.00 $13.40 Total Submitted Difference Beam's Contracting Astra Grading & Pipe Reynolds, Inc. Copper Construction TOTAL Blair Construction P-4 At t a c h m e n t n u m b e r 3 \ n P a g e 3 o f 3 It e m # 3 3 Attachment number 4 \nPage 1 of 2 Item # 33 Attachment number 4 \nPage 2 of 2 Item # 33 Attachment number 5 \nPage 1 of 1 Item # 33 Attachment number 6 \nPage 1 of 2 Item # 33 Attachment number 6 \nPage 2 of 2 Item # 33 Attachment number 7 \nPage 1 of 1 Item # 33 Commission Meeting Agenda 6/5/2012 5:00 PM Broad Street Bridge over the Augusta Canal, and Broad Street Bridge over Hawks Gully Department:Abie L. Ladson, PE, CPESC, Director Caption:Motion to award the Design Consultant Services Agreement to Moreland Altobelli Associates, Inc., in the amount of $159,910.00 for the Broad Street Bridge over the Augusta Canal, and the Broad Street Bridge over Hawks Gully. This Project will be funded through SPLOST PHASE VI for AED. (Approved by Engineering Services Committee May 29, 2012) Background:The Broad Street Bridge over the Augusta Canal and Broad Street Bridge over Hawks Gully structures are in need of major repair and maintenance. They require painting, sidewalk repairs, expansion joint repairs, lighting repairs, sub-structure and super- structure repairs, barrier repairs, and restoring the historical significance and aesthetics of the structure. Services will consist of a Bridge Study/Report, preliminary and final construction plans, construction contract documents, construction cost and schedule, life cycle cost analyses, field surveys, and construction observation. Analysis:On July 12, 2011, the following firms submitted RFPs and were evaluated based on qualifications, project approach, experience, and schedule: 1. Civil Services, Inc. 2. Cranston Engineering 3. Moreland Altobelli Associates, Inc. 4. R S & H 5. T.Y. Lin International Once the RFPs were evaluated, the three highest scored firms were scheduled for interviews on Augusta 22, 2011. Moreland Altobelli Associates, Inc., was selected based on the evaluation procedures used for this project. Financial Impact:Funds are available in SPLOST PHASE VI account number 328- 041110-5212115/211828012-5212115, contingent upon Commission approval Alternatives:1). Award the Design Consultant Services Agreement to Moreland Altobelli Associates, Inc., in the amount of $159,910.00 for the Broad Street Bridge over the Augusta Canal, and the Broad Street Bridge over Hawks Gully. This Project will be funded through SPLOST PHASE VI for AED. 2). Do not approve and cancel Cover Memo Item # 34 project. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: 328-041110-5212115/211828012-5212115 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 34 Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby amended: Section 1: The project change is authorized to CPB# 328-041110-211828012 Broad Street Bridge over the Augusta Canal & the Broad Street Bridge over Hawk Gully to award the Design Consultant Agreement to Moreland Atobelli Associates in the amount of $159,910.00 to be funded from SPLOST PHASE VI. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase VI 160,000$ 160,000$ Section 3: The following amounts are appropriated for the project: By Basin By District Raes Creek $160,000 3rd 160,000$ Section 4: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Deke Copenhaver, Mayor CAPITAL PROJECT BUDGET BRIDGE REHABILATION & REPAIRS Bid Item 11-134 CPB#328-041110-211828012 ( Broad Street over the Augusta Canal & Broad Street over Hawks Gully ) Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks 5.15.2012 Attachment number 1 \nPage 1 of 2 Item # 34 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET BRIDGE REHABILATION & REPAIRS Bid Item 11-134 CPB#328-041110-211828012 CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB CHANGE CPB SPECIAL 1% SALES TAX, PHASE VI 328-041110-6011110-211828012 ($160,000)($160,000) TOTAL SOURCES: ($160,000)($160,000) USE OF FUNDS ENGINEERING 328-041110-5212115-211828012 $160,000 $160,000 TOTAL USES: $160,000 $160,000 5.15.2012 Attachment number 1 \nPage 2 of 2 Item # 34 Attachment number 2 \nPage 1 of 9 Item # 34 Attachment number 2 \nPage 2 of 9 Item # 34 Attachment number 2 \nPage 3 of 9 Item # 34 Attachment number 2 \nPage 4 of 9 Item # 34 Attachment number 2 \nPage 5 of 9 Item # 34 Attachment number 2 \nPage 6 of 9 Item # 34 Attachment number 2 \nPage 7 of 9 Item # 34 Attachment number 2 \nPage 8 of 9 Item # 34 Attachment number 2 \nPage 9 of 9 Item # 34 REQUEST FOR PROPOSALS Request for Proposals will be received at this office until Tuesday, July 12, 2011 @ 3:00 P.M. for furnishing: RFP ITEM #11-134 Design & Field Engineering Services for Bridge Rehabilitation & Repairs for Engineering 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 viewed on the Augusta Richmond County web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the 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 by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, June 21, 2011 @ 5:00 P.M. 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. 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. Funding for this project may include federal funds provided by the U. S. Department of Transportation (DOT) and/or other federal agencies. All DOT funded projects are subject to the requirements of 49 CFR Part 26. These requirements are mandatory and non-negotiable. Augusta enforces Disadvantage Business Enterprise (DBE) requirements and/or DBE goals set by Federal and/or State Agencies in accordance with State and Federal laws. Please be advised that the U. S. District Court for the Southern District of Georgia has entered on Order enjoining the Race-Based portion of Augusta, Georgia’s DBE Program. Thus, Augusta, Georgia does not have or operate a DBE, MBE or WBE Program for projects (or portions of projects) having Augusta, Georgia as the source of funding. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle May 26, June 2, 9, 16, 2011 Metro Courier June 1, 2011 cc: Tameka Allen Interim Deputy Administrator Abie Ladson Engineering Department Hameed Malik Engineering Department Attachment number 3 \nPage 1 of 1 Item # 34 VENDORS Attachment B Addendum Original 9 Copies Fee Proposal Civil Services Inc 2394 St Johns Bluff Rd South Jacksonville, FL 32246 Yes Yes Yes Yes Yes Cranston Engineering Old Engine Co. No. 1 Bldg 452 Ellis Street Augusta, GA 30901 Yes Yes Yes Yes Yes Moreland Altobelli Associates, Inc 2211 Beaver Ruin Road, Suite 100 Norcross, GA 30071 Yes Yes Yes Yes Yes RS&H 730 Peachtree Street, Suite 430 Atlanta, GA 30308 Yes Yes Yes Yes Yes T Y Lin International 260 Peachtree Street, Suite 900 Atlanta, GA 30303 Yes Yes Yes Yes Yes Heath & Lineback Engineering Inc 209 Corporate Dr. Suite 300 Carollton, GA 30117 ZEL Engineers 435 Telfair Street Augusta, GA 30901 A & S Engineering P. O. Box 2413 Evans, GA 30809 AECOM 1360 Peachtree St Ne Ste 500 Atlanta, GA 30309 Archetype Design 4860 Leisure Drive Dunwoody, GA 30338 Atkins Global 1600 River Edge Parkway Atlanta, GA 30328 BRPH, Inc. 2000 Powers Ferry Rd., Suite 600 Marietta, GA 30067 EMC Engineering Services 4106 Colbern Blvd, Suite 105 Evans, GA 30809 Enercon 500 Townpark Lane, Suite 275 Kennesaw, GA 30144 HO & K 191 Peachtree St. NE, Suite 4100 Atlanta, GA 30303 Hussey, Gay, Bell & Deyoung Int. 625 Green Street, Ne Gainesville, GA 30501 Johnson Laschober & Associates 1296 Broad Street Augusta, GA 30901 RFP Item #11-134 Design & Field Engineering Services for Bridge Rehabilitation & Repairs for the City of Augusta - Engineering Department RFP Due: Tuesday, July 12, 2011 @ 3:00 P.M. Submitted No Bid Response Non-Compliant Missing E-Verify Number Page 1 of 2 Attachment number 4 \nPage 1 of 2 Item # 34 VENDORS Attachment B Addendum Original 9 Copies Fee Proposal RFP Item #11-134 Design & Field Engineering Services for Bridge Rehabilitation & Repairs for the City of Augusta - Engineering Department RFP Due: Tuesday, July 12, 2011 @ 3:00 P.M. Krafra 418 8th Street Augusta, GA 30901 Lindsay, Pope, Brayfield, Clifford & Associates, Inc. 344 West Pike Street Lawrenceville, GA 30046 Lord, Aeck & Sargent 1201 Peachtree St, Ne Ste 300 Atlanta, GA 30361 Munger Associates Consulting 596 Links Lane Martinez, GA 30907 Parsons Brinckerhff 3340 Peach Tree Road NE Ste 2400 Tower Place 100 Atlanta GA 30326 PBS & J 5665 New Northside Dr. Suite 400 Atlanta, GA 30328 Pond & Company 3500 Parkway Lane, Suite 600 Norcross, GA 30092 Rosser International 524 W Peachtree St. NW Atlanta, GA 30308 S. L. King Technologies 270 Peachtree St, NW, Suite 1600 Atlanta, GA 30303 Southern Partners 1233 Augusta West Parkway Augusta, GA 30909 Stewart-Cooper-Newell 719 E. Second Avenue Gastonia, NC 28504 The Polote Co. 1810 Mill B Lane Savannah, GA 31405TVS Design 2700 Promeanade Two 1230 Peachtree St., NE Atlanta, GA 30309W. K. Dickson 1450 Greene St. Suite 225 Augusta, GA 30901 Warren Epstein & Associates 1785 Chesire Bridge Rd., Ne Atlanta, GA 30324 Wilbur Smith Associates 2835 Brandywine Rd Ste 400 Atlanta GA 30341 WR Toole Engineers 1005 Broad Street Augusta, GA 30901 Page 2 of 2 Attachment number 4 \nPage 2 of 2 Item # 34 Evaluation Criteria PTS Civil Services Inc 2394 St Johns Bluff Rd South Jacksonville, FL 32246 Cranston Engineering Old Engine Co. No. 1 Bldg 452 Ellis Street Augusta, GA 30901 Moreland Altobelli Associates, Inc 2211 Beaver Ruin Road, Suite 100 Norcross, GA 30071 RS&H 730 Peachtree Street, Suite 430 Atlanta, GA 30308 T Y Lin International 260 Peachtree Street, Suite 900 Atlanta, GA 30303 1. Qualifications of company (company profile)15 13.4 13.8 13.1 12.8 12.8 2. Qualifications and experience of key professionals that will be assigned to the projects 15 13.1 12.5 12.5 12.8 12.8 3. Specific relevant experience of your company.15 12.4 12.5 10.8 11.8 11.8 4. A detailed description of the proposed technical approach to be taken for the performance of the required services for each bridge. 20 18.0 17.0 17.7 14.7 16.3 5. Submit a conceptual project schedule for each bridge (NOTE: The critical path method (CPM) should be used including milestones, tasks and sub- tasks) 20 19.0 19.3 19.3 19.3 10.7 6. References (include specific individuals with addresses and telephone numbers) 5 5.0 5.0 5.0 5.0 5.0 7. Proposed fee (Include hourly cost per individual to be included in the proposal) Lowest 5 pts Second Lowest 4 pts Third Lowest 3 pts Highest 2 pts 5 4.0 2.0 5.0 0.0 3.0 8. Proximity to Augusta: Within Augusta Richmond County 5 pts Within the CSRA 4 pts Within Georgia 3 pts Within SE United States (includes AL, TN, NC, FL) 2 pts All others 1 pt 5 3.0 5.0 3.0 3.0 3.0 Total 100 87.9 87.1 86.3 79.3 75.3 Evaluation Sheet - RFP Item #11-134 Design & Field Engineering Services for Bridge Rehabilitation & Repairs for the City of Augusta - Engineering Department for the City of Augusta - Utilities Department Attachment number 5 \nPage 1 of 1 Item # 34 Attachment number 6 \nPage 1 of 1 Item # 34 Attachment number 7 \nPage 1 of 3 Item # 34 Attachment number 7 \nPage 2 of 3 Item # 34 Attachment number 7 \nPage 3 of 3 Item # 34 Attachment number 8 \nPage 1 of 5 Item # 34 Attachment number 8 \nPage 2 of 5 Item # 34 Attachment number 8 \nPage 3 of 5 Item # 34 Attachment number 8 \nPage 4 of 5 Item # 34 Attachment number 8 \nPage 5 of 5 Item # 34 Commission Meeting Agenda 6/5/2012 5:00 PM East Augusta Street and Drainage Improvements (SA2) Department:Abie L. Ladson, PE, CPESC, Director Caption:Motion to approve Capital Project Budget and Supplemental Agreement Two (CPB#328-041110-211828101) in the amount of $562,612 for the East Augusta Street and Drainage Improvement Project to Toole Engineers, Inc., for Design Engineering Services. Funding is available in the project budget from SPLOST PHASE VI as requested by AED. (Approved by Engineering Services Committee May 29, 2012) Background:The East Augusta Street and Drainage Improvement project is an identified and partially funded project to address flooding and associated roadway improvements in the East Augusta area bounded by East Boundary Street, the Levee, I-520 and Laney Walker Blvd. The drainage system in this area is not adequate to handle low frequency rain events, thus causing flooding on several streets and in yards. The project consists of eight (8) phases. The current status of each Phase is: 1) Phase I- design and construction completed in 2011; 2) Phase II – design complete, and property acquisitions on-going; 3) Phase III – design 95% complete; 4) Phase IV through Phase VIII – design start is subject to approval of this supplemental agreement. Analysis:Services covered under this supplemental agreement will allow AED to complete the design phase of East Augusta Street and Drainage Improvement Project. The project will be construction ready and can go to construction as soon as construction funds become available. Financial Impact:Funds are available in SPLOST Phase VI East Augusta Street & Drainage Improvement account number 328-041110- 5212115 /211828101-5212115. Alternatives:1) Approve Capital Project Budget and Supplemental Agreement Two (CPB#328-041110-211828101) in the amount of $562,612 for the East Augusta Street and Drainage Improvement Project to Toole Engineers, Inc., for Design Engineering Services. Funding is available from SPLOST PHASE VI for the Engineering Cover Memo Item # 35 Department. 2) Do not approve, and identify alternative plan to address identified needed improvements. Recommendation:Approve Alternative Number One Funds are Available in the Following Accounts: 328-041110-5212115/211828101-5212115 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 35 AUGUSTA-RICHMOND COUNTY ENGINEERING DEPARTMENT SUPPLEMENTAL AGREEMENT (SA02 – For changes greater than $20,000) February 2011 Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks WHEREAS, We, W. R. Toole Engineers., entered into a contract with Augusta-Richmond County on March 17, 2009, for Engineering Design Services for East Augusta Roadway & Drainage Improvement Project, File Reference No. 09-014 (A), and WHEREAS, certain revisions to the design requested by Augusta-Richmond County are not covered by the scope of the original contract, we desire to submit the following Supplemental Agreement to-wit: Additional services to address flooding & associated roadway improvements bounded by East Boundary St., the Levee, I-520 and Laney Walker Blvd. It is agreed that as a result of the above described modification the contract amount is increased by $562,612.00 from $500,000.00 to a new total of $1,062,612.00. Any modifications to submittal dates shall be as identified in the attached proposal. This agreement in no way modifies or changes the original contract of which it becomes a part, except as specifically stated herein. NOW, THEREFORE, We, W.R. Toole Engineers, hereby agree to said Supplemental Agreement consisting of the above mentioned items and prices, and agree that this Supplemental Agreement is hereby made a part of the original contract to be performed under the specifications thereof, and that the original contract is in full force and effect, except insofar as it might be modified by this Supplemental Agreement. This _________ day of _____________, 2012. RECOMMEND FOR APPROVAL: CITY OF AUGUSTA-RICHMOND COUNTY W. R. TOOLE ENGINEERS, INC., AUGUSTA, GEORGIA Mayor Deke Copenhaver Approved: Date Approved: Date [ATTACHED CORPORATE SEAL] ATTEST: ATTEST: Title: ____________________________ Title: ____________________________ Augusta Richmond County Project umber(s): 328-041110-211828101 Supplemental Agreement umber: 1 Purchase Order umber: 163878 Attachment number 1 \nPage 1 of 1 Item # 35 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET EAST AUGUSTA STREET AND DRAINAGE IMPROVEMENTS Capital Project Budget is hereby authorized: Section 1: This project is authorized to CPB#328-041110-211828101. This Supplemental Agreement One addresses the flooding and associated roadway improvements in the East Augusta Area. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. SPLOST Urban Phase III Recapture GDOT STATE AID CONTRACT SPLOST PHASE VI Section 3: The following amounts are appropriated for the project: By Basin Phinizy Swamp $1,520,000 1st Section 4: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved ____________________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Design Engineering Services in the amount of $562,612 for W.R. Toole Engineers is available Honorable Deke Copenhaver, Mayor in the project Engineering Account SPLOST Phase VI. Please do not process this document. Once approved by the Commission, the original will be sent to Clerk of Commission for execu contact ext 5070. 1 of 4 2.23.09 Attachment number 2 \nPage 1 of 4 Item # 35 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET EAST AUGUSTA STREET AND DRAINAGE IMPROVEMENTS CPB AMOUNT CPB SOURCE OF FUNDS CPB CHANGE URBAN SPLOST PHASE III RECAPTURE 327-041110-296812333 ($500,000) GDOT STATE AID CONTRACT ($450,000) SPLOST PHASE VI ($570,000) TOTAL SOURCES:($1,520,000) USE OF FUNDS ENGINEERING 327-04-1110-5212115-209812101 $950,000 ENGINEERING 328-041110-5212115-211828101 $570,000 TOTAL USES:$1,520,000 2 of 4 2.23.09 Attachment number 2 \nPage 2 of 4 Item # 35 EAST AUGUSTA STREET AND DRAINAGE IMPROVEMENTS Section 1: This project is authorized to CPB#328-041110-211828101. This Supplemental Agreement One addresses the flooding and associated roadway improvements in the East Augusta Area. Section 2: The following revenues are anticipated to be available to the Consolidated Government to $500,000 $450,000 $570,000 $1,520,000 By District $1,520,000 Section 4: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in ____________________________________________________________ CPB#328-041110-211828101 by the Commission-Council of Augusta-Richmond County, Georgia that the following Design Engineering Services in the amount of $562,612 for W.R. Toole Engineers is available Honorable Deke Copenhaver, Mayor ecution. For information reference this request 3 of 4 2.23.09 Attachment number 2 \nPage 3 of 4 Item # 35 EAST AUGUSTA STREET AND DRAINAGE IMPROVEMENTS CPB#328-041110-211828101 NEW CPB ($500,000) $450,000 ($1,520,000) $950,000 $570,000 $1,520,000 4 of 4 2.23.09 Attachment number 2 \nPage 4 of 4 Item # 35 Attachment number 3 \nPage 1 of 18 Item # 35 Attachment number 3 \nPage 2 of 18 Item # 35 Attachment number 3 \nPage 3 of 18 Item # 35 Attachment number 3 \nPage 4 of 18 Item # 35 Attachment number 3 \nPage 5 of 18 Item # 35 Attachment number 3 \nPage 6 of 18 Item # 35 Attachment number 3 \nPage 7 of 18 Item # 35 Attachment number 3 \nPage 8 of 18 Item # 35 Attachment number 3 \nPage 9 of 18 Item # 35 Attachment number 3 \nPage 10 of 18 Item # 35 Attachment number 3 \nPage 11 of 18 Item # 35 Attachment number 3 \nPage 12 of 18 Item # 35 Attachment number 3 \nPage 13 of 18 Item # 35 Attachment number 3 \nPage 14 of 18 Item # 35 Attachment number 3 \nPage 15 of 18 Item # 35 Attachment number 3 \nPage 16 of 18 Item # 35 Attachment number 3 \nPage 17 of 18 Item # 35 Attachment number 3 \nPage 18 of 18 Item # 35 Commission Meeting Agenda 6/5/2012 5:00 PM Fort Gordon New Positions Department:Utilities Caption:Motion to authorize Augusta Utilities to add four new positions to serve Fort Gordon and increasing customer demands. (Approved by Engineering Services Committee May 29, 2012) Background:In 2007 Augusta Utilities Department entered into a contract with the Department of the Army to operate and maintain the water and wastewater system at Fort Gordon. Part of the contract negotiations was to estimate the number of positions required to perform daily operations and maintenance functions. The contract also provides for the ability to add positions based on unforeseen and new responsibilities at any time through contract scope changes and at the end of the first two-year period and each three- year period thereafter. Both of these procedures result in an adjustment to the monthly Operation & Maintenance fees (O & M) to offset additional cost. Since taking over the system and having time to analyze the infrastructure, we have realized greater customer service needs than originally anticipated and the need to add additional employees to meet contract obligations. We negotiated the need for these positions and Fort Gordon approved an increase in O & M fees at the redetermination period in 2010 so that all projected increased costs will be reimbursed by the increased revenue from Fort Gordon in the 2012 budget. However, these positions were not included in the 2012 budget. Analysis:The contract between the City of Augusta and DESC allows for four new positions. AUD is requesting the following four positions: Water Distribution Supervisor-I (Pay Grade 43), Sewage Collections Supervisor-I (Pay Grade 43), Sewage Collections Supervisor-II (Pay Grade 45), Office Manager (Pay Grade 47) The initial annual salary cost is $125,654, which will be offset by the increased 2012 O & M fees from Fort Gordon Financial Impact:There is no net decrease in operating funds for this agenda item since increased revenues budgeted in 2012 from Fort Gordon has more than offset the increased salary costs.Cover Memo Item # 36 Alternatives:1) Approve this item and meet Augusta's contract terms with Fort Gordon. 2) Do not approve this item and do not meet Augusta's contract terms with Fort Gordon. Recommendation:We recommend that the commission authorize Augusta Utilities to add four new positions to meet contract obligations. Funds are Available in the Following Accounts: 506-04-3430-5111110 for salary expenditure, offset by Fort Gordon reimbursement revenue budgeted in 506-00-0000- 3343115. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 36 Commission Meeting Agenda 6/5/2012 5:00 PM Georgia Power Easement Sheriffs Detention Mgmt System Department:Engineering Department-Abie L. Ladson, PE, CPESC, Director Caption:Motion to approve granting Georgia Power an easement for their utilities to provide electrical service to the new Augusta Sheriff’s Detention Management Services building at 402 Walton Way , as requested by AED. Also approve having the agreement executed by the appropriate Augusta official(s). (Approved by Engineering Services Committee May 29, 2012) Background:Georgia Power is requesting an easement for the underground distribution line to service this facility. Augusta, Georgia is the owner of this property; therefore, Augusta should sign granting the easement. Analysis:This easement will allow Georgia Power to provide electrical service to the new building and also to maintain this service. Financial Impact:There will be no financial impact to Augusta, Georgia. Alternatives:1) Approve granting Georgia Power an easement for their utilities to provide electrical service to the new Augusta Sheriff’s Detention Management Services building at 402 Walton Way, as requested by AED. Also approve having the agreement executed by the appropriate Augusta official(s). 2) Do not approve and deny electrical service to the facility. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Cover Memo Item # 37 Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 37 Attachment number 1 \nPage 1 of 3 Item # 37 Attachment number 1 \nPage 2 of 3 Item # 37 Attachment number 1 \nPage 3 of 3 Item # 37 Commission Meeting Agenda 6/5/2012 5:00 PM Option for Right of Way Department:Law Caption:Motion to approve an Option for the purposes of acquiring a Right-of-Way between Family Broadcasters, Inc., as owners, and Augusta, Georgia, as optionee, in connection with the East Augusta Roadway and Drainage Improvement Project, 6.9 acres (300,815 sq. ft.) in fee simple and (N/A sq. ft.) of permanent drainage and utility easement, more or less; and (N/A sq. ft.) of temporary construction easement from property located at: 580 Laney Walker Blvd. Ext., private, at the purchase price of $138,000.00. (Approved by Engineering Services Committee May 29, 2012) Background:The property owner has agreed to convey a certain right-of-way and easement to Augusta, Georgia, for the East Augusta Roadway and Drainage 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: 327041110-5411120 209812101-5411120 REVIEWED AND APPROVED BY: Finance. Cover Memo Item # 38 Law. Administrator. Clerk of Commission Cover Memo Item # 38 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 2 It e m # 3 8 At t a c h m e n t n u m b e r 1 \ n P a g e 2 o f 2 It e m # 3 8 Commission Meeting Agenda 6/5/2012 5:00 PM Staff Augmentation & Professional Services Extension (SA6) Department:Abie L. Ladson, PE, CPESC, Director Caption:Motion to authorize the Engineering Department to extend Supplemental Agreement Number Six with Jacobs Engineering Group Inc., to continue to provide project management support via staff augmentation in the amount not to exceed $172,200 which will be funded from SPLOST Contingency funds for the Engineering Department. (Approved by Engineering Services Committee May 29, 2012) Background:Augusta-Richmond County is responsible for on-going Preliminary Engineering activities on several Georgia Department of Transportation (GDOT) projects to include Alexander Drive, St. Sebastian Street Extension, Windsor Spring Road Sections IV & V and Wrightsboro Road. These projects are in various stages of development and require knowledgeable, efficient and effective interaction and coordination with GDOT, the respective Design Consultants and work units within Augusta-Richmond County. Analysis:On June 7, 2005 the Commission approved the initial agreement with Jacobs Engineering Group Inc. for David Griffith to provide staff support as Project Manager. This agreement has proven to be very effective and beneficial to the Engineering Department. David’s knowledge of the GDOT processes and understanding of how to request assistance on projects has resulted in saving the Engineering Department millions of dollars. He has also been successful in finding and securing finding funds for projects after the original funds for these projects had been reallocated to other projects. It is the desire of the Engineering Department to extend this agreement. Financial Impact:Funding for Supplemental Agreement Number Six will come from the SPLOST contingency funds ($57,400) in respective to projects Windsor Spring Road, Section IV, Windsor Spring Road, Section V and Wrightsboro Road not to exceed $172,200 transferred to the current contract with Jacobs Engineering Group. Alternatives:1) Authorize the Engineering Department to extend Supplemental Cover Memo Item # 39 Agreement Number Six with Jacobs Engineering Group Inc to continue to provide project management support via staff augmentation in the amount not to exceed $172,200 which will be funded from SPLOST Contingency funds for the Engineering Department. 2)Deny and acknowledge that ARC managed GDOT projects may jeopardize funding opportunities and experience delays. Recommendation:Approve Alternative 1. Funds are Available in the Following Accounts: 323-041110-5212999 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 39 Augusta Engineering Administration 505 Telfair Street – Augusta, GA 30901 Office: (706) 796 – 5040 Fax: (706) 796 -5045 www.augustaga.gov AUGUSTA-RICHMOND COUNTY AUGUSTA, GA ENGINEERING DEPARTMENT SUPPLEMENTAL AGREEMENT WHEREAS, We, Jacobs Engineering Group Inc., Consultant, entered into a contract with Augusta-Richmond County on June 7, 2005, to provide Project Management support associated with the “Temporary Professional Services Support”, File Reference No. 12-005 (F), and WHEREAS, changes are incorporated into the original contract to provide clarity and project management guidance: 1) The Consultant will provide a Project Manager to assist Augusta Engineering Department (AED). 2) The Consultant’s Project Manger will assist in managing the Georgia Department of Transportation (GDOT) federal aid projects that are currently in the Work Program for which AED has preliminary engineering responsibility. The priority projects are Wrightsboro Road and Windsor Spring Road. 3) The Consultant’s Project Manager will provide training to AED’s Engineering Manager or designee to manage transportation projects that are fully or partially funded by GDOT and/or FHA. The Consultant’s Project Manager and the AED designee shall work as a team. 4) The Consultant’s Project Manager will coordinate all activities requiring AED’s decisions or funds with AED’s Assistant Director of Engineering. 5) The Consultant’s Project Manager will have bi-weekly progress meetings with AED’s designated staff to discuss project progress, scheduling, coordination status and any key item effecting progress of the projects. WHEREAS, certain revisions to the design requested by Augusta-Richmond County are not covered by the scope of the original contract, we desire to submit the following Supplemental Agreement to-wit: It is agreed that as a result of the above described modification the contract amount is increased by $172,200 from $1,115,400 to a new total of $1,287,600. Any modifications to submittal dates shall be as identified in the attached proposal. This agreement in no way modifies or changes the original contract of which it becomes a part, except as specifically stated herein. NOW, THEREFORE, We, Jacobs Engineering Group Inc., Consultant, hereby agree to said Supplemental Agreement consisting of the above mentioned items and prices, and agree that this Supplemental Agreement is hereby made a part of the original contract to be performed under the specifications thereof, and that the original contract is in full force and effect, except insofar as it might be modified by this Supplemental Agreement. This day of , 2012. RECOMMEND FOR APPROVAL: CITY OF AUGUSTA-RICHMOND COUNTY JACOBS ENGINEERING GROUP INC., AUGUSTA, GEORGIA Mayor Deke S. Copenhaver Approved: Date Approved: Date [ATTACHED CORPORATE SEAL] ATTEST: ATTEST: Title: Title: __________________________ Augusta Richmond County Project Number(s): N/A Supplemental Agreement Number: 6 Purchase Order Number: P113792 Professional advice and consulting services regarding project management support via staff augmentation. Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks Attachment number 1 \nPage 1 of 1 Item # 39 Commission Meeting Agenda 6/5/2012 5:00 PM Utilities Upgrade of Itron 60W Radio Read Transmitters to 100W Radio Read Transmitters Department:Utilities, Tom Wiedmeier, Director Caption:Motion to approve Utilities upgrade of Itron 60W Radio Read Transmitters to 100W Radio Read Transmitters. (Approved by Engineering Services Committee May 29, 2012) Background:In 2003, AUD began a program of replacing or, where possible, converting meters to radio read. Since that time, approximately 31,000 of our 68,000 meters are radio read. At that time a decision was made to use Itron electronic meter reading products, as they are the world’s largest provider, and all major meter manufacturers can be converted to Itron radio read, which allows us to change meter companies, but keep the same electronic reading equipment. The majority of the Electronic Radio Transmitters (ERT’s) we have in our system are the Itron 60W. Analysis:In 2011, Itron created a new technology in electronic reading that adds a microchip to the electronic reading device that can be set to record and save up to 40 days of daily reading data. This information can then be downloaded and saved each time monthly readings are taken so that we will have retrievable data for many months on meter usage for all meters using this technology. These ERT’s are the Itron 100w and are also 25 times more powerful than the 60W’s. This data will be very helpful in investigating high consumption cases. In most problematic cases, high consumption happens during one month and by the time we find out there is a problem, the high consumption ends and our data logging equipment can only give us detailed usage during the month after the problem has occurred, which may not be helpful. With this new technology we will provide much better customer service and more answers for difficult account problems. We have been experiencing a higher than expected error rate on our 60W ERT’s, which comprises the majority of the ERT’s we currently have installed. These errors require us the time and effort to manually reread any account with a malfunctioning ERT. Recently, Itron informed us that they have discovered that, in some lots of their 60W ERT’s that were manufactured by a specific vendor, a component, that can become faulty, is causing a higher than expected error rate, approximately 10% versus an Cover Memo Item # 40 acceptable error rate of less than 1%. Itron has offered to replace all our existing 60W ERT’s that are from lots that may malfunction, including the labor, with new 60W ERT’s that do not have the problematic component. Because we no longer want to continue to use the old model of ERT’s (60W), due to the newer, better technology and power of the new 100W ERT’s, we have proposed that Itron replace the problematic ERT’s with new higher-priced 100W ERT’s. Itron has agreed to do this if we will pay the price-point differential between the 60W and the 100W. Financial Impact:We are not exactly sure of the number of ERT’s that will need to be replaced, but we do know the cost we expect to incur for upgrading to this new technology will be no higher than $295,000. Alternatives:Have Itron replace current 60W ERT's with 60W's at no cost, but keep older technology without data logging capability. Recommendation:AUD recommends approving the upgrade of Itron 60W Radio Read Transmitters to 100W Radio Read Transmitters. Funds are Available in the Following Accounts: Total cost of upgrading to 100W ERT’s is available in 506-04- 3210-5315111. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 40 Confidential Page1 Electric / Gas / Water Information collection, analysis and application 2111 N. Molter Rd. Liberty Lake, WA 99019fax: 866-787-6910 BMR# 1465-12 Ver1 Marwww.itron.com Item Part Number Description Qty Unit Price Extended Price Notes ERT's 1 ERW-1300-208 100WP ERT, Pulser with Integral Connector and Antenna Connector (Installation Services Included - Removal of existing ERT product; installation of new ERT, pit set meter) $135.00 (1-3) 100W ERT Discount ($110.00) 11,800 $25.00 $295,000.00 ERT Total $295,000.00 Notes and Assumptions (1) (2) (3) (4) Pricing Summary for Freight, taxes, duties, and tariffs are not included. Prices are in US dollars. Prices are valid for 90 days. Full warranty is consistent with the warranty terms in the Agreement for the first 10 years from date of shipment. For warranty claims in years 11 through 15, Itron's sole obligation will be to provide Customer with a discount on replacement product equal to 50 percent of its then-current list price for the replacement product. For warranty claims in years 16 through 20, Itron's sole obligation will be to provide Customer with a discount on replacement product equal to 25 percent of its then-current list price for the replacement product. March 28, 2012 Augusta, GA Discounted pricing is valid for 11,800 - 60WP ERT diode affected replacements. Customer must provide an RMA # on the Purchase Order. The quantity purchased must match the quantity of 60WP’s returned for warranty replacement. If during installation services of 11,800 -100W's the register is found to be damaged, there will be an additional charge of $6.24 per register exchange. Attachment number 1 \nPage 1 of 1 Item # 40 Attachment number 2 \nPage 1 of 3 Item # 40 Attachment number 2 \nPage 2 of 3 Item # 40 Attachment number 2 \nPage 3 of 3 Item # 40 Commission Meeting Agenda 6/5/2012 5:00 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the regular meeting of the Commission held May 15, 2012 and Special Called Meetings held May 22 and May 29, 2012. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 41 Commission Meeting Agenda 6/5/2012 5:00 PM Pension & Audit Committee Department: Caption:Motion to approve the selection of Cherry, Bekaert & Holland as the Internal Audit firm as recommended by the selection committee. (Approved by the Pension and Audit Committee May 29, 2012) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 42 Commission Meeting Agenda 6/5/2012 5:00 PM District 4 Department: Caption:Motion to approve the appointment of Harry Moore to the Augusta Canal Authority representing District 4. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 43 Attachment number 1 \nPage 1 of 2 Item # 43 Attachment number 1 \nPage 2 of 2 Item # 43 Commission Meeting Agenda 6/5/2012 5:00 PM Downtown Development Authority Department: Caption:Motion to approve the appointment of Natalie Bowen McLeod and Sanford Loyd to the Downtown Development Authority (DDA). (Requested by Commissioner J.R. Hatney) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 44 Attachment number 1 \nPage 1 of 2 Item # 44 Attachment number 1 \nPage 2 of 2 Item # 44 Commission Meeting Agenda 6/5/2012 5:00 PM Update on Augusta's position in the credit markert Department:Administrator Caption:Update on Augusta's postion in the credit market presented by Dianne McNabb. Background:Ms. McNabb is the cities financial advisor for bond and economic development projects. She will be presenting an update on Augusta's position in the credit/bond market.. Analysis: Financial Impact:none Alternatives: Recommendation:Recieve as information Funds are Available in the Following Accounts: n/a REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 45 Commission Meeting Agenda 6/5/2012 5:00 PM Board of Regents Department: Caption:Motion to approve a Resolution to the Board of Regents for the purpose of including the name of Augusta in the new combined Augusta State & Georgia Health Sciences Universities. (Requested by Commissioner Jerry Brigham) (Referred from May 15 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 46 Attachment number 1 \nPage 1 of 1 Item # 46 Attachment number 2 \nPage 1 of 2 Item # 46 Attachment number 2 \nPage 2 of 2 Item # 46 Commission Meeting Agenda 6/5/2012 5:00 PM Affidavit Department:Clerk of Commission 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: Cover Memo Item # 47