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2014-04-01-Meeting Agenda
Commission Meeting Agenda Commission Chamber 4/1/2014 2:00 PM INVOCATION: Rev. Kerwin Myles, Associate Pastor, Augusta Deliverance Evangelistic Church PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) April Employee of the Month A. Congratulations! Ms. Rebecca Roberson, Communications/Dispatcher I Operator, Augusta Utilities Department. Attachments CONSENT AGENDA (Items 1-31) PUBLIC SERVICES 1. Motion to approve a Resolution authorizing the Mayor to execute FAA Grants for Augusta Regional Airport which have expedited deadlines for the Fiscal Year 2014 as approved by the Augusta Aviation Commission at their February 27, 2014 Meeting. (Approved by Public Services Committee March 24, 2014) Attachments 2. Motion to approve funding for phase I of the 290 dilapidated structures that the Planning & Development Department has identified that are categorized as nuisance properties that should be demolished due to the structures being uninhabitable and unsafe and causing a blighting condition in the neighborhoods.(Approved by Public Services Committee March 24, 2014) Attachments 3. Motion to approve an award of contract with Georgia Power Company for $74,380 for tree abatement and pruning at the Augusta Riverwalk. (Approved by Public Services Committee March 24, 2014) Attachments 4. Motion to approve a request by Melissa Outley for a Special Event License Liquor, Beer & Wine to be used in connection with Mi Rancho located at 3064 Washington Rd. May 2 thru May 5, 2014 for Cinco De Mayo. There will be Sunday Sales. District 7. Super District 10. (Approved by Public Services Committee March 24, 2014) Attachments 5. Motion to approve a transfer of ownership of an original watercolor painting of the old “Patch” Clubhouse from the Department of Recreation, Parks and Facilities to the Augusta Museum of History (Approved by Public Services Committee March 24, 2014). Attachments ADMINISTRATIVE SERVICES 6. Motion to approve the elimination of the requirement for Department Directors to clock in and out and changing the wording from Department Directors to "SES Employees" and the attached listing of the names of the SES employees.(Approved by Administrative Services Committee March 24, 2014) Attachments 7. Motion to approve waiting until the consultant who is working on the (ADA) Americans with Disabilities Act Assessment and Compliance Plan comes on board before any action is taken on the development of a plan relative to the Interfaith Community's request. (Approved by Administrative Services Committee March 24, 2014) . Attachments 8. Motion to authorize the Procurement and Recreation, Parks & Facilities Departments to finalize plans to relocate the Augusta Printshop and Mail Service to May Park Annex Building adjacent to the May Park Athletic Complex & Office at 622 4th Street. (Approved by Administrative Services Committee March 24, 2014) Attachments 9. Motion to approve Excess Worker’s Compensation Insurance with Attachments Safety National with Statutory limits and an $850,000.00 Self Insured Retention (SIR - otherwise known as the deductible) to cover all positions for a premium of $ 240,555. (Approved by Administrative Services Committee March 24, 2014) 10. Motion to approve eliminating the inequalities as indicated in Ms. Bryant's report and task the Interim Administrator and Ms. Bryant with looking at the individual departments' budgets as possible funding sources and refer it to the full commission. (Approved by Administrative Services Committee March 24, 2014) Attachments PUBLIC SAFETY 11. Motion to approve the purchase by the Augusta Fire Department of seven (7) additional pumpers and two (2) additional aerial trucks through Bid Item #13-187A.(Approved by Public Safety Committee March 24, 2014) Attachments FINANCE 12. Motion to approve the replacement of one (1) 2000 emergency response fire apparatus for Augusta Regional Airport. (Bid 14-133) (Approved by Finance Committee March 24, 2014) Attachments 13. Motion to approve the purchase of mid-sized hydraulic excavator with transport trailer for Augusta Engineering Department – Maintenance Division.(Approved by Finance Committee March 24, 2014) Attachments 14. Motion to approve abatement of all County Ad Valorem Taxes on Land Bank owned property. (Approved by Finance Committee March 24, 2014) Attachments 15. Motion to approve budget for initial phase costs related to ice storm clean up. (Approved by Finance Committee March 24, 2014) Attachments 16. Motion to approve lease agreement for OPEX Mail Processing Machine. (Approved by Finance Committee March 24, 2014) Attachments ENGINEERING SERVICES 17. Motion to authorize condemnation to acquire title of a portion of property in fee simple and permanent construction and maintenance easement (Parcel 209-0-014-00-0) Project Parcel 40, 2040 Ebenezer Drive. (Approved by Engineering Services Committee March 24, 2014) Attachments 18. Motion to approve funding to Christopher Booker & Associates, PC in the amount of $ 102,500.00 for the conceptual design of the Library Renovations for AUD.(Approved by Engineering Services Committee March 24, 2014) Attachments 19. Motion to approve award to Blair Construction in the amount of $ 894,685.74 for Bid Item #14-126, Jamestown Sewer Extension Phase III- B.(Approved by Engineering Services Committee March 24, 2014) Attachments 20. Motion approve award to Eagle Utility Contracting, Inc. in the amount of $646,176.50 for Bid Item #14-134, Marion Homes Water Main Installation Project. (Approved by Engineering Services Committee March 24, 2014) Attachments 21. Motion to approve award to Constantine Engineering, Inc. in the amount of $1,147,000 for year 1 for Solicitation #14-137, Program Management Services.(Approved by Engineering Services Committee March 24, 2014) Attachments 22. Motion to approve funding to W. R. Toole Engineers, Inc. in the amount of $ 197,615.00 for the design of the Rocky Creek Trunk Sewer Replacement Project.(Approved by Engineering Services Committee March 24, 2014) Attachments 23. Motion to approve an acceptance of a donated right-of-way between Martha R. Allen and Julian Allen, as owners, and Augusta, Georgia, as optionee, in connection with the Storey Mill Road Project, said right-of- Attachments way consists of 1.759 acre (76,624 sq. ft.), more or less; and N/A sq. ft. of permanent drainage and maintenance easement, more or less; and N/A sq. ft. of temporary construction easement, from the property located at 4967 Storey Mill Road, private. (Approved by Engineering Services Committee March 24, 2014) 24. Motion to approve the drafting of a resolution for the commission to ask the delegation to request the State Legislature keep funding in place for floodplain mapping and to make Augusta, GA a priority within the State of Georgia and present it to the commission for approval subject to Law Department Review. (Approved by Engineering Services Committee March 24, 2014) Attachments 25. Motion to award the Design Consultant Services Agreement to W.R. Toole Engineers, Inc. in the amount of $647,655.31 for the John C. Calhoun Expressway Repair and Reconstruction Project, subject to receipt of signed contracts and proper bonds as requested by AED (Approved by Engineering Services Committee March 24, 2014) . Attachments 26. Motion to approve Norfolk Southern Activity No. 1188892 Crossing Agreement for the water and sanitary sewer upgrade on Marvin Griffin Road. (Approved by Engineering Services Committee March 24, 2014) Attachments 27. Motion t approve notification of award for a construction contract to Blair Construction, Inc. for the Winter-Norton Road 6" Water Main Replacement project, Bid Item #14-139, in the amount of $116,660.35, under the Task Order Program for infrastructure RFQ#11-130. (Approved by Engineering Services Committee March 24, 2014) Attachments 28. Motion to approve beginning the process of deeding the road (South Atlantic Drive) to the city, determining the cost for repairs and come back with a recommendation to the next committee meeting. (Approved by Engineering Services Committee March 24, 2014) Attachments 29. Motion to approve Supplemental Agreement Number Sixteen, Change Number Eighteen, in the amount of $82,979 from Jacobs Engineering Attachments Group Inc. to design landscaping and irrigation system plans (IV & V); updates to the environmental document to include new threatened and endangered species identified in Augusta; provisions to protect migratory birds during the construction of the bridges; distribution of informational flyers to citizens advising them of temporary side road closures that will occur during construction; and design Advanced Transportation Management System Plans (V), respectively, on the projects to improve Windsor Spring Road from SR 88 in Hephzibah to Willis Foreman Rd (Phase V) 323-04-299823786 and from Willis Foreman Road to Tobacco Road (Phase IV) 323-04-299823766 as requested by AED.(Approved by Engineering Services Committee March 24, 2014) PETITIONS AND COMMUNICATIONS 30. Motion to approve the minutes of the regular meeting of the Commission held March 18, 2014 and Special Called Meeting held March 24, 2014. Attachments APPOINTMENT(S) 31. Motion to approve the appointment of Tommy Boyles to the Augusta Canal Authority representing District 9. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 4/1/2014 AUGUSTA COMMISSION REGULAR AGENDA 4/1/2014 (Items 32-40) PUBLIC SERVICES 32. New Ownership Application: A. N. 14 - 13: A request by Pritankumar D. Patel for a retail package Liquor license to be used in connection with Prime Liquor Store located at 2574 Tobacco Rd. District 4. Super District 9. (No recommendation from Public Services Committee March 24, 2014) Attachments ADMINISTRATIVE SERVICES 33. An update from the Interim Administrator regarding identifying a funding source to fund Disparity Study, related IT programs and approve same being done. (Requested by Commissioner Marion Williams) Attachments 34. Discuss job title for the EEO Director. (Requested by Commissioner Marion Williams) Attachments 35. Approve a Charter Amendment which will eliminate the current EEO/DBE Director Position and simultaneously establish a separate EEO Director Position and a separate DBE Coordinator Position. The HR Director will conduct an extensive job audit to determine the proper classification of the two proposed positions. (Due to the fact that both positions are viable positions that perform critical duties for Augusta, it is without question that both incumbents will continue to perform their respective duties.) (No recommendation from Administrative Services Committee Marh 24, 2014) Attachments 36. Discuss emergency pay for city employees who were required to work during the recent ice storm. (Requested by Commissioner Marion Williams) Attachments 37. Discuss the appointment process for the Urban Redevlopment Agency (URA) as approved by the Commission January 21, 2014 and discuss the residency of URA members. (Requested by Commissioner Marion Williams) Attachments FINANCE 38. Motion to approve $78,000 for the 2014 fiscal year operating budget for the Land Bank Authority. (No recommendation from Finance Committee March 24, 2014) Attachments 39. Motion to approve the Continue Purchase of Public Official Liability Insurancewith Employment Practices Endorsement. Attachments Upcoming Meetings www.augustaga.gov LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 40. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Commission Meeting Agenda 4/1/2014 2:00 PM Invocation Department: Caption:Rev. Kerwin Myles, Associate Pastor, Augusta Deliverance Evangelistic Church Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1 Commission Meeting Agenda 4/1/2014 2:00 PM April Employee of the Month Department: Caption: Congratulations! Ms. Rebecca Roberson, Communications/Dispatcher I Operator, Augusta Utilities Department. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2 Commission Meeting Agenda 4/1/2014 2:00 PM A RESOLUTION PERMITTING THE MAYOR TO EXECUTE FAA GRANTS HAVING EXPEDITED DEADLINES FOR THE FISCAL YEAR 2014 Department:Augusta Regional Airport Caption:Motion to approve a Resolution authorizing the Mayor to execute FAA Grants for Augusta Regional Airport which have expedited deadlines for the Fiscal Year 2014 as approved by the Augusta Aviation Commission at their February 27, 2014 Meeting. (Approved by Public Services Committee March 24, 2014) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Augusta Regional Airport Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 \nPage 1 of 2 Item # 3 Attachment number 1 \nPage 2 of 2 Item # 3 Commission Meeting Agenda 4/1/2014 2:00 PM Alcohol Application Department:Planning & Development Caption:New Ownership Application: A. N. 14 - 13: A request by Pritankumar D. Patel for a retail package Liquor license to be used in connection with Prime Liquor Store located at 2574 Tobacco Rd. District 4. Super District 9. (No recommendation from Public Services Committee March 24, 2014) Background:This is a new application. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay fee of $3,330.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 4 Attachment number 1 \nPage 1 of 2 Item # 4 Attachment number 1 \nPage 2 of 2 Item # 4 Commission Meeting Agenda 4/1/2014 2:00 PM BLIGHT ABATEMENT - REQUIRED FUNDING FOR THE DEMOLITION OF UNSAFE & UNINHABITABLE STRUCTURES Department:Planning & Development Dept Caption:Motion to approve funding for phase I of the 290 dilapidated structures that the Planning & Development Department has identified that are categorized as nuisance properties that should be demolished due to the structures being uninhabitable and unsafe and causing a blighting condition in the neighborhoods. (Approved by Public Services Committee March 24, 2014) Background:The 290 identified structures are predominantly located in the older City neighborhoods. The properties are generally categorized as abandoned in that the property taxes are delinquent and the structures have not legally been occupied for quite a while. The structures continue to deteriorate and often times are being used as locations for illegal activities such as drug dealings, prostitution, and as shelters for the homeless. The appearance of the structures is not supportive of the efforts to redevelop the neighborhoods, and is most likely a deterrent for a new homebuyer that may be considering residing in the central City neighborhoods… In addition to the 290 structures, another 250 structures have been identified that potentially will deteriorate to the status of being a nuisance and will require abatement through the Public Officer process of obtaining a Court Order for demolition. Analysis:Of the 290 structures have been identified as nuisance properties, 115 of those properties have been through the Public Officer process and a Court Order for demolition of the structure has been issued. The remaining structures (175) are in queue for the Public Officer process of requesting a title search and scheduling a court hearing date… The average cost for demolition is $5,530. The funds needed to complete the demolition of the 115 properties with a demolition Order is $635,950. The grand total of funds required for the demolition of all 290 structures is $1,603,700. (This does not include the additional 250 potential nuisance structures / $1,382,500.) The proposal is to tackle the project in phases. Funds in the amount of $200,000 are requested to begin the first phase in the process of addressing the dilapidated Cover Memo Item # 5 structures. The attached outline identifies the number of dilapidated structures by Commission District and the anticipated number of demolition projects by District that will be funded under this request. Financial Impact:$200,000 is requested Alternatives:* Provide funding to demolish the 290 identified structures: $1,603,700. * Provide funding to demolish the 115 Court Ordered demolitions: $635,950 * Do not provide funding for demolition projects. Recommendation:Approve request for $200,000 Funds are Available in the Following Accounts: Capital Fund 272 - $165,000 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5 DEMOLITION OF UNSAFE AND UNINHABITABLE STRUCTURES · Funds Allocated: 2014 Demolition Budget $35,000 · Funds Needed: o Total identified unsafe / uninhabitable structures: 290 o Average demolition cost (2012 – 2013): $5,530 o Funds needed to demolish current list of unsafe / uninhabitable structures: $1,603,700 · 115 (of the 290) structures = Court Order in hand and ready for demolition; we need the asbestos survey and we can put them out for bid. o Funds needed immediately: $635,950 · Approximately 250 additional structures have been identified that potentially will deteriorate to the status of being a nuisance and will require abatement through the Public Officer process of obtaining a Court Order for demolition o Additional funds needed: $1,382,500 · Grand Total of funds needed at today’s estimated average costs: $2,986,200 ($1,603,700 + $1,382,500) · (Projected average cost to demolish each structure is $7,500; increase is due to additional environmental regulations.) Attachment number 1 \nPage 1 of 1 Item # 5 FUNDING NEEDED FOR THE FOLLOWING DEMOLITION PROJECTS COMMISSION ADDRESS MAP / PARCEL DISTRICT 4438 BOULINEAU 245-0-017-02-0 8 2015 BOYKIN PL 072-4-075-00-0 2 1009 CARRIE ST 046-4-329-00-0 1 652 BENNOCK 325-0-069-00-0 8 owner bought demo permit 1537 BROWN RD 214-0-081-00-0 8 owner to bring into compliance (if not city will demo) 118 CALVARY 072-3-137-00-0 2 2296 OLD SAVANNAH RD 087-3-100-00-0 2 owner to bring into compliance (if not city will demo) 2407 CUNNINGHAM DR 071-4-074-00-0 2 1029 EIGHTH AVE 072-2-555-00-0 2 504 FIRST AVE 034-1-088-00-0 1 505 FLEMING AVE 034-1-091-00-0 1 2113 GRAND BLVD 072-2-308-00-0 2 2205 GRAND BLVD 072-2-228-00-0 2 2225 GRAND BLVD 072-4-001-00-0 2 1315 HOLLEY 046-3-174-00-0 1 3913 JAMES 166-0-125-00-0 6 owner bought demo permit 1317 HOLLEY ST 046-4-175-00-0 1 1510 KERON WAY 336-0-143-00-0 8 2108 M L KING 072-2-253-00-0 2 1140 MERCIER 059-3-273-00-0 2 1554 MILL ST 059-1-464-00-0 2 1713 MILL ST 059-3-020-00-0 2 1012 MILLER STRUCTURE 1 046-4-317-00-0 1 1012 MILLER STRUCTURE 2 046-4-317-00-0 1 1414 PICQUET AVE 059-2-712-00-0 1 2810 ROYAL ST 033-2-140-00-0 1 1708 TELFAIR ST 035-2-536-00-0 1 1106 THIRTEENTH ST 046-3-113-00-0 1 1733 SAVANNAH RD STRUCTURE 1 059-3-317-00-0 2 1733 SAVANNAH RD STRUCTURE 2 059-3-317-00-0 2 1733 SAVANNAH RD STRUCTURE 3 059-3-317-00-0 2 1011 SEVENTH AVE 072-2-585-00-0 2 1026 SEVENTH AVE 072-2-525-00-0 2 2307 BOYKIN RD 167-0-001-22-0 6 owner wants to demo 2242 TRAVIS RD 154-0-081-00-0 6 2355 TRAVIS RD 154-0-009-00-0 6 At t a c h m e n t n u m b e r 2 \ n P a g e 1 o f 6 It e m # 5 FUNDING NEEDED FOR THE FOLLOWING DEMOLITION PROJECTS COMMISSION ADDRESS MAP / PARCEL DISTRICT 1425 TWELFTH ST 059-1-432-00-0 2 1427 TWELFTH ST 059-1-431-00-0 2 541 WRIGHTS AVE 035-4-306-00-0 1 603 WRIGHTS AVE 035-4-303-00-0 1 1301 CLARK A/K/A 4745 MIKE PAD 302-0-001-01-0 8 125 CAPRI 171-0-108-00-0 1 1111 DAVIS RD 059-3-357-00-0 2 3509 BUCKNER DR 118-0-352-00-0 5 3505 BUCKNER DR 118-0-354-00-0 5 7 ALBRIGHT LANE 072-3-022-02-0 2 2011 BARNES 087-1-140-00-0 2 2904 ALGERNON CIR 118-0-338-00-0 5 3112 ARCADIA DR 084-3-029-00-0 5 1218 BRANCH 072-2-099-00-0 2 1218 1/2 BRANCH 072-2-099-00-0 2 3629 BELAIR RD 053-1-018-00-0 3 218 DEANS LANE 035-2-168-00-0 1 224 DEANS LANE 035-2-171-00-0 1 1019 1/2 EIGHTH AVE 072-2-551-00-0 2 1021 EIGHTH AVE 072-2-552-00-0 2 1344 ELEVENTH ST 059-2-521-00-0 1 1346 ELEVENTH ST 059-2-536-00-0 1 1906 FARRIS 070-4-055-00-0 2 425 FAIRHOPE 048-4-007-00-0 1 1915 FIRST AVE 072-3-265-00-0 2 1686 FIFTEENTH ST 058-4-219-00-0 1 523 FIRST AVE 034-1-037-00-0 1 607 FORSTHYE ST 047-4-403-00-0 1 3327 GIBSON 069-3-072-00-0 5 1043 GLASSFACTORY 059-3-574-00-0 2 1049.5 GLASSFACTORY 059-3-571-00-0 2 1125 GORDON ST 059-1-606-00-0 2 1326 ELEVENTH ST 059-2-216-00-0 1 1329 ELEVENTH ST 059-2-194-00-0 1 1614 LUCKEY ST 058-2-189-00-0 1 At t a c h m e n t n u m b e r 2 \ n P a g e 2 o f 6 It e m # 5 FUNDING NEEDED FOR THE FOLLOWING DEMOLITION PROJECTS COMMISSION ADDRESS MAP / PARCEL DISTRICT 1741 LUCKEY ST 072-2-138-00-0 1 112-114 MCELMURRAY 061-2-192-00-0 1 2560 MT AUBURN 034-1-396-00-0 1 2218 MARTIN RD 098-3-016-00-0 2 2917 JEFFERSON 109-2-022-00-0 6 hold new owner to comply 2919 JEFFERSON 109-2-022-01-0 6 hold new owner to comply 1126 LUCKEY ST 072-2-127-00-0 2 1612 LUCKEY ST 058-2-188-00-0 2 1625 LUCKEY ST 058-4-066-00-0 1 1439 MILL ST 059-1-373-00-0 2 1612 MILL ST 059-3-073-00-0 2 1812 MILL ST 059-3-205-00-0 2 1916 OLIVE 072-3-139-00-0 2 2388 EAST QUAIL 166-0-071-00-0 6 2297 OLD SAVANNAH RD 087-3-011-00-0 2 2541 WHEELER 034-1-067-00-0 1 2364 WINSTON WAY 131-0-233-00-0 6 HOLD COMMON WALL PROBLEM 533 SECOND AVE 034-1-023-00-0 1 19 SHERMAN 059-4-107-00-0 2 1119 SUMMER 046-4-706-00-0 1 1705 ST LUKE 035-2-288-00-0 1 2837 THOMAS LANE 085-3-170-00-0 5 2337 TRAVIS PINE 154-0-091-00-0 6 2399 TRAVIS PINE 153-0-168-00-06 6 1129 TWELFTH AVE 072-2-194-00-0 2 1415 TWELFTH St 059-1-436-00-0 2 1507 TWELFTH (a) 059-1-525-00-0 2 1507 TWELFTH (B) 059-1-525-00-0 2 931 PERRY 059-2-311-00-0 1 1030 SIXTH AVE 072-2-416-00-0 2 1105 SIXTH AVE 072-2-415-00-0 2 1810 WRIGHTSBORO 045-3-367-00-0 1 10 WALKER 047-4-444-00-0 1 1382 TENTH ST 059-2-572-00-0 1 DONATED TO LANDBANK 1919 TELFAIR ST 035-2-306-01-0 1 1339 WRIGHTSBORO 059-1-291-00-0 1 DONATED TO LANDBANK At t a c h m e n t n u m b e r 2 \ n P a g e 3 o f 6 It e m # 5 FUNDING NEEDED FOR THE FOLLOWING DEMOLITION PROJECTS COMMISSION ADDRESS MAP / PARCEL DISTRICT 1010 CARRIE ST 046-4-335-00-0 1 BID ON HOLD 1913 JENKINS 035-3-256-01-0 1 BID ON HOLD 213 TUTTLE 035-2-176-00-0 1 BID ON HOLD 2421 MANSION 096-4-084-00-0 6 925 HOPKINS 046-4-453-00-0 1 IN BID PROCESS 927 HOPKINS 046-4-452-00-0 1 IN BID PROCESS 933 HOPKINS 046-4-449-00-0 1 IN BID PROCESS 935 HOPKINS 046-4-448-00-0 1 IN BID PROCESS 156 MCELMURRAY 061-2-203-00-0 1 At t a c h m e n t n u m b e r 2 \ n P a g e 4 o f 6 It e m # 5 At t a c h m e n t n u m b e r 2 \ n P a g e 5 o f 6 It e m # 5 At t a c h m e n t n u m b e r 2 \ n P a g e 6 o f 6 It e m # 5 DEMOLITION PROJECT - IDENTIFIED UNSAFE & UNINHABITABLE STRUCTURES The numbers represent properties that are in the Public Officer process: included are properties identified as dilapidated, properties we've requested a title search, and properties with a Court Order for demolition. Commission Commission Super Unsafe / Uninhabitable District District Structures 1 9 111 2 9 136 3 10 2 4 9 3 5 9 11 6 10 16 7 10 0 8 10 11 Total 290 Total Unsafe / Uninhabitable Structures by Super Districts Super District 9 = 261 Super District 10 = 29 UNSAFE / UNIHABITABLE STRUCTURES - WITH DEMOLITION ORDER: FUNDING IS NEEDED Commission Commission Super Unsafe / Uninhabitable Phase I District District Structures Demoltions 1 9 46 15 2 9 46 15 3 10 1 1 4 9 0 5 9 6 6 6 10 11 11 7 10 0 8 10 5 5 Total 115 53 Super District 9 = 98 Super District 10 = 17 Attachment number 3 \nPage 1 of 1 Item # 5 Commission Meeting Agenda 4/1/2014 2:00 PM Riverwalk Tree Abatement and Pruning Department:Recreation, Parks and Facilities Caption:Motion to approve an award of contract with Georgia Power Company for $74,380 for tree abatement and pruning at the Augusta Riverwalk. (Approved by Public Services Committee March 24, 2014) Background:The Riverwalk, of which phase I was completed in 1985, put life and energy into Augusta’s downtown. The Riverwalk became a showplace for residents and visitors alike. In order to make Riverwalk more inviting, the Department of Recreation, Parks and Facilities wishes to raise up and thin the tree canopy to let in more light. Additionally, hazard trees need to be removed. This project will positively impact safety and security at this site. Analysis:In an effort to address the tree management program, Augusta solicited bids for a tree abatement and pruning program that will focus on three tree work priorities:1) potentially hazardous conditions; 2) preservation and overall health of the trees; and 3) aesthetics. A total of seven firms participated in a mandatory pre bid meeting. Four bids were received with the low, responsive bidder being Georgia Power. See Attached Bid Summary) Financial Impact:Total bid amount is $74,380.00 Alternatives:1. To Approve the tree abatement and pruning contract for the Riverwalk to Georgia Power in the amount of $74,380 2. Move No Action. Recommendation:1. Move to Approve. Funds are Available in the Following Accounts: 272-01-6215-5223110 Cover Memo Item # 6 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 6 Attachment number 1 \nPage 1 of 2 Item # 6 Attachment number 1 \nPage 2 of 2 Item # 6 Commission Meeting Agenda 4/1/2014 2:00 PM Special Event License Department:Planning & Development Caption:Motion to approve a request by Melissa Outley for a Special Event License Liquor, Beer & Wine to be used in connection with Mi Rancho located at 3064 Washington Rd. May 2 thru May 5, 2014 for Cinco De Mayo. There will be Sunday Sales. District 7. Super District 10. (Approved by Public Services Committee March 24, 2014) Background:This is a regular event for Cinco De Mayo. Analysis:The appilcant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $240.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 7 Attachment number 1 \nPage 1 of 1 Item # 7 Commission Meeting Agenda 4/1/2014 2:00 PM Transfer of Original Augusta Municipal Golf Course Clubhouse Painting to the Augusta Museum of History Department:Recreation, Parks and facilities Caption:Motion to approve a transfer of ownership of an original watercolor painting of the old “Patch” Clubhouse from the Department of Recreation, Parks and Facilities to the Augusta Museum of History(Approved by Public Services Committee March 24, 2014). Background:An original watercolor painting of the old “Patch” Clubhouse was done by Clyde Wells, the former editorial cartoonist with the Augusta Chronicle. Donated to Augusta, the painting depicted the old clubhouse at the Augusta Municipal Golf Course, affectionately known as the “Patch”. Since the construction of the new clubhouse in 1999, the painting has been on permanent display. Analysis:In an effort to protect and preserve this iconic painting, the Department of Recreation, Parks and Facilities, along with the Augusta Museum of History would like to see this painting housed at the Augusta Museum of History for display and proper preservation. In turn, the Museum has agreed to provide the Augusta Recreation, Parks and Facilities Department with a high resolution reproduction to be placed in the current clubhouse. Financial Impact:N/A Alternatives:1. To Approve transfer of ownership an original painting of the old “Patch” Clubhouse from the Department of Recreation, Parks and Facilities to the Augusta Museum of History. 2. Move No Action. Recommendation:1. Move to Approve. Funds are Available in the Following N/A Cover Memo Item # 8 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 8 Commission Meeting Agenda 4/1/2014 2:00 PM Department Directors Clocking In and Out Department:Clerk of Commission Caption:Motion to approve the elimination of the requirement for Department Directors to clock in and out and changing the wording from Department Directors to "SES Employees" and the attached listing of the names of the SES employees.(Approved by Administrative Services Committee March 24, 2014) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 9 Attachment number 1 \nPage 1 of 3 Item # 9 Attachment number 1 \nPage 2 of 3 Item # 9 Attachment number 1 \nPage 3 of 3 Item # 9 Commission Meeting Agenda 4/1/2014 2:00 PM Disparity Study Department: Caption:An update from the Interim Administrator regarding identifying a funding source to fund Disparity Study, related IT programs and approve same being done. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 10 Attachment number 1 \nPage 1 of 3 Item # 10 Attachment number 1 \nPage 2 of 3 Item # 10 Attachment number 1 \nPage 3 of 3 Item # 10 Commission Meeting Agenda 4/1/2014 2:00 PM EEO Job Title Department: Caption:Discuss job title for the EEO Director. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 11 Commission Meeting Agenda 4/1/2014 2:00 PM EEO/DBE Director Position Department:Clerk of Commission Caption:Approve a Charter Amendment which will eliminate the current EEO/DBE Director Position and simultaneously establish a separate EEO Director Position and a separate DBE Coordinator Position. The HR Director will conduct an extensive job audit to determine the proper classification of the two proposed positions. (Due to the fact that both positions are viable positions that perform critical duties for Augusta, it is without question that both incumbents will continue to perform their respective duties.) (No recommendation from Administrative Services Committee Marh 24, 2014) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 12 Attachment number 1 \nPage 1 of 1 Item # 12 Commission Meeting Agenda 4/1/2014 2:00 PM Emergency Pay Department: Caption:Discuss emergency pay for city employees who were required to work during the recent ice storm. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 13 Commission Meeting Agenda 4/1/2014 2:00 PM Interfaith Community Presentation Department:Clerk of Commission Caption:Motion to approve waiting until the consultant who is working on the (ADA) Americans with Disabilities Act Assessment and Compliance Plan comes on board before any action is taken on the development of a plan relative to the Interfaith Community's request. (Approved by Administrative Services Committee March 24, 2014) . Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 14 Commission Meeting Agenda 4/1/2014 2:00 PM Relocate the Augusta Printshop and Mail Service Department:Procurement Caption:Motion to authorize the Procurement and Recreation, Parks & Facilities Departments to finalize plans to relocate the Augusta Printshop and Mail Service to May Park Annex Building adjacent to the May Park Athletic Complex & Office at 622 4th Street. (Approved by Administrative Services Committee March 24, 2014) Background:February 10, 2014, Engineering Services Committee Meeting, Item #12: “ Discuss proposed location for the Print Shop”: Procurement was directed to bring back to Committee the result of meeting with the Interim Administrator, Project Manager, Architect and the Recreation Department for a permanent location of the Printshop or to move the Printshop to the basement of the Municipal Building. · It is determined that the basement of the Municipal Building is not suitable due to the amount of space needed for the functionality, storage and operation of the Facility Maintenance Department currently located in the space. · On 2/20/14, we met (Ms. McConstant Brigham, Ms. Sheila Paulk, Mr. Forrest White, Mr. Ron Houck, Mr. Lonnie Wimberly and Geri Sams) and discussed moving the Printshop to a vacant building currently owned by Augusta’s Recreation, Parks & Facilities Department. The group met at the facility. After the walk thru and discussions, it is determined this will be a suitable relocation of the Printshop. All parties accepted the relocation with renovations pending Commission Approval to move forward.OPTION: The option is to move the Printshop to the 4th Street – Annex. This option offers a stand-along building. The building has over 3,000 sq. ft. and is currently being under- utilized. The square footage will allow spacing and ventilation for the Printshop operation, storage of inventory, storage for completed jobs until delivered and work areas for the mailed couriers to sort and prepare (Internal and external) mail. The location is easily accessible for all types of delivery trucks (small or large transfer); entering and exiting trucks will not cause any traffic hazards. Parking is available. Safety is not a problem. The Building will be secured with an alarm system. Cover Memo Item # 15 Analysis:The location can be ready within the next 90 – 120 days Financial Impact:There are funds available in approved budget for renovations of this location (up to $50,000). Alternatives: Recommendation:To approve the relocation of the Printshop to 4th Street location within 90-120 days. Funds are Available in the Following Accounts: capital outlay fund REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 15 Attachment number 1 \nPage 1 of 11 Item # 15 Attachment number 1 \nPage 2 of 11 Item # 15 Attachment number 1 \nPage 3 of 11 Item # 15 Attachment number 1 \nPage 4 of 11 Item # 15 Attachment number 1 \nPage 5 of 11 Item # 15 Attachment number 1 \nPage 6 of 11 Item # 15 Attachment number 1 \nPage 7 of 11 Item # 15 Attachment number 1 \nPage 8 of 11 Item # 15 Attachment number 1 \nPage 9 of 11 Item # 15 Attachment number 1 \nPage 10 of 11 Item # 15 Attachment number 1 \nPage 11 of 11 Item # 15 Commission Meeting Agenda 4/1/2014 2:00 PM Renewal Excess Workers' Compensation Insurance Department:HR Caption:Motion to approve Excess Worker’s Compensation Insurance with Safety National with Statutory limits and an $850,000.00 Self Insured Retention (SIR - otherwise known as the deductible) to cover all positions for a premium of $ 240,555. (Approved by Administrative Services Committee March 24, 2014) Background:Excess Workers Compensation coverage (a per occurrence policy) has been purchased in the past as a measure to cap any potential catastrophic loss against Augusta-Richmond County. Knowing that this area of the industry is still quite volatile and premiums continue to rise, Georgia Administrative Services (GAS), our Workers’ Compensation Third Party Administrator, was requested to obtain quotes from A or A+ companies. Georgia Administrative Services received the following quotes: 1). Safety National Casualty Corporation a). Statutory Limit with $850,000 SIR to cover all postions for a deposit premium of $240,555 2). New York Marine and General Insurance a). Statutory limit with $750,000 SIR to cover police and fire employees and $600,000 SIR to cover all other positions for a minimum premium of $450,000 Analysis: Financial Impact:Augusta will assume all financial responsibility up to the SIR limit of $850,000 for all positions per occurrernce. Alternatives:Drop coverage accepting full exposure/cost for any catastrophic job related injury. Recommendation:Approve coverage with Safety National Casualty with SIR of $850,000 for all positions with Statutory Limit for a deposit premium of $240,555. Funds are Available Cover Memo Item # 16 in the Following Accounts:621 01 5233 55.21110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 16 Commission Meeting Agenda 4/1/2014 2:00 PM Salary Analysis on Department Directors Department:Clerk of Commission Caption:Motion to approve eliminating the inequalities as indicated in Ms. Bryant's report and task the Interim Administrator and Ms. Bryant with looking at the individual departments' budgets as possible funding sources and refer it to the full commission. (Approved by Administrative Services Committee March 24, 2014) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 17 Attachment number 1 \nPage 1 of 1 Item # 17 Commission Meeting Agenda 4/1/2014 2:00 PM URA Members Department: Caption:Discuss the appointment process for the Urban Redevlopment Agency (URA) as approved by the Commission January 21, 2014 and discuss the residency of URA members. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 18 Attachment number 1 \nPage 1 of 6 Item # 18 Attachment number 1 \nPage 2 of 6 Item # 18 Attachment number 1 \nPage 3 of 6 Item # 18 Attachment number 1 \nPage 4 of 6 Item # 18 Attachment number 1 \nPage 5 of 6 Item # 18 Attachment number 1 \nPage 6 of 6 Item # 18 Commission Meeting Agenda 4/1/2014 2:00 PM Request to Purchase Additional Emergency Vehicles with Bid Item #13-187A Department:Fire Caption:Motion to approve the purchase by the Augusta Fire Department of seven (7) additional pumpers and two (2) additional aerial trucks through Bid Item #13-187A.(Approved by Public Safety Committee March 24, 2014) Background:Bid #13-187A Emergency Response Vehicles was awarded to KME/NAFECO. The terms of this contract are stated for a one year period with a possible one year option. KME has agreed to extend the terms and conditions and the bid prices, to include the change order #1 approved by Commission on March 4, 2013, past the 90 days quoted in their submission. Analysis:The addition of these apparatus will allow the Fire Department to replace pumpers and aerial trucks that are 12+ years old and decrease the costs associated with utilizing these vehicles. The average life expecancy of a firefighting apparatus is 10-12 years. Financial Impact:It is our intent to purchase seven (7) pumpers at the current contracted price of $454,438 each and two (2) aerial trucks at the current contracted price of $875,181 each. The new purchase order will be in the amount of $4,931,428 Alternatives:None Recommendation:To approve the additional puchase of seven (7) pumpers and two (2) aerial trucks using the existing Bid Item #13-187A. Funds are Available in the Following Accounts: Funds are available in SPLOST account #328034510. REVIEWED AND APPROVED BY:Cover Memo Item # 19 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 19 Attachment number 1 \nPage 1 of 1 Item # 19 KME FIRE APPARATUS By Kovatch Mobile Equipment Corp. One Industrial Complex – Nesquehoning, PA 18240 (570) 669-5132 [Phone] - (570) 669-5124 [Fax] www.kovatch.com URL NAFECO North America Fire Equipment Company, Inc. 1-800-628-6233 City of Augusta Fire Department Attn.: Chief James 3117 Deans Bridge Road Augusta, Georgia 30906 March 7, 2014 Chief James: As per your conversation with Wendell Faulkner, KME and NAFECO welcome the opportunity to have the City of Augusta Fire Department purchase additional units on your current apparatus contract. City of Augusta Fire Department bid (re-bid) specifications required the bid pricing to be valid for a period of ninety (90) days following the bid opening date of October 11, 2013 (page 10, item 2.9). Bid documents also requested a contract period of one (1) year, with the option for an additional year (page 8, item 1.12). KME and NAFECO gladly complied with both requests. At this time, KME and NAFECO would like to extend the opportunity for the City of Augusta Fire Department to purchase additional apparatus at the original bid price until March 31, 2014. As changes were made to the original order specifications at the recent pre-construction meeting, the following is a breakdown of current pricing on the units: Pumper (each) Aerial (each) Contract Price: $441,670.00 $874,252.00 Pre-Construction Charges: $ 21,521.00 $ 14,244.00 Pre-Construction Credits: $ -8,753.00 $ -13,315.00 Current Price: $454,438.00 $875,181.00 Any additional apparatus purchased after this date and/or within the second year of the contract shall be subject to price increases based on PPI for fire apparatus plus any additional charges incurred for changes necessitated by NFPA, EPA, DOT or any other regulatory agency. NAFECO and KME thank you, Chief James, for the opportunity to work with you and your department. We greatly appreciate your consideration and look forward to not only working with you in the future, but continuing the relationship and friendships formed with you and your department. If you have any questions, or if I may be of further assistance, please do not hesitate to give me a call. I will gladly assist you in any way that I can. Sincerely, Doris Thrasher Doris Thrasher Apparatus Sales Manager NAFECO Attachment number 2 \nPage 1 of 2 Item # 19 KME FIRE APPARATUS By Kovatch Mobile Equipment Corp. One Industrial Complex – Nesquehoning, PA 18240 (570) 669-5132 [Phone] - (570) 669-5124 [Fax] www.kovatch.com URL NAFECO North America Fire Equipment Company, Inc. 1-800-628-6233 Attachment number 2 \nPage 2 of 2 Item # 19 Attachment number 3 \nPage 1 of 1 Item # 19 Invitation to Re-Bid Sealed bids will be received at this office until Friday, October 11, 2013 @ 3:00 p.m. for furnishing: Re-Bid Item #13-187A Emergency Response Vehicles for Fire Department Re-Bids 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 Re-Bid documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. Re-Bid 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 Monday, September 30, 2013 @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No Re-Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. A 10% Bid Bond is required to be submitted along with the bidders’ qualifications. 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 RE-BID number on the outside of the envelope. Bidders are cautioned that acquisition of RE-BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RE-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 Revised: 3/5/2013 Attachment number 4 \nPage 1 of 1 Item # 19 Attachment number 5 \nPage 1 of 1 Item # 19 HME, Incorporated Attn: Steven Bowles 3565 Jones Ferry Lane Johns Creek, GA 30022 LDV Inc Attn: Ruth Phillips 180 Industrial Drive Burlington, WI 53105 Ferrara Firefighting Equip. Attn: Michael Sims 27855 James Chapel Rd P.O. Box 249 Holden, LA 70744 Ten-8 Fire Equipment Attn: Jeff Amlong 1591 Collier Road Forsyth, GA 31029 Smeal Fire Apparatus 610 West 4th Street Snyder, NE 68664 Southern Fire Attn: Brian Goldman 229 Confederate Avenue Jasper, GA 30143 Fireline Inc Attn: Jay Hillis/Ryan McDonel 725 Patrick Industrial Lane Winder, GA, 30680 Seagraves Fire Apparatus, LLC Attn: Jay Adams 105 East 12th Street Clintonville, WI 54929 Williams Fire Apparatus 778 Idaho Road Ashland, AL 36251 KME-Kovatch Organization Attn: William Gray One Industrial Complex Nesquehoning, PA 18240 Spartan ERV Attn: Jim Reaves 907 7th Avenue North Brandon, South Dakota 57005 Southern Emergency Products Attn: Danny Bunger 286 Lake City Drive Flintstone, GA 30725 NAFECO/KME Attn: Wendell Faulkner/Doris Thrasher 1515 West Moulton Street Decatur, AL 35601 Ferrara Attn: Robert Jones 309 Prestwick Court Summerville, SC 29483 Lea Rigdon Augusta Fire Department Yvonne Gentry Augusta LSBOP Office Chief Chris James Augusta Fire Department Re-Bid Item #13-187A Mailed Out September 24, 2013 Re-Bid Item #13-187A Emergency Response Vehicles For Augusta Fire Department ReBid Due: Oct. 11, 2013 @ 11:00 A.M. Attachment number 6 \nPage 1 of 2 Item # 19 Attachment number 6 \nPage 2 of 2 Item # 19 Attachment number 7 \nPage 1 of 1 Item # 19 Commission Meeting Agenda 4/1/2014 2:00 PM 2014 - Airport Fire Rescue Vehicle Department:Finance Department - Fleet Management Caption:Motion to approve the replacement of one (1) 2000 emergency response fire apparatus for Augusta Regional Airport. (Bid 14- 133) (Approved by Finance Committee March 24, 2014) Background:The Augusta Regional Airport is requesting the replacement of an older model emergency response fire apparatus for the Airport Fire Department. The older unit, asset number 995220, is a 2000 model, is outdated, and has become undependable for its critical emergency response mission. By containing many additional features, the new apparatus will greatly update the department’s emergency response capabilities and keep them in compliance with the FAA’s requirements. This request was reviewed by and approved by the Augusta Aviation Commission. Analysis:The Procurement Department published a competitive bid using the Demand Star electronic bid system with the following results: Bid 14-133; NAFECO/KME, Inc = $496,052.00; Southern Emergency Products/Rosenbauer = $494,979.00 and; Fireline, Inc/E-One,, Inc = $470,802.00. The bid results are attached for review. Financial Impact:The proposed fire apparatus will be purchased through the use of the GMA lease program for 10 years with an annual cost of $47,080.20. Alternatives:1, Approve the request 2. Do not approve the request. Recommendation:Approve the purchase of 1 replacement emergency response fire apparatus. The older unit will be transferred to the airport flight line and utilized as a maintenance support unit. Funds are Available Georgia Municipal Association (GMA) Lease Pool. 631-00- Cover Memo Item # 20 in the Following Accounts: 0000/11-19114 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 20 Attachment number 1 \nPage 1 of 2 Item # 20 Attachment number 1 \nPage 2 of 2 Item # 20 Invitation to Bid Sealed bids will be received at this office until Tuesday, February 18, 2014 @ 11:00 a.m. for furnishing: Bid Item #14-133 1500 GPM Pumper Fire Apparatus for Fleet Management Bids 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 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. 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, February 4, 2014 @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. A 10% Bid bond is required to be submitted 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. 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 Publish: Augusta Chronicle January 9, 16, 23, 30, 2014 Metro Courier January 15, 2014 Revised: 3/5/2013 Attachment number 2 \nPage 1 of 1 Item # 20 Vendors Seagrave Fire Apparatus 105 E 12th Street Clintonville, WI 54929- 1518 NAFECO/KME 1515 West Moulton Street Decatur, AL 35601 Southern Emergency Prod/Rosenbauer 286 Lake City Drive Flintstone, GA 30725 Fireline Inc/E-One 725 Patrick Industrial Winder, GA, 30680 Southern Fire Serv/American LaFrance 229 Confederate Ave Jasper, GA 30143 Ten-8 Fire Equipment/Pierce Manufacturing 1591 Collier Road Forsyth, GA 31029 Ferrara Attn: Robert Jones 309 Prestwick Court Summerville, SC 29483 Attachment B NO BID RESPONSE YES YES YES LATE E-Verify Number 249836 262618 112687 Addendums 1-2 YES YES YES Bid Bond YES YES YES SAVE Form YES YES YES MAKE KME ROSENBAUER E-ONE NON- COMPLIANT MODEL PREDATOR PANTHER PUMPER TYPHOON 1500 GPM NON- COMPLIANT YEAR 2015 2015 2014 NON- COMPLIANT BID PRICE $496,052.00 $494,979.00 $470,802.00 NON- COMPLIANT PROPOSED DELIVERY DATE 300-360 DAYS ARO 365 DAYS ARO 220-240 DAYS NON- COMPLIANT Bid Item #14-133 1500 GPM Pumper Fire Apparatus for the City of Augusta - Fleet Management Department Bid Opening Date: Tuesday, February 18, 2014 @ 11:00 a.m. 2014/15 1500 GPM Pumper Fire Apparatus: Page 1 of 1 At t a c h m e n t n u m b e r 3 \ n P a g e 1 o f 1 It e m # 2 0 Attachment number 4 \nPage 1 of 1 Item # 20 Attachment number 5 \nPage 1 of 3 Item # 20 Attachment number 5 \nPage 2 of 3 Item # 20 Attachment number 5 \nPage 3 of 3 Item # 20 Commission Meeting Agenda 4/1/2014 2:00 PM 2014-Engineering Mid Size Excavator Department:Finance-Fleet Management Caption:Motion to approve the purchase of mid-sized hydraulic excavator with transport trailer for Augusta Engineering Department – Maintenance Division.(Approved by Finance Committee March 24, 2014) Background:The Augusta Engineering Department-Maintenance Division would like to request the acquisition of one mid-sized excavator with transport trailer to assist in the many construction projects that often confront the department. The new unit will be extremely beneficial in working in limited space repair situations creating minimal damage to the surrounding work area. The department is currently utilizing either a large excavator or backhoe for their construction and repair jobs which in some cases can create damage to public property in the repair process. The new excavator will be a tremendous asset to handle the smaller to medium sized projects for the department 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 six vendors with the following results: (Bid 14-124): (1) Flint Equipment Co = $113,150.00; (2) Neff Rental Equipment Co = Did Not Meet Required Specifications; (3) J & B Tractor = Did Not Meet Required Specifications; (4) Yancey Bros. Co. = $115,560.00; (5) United Rentals Equipment Co. = Did Not Meet Required Specifications; (6) Border Equipment Co = $98,244.00 – Lowest Compliant Bid Financial Impact:: The compactor will be purchased through the use of 2014 Capital funds account. The cost of the hydraulic excavator with trailer will be $98,244.00. Alternatives:(1) Approve the request; (2) Do not approve the request. Cover Memo Item # 21 Recommendation:Approve the request to purchase one mid-sized excavator from Border Equipment Company of Augusta, Georgia. Funds are Available in the Following Accounts: Capital Outlay 272-01-6440/54.22510 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 21 Attachment number 1 \nPage 1 of 1 Item # 21 Invitation to Bid Sealed bids will be received at this office on Wednesday, February 19, 2014 @ 11:00 a.m. for furnishing: Bid Item 14-120 Dodge Police Automobile for Fleet Management Bid Item 14-124 Hydraulic Excavator w/Transport Trailer 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 Friday, February 7, 2014 @ 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 January 16, 23, 30, February 6, 2014 Metro Courier January 22, 2013 Revised: 3/7/2013 Attachment number 2 \nPage 1 of 1 Item # 21 UNOFFICIAL Vendors Flint Equipment Co 1900 William Few Parkway Grovetown, GA 30813 Neff Rental 2325 Tubman Home Road Augusta, GA 30906 GJ&L d/b/a Border Equip 2804 Wylds Road Augusta, GA 30909 Yancey Bros 4165 Mike Padgett Hwy Augusta, GA 30906 J & B Tractor 3585 Mike Padgett Hwy Augusta, GA 30906 United Rental 2425 Mike Padgett Hwy Augusta, GA 30906 Attachment B YES YES YES YES YES YES E-Verify Number 339942 425224 705362 686717 515905 234401 SAVE Form YES YES YES YES YES YES YEAR 2014 2014 2014 2014 2014 2014 MAKE JOHN DEERE IHI CASE CATAPILAR KUBOTA TAKEUCHI MODEL 85G 80VX3 CX80 3.08E+02 KX080-4R3 TB290 BID PRICE $102,250.00 $86,585.00 $88,894.00 $104,710.00 $85,978.00 $83,757.00 YEAR 2014 2014 2014 2014 2014 2014 MAKE ANDERSON ANDERSON HOOPER ANDERSON D&E TRAILER ANDERSON MODEL TA82512TC TA82512TW EX1225 TA82510TW D&E 25' TA82512TW BID PRICE $10,900.00 $11,530.00 $9,350.00 $10,850.00 $8,965.00 $11,718.00 TOTAL BID PRICE $113,150.00 $98,115.00 $98,244.00 $115,560.00 $94,943.00 $95,475.00 PROPOSED DELIVERY SCHEDULE 3 - 6 WEEKS ARO 30 TO 60 DAYS ARO 60 TO 90 DAYS ARO 30 DAYS ARO 30 TO 60 DAYS 4 - 8 WEEKS Bid Item #14-124 Hydraulic Excavator w/Transport Trailer for the City of Augusta - Fleet Management Department The following vendor submitted a "No Bid Response": ASC Construction Equipment / 2303 Airport Rd / Cayce, SC 29033 Ditch Witch of Georgia / 5430 Highway 85 / Forest Park, GA 30297 TRANSPORT TRAILER: Bid Opening Date: Wednesday, February 19, 2014 @ 11:00 a.m. HYDRAULIC EXCAVATOR: Page 1 of 1 Attachment number 3 \nPage 1 of 1 Item # 21 Attachment number 4 \nPage 1 of 1 Item # 21 Attachment number 5 \nPage 1 of 2 Item # 21 Attachment number 5 \nPage 2 of 2 Item # 21 Commission Meeting Agenda 4/1/2014 2:00 PM Abatement of County Ad Valorem Taxes Department:Augusta, Georgia Land Bank Authority (LBA) Caption:Motion to approve abatement of all County Ad Valorem Taxes on Land Bank owned property. (Approved by Finance Committee March 24, 2014) Background:Land Bank Authority recently acquired several parcels of property in Richmond and pursuant to OCGA 48-4-64, is requesting the ad valorem taxes on said properties be abated. Attached is a list of said properties and the amount of taxes to be abated. Analysis:See background. Financial Impact:Approve motion to abate County Ad Valorem taxes on attached list of LBA properties. Alternatives:Do not approve Recommendation:Approve. Funds are Available in the Following Accounts: N/A. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 22 2012 Augusta, GA 061-4-003-01-0 580 Laney Walker $1,423.43 128-0-014-03-0 3035 Tobacco Rd $993.36 128-0-014-07-0 3047 Tobacco Rd $343.93 128-0-014-09-0 3043 Tobacco Rd $447.75 017-4-068-00-0 3117 Chelsea Dr $2,188.02 025-2-034-03-0 467 Boy Scout Rd $410.18 070-4-070-00-0 1905 Farris St $52.00 070-4-071-00-0 1907 Farris St $88.22 070-4-058-02-0 1946 Rozella Rd $37.39 Land Bank Authority 2013 2012 2011 2010 2009 046-3-150-01-0 1448A Kingston St $10.86 $13.39 $101.00 046-3-180-00-0 1449 Wrightsboro Rd $398.66 046-4-474-00-0 1008 James Brown $60.81 059-1-074-00-0 1117 Cedar St $151.71 $281.98 059-1-291-00-0 1334 Wrightsboro Rd $281.95 $428.47 $490.73 $528.19 059-2-184-00-0 1113 Cedar St $151.71 $296.95 059-2-193-00-0 1327 Eleventh St $176.38 059-2-320-00-0 850 Laney Walker $1,414.24 059-2-321-00-0 848 Laney Walker $67.48 059-2-349-00-0 831 Spruce St $36.21 $48.81 059-2-352-00-0 841 Spruce St $132.48 059-2-353-00-0 847 Spruce St $36.21 059-2-354-00-0 1220 James Brown $18.93 059-2-356-00-0 1212 James Brown $69.40 059-2-558-00-0 911 Wrightsboro Rd $349.24 059-2-561-00-0 921 Wrightsboro Rd $309.29 $370.09 059-2-562-00-0 923 Wrightsboro Rd $310.15 $371.15 059-2-679-00-0 1423 Picquet Ave $264.66 $307.44 059-2-680-00-0 1425 Picquet Ave $195.14 059-2-700-00-0 924 Wrightsboro Rd $224.13 059-2-718-00-0 1417 James Brown $422.60 059-2-763-00-0 918 Boyd Ln $299.14 059-4-013-00-0 1557 Twiggs St $325.49 $390.01 059-4-032-00-0 1438 Twiggs St $283.77 $330.37 059-4-084-00-0 24 Ash St $271.88 $316.10 059-4-085-00-0 26 Ash St $235.55 $272.53 059-4-095-00-0 1534 Twiggs St $251.62 $299.10 059-4-096-00-0 1536 Twiggs St $251.62 $299.10 083-0-037-08-0 2368 Barton Chapel Rd $1,199.63 083-1-010-00-0 3605 Ollie Rd $91.01 083-1-011-00-0 3607 Ollie Rd $91.01 083-1-012-00-0 3609 Ollie Rd $91.01 083-1-029-00-0 3624 Ollie Rd $121.33 Attachment number 1 \nPage 1 of 8 Item # 22 083-1-030-00-0 3626 Ollie Rd $121.33 083-1-031-00-0 3628 Ollie Rd $121.33 083-1-032-00-0 3630 Ollie Rd $121.33 059-4-014-00-0 1555 Twiggs St $325.49 $390.01 059-1-082-00-0 1109 Perry Ave $387.56 $493.61 $588.29 $588.43 059-2-187-00-0 1110 Cedar St $153.23 $208.13 $390.25 $314.63 059-2-285-00-0 946 Cedar St $153.23 $208.13 $275.25 $227.50 059-2-549-00-0 906 Perry Ave $197.09 $321.67 $274.00 $300.17 059-2-572-00-0 1382 Tenth St $167.85 $436.72 $400.11 $425.01 059-2-575-00-0 1370 Tenth St $167.85 $430.88 $459.51 $518.76 045-4-207-00-0 1480 Wrightsboro Rd $79.50 059-4-090-00-0 1518 Twiggs St $225.52 045-4-185-00-0 1463 Wrightsboro Rd $45.67 059-1-227-00-0 1426 Augusta Ave.$16.76 097-1-093-00-0 2546 Lyman St.$847.50 $888.76 $1,044.51 $1,056.95 $1,138.21 059-1-010-00-0 1251 Twelfth St.$4,847.50 087-2-216-00-0 2016 Willow St.$25.75 087-2-207-00-0 2015 Golden Rod St.$25.75 059-2-355-00-0 1216 James Brown Bl $58.72 $63.52 $69.55 $75.49 $154.62 045-4-223-00-0 1462 Wrightsboro Rd.$258.46 097-1-077-00-0 2538 Dover St.$543.65 $629.05 $671.26 $716.70 $765.67 097-1-122-00-0 2567 Lyman St.$141.78 $369.82 $196.54 $200.70 $217.56 097-3-021-00-0 2533 Miles St.$286.60 $302.74 $254.50 $263.70 $400.81 151-2-010-00-0 2906 Pepperdine Dr.$28.36 151-2-011-00-0 2902 Pepperdine Dr.$28.36 197-0-046-00-0 4042 Union Grove $253.36 $337.80 $292.92 $305.48 $342.31 034-1-356-00-0 2432 Porter St.$0.00 034-2-071-00-0 2310 Fitten St.$0.00 034-1-339-00-0 2508 Porter St.$0.00 059-2-566-00-0 943 Wrightsboro Rd 197.58 059-2-691-00-0 956 Wrightsboro Rd 431.96 059-2-692-00-0 954 Wrightsboro Rd 49.93 059-2-693-00-0 952 Wrightsboro Rd 421.12 059-2-758-00-0 936 Boyd Ln 313.76 059-4-030-00-0 1505 Twiggs St 49.93 045-4-201-01-0 1499 Wrightsboro Rd 49.93 045-4-218-00-0 1472 Wrightsboro Rd 1465.67 045-4-219-00-0 1470 1/2 Wrightsboro Rd 97 045-4-221-00-0 1466 Wrightsboro Rd 1017.34 045-4-222-00-0 1464 Wrightsboro Rd 15.38 045-4-231-00-0 1450 Wrightsboro Rd 753.16 045-4-232-00-0 1440 Wrightsboro Rd 449.87 045-4-235-00-0 1410 McCauley St 237.81 045-4-236-00-0 1414 McCauley St 477.78 045-4-237-00-0 1416 McCauley St 445.84 Attachment number 1 \nPage 2 of 8 Item # 22 045-4-241-00-0 1430 McCauley St 205 045-4-243-00-0 1407 Hunter St 424.84 045-4-246-00-0 1417 Hunter St 27.09 045-4-247-00-0 1419 Hunter St 230.67 047-3-256-00-0 821 Seventh St 74.92 047-3-257-00-0 815 Seventh St 56.92 047-3-258-00-0 811 Seventh St 49.13 058-2-003-00-0 1434 McCauley St 38.11 058-2-004-00-0 1438 McCauley St 246.79 058-2-005-00-0 1442 McCauley St 45.09 059-1-009-00-0 1257 Twelfth St 200.3 059-1-126-00-0 1320 Thirteenth St 382.05 059-1-149-00-0 1216 Perry Ave 436.91 059-1-150-00-0 1218 1/2 Perry Ave 62.91 059-1-151-00-0 1220 1/2 Perry Ave 129.09 059-1-154-00-0 1342 Twelfth St 107.84 059-1-184-00-0 1412 Wrightsboro Rd 889.05 059-1-250-00-0 1374 Wrightsboro Rd 57.18 059-1-421-00-0 1432 Forest St 49.93 059-2-003-00-0 1242 Twelfth St 49.93 059-2-017-00-0 1235 Pine St 197.58 236.7 230.93 059-2-033-00-0 1249 Eleventh St 49.93 059-2-038-00-0 1012 Spruce St 49.93 059-2-039-00-0 1242 Eleventh St 49.93 059-2-040-00-0 1246 Eleventh St 49.93 059-2-041-00-0 1250 Eleventh St 49.93 059-2-104-00-0 1144 James Brown 3149.3 059-2-174-01-0 1103 Cedar St 590.55 059-2-179-03-0 1101 1/2 Cedar St 445.28 059-2-182-00-0 1109 1/2 Cedar St 49.21 059-2-183-00-0 1111 Cedar St 449.96 059-2-185-00-0 1115 Cedar St 49.93 059-2-196-00-0 1341 Eleventh St 341.9 059-2-203-01-0 1318 Eleventh St 680.4 059-2-302-00-0 1331 James Brown 319.12 059-2-355-00-0 1216 James Brown 58.72 63.52 69.55 75.49 154.6 059-2-553-00-0 1353 James Brown 476.4 059-2-554-00-0 1355 James Brown 49.93 059-2-567-00-0 945 Wrightsbror Rd 059-2-690-00-0 962 Wrightsboro Rd 49.93 54.21 131.57 059-2-703-00-0 925S S Boundary Ln 49.93 059-2-699-00-0 930 Wrightsboro Rd 297.71 059-2-704-00-0 923 S S Boundary Ln 49.93 059-2-705-00-0 931 S S Boundary Ln 345.01 059-2-706-00-0 933 S S Boundary Ln 49.95 76.25 230.69 059-2-707-00-0 929 Boyd Ln 197.58 059-2-708-00-0 937 Boyd Ln 49.93 Attachment number 1 \nPage 3 of 8 Item # 22 059-2-710-00-0 945 Boyd Ln 49.93 059-2-720-00-0 909 Boyd Ln 49.93 059-2-721-00-0 920 S Boundary Ln 49.93 059-2-757-00-0 938 Boyd Ln 49.93 059-2-759-00-0 932 Boyd Ln 150.05 059-2-760-00-0 930 Boyd Ln 49.93 059-2-761-00-0 924 Boyd Ln 401.91 059-2-810-00-0 1426 Twiggs St 68.98 059-4-015-00-0 1553 Twiggs St 49.93 059-4-016-00-0 1549 Twiggs St 49.93 059-4-017-00-0 1547 1/2 Twiggs St 49.93 059-4-018-00-0 1543 Twiggs St 49.93 059-4-023-00-0 1527 Twiggs St 297.71 345.51 264.77 059-4-025-00-0 1523 Twiggs St 297.71 059-4-026-00-0 1519 Twiggs St 282.38 297.71 059-4-028-00-0 1511 Twiggs St 131.69 197.58 059-4-031-00-0 1436 Twiggs St 787.58 059-4-087-00-0 1506 Twiggs St 55.45 60.21 138 059-4-137-00-0 1518 Maple St 215.01 059-4-138-00-0 1522 Maple St 15.04 072-2-188-00-0 2007 Dyer Pl 70.18 087-2-114-00-0 207 Aragon Dr 61.09 087-2-206-00-0 2013 Golden Rod 25.75 55.96 133.09 097-1-077-00-0 2538 Dover St 543.65 629.05 671.26 716.7 765.67 097-1-115-00-0 2577 1/2 Dover St 566.17 097-1-116-00-0 2579 Dover St 503.7 097-1-122-00-0 2567 Lyman St 141.78 369.82 196.54 200.7 217.56 097-3-021-00-0 2533 Miles St 286.66 302.74 254.5 263.7 400.81 097-3-024-00-0 2522 Dover St 980.33 1087.21 1170.38 097-3-026-00-0 2525 Dover St 950.42 1056.89 1137.66 151-2-010-00-0 2906 Pepperdine Dr 28.36 151-2-011-00-0 2902 Pepperdine Dr 28.36 Attachment number 1 \nPage 4 of 8 Item # 22 2008 2007 2006 2005 $554.60 $569.64 $604.28 $465.94 Attachment number 1 \nPage 5 of 8 Item # 22 $774.76 $459.64 $469.64 $652.90 $484.73 $495.80 $525.72 $388.19 $308.00 $308.76 $327.36 $178.69 $443.02 $451.40 $479.15 $339.03 $543.97 $558.89 $592.87 $456.39 $1,204.68 $1,702.93 $1,801.66 $105.75 $110.29 $115.29 $804.56 $1,342.11 $1,423.61 $232.09 $185.55 $263.02 $428.89 $431.56 $453.32 $484.78 Attachment number 1 \nPage 6 of 8 Item # 22 182.08 167.66 176.57 105.75 110.29 115.29 83.19 87.12 90.07 246.14 258.04 271.15 Attachment number 1 \nPage 7 of 8 Item # 22 265.92 261.49 275.64 88.33 91.83 95.84 88.32 112.72 804.55 1342.11 1423.61 232.09 185.55 263.02 428.89 431.56 453.32 1413.61 1718.27 1819.38 1203.49 1710.64 1810.21 Attachment number 1 \nPage 8 of 8 Item # 22 Commission Meeting Agenda 4/1/2014 2:00 PM Land Bank Authority 2014 Budget Request Department:Augusta, Georgia Land Bank Authority Caption:Motion to approve $78,000 for the 2014 fiscal year operating budget for the Land Bank Authority. (No recommendation from Finance Committee March 24, 2014) Background:The Land Bank Authority (LBA) was created in 1977 to serve as a redevelopment tool for turning around blighted areas to a productive and liviable condition. The Land Bank Authority was initially funded with a $150,000 from General Fund Budget, adopted on December 6, 2007, for Operating Expenses, and was staffed with a Director and Administative Assistant. The Land Bank has participated in moving forward several major redevelopment project that will generate future tax revenue, that otherwise may not have been possible. Projects include: KROC Center, Laney-Walker/Bethlehem, Dover-Lyman, United House of Prayer-Wrightsboro Road. Others projects that have benefited or planned include: Georgia Regents University, CHDO's, Augusta Housing Authority and Habitat for Humanity. The Land Bank Authority received $65,000 of the projected 2014 operating budget of $187,181. The Land Bank has carried over $14,188 from the previous fiscal year; and project to generate approxiamately $30,000 real eatate sales and fees to go toward the total budget, of $187,181. This will leave a budget short fall of approximately $78,000, for this fiscal year. Analysis:The Land Bank Authority's actual budget for fiscal year 2012 and 2013 were $166,088 and 171,292, respectively. The Land Bank Authority received $65,000 of the projected 2014 operating budget of $187,181. The Land Bank has carried over $14,188 from the previous fiscal year; and project to generate approxiamately $30,000 real eatate sales and fees to go toward the total budget, of $187,181. This will leave a budget short fall of approxiamately $78,000, for this fiscal year. If the Land Bank is to continue carrying out it's mission of returning non tax producing property to the tax roll, it has to be fully funded. It continues to explore ways of being fund generating authority and anticipate generating $45-$50,000, in fiscal year 2015.Cover Memo Item # 23 Financial Impact:In order to operate for the balance of this fiscal year LBA will require $78,000, in additional funds, to get through the remaimnder of this year. If the Land Bank is to continue carrying out it's mission of returning non tax producing property to the tax roll, it has to be fully funded. It continues to explore ways of being fund generating authority and anticipate generating $45- $50,000, in fiscal year 2015. Alternatives:If funding is not received the Land Bank will only have enough funds to operating through May. Recommendation:Approve funding Funds are Available in the Following Accounts: forwarded for discussion purposes by Finance Dept no funding source identified-dbw REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 23 Proposed LBA 2014 Operating Budget REVEUE City Contribution $ 142,993 Approved 65,000 Additional 77,993 Real Estate Sales 25,000 Funds Carried Forward 14,188 Fees 5,000 Total Revenue $ 187,181 EXPESES Staff Wages/Benefits $ 149,681 Local Mileage 250 Education & Training 1,500 Advertising (Sheriff Levy Sale) 1,000 Dues/Membership/Subscriptions 250 Audit/Bookkeeping 7,500 Office Rent 7,600 Legal 5,000 Technical Purchase 1,000 Property Maintenance 1,000 Demolition 7,500 Other Professional Svc. (Survey, etc.) 1,500 Operating Supplies 750 IT/Computer Equipment 2,650 __ __ Total Expenses $ 187,181 Attachment number 1 \nPage 1 of 1 Item # 23 Commission Meeting Agenda 4/1/2014 2:00 PM Motion to approve budget for initial phase costs related to ice storm clean up Department:Finance Caption:Motion to approve budget for initial phase costs related to ice storm clean up. (Approved by Finance Committee March 24, 2014) Background:During February 10-14 the Augusta area experienced ice accumulations in excess of one inch. As a result, there was widespread damage and accumulation of debris from falling trees and limbs. On March 7 a Presidential declaration of disaster was issued, making Augusta eligible for federal reimbursement. Analysis:When the Federal Declaration of Disaster was approved, Augusta became eligible for Federal and possible State reimbursement of qualifying expenditures. The estimate for initial "first push" response costs is $5 Million from the Engineering Department. Financial Impact:Reimbursement percentages from discussions with FEMA and GEMA could be as follows: 75% FEMA 10% GEMA 15% Augusta Since FEMA and GEMA proceeds are considered grant monies, the accounts must be set up in the grant fund and Augusta's matching portion transferred in from the General Fund. Only the amounts actually required will be transferred. Alternatives:Under some FEMA elections, the Federal reimbursement rate may be slightly higher for some portion of expenditures. This determination is made later in the process. If GEMA funds are not allocated from the State, residual costs to Augusta could be 25%. Recommendation:Establish an initial expenditure budget for expenditures elgible for reimbursement during this initial phase in the amount of $5 million. Establish revenue budgets for the amounts of estimated percentages of reimbursement from FEMA and GEMA. Establish a revenue budget for Augusta's portion of the expenses funded from our Reserve for Extraordinary Losses as identified by Finance at the called meeting 2-24-14.Cover Memo Item # 24 Funds are Available in the Following Accounts: GRANT FUND Expenses: 220-04-1250 - Ice Storm Damage $5,000,000 Revenue: 220-000000-3833110 – FEMA – Ice Storm $3,750,000 220-000000-3833210 – GEMA – Ice Storm 500,000 220-000000-3911101 - Trf In from Gen Fund 750,000 GENERAL FUND Expense: 101-111110-6111220 - Trf to Grant Fund 750,000 Revenue: 101-000000-3952130 - Use of FB/Extrdny Loss 750,000 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 24 Commission Meeting Agenda 4/1/2014 2:00 PM Renewal Public Official Liability Insurance w/Employment Practices Department:Finance/Risk Managment Division Caption:Motion to approve the Continue Purchase of Public Official Liability Insurancewith Employment Practices Endorsement. Background:Approve Public Official Liability Insurance with Landmark American Insurance Company , current carrier, for a premium charge of $68,695 for policy period April 19, 2014 to April 19, 2015. Analysis:Current coverage has a $2,000,000 liability limit with an SIR (self insured retention) of $250,000 for each claim Public Officials and $250,000 each claim Employment Practices Liability. Public Official Liability provides coverage for "wrongful acts" of the public entity and wrongful acts of individuals who act on behalf of the entity. A wrongful act means any actual or alleged breach of duty, neglect, errors, misstatements, misleading statements, omissions or employment practices violation by an insured solely in the performance of duties for the public entity. Augusta- Richmond County has maintained continuous coverage since 1997. Acceptance of coverage gives additional protection to the assets of public officials. Public Official Liability (POL) coverage is claims made coverage which means any claim which may be covered would need to be filed during the policy period. Financial Impact:J. Smith Lanier & Company secured four quotes for this coverage. These quotes provide $2,000,000 in coverage with a $250,000 SIR (self insured retention). Quotes were received from: Landmark American, an A XII rated carrier for a premium of $68,695; ACE Insurance Co., an A-XV rated carrier for a premium quote of $81,834; Darwin Insurance A-XI rated carrier for a premium quote of $110,475; Hiscox Insurance A-XV rated carrier for a premium quote of $161,293. Alternatives:Rely totally on available funds for the payment of any judgments which may be rendered directly against entity's public officials. Cover Memo Item # 25 Recommendation:Approve coverage quoted by Landmark American Insurance Company for a one year period for a premium of $68,695 for $2,000,000 in coverage and an SIR of $250,000. Coverage includes Augusta Commission, Augusta Regional Airport Authority and Solid Waste Management Authority. Funds are Available in the Following Accounts: 611-01-5212 REVIEWED AND APPROVED BY: Cover Memo Item # 25 PROPOSAL OF INSURANCE AND RISK MANAGEMENT Prepared for: Augusta, Georgia Augusta Regional Airport Authority Solid Waste Management Authority Policy Period: 4/19/14 to 4/19/15 Presented by: Phil Harison, Jr. VP/Managing Director Attachment number 1 \nPage 1 of 9 Item # 25 SERVICE TEAM At J. Smith Lanier & Co., we believe the best way to effectively give your business the service it deserves is through a team effort. Our client service team concept is designed to give you consistent, knowledgeable service which can only occur by working with trained professionals. J. SMITH LANIER & CO. – Augusta Division 2601 Commons Avenue Augusta, GA 30909 Main Phone Number: 706-737-8811 Main Fax Number: 706-737-3413 COMMERCIAL LINES TEAM Phil Harison, Jr. VP/Managing Director 706-737-8811 pharison@jsmithlanier.com Lisa Hamilton Account Manager 706-737-8811 lhamilton@jsmithlanier.com CLAIMS Jerry Hedgepeth AIC, ARM, CIC Corporate Claims Director 770-814-4535 jhedgepeth@jsmithlanier.com Dan Adams Claims Analyst 706-434-2393 dadams@jsmithlanier.com Attachment number 1 \nPage 2 of 9 Item # 25 CLIENT PORTAL Client Portal is your personalized website that allows you to effortlessly click, connect, and communicate with J. Smith Lanier & Co. It is designed to offer you time-saving tools and resources that build convenience into managing your everyday work tasks. Whether you want to view documents online, participate in plan/program surveys, or connect with over 300,000 peers in your industry, this is the place to be. It’s easily accessible, hardworking, and just one of the many value-added services available when you partner with J. Smith Lanier & Co. Property and Casualty Client Features · Choose from hundreds of P&C resources · P&C Document Library and Newsletters · Links to well-known, official industry websites · Access Workers’ Compensation statutes for all 50 states · OSHA Compliance and create and maintain your OSHA log electronically · Benchmark Surveys & Statistics Benefit Client Features · HR-related topics including a powerful search engine for quick and easy access · Direct link to federal and state legislation guides · Frequently Asked Questions (and Answers) · Instant access to downloadable articles · Benchmark Surveys & Statistics · Compliance & Plan Designs · Employee Communication & Education · Links to well-known and official industry websites Collaboration Center · Our document posting capabilities allow a seamless exchange of information sharing from our agency to you. · Accessible 24/7, postings from our agency are timely, relevant, and easy to locate in one convenient place online. Survey Benchmarking · Participate in benefit plan and/or P&C program surveys. · Allows you to determine how your plans and programs compare to employers across the U.S. Community · You can share information and resources through an interactive forum that allows you to post questions, provide insight into other users’ questions, and allows you to track responses based on topics or individual questions. · Community postings are organized by topic so you can source information quickly and easily. Exchange Internal Documents Online · Access to information housed in one area · Simplifies updates to reports, worksheets, questionnaires and policies Attachment number 1 \nPage 3 of 9 Item # 25 SERVICE COMMITMENT J. Smith Lanier & Co. is committed to the client. We enjoy what we do and it shows in our work. Some of our more important qualities include: A Team Of Qualified Insurance Professionals Periodic evaluation of your insurance program Certificates of Insurance Policy forms, wording, and endorsements Contracts (Insurance/Indemnification provisions) Claims Management Services Resolve coverage issues Claims reporting procedures Timely settlements Engineering Services Site surveys Develop new or refined safety programs Safety Training Review Carrier recommendations for feasibility and effectiveness Attachment number 1 \nPage 4 of 9 Item # 25 PREMIUM SUMMARY DESCRIPTION OF COVERAGE Best Rating Premium Landmark American Insurance Co A XII $68,695 ACE Insurance Co. A XV $81,834 Darwin A-XI $110,475 Hiscox A XV $161,293 Terms & conditions: Public Officials Limit: $2,000,000 EPL Coverage - Vendor Liability Coverage for discrimination and sexual harassment EPL Coverage – $100K Sublimit Defense Expenses Wage & Hour Claims Additional Defense Expense Limit of $2M Amended Settlement Clause 70/30 Retention: $250,000 Each Claim Public Officials $250,000 Each Claim Employment Practices Liability Prior and Pending Litigation backdated to: 04/19/97 for Augusta, GA 04/19/03 Augusta Regional Airport Authority 08/01/04 Solid Waste Management Authority Landmark American – 2013 year expiring premium was $64,948. ACE Insurance Co. – Completed and signed original AIG application and copy of employee handbook required. 2013 audited financials also needed. Excludes Wage / Hour Sublimit. Darwin. – Completed and signed original AWAC application and copy of Employee handbook required. 2013 audited financials also needed. Excludes Wage / Hour Sublimit. Hiscox – Completed and signed original Public Officials application required and signed Claims supplemental form and copy of employee handbook. 2013 audited financials also needed. Attachment number 1 \nPage 5 of 9 Item # 25 A.M. BEST RATING SCALE GUIDE TO BEST’S FINANCIAL STRENGTH RATINGS A Best’s Financial Strength Rating is an independent opinion of an insurer’s financial strength and ability to meet its ongoing insurance policy and contract obligations. The rating is based on a comprehensive quantitative and qualitative evaluation of a company’s balance sheet strength, operating performance and business profile. Financial Strength Ratings Rating Descriptor Definition Se c u r e A++, A+ Superior Assigned to companies that have, in our opinion, a superior ability to meet their ongoing insurance obli- gations. A, A- Excellent Assigned to companies that have, in our opinion, an excellent ability to meet their ongoing insurance obligations. B++, B+ Good Assigned to companies that have, in our opinion, a good ability to meet their ongoing insurance obliga- tions. Vul n e r a b l e B, B- Fair Assigned to companies that have, in our opinion, a fair ability to meet their ongoing insurance obliga- tions. Financial strength is vulnerable to adverse changes in underwriting and economic conditions. C++, C+ Marginal Assigned to companies that have, in our opinion, a marginal ability to meet their ongoing insurance obli- gations. Financial strength is vulnerable to adverse changes in underwriting and economic conditions. C, C- Weak Assigned to companies that have, in our opinion, a weak ability to meet their ongoing insurance obliga- tions. Financial strength is very vulnerable to adverse changes in underwriting and economic conditions. D Poor Assigned to companies that have, in our opinion, a poor ability to meet their ongoing insurance obliga- tions. Financial strength is extremely vulnerable to adverse changes in underwriting and economic con- ditions. E Under Regulatory Supervision Assigned to companies (and possibly their subsidiaries/affiliates) placed under a significant form of regulatory supervision, control or restraint - including cease and desist orders, conservatorship or reha- bilitation, but not liquidation - that prevents conduct of normal, ongoing insurance operations. F In Liquidation Assigned to companies placed in liquidation by a court of law or by a forced liquidation. S Suspended Assigned to rated companies when sudden and significant events affect their balance sheet strength or operating performance and rating implications cannot be evaluated due to a lack of timely or adequate information. Rating Modifiers Modifier Descriptor Definition u Under Review Indicates the rating may change in the near term, typically within six months. Generally is event driven, with positive, negative or developing implications. pd Public Data Indicates rating assigned to insurer that chose not to participate in A.M. Best’s interactive rating process. (Discontinued in 2010) s Syndicate Indicates rating assigned to a Lloyd’s syndicate. Outlooks Indicates potential direction of a Financial Strength Rating over an intermediate term, generally defined as 12 to 36 months. Positive Indicates possible rating upgrade due to favorable financial/market trends relative to the current rating level. Negative Indicates possible rating downgrade due to unfavorable financial/market trends relative to the current rating level. Stable Indicates low likelihood of a rating change due to stable financial/market trends. Not Rated Designation NR: Assigned to companies that are not rated by A.M. Best. Rating Disclosure A Best’s Financial Strength Rating opinion addresses the relative ability of an insurer to meet its ongoing insurance obligations. The ratings are not assigned to specific insurance policies or contracts and do not address any other risk, including, but not limited to, an insurer’s claims-payment policies or procedures; the ability of the insurer to dispute or deny claims payment on grounds of misrepresentation or fraud; or any specific liability contractually borne by the policy or contract holder. A Best’s Financial Strength Rating is not a recommendation to purchase, hold or terminate any insurance policy, contract or any other financial obligation issued by an insurer, nor does it address the suitability of any particular policy or contract for a specific purpose or purchaser. In arriving at a rating decision, A.M. Best relies on third-party audited financial data and/or other information provided to it. While this information is believed to be reliable, A.M. Best does not independently verify the accuracy or reliability of the information. For additional details, see A.M. Best’s Terms of Use at www.ambest.com. Best’s Financial Strength Ratings are distributed via press release and/or the A.M. Best Web site at www.ambest.com and are published in the Credit Rating Actions section of BestWeek®. Best’s Financial Strength Ratings are proprietary and may not be reproduced without permission. Copyright © 2013 by A.M. Best Company, Inc. Version 021712 Attachment number 1 \nPage 6 of 9 Item # 25 DISCLAIMER Proposal J. Smith Lanier & Co. thanks you for the opportunity to discuss your insurance and risk management program. This summary is a brief overview of that program and is based on the exposure information you provided. Please refer to the policies for complete terms, conditions, limitations, definitions, and exclusions. We have evaluated your exposures to loss and developed this proposal based upon the information that you have provided to us. If you are aware of other areas of potential exposure that need to be evaluated or of additional information of which we should be aware prior to binding of coverage, please bring the other areas or additional information to our attention as soon as possible. Should any of your exposures change after coverage is bound, please notify us immediately. Client Contracts In the event that you enter into a contract that has specific insurance requirements, J. Smith Lanier & Co. will review your contract, but only in regards to the insurance requirements of the contract. The scope of our review will be to determine if the current insurance program which you have placed through our agency addresses the types and amounts of insurance coverage referenced by the contract. We will identify the significant insurance obligations and will provide a summary of the changes required in your current insurance program to meet the requirements of the contract. Upon your authorization, we will make the necessary changes in your insurance program. We will also be available to discuss any insurance requirements of the contract with your attorney, if desired. In performing a contract review, J. Smith Lanier & Co. is not providing legal advice or a legal opinion concerning any portion of the contract. In addition, J. Smith Lanier & Co. is not undertaking to identify all potential liabilities that may arise under any such contracts. A contract review is provided solely for your information and should not be relied upon by third parties. Any descriptions of the insurance coverages are subject to the terms, conditions, exclusions, and other provisions of the contract and of the insurance policies and applicable regulations, rating rules or plans. Compensation Disclosure (Including New York Regulation 194 Disclosure) J. Smith Lanier & Co. is an insurance producer domiciled in the State of Georgia and licensed to sell insurance in additional states (including New York). Our licensed insurance producers are authorized by law to confer with you regarding the benefits, terms and conditions of insurance contracts; to offer advice concerning the substantive benefits of particular insurance contracts; to sell insurance; and to obtain insurance for purchasers. Our role in any particular insurance transaction typically involves one or more of these activities. Except in cases where J. Smith Lanier & Co. has a specific fee agreement to receive compensation from a client, we customarily receive compensation from insurers for our professional services in the form of a commission, which normally consists of a percentage of the premium collected by the insurers. J. Smith Lanier & Co. may also receive additional compensation, under agreements with one or more insurers and/or insurance intermediaries, in the form of commission overrides or based on some combination of volume, profitability or other factors. We will receive compensation in connection with the sale of insurance products based upon the type of insurance contract that we sell and our arrangement with the insurer. Depending on the insurer and insurance contract that you select, compensation may be paid to J. Smith Lanier & Co. by the insurer selling the insurance contract or by another third party. Such compensation may vary depending on a number of factors, including the insurance contract and the insurer the purchaser selects. In some cases, other factors such as the volume of business a producer provides to an insurer or the profitability of insurance contracts a producer provides to an insurer also may affect compensation. At your request, we will be pleased to provide you with information about compensation expected to be received by J. Smith Lanier & Co. based in whole or in part on the sale of insurance to you and (if applicable) compensation expected to be received by us based in whole or in part on any alternative quotes presented to you by J. Smith Lanier & Co. Collection Disclosure If this proposal results in your commitment to purchase one or more of the insurance products described in this proposal, J. Smith Lanier & Co. will submit to you, or caused to be submitted to you, an invoice for the insurance premiums associated with such insurance products. You are responsible for payment in full of the premium amounts set forth on our invoices within the payment terms set forth on the invoices. In the event that J. Smith Lanier & Co. or its designee commences legal action to collect amounts due under outstanding invoices or to enforce its rights under any insurance contracts, you will be responsible for payment of all reasonable attorneys’ fees, court costs and expenses incurred by J. Smith Lanier & Co. in collecting past due amounts pursuant to such invoices or otherwise enforcing its legal rights under such contracts. Attachment number 1 \nPage 7 of 9 Item # 25 ADDITIONAL RECOMMENDED COVERAGES We have been dependent upon information provided by you to evaluate your exposures to loss. However, if there are other areas that need to be evaluated, please bring these areas to our attention. Specifically, we ask that you review and consider the following items: HIGHER LIMITS: In today’s litigious society, many businesses have found it necessary to increase their limits of liability to ensure adequate protection for their assets in the event of a loss. Higher limits of liability may be available. To ensure your level of comfort, please carefully review the limits of coverage shown in this proposal FIDUCIARY The Employee Retirement Income Security Act of 1974 imposes personal LIABILITY: liability on Fiduciaries of employee welfare plans for acts of mismanagement or errors in judgment. Fiduciary Liability Insurance covers such personal liability and includes Employee Benefits Liability which insures the corporation against claims arising out of errors or omissions made in the administration of Employee Benefit Plans. This coverage should be considered. BUSINESS A time element coverage which pays for loss of earnings when business operations are INTERRUPTION curtailed or suspended due to property loss as a result of an insured cause of loss. Also covered are loss of rents and rental value. Extra expenses incurred to continue operations at another location are included as long as they reduce the total amount of loss. POLICE PROF. Provides Professional Liability coverage for an entities Law Enforcement activities while performing LIABILITY their professional duties. The policies cover such perils as false arrest and civil rights violations. EMPLOYEE Loss of Money, Securities and Other Property caused by dishonest acts of your DISHONESTY: employees. CYBER Despite a company’s best effort to secure its computer systems, hackers, cyber thieves LIABILITY: and cyber terrorists continue to successfully break into networks and cause catastrophic financial losses. Cyber Liability (Internet Liability Insurance) and Media Liability Insurance covers loss caused by fraudulent alteration or destruction of electronic information such as malicious copying of trade secrets, extortion, loss of business income caused by virus or destruction of electronic information, network security, etc. POLLUTION Businesses are legally liable when environmental contamination originates from site or activity-related business operations. Environmental risk exists even if a business operation is fully compliant with the proper permits and procedures. Potential contamination from chemicals and materials used in normal business operations can linger in the soil and water for years. Accidents and ensuing legal suits from third-party claims for personal damage; bodily injury and property damage compensation are the #1 source of environmental insurance claims. Environmental/Pollution insurance offers a cost efficient safety net that protects against damages resulting from a range of exposures both on and off- site operations as well as during transportation (owned & non-owned). Attachment number 1 \nPage 8 of 9 Item # 25 AUTHORIZATION TO BIND Named Insured: Augusta, Georgia; Augusta Regional Airp Choose the appropriate option: I hereby authorize J. Smith Lanier & Co. to bind my coverage per the terms and conditions outlined in this Proposal. ____________________________________ _________________________ Authorized Signature Date I hereby authorize J. Smith Lanier & Co to bind my coverage with changes as stated below. I understand these changes may result in possible additional underwriting requirements or more/less premium. _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ ____________________________________ ____________________________ Authorized Signature Date Attachment number 1 \nPage 9 of 9 Item # 25 Commission Meeting Agenda 4/1/2014 2:00 PM Request to approve lease agreement for OPEX Mail Processing Machine Department:Tax Commissoner's Office Caption:Motion to approve lease agreement for OPEX Mail Processing Machine.(Approved by Finance Committee March 24, 2014) Background:The Tax Commissioner has created a new Communications Center. The responsibility of this department will be to field all phone calls coming into the Tax Commissioner's Office regardless of the topic (i.e., property tax, motor vehicle, homestead exemption, etc.). If more specific assistance is needed, the operator will forward the call to that specific department. This department will also handle all mail and mail in payments for the Tax Commissioner's Office. This includes motor vehicle, property tax, delinquent tax, etc. There has also been discussion of this office handling collection of "City Services", which would include storm water, street lights and solid waste on a separate billing. This machine will allow us to expedite the handling of all of these payments regardless of the billing time frame, without hiring additional staff. Use of the machine will also reduce the possiblity of errors. Analysis:A team from the Tax Commissioner's Office visited several comparable counties within the State that use the machine to determine if it would be advantageous to our office. The team included members from the IT department. It was an overwhelming concensus that it would definitely be advantageous not only to this office but to other offices within the city also. Financial Impact:$3,500/month Alternatives: Recommendation:Approval of request. Funds are Available Cover Memo Item # 26 in the Following Accounts:101015611/5224219 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 26 Commission Meeting Agenda 4/1/2014 2:00 PM Acquisition of a portion of the property - from First Ebenezer Baptist Church (40) Department:Law Caption:Motion to authorize condemnation to acquire title of a portion of property in fee simple and permanent construction and maintenance easement (Parcel 209-0-014-00-0) Project Parcel 40, 2040 Ebenezer Drive. (Approved by Engineering Services Committee March 24, 2014) Background:The City cannot determine clear title. Therefore the City seeks to acquire title through condemnation. In order to proceed and avoid further project delays, it is necessary to condemn a portion of subject property. The required property consists of 9,826.90 square feet in fee and 2,738.50 square feet of permanent construction and maintenance easement. The appraised value is $5,150.00. 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 323041110-52.12122 J/L 299823786-52.12122 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Cover Memo Item # 27 Clerk of Commission Cover Memo Item # 27 Commission Meeting Agenda 4/1/2014 2:00 PM Award Christopher Booker & Associates, PC the contract for the conceptual design of the Library Renovations for AUD Department:Augusta Utilities Department Caption:Motion to approve funding to Christopher Booker & Associates, PC in the amount of $ 102,500.00 for the conceptual design of the Library Renovations for AUD.(Approved by Engineering Services Committee March 24, 2014) Background:The Augusta Utilities Department will be moving its personnel from the Bay Street office as well as the customer service personnel from the Municipal Building to the old library located at the corner of Greene Street and 9th Street. The conceptual design associated with this contract will allow AUD to seek a design- build contractor to make the necessary renovations to meet the needs of AUD. Analysis:Christopher Booker & Associates, PC has provided a thorough cost breakdown for the worked needed to allow AUD to enter into a design-build contract for this project. The fee was deemed to be fair and reasonable. Financial Impact:Funds are provided in 510043410-5212115/81300020-5212115 Alternatives:No alternatives are recommended. Recommendation:Augusta Utilities Department recommends the Commission award the contract to Christopher Booker & Associates, PC for the conceptual design of the Library Renovations for AUD project in the amount of $102,500. Funds are Available in the Following Accounts: 510043410-5212115/81300020-5212115 REVIEWED AND APPROVED BY: Cover Memo Item # 28 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 28 Attachment number 1 \nPage 1 of 1 Item # 28 March 4, 2014 Christopher Booker & Associates, PC 3319 Perkins Road Augusta, Georgia 30906 * See Attached Scope of Work New Upfit for Augusta Utilities Department Administration Office/ Two tenant suites Augusta Library building Ninth Street First Floor - Approximately 19,000 sq. ft. Second Floor - Approximately 10,000 sq. ft. finished space Approximately 9,000 sq. ft. storage space Augusta Utilities Department 360 Bay Street, Suite 180 Augusta, Georgia 30901 Attachment number 2 \nPage 1 of 10 Item # 28 Attachment number 2 \nPage 2 of 10 Item # 28 FEE BREAKDOWN $ 10,500.00 Structural Engineering Design $ 38,500.00 Architectural Design $ 14,000.00 Mechanical Engineering Design $ 8,000.00 Electrical Engineering Design $ 71,000.00 Seventy One Thousand Dollars $ 31, 500.00 Civil/Site Engineering Design (See attached Proposal from Johnson, Laschober & Associates, PC) TOTAL $102,500.00 One Hundred and Two Thousand Five Hundred Dollars Zero 0.00 Zero 0.00 3Three 15 One and One Half Percent 1.5% Attachment number 2 \nPage 3 of 10 Item # 28 Modifications to contract: Paragraph 1.1 - Delete as shown Paragraph 1.2 - Delete as shown Construction Documents and Services Provided: IBC 2012 Code analysis NFPA Life Safety Code 2012 Review ADA review Field verify existing conditions Structural engineering Floor Plan, notes and legends Life Safety Plan / UL design details Wall sections and details Exterior elevations and details Door and Finish Schedules Interior Toilet Elevations / interior elevations and details ADA Details Mechanical/plumbing systems and details Electrical design and details Construction administration services are NOT included in this proposal. Christopher D. Booker, Architect 3319 Perkins Road Augusta, Georgia 30906 Attachment number 2 \nPage 4 of 10 Item # 28 1 of 2 3319 Perkins Road 706-798-6792 Phone Augusta, Georgia 30906 706-798-2836 Fax augamerica@aol.com March 4, 2014 Augusta Utilities Department 360 Bay Street, Suite 180 Augusta, Georgia 30901 RE: New Upfit Augusta Utilities Department Administration Office Ninth Street SCOPE OF WORK Renovation of the old Augusta Library to accommodate the Augusta Utilities Department Administration Offices, and two (2) tenant suites. See AIA Document B155 dated March 4, 2014, for fee schedule/breakdown. Civil/Site Design: See attached Scope of Work. Structural Engineering Design: • Structural analysis for new HVAC equipment. • Miscellaneous openings. • Miscellaneous steel/concrete design. Architectural Design: • Drafting of existing floor plans. • New Floor plan for Augusta Utilities Offices. • New Floor plan for two (2) tenant suites. • Code study – 2012 International Building Code, 2012 NFPA 101 Life Safety, 2010 ADA Standards for Accessible Design • Life Safety Plans • Exterior Elevations. • Wall sections,details. Christopher Booker & Associates, PC Attachment number 2 \nPage 5 of 10 Item # 28 2 of 2 Scope of Work (Cont’d) Architectural Design: (Cont’d) • Interior elevations, details. • Finish and Door Schedules. • Window and Door Configurations. • Reflected ceiling plan. • Specifications will be included on drawings. Mechanical Engineering Design: • HVAC Plan. • HVAC Notes and Details • Plumbing Waste Plan. • Plumbing Water Plan. • Plumbing Notes and Schedules. Electrical Engineering Design: • Lighting Plan. • Power Plan • Mechanical Power • Signal Plan. • Electrical Details. Attachment number 2 \nPage 6 of 10 Item # 28 Attachment number 2 \nPage 7 of 10 Item # 28 Attachment number 2 \nPage 8 of 10 Item # 28 Attachment number 2 \nPage 9 of 10 Item # 28 Attachment number 2 \nPage 10 of 10 Item # 28 Attachment number 3 \nPage 1 of 1 Item # 28 Commission Meeting Agenda 4/1/2014 2:00 PM Award contract for Bid Item #14-126, Jamestown Sewer Extension Phase III-B to Blair Construction Department:Augusta Utilities Department Caption:Motion to approve award to Blair Construction in the amount of $ 894,685.74 for Bid Item #14-126, Jamestown Sewer Extension Phase III-B.(Approved by Engineering Services Committee March 24, 2014) Background:The Jamestown Sewer Extension Phase III-B is part of AUD's Capital Improvements Bond Program to provide sewer service to the Horsepen Spirit Creek Basin. This project involves the construction of approx. 11,700 linear feet of gravity sewer. Analysis:Blair Construction was found to be the lowest responsible bidder and therefore have been recommended for the award of this contract. Financial Impact:The lowest responsible bid for the construction of this project was $894,685.74. These funds are available from the following account: 512043420-5425210/80150215-5425210. Alternatives:No alternatives are recommended. Recommendation:It is recommended to award the contract for the construction of Bid Item #14-126, Jamestown Sewer Extension Phase III-B to Blair Construction in the amount of $ 894,685.74. Funds are Available in the Following Accounts: 512043420-5425210/80150215-5425210. REVIEWED AND APPROVED BY: Finance. Procurement. Cover Memo Item # 29 Law. Administrator. Clerk of Commission Cover Memo Item # 29 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 1 It e m # 2 9 Disadvantaged Business Enterprise Department Yvonne Gentry DBE Director Disadvantaged Business Enterprise Department 530 Greene Street – Room 600B - Augusta, GA 30901-4414 (706) 821-2406– Fax (706) 821-4228 WWW.AUGUSTAGA.GOV MEMORANDUM TO: Deanna Davis, Utilities Department FROM: Yvonne Gentry, Director Disadvantaged Business Enterprise Department DATE: February 10, 2014 SUBJECT: REVIEW AND APPROVAL OF RECOMMMENDED CONTRACTOR Bid #14-126 Jamestown Sewer Extension Phase III-B This memo is to transmit the review and concurrence of compliance by Blair Construction in meeting the LSBOP Utilization goal of three percent (3%) for the above referenced project. The goal setting methodology considered the following factors based on good faith efforts of the contractor: · The project total estimated cost · Value of the scope of work where availability exists · Maximum participation to be achieved through locally owned small business Contractor must prepare and submit a monthly utilization report with each pay request to the DBE Department. If you have questions, please contact me at (706) 821-2406. Attachment number 2 \nPage 1 of 1 Item # 29 Attachment number 3 \nPage 1 of 1 Item # 29 Invitation to Bid Sealed bids will be received at this office on Wednesday, January 29, 2014 @ 3:00 p.m. for furnishing the construction of approximately 11,700 linear feet of gravity sewer: Bid Item 14-126 Jamestown Sewer Extension Phase III-B 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 $150.00. 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, December 19, 2013. 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, January 10, 2014 @ 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, January 14, 2014 @ 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 December 19, 26, 2013 and January 2, 9, 2014 Metro Courier December 25, 2013 Revised: 3/7/2013 Attachment number 4 \nPage 1 of 1 Item # 29 UNOFFICIAL VENDORS Attachment B E-Verify # SAVE Form Addendum 1 Bid Bond Base Bid BLAIR CONSTRUCTION P. O. BOX 770 EVANS, GA 30809 YES 224004 YES YES YES $894,685.74 SITEC LLC 217 FAIRFIELD ST NE AIKEN, SC 29801 EAGLE UTILITY 1350 BRANCH ROAD BISHOP, GA 30627 YES 206663 YES YES YES $931,251.00 L & L UTILITIES 746 ROBERT WEBB ROAD E DUBLIN, GA 31027 MOORHEAD CONSTRUCTION 1513 ANDERSON STREET BELTON, SC 29627 YES 229963 YES YES YES $1,177,597.97 CMI 1875 KILLINGSWORTH RD AUGUSTA, GA 30904 YES 225306 YES YES YES $1,825,247.34 BEAM'S CONTRACTING 15030 ATOMIC ROAD BEECH ISLAND, SC 29842 YES 167300 YES YES YES $1,365,522.41 Bid Item #14-126 Jamestown Sewer Extension Phase III-B for Augusta, Georgia - Utilities Department Bid Due: Tuesday, February 4, 2014 @ 3:00 p.m. Page 1 of 1 Attachment number 5 \nPage 1 of 1 Item # 29 Attachment number 6 \nPage 1 of 1 Item # 29 Attachment number 7 \nPage 1 of 4 Item # 29 Attachment number 7 \nPage 2 of 4 Item # 29 Attachment number 7 \nPage 3 of 4 Item # 29 Attachment number 7 \nPage 4 of 4 Item # 29 Attachment number 8 \nPage 1 of 2 Item # 29 Attachment number 8 \nPage 2 of 2 Item # 29 Commission Meeting Agenda 4/1/2014 2:00 PM Award contract for Bid Item #14-134, Marion Homes Water Main Installation Project to Eagle Utility Contracting, Inc. Department:Augusta Utilities Department Caption:Motion approve award to Eagle Utility Contracting, Inc. in the amount of $646,176.50 for Bid Item #14-134, Marion Homes Water Main Installation Project. (Approved by Engineering Services Committee March 24, 2014) Background:Currently the Marion Homes Subdivision has an existing 6 inch water line. Due to maintenance issues we will be replacing approximately 7,700 LF of water line as well as new fire hydrants. Analysis:Eagle Utility Contracting, Inc. was found to be the lowest responsible bidder and therefore have been recommended for the award of this contract. Financial Impact:$646,176.50 under account number 512043410-5425110 / 80413011-5425110 Alternatives:No alternatives are recommended. Recommendation:It is recommended to award the contract for the construction of Bid 14-134, Marion Homes Water Main Installation Project to Eagle Contracting, Inc. in the amount of $646,176.50. Funds are Available in the Following Accounts: 512043410-5425110 / 80413011-5425110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Cover Memo Item # 30 Administrator. Clerk of Commission Cover Memo Item # 30 Attachment number 1 \nPage 1 of 1 Item # 30 Attachment number 2 \nPage 1 of 1 Item # 30 Invitation to Bid Sealed bids will be received at this office on Wednesday, February 26, 2014 @ 3:00 p.m. for furnishing: Bid Item 14-134 East Augusta Marion Homes Subdivision 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 ARC Southern. The fees for the plans and specifications which are non-refundable is $150.00. 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.e-arc.com) at no charge through ARC Southern (706 821-0405) beginning Thursday, January 16, 2014. 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 Tuesday, February 11, 2014 @ 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 Thursday, February 13, 2014 @ 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. 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 January 16, 23, 30, February 6, 2014 Metro Courier January 22, 2014 Revised: 8/15/2011 Attachment number 3 \nPage 1 of 1 Item # 30 Vendors PAVEWAY OF AUGUSTA 306 SILVER BLUFF AIKEN, SC 29803 EAGLE UTILITY CONTRACTING 1350 BRANCH RD. BISHOP, GA 30621 STORMWATER SOLUTIONS P.O. BOX 1847 EVANS, GA 30809 BLAIR CONSTRUCTION P.O. BOX 770 EVANS, GA 30809 MIKE BLACKBURN CONTRACTORS 320 WAKE ROBIN SUNSET, SC 29685 BEAM’S CONTRACTING 15030 ATOMIC ROAD BEECH ISLAND, SC 29842 SITEC 217 FAIRFIELD ST., NE AIKEN, SC 29801 Attachment B YES YES YES E-Verify Number 206663 224004 167300 SAVE Form YES YES YES Addendum 1 YES YES YES Bid Bond YES YES YES Base Bid Price $646,176.50 $662,251.23 $892,271.76 Bid Item #14-134 East Augusta Marion Homes Subdivision for the City of Augusta - Utilities Department Bid Opening Date: Wednesday, February 26, 2014 @ 3:00 p.m. Page 1 of 1 At t a c h m e n t n u m b e r 4 \ n P a g e 1 o f 1 It e m # 3 0 Attachment number 5 \nPage 1 of 2 Item # 30 Attachment number 5 \nPage 2 of 2 Item # 30 Attachment number 6 \nPage 1 of 2 Item # 30 Attachment number 6 \nPage 2 of 2 Item # 30 Attachment number 7 \nPage 1 of 1 Item # 30 Commission Meeting Agenda 4/1/2014 2:00 PM Award contract for Bid Item #14-137, Program Management Services to Constantine Engineering, Inc. Department:Augusta Utilities Caption:Motion to approve award to Constantine Engineering, Inc. in the amount of $1,147,000 for year 1 for Solicitation #14-137, Program Management Services.(Approved by Engineering Services Committee March 24, 2014) Background:Augusta Utilities will construct $40M in bond-funded capital improvement projects in the next several years as well as additional revenue funded projects. This volume of work will exceed our in-house capabilities, and we will require supplemental resources to manage the projects. Program Management Services will provide professional engineering and technical services for the Augusta Utilities Department to manage capital improvement projects, coordinate design and construction projects, inspect construction projects, locate AUD underground water and wastewater assets, provide field testing and monitoring services, provide technical training to AUD staff and manage public outreach and local participation programs for the next five years. Analysis:Constantine Engineer, Inc. was found to be the most qualified professional for these services and therefore has been recommended for the award of this contract. Financial Impact:The budget for year 1 is $1,147,000 on a time and materials basis. We are proposing a 5 year contract with subsequent year budgets being brought to the Commission each year for approval. Alternatives:No alternatives are recommended. Recommendation:It is recommended to award the contract for the AUD Program Management Services to Constantine Engineering, Inc. in the amount of $1,147,000. Funds are Available in the Following Funds are available in 512043490-5212999 / 81100010-5212999Cover Memo Item # 31 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 31 Attachment number 1 \nPage 1 of 1 Item # 31 1 EXHIBIT A THIS EXHIBIT IS ISSUED PURSUANT TO THE AGREEMENT DATED ____________, 2014, BETWEEN THE CITY OF AUGUSTA, GA AND CONSTANTINE ENGINEERING, INC. , WHICH IS INCORPORATED HEREIN BY THIS REFERENCE, WITH RESPECT TO Scope of Basic Services and Compensation for the Augusta Utilities Department Program Management Services Project Article A. Purpose: The purpose of this Exhibit is to establish Scope of Services, Compensation and Period of Service for CONSULTANT (Constantine Engineering, Inc.) to provide professional engineering and technical services for the Augusta Utilities Department Program Management Services Project (PROJECT) for the City of Augusta, GA (CLIENT). The PROJECT generally includes, but is not limited to, services to augment the CLIENT’s existing engineering department staff to manage capital improvement projects; oversee other designers and contractors; inspect construction projects; locate CLIENT’s underground water and wastewater assets; provide field testing and monitoring services; provide technical training to CLIENT’s staff; and manage public outreach and local participation programs. CONSULTANT will only provide those Program Management services requested and authorized by CLIENT. This will allow CLIENT the flexibility to supplement existing engineering department staff without committing to additional costs. The tasks detailed below in “Article B. Scope of Services” represent the range of specific services available for CLIENT to authorize under this Agreement. Article B. Scope of Services: The specific Engineering and Technical Services that CONSULTANT agrees to furnish to the CLIENT for the PROJECT and the Specific Work Tasks are listed below: 1. Project Management 2. Project Controls 3. Technical Oversight and Support 4. Consent Order Compliance Assistance 5. Public Outreach/Local Participation 6. Construction Inspection 7. Water and Wastewater Line Locates 8. Training 9. Construction Stormwater Monitoring 10. Material Testing A detailed description of the scope of services that are proposed for each task is presented below. Work Task 1 - Project Management CONSULTANT shall assign Program Management staff to assist the CLIENT to manage the planning, design, bidding and construction phases of capital improvement projects. Specific tasks shall include the following: Attachment number 2 \nPage 1 of 7 Item # 31 EXHIBIT A ─ AUGUSTA UTILITIES DEPARTMENT PROGRAM MANAGEMENT SERVICES 2 1.1 Serve as the Program Manager for the CLIENT as its representative at meetings, workshops, site visits, and other necessary functions of the Program. 1.2 Review designs (by others) of water and wastewater projects, including but not limited to: water lines, pump stations, gravity sewer lines, sewer force main lines, lift stations, water treatment facilities, and wastewater treatment facilities. 1.3 Prepare Engineer’s Opinions of Probable Construction Costs (OPCCs) for capital improvement projects based on designs by other consultants. 1.4 Prepare critical path project schedules in Microsoft Project format for planning, design, bidding and construction phases of capital improvement projects based on designs by other engineering consultants. 1.5 Facilitate permitting with regulatory agencies, including but not limited to the Georgia Department of Transportation (GDOT); the Georgia Environmental Protection Division (GEPD) of the Department of Natural Resources (DNR); the United States Army Corps of Engineers (USACOE); Georgia Power, and the City of Augusta Engineering Department (AED). 1.6 Provide technical and administrative assistance for CLIENT’s existing “Task Order Program” to generate preliminary designs and manage construction of emergency response projects. 1.7 Assist CLIENT in identifying and pursuing funding for capital improvement projects. This task may include compiling cost estimates and schedules; attending workshops and meetings; preparing grant, loan and bond application documentation, including preliminary engineering reports, maps, drawings, etc. 1.8 This Work Task may require 2-4 Program Management staff members in Year One, with the following credentials and skills as appropriate for their specific responsibilities: 1.8.1. Familiarity with CLIENT’s current standards and specifications. 1.8.2. State of Georgia Professional Engineering (PE) registration. 1.8.3. Engineer in Training (EIT) or Fundamentals of Engineering (FE) registration. 1.8.4. Bachelor’s degree in civil, mechanical, chemical or electrical engineering. 1.8.5. Georgia Soil and Water Conservation Commission (GSWCC) Level II Design Professional certification (“tan card”) or GSWCC Level II Plan Reviewer certification (“gray card”) 1.8.6. Computer software experience including AutoCAD Civil 3D, Esri ArcMAP or ArcGIS, Microsoft Office and Microsoft Project. 1.8.7. Familiarity with mapping-grade GPS equipment. 1.8.8. CONSULTANT may compliment on-site Program Management staff positions with in-house, regional resources. Work Task 2 - Project Controls CONSULTANT shall develop web-based project controls and a document management system to allow CLIENT to measure progress and report status of capital improvements projects. Specific tasks shall include the following: 2.1 Develop a hierarchical, web-based project controls system with “drill down” architecture, including the following levels of detail: 2.1.1. Level 1 – dashboard of overall program status measured in terms of budget; schedule; change management; regulatory compliance; environmental, health and safety metrics; quality; and/or other metrics as identified by CLIENT. Attachment number 2 \nPage 2 of 7 Item # 31 EXHIBIT A ─ AUGUSTA UTILITIES DEPARTMENT PROGRAM MANAGEMENT SERVICES 3 2.1.2. Level 2 – matrix listing individual capital improvements projects with status indicators for budget; schedule; quality; deliverables; and/or other metrics as identified by CLIENT. 2.1.3. Level 3 - dashboard of individual project status measured in terms of budget; schedule; change management; regulatory compliance; environmental, health and safety metrics; quality; and/or other metrics as identified by CLIENT, with links to related documents (i.e., budget spreadsheet, project Gantt chart schedules, etc.) in the cloud-based document management system. 2.2 Develop a document management system accessible to CLIENT and their design consultants to access and share capital improvement project information such as specifications, plan drawings, submittals, etc. 2.3 CONSULTANT proposes to complete this Work Task with in-house, regional resources which should not require on-site Program Management staff positions. Work Task 3 - Technical Oversight and Support CONSULTANT shall assign Program Management staff to assist CLIENT with technical oversight support of planning, design, bidding and construction phases of capital improvement projects. Specific tasks shall include the following: 3.1 Perform quality assurance/quality control (QA/QC) reviews of designs (by others) of water and wastewater projects, including but not limited to: water lines, pump stations, gravity sewer lines, sewer force main lines, lift stations, water treatment facilities, and wastewater treatment facilities. These reviews do not relieve the designers from the responsibility and liability for errors or omissions of their designs. 3.2 Perform technical and schedule coordination of design projects. 3.3 Assist in updating, distributing, and ensuring compliance with CLIENT’s existing Specifications and Standards. 3.4 Develop project specific design criteria packages. 3.5 Perform project value engineering and optimization evaluations. 3.6 Perform technical reviews and document control and management to support bidding, construction, and startup services. Work Task 4 - Consent Order Compliance Assistance CONSULTANT shall assign Program Management staff to assist CLIENT with compliance with existing GA EPD Consent Order No. EPD-WQ-5309. Specific tasks shall include the following: 4.1 Report Corrective Action Plan (CAP) activity. 4.2 Report impact of CAP on collection system performance 4.3 Refine CAP methods and resources as necessary to improve results and comply with Consent Order Compliance schedule. 4.4 Optimize collection system operations and maintenance (O&M) programs within a “Capacity, Management, Operations and Maintenance” (CMOM) framework Work Task 5 - Public Outreach/Local Participation CONSULTANT shall assign Program Management staff to assist CLIENT with public outreach and local participation programs. Specific tasks shall include the following: Attachment number 2 \nPage 3 of 7 Item # 31 EXHIBIT A ─ AUGUSTA UTILITIES DEPARTMENT PROGRAM MANAGEMENT SERVICES 4 5.1 Provide communications and liaison with Augusta-Richmond County Commission, City Departments, local stakeholders and community leaders to support implementation of CLIENT’s capital improvement program. 5.2 Coordinate implementation of CLIENT’s capital improvement program with local, state and federal agencies. 5.3 Conduct seminars, workshops, social and other electronic media to streamline communication. 5.4 Establishing technology transfer opportunities to support Augusta-Richmond County Local Small Business Opportunity Program (LSBOP). 5.5 Solicit local vendors to enhance local participation on implementation of CLIENT’s capital improvement program. Work Task 6 - Construction Engineering & Inspection CONSULTANT shall assign Program Management staff to assist CLIENT with Construction Engineering and Inspection (CE&I) of capital improvement projects. Specific tasks shall include the following: 6.1 Interpret construction plans. 6.2 Review and approve monthly pay application installations. 6.3 Review material submittals and field-check materials to verify compliance with approved submittals. 6.4 Operate mapping-grade GPS equipment to survey new infrastructure during construction and download information to CLIENT’s existing GIS databases. 6.5 This task may require 3-6 Program Management staff members in Year One, with the following credentials and skills as appropriate for their specific responsibilities: 6.5.1. Familiarity with CLIENT’s current standards and specifications. 6.5.2. Georgia Soil and Water Conservation Commission (GSWCC) Level IB Inspector certification (“red card”) 6.5.3. Georgia Water Distribution Operator License 6.5.4. Georgia Wastewater Collection Operator License 6.5.5. Experience in inspecting and/or installing water lines, sewer lines and related appurtenances Work Task 7 - Water and Wastewater Line Locates CONSULTANT shall perform Subsurface Utility Engineering (SUE) Quality Level B services as described in the American Society of Civil Engineers (ASCE) National Consensus Standard entitled ASCE C-I 38-02, Standard Guidelines for the Collection and Depiction of Existing Subsurface Utility Data, for the proposed PROJECT. Specific tasks shall include the following: 7.1 CONSULTANT shall make perform Quality Level B SUE services using ground penetrating radar (GPR), electromagnetic locating equipment, hand and vacuum excavation equipment (as needed) to identify, interpret, verify and field mark utilities to the limits available using the locating equipment and the existing information and data in accordance with ASCE Standards. The Quality Level B SUE survey shall include the following scope of services: 7.1.1. Locate existing buried utilities within the limits of the pipeline excavation path and boring areas using GPR, electromagnetic locating equipment, and existing information and data. Attachment number 2 \nPage 4 of 7 Item # 31 EXHIBIT A ─ AUGUSTA UTILITIES DEPARTMENT PROGRAM MANAGEMENT SERVICES 5 7.1.2. Mark the location of the existing utilities using permanent paint in accordance with ASCE standards. 7.1.3. Access gravity sewers and storm drains using existing manholes and verify/determine the pipe diameter, material, and invert elevations of the pipe. Gravity sewers and storm drains shall not be excavated to verify pipe information. 7.1.4. Following the cutting and removal of pavement (by Others) above buried utilities (other than gravity sewers and storm drains), CONSULTANT shall excavate down to the utility using hand tools and probing rod verify/determine the utility material and diameter. CONSULTANT shall backfill and hand compact the excavated area only. Any replacement or maintenance to the asphalt patches shall be performed by others once the CONSULTANT demobilizes. 7.1.5. CONSULTANT shall perform pre and post locate photograph of each work area and maintain digital documentation photos. 7.1.6. CONSULTANT shall provide within the following next business day a daily written summary of work activity performed for each location requested. Summary will note verification by CONSULTANT of utilities within the limits of construction. Summary shall identify any marked utilities that could not be verified by CONSULTANT and any unmarked utilizes discovered during SUE investigation of requested area. CONSULTANT will utilize pink flagging and ground paint to identify any unverified or newly discovered utility. 7.2 CONSULTANT shall not be responsible for the following: 7.2.1. Traffic control. 7.2.2. Level A locates or full excavation of utility. 7.2.3. Clearing of easements, right-of-ways and construction equipment in the locate areas requested. 7.2.4. Pavement removal and restoration. 7.2.5. Unmarked assets or damaged to buried assets caused by others. 7.3 CLIENT will provide staff and information to assist CONSULTANT performing this work, including but not be limited to the following: 7.3.1. GIS data. 7.3.2. Project plan drawings. 7.3.3. As-built record drawings. 7.3.4. Project inspectors and other CLIENT staff with expertise in the area to be marked. 7.4 This Work Task may require 1-2 Program Management staff members in Year One. Work Task 8 - Training CONSULTANT shall facilitate training programs as needed for CLIENT’s in-house staff of project managers, engineers and field technicians. CONSULTANT may perform these services using a combination of in-house labor or subconsultant(s). Specific tasks shall include the following: 8.1 Training for technology applications for office and field staff, such as GPS data collection equipment software and/or hardware. 8.2 Training for project controls systems developed by CONSULTANT for this PROJECT. 8.3 Specialized software training for CLIENT’s engineering staff, such as Microsoft Project, H2O Map water modeling software, MOUSE wastewater modeling software, SWMM wastewater modeling software, etc. Attachment number 2 \nPage 5 of 7 Item # 31 EXHIBIT A ─ AUGUSTA UTILITIES DEPARTMENT PROGRAM MANAGEMENT SERVICES 6 Work Task 9 - Construction Stormwater Monitoring (OMITTED) CONSULTANT shall assist CLIENT with stormwater monitoring and reporting for GEPD NPDES Construction Stormwater Permits on capital improvement projects. CONSULTANT may perform these services using a combination of in-house labor or subconsultant(s).. Specific tasks shall include the following: 9.1 Set up and remove monitoring equipment (automatic sampling and/or grab sampling as needed). 9.2 Obtain sample results after 0.5-inch qualifying rain event and report to AUD staff and EPD as required by EPD permits. 9.3 Inspect sites and provide bi-weekly Best Management Practices (BMP) reports. Work Task 10 - Material Testing (OMITTED) CONSULTANT shall provide geotechnical and construction materials testing services as needed for CLIENT’s capital improvement projects. CONSULTANT may perform these services using a combination of in-house labor or subconsultant(s). Specific tasks shall include the following: 10.1 Soil compaction tests. 10.2 Concrete cylinder strength tests. 10.3 Soil boring, analysis and reports, including geotechnical engineering recommendations. 10.4 CONSULTANT or their subconsultant(s) shall provide copies of appropriate technicians’ certifications to CLIENT. 10.5 CONSULTANT or their subconsultant(s) shall provide copies of equipment calibration results to CLIENT. Article C. Compensation Provisions: As compensation for providing the scope of services described within this Exhibit A, CLIENT shall pay CONSULTANT for labor hours and direct reimbursable expenses as per the fee schedule below with a Not- to-Exceed Amount of $1,147,000.00 (one million one hundred forty-seven thousand and 00/100 dollars) for Year One of this Agreement. The Not-to-Exceed Amount was developed from CONSULTANT’s estimates of the level of effort required to perform the services requested by CLIENT. Labor Category Hourly Per Diem Rate Program Manager $180.00 Principal Engineer $180.00 Project Manager $150.00 Project Engineer $120.00 SUE Line Locator1 $109.00 Construction Inspector $80.00 Administrator $50.00 Direct Expenses2 +2% of labor 1 Note this rate includes the costs for ground penetrating radar (GPR) location equipment; sub-meter global positioning system (GPS) with satellite differential real-time correction equipment; and expendables, excluding orange buttons for permanent markers. 2 “Direct Costs” includes local mileage; special shipping; and outside printing/publishing/reproduction services. Attachment number 2 \nPage 6 of 7 Item # 31 EXHIBIT A ─ AUGUSTA UTILITIES DEPARTMENT PROGRAM MANAGEMENT SERVICES 7 Article D. Period of Service: The Agreement shall be in effect for a period of five (5) calendar years. Exhibit A specifies the scope of services and not-to-exceed budget amount for year one (1). The scope of services and not-to-exceed budget amount for following years shall be negotiated and authorized by CLIENT by the beginning of each subsequent year. Article E. Authorized Representatives: The Authorized Representatives designated below are authorized to act with respect to this Task Order. Communications between the parties shall be through the Authorized Representatives: For CLIENT For CONSULTANT Name: Tom Wiedmeier, P.E., Director Name: James P. Kizer, Jr., P.E., President Address: Augusta Utilities Department 360 Bay Street Augusta, GA 30901-1546 Address: Constantine Engineering, Inc. 1988 Lewis Turner Boulevard Fort Walton Beach, FL 32547 Telephone: 706.312.4160 Telephone: 850.244.5800 Email: twiedmeier@augustaga.gov Email: jkizer@tcgeng.com Article F. Authorization: Accepted for the CLIENT by: Offered for CONSULTANT by: Name Name Title Title Date Date *************** End *************** Attachment number 2 \nPage 7 of 7 Item # 31 RFP 14-137 Program Management Services Page 1 of 5 Request for Proposal Sealed RFPs will be received at this office until Wednesday, February 20, 2014 at the beginning of your scheduled presentation for furnishing: RFP Item 14-137 Program Management Services for Utilities Department RFPs 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 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 fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, February 11, 2014 @ 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. Request for Proposals and specifications. A request for proposal 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 RFP 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. Proponents 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 placed the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director cc: Tameka Allen Interim Administrator Tom Wiedmeier Utilities Department Jerry Delaughter Utilities Department Deanna Davis Utilities Department Attachment number 3 \nPage 1 of 1 Item # 31 BETSY MASSIE CH2M HILL 1000 ABERNATHY ROAD, SUITE 1600 ATLANTA, GA 30328 BUDDY GRATTON MORELAND ALTOBELLI ASSOCIATES, INC. 2211 BEAVER RUIN ROAD, SUITE 190 NORCROSS, GA 30071 SCOTT TODD CONSTANTINE ENGINEERING, INC. 1988 LEWIS TURNER BOULEVARD FORT WALTON BEACH, FL 32547 MICHAEL OSBORNE MCKIM & CREED, INC. 8020 TOWER POINT DR. CHARLOTTE, NC 28227 RFP 14-137 Program Management Services For Utilities Department RFP Due: 2/20/14 as scheduled RFP 14-137 Program Management Svcs Shortlisted from RFQ 13-124 mailed February 6, 2014 Tom Wiedmeier Utilities Department Bay Street Deanna Davis Utilities Department Bay Street Attachment number 4 \nPage 1 of 1 Item # 31 Evaluation Criteria PTS Moreland Altobelli Associates, Inc. 2211 Beaver Ruin Road, Suite 190 Norcross, GA 30071 Constantine Engineering, Inc. 1988 Lewis Turner Boulevard Fort Walton Beach, FL 32547 Mckim & Creed, Inc. 8020 Tower Point Dr. Charlotte, NC 28227 1) Experience at providing outlined engineering services 30 25.0 28.3 26.7 2) Approach 40 26.7 36.7 30.0 3) Personnel 30 23.3 28.3 26.7 Total 100 75.0 93.3 83.3 Cumulative Evaluation Sheet RFP Item #14-137 Program Management Services for Augusta, Georgia – Utilities Department Attachment number 5 \nPage 1 of 1 Item # 31 Commission Meeting Agenda 4/1/2014 2:00 PM Award W.R. Toole Engineers, Inc. the contract for design services for Rocky Creek Trunk Sewer Replacement Project Department:Augusta Utilities Department Caption:Motion to approve funding to W. R. Toole Engineers, Inc. in the amount of $ 197,615.00 for the design of the Rocky Creek Trunk Sewer Replacement Project.(Approved by Engineering Services Committee March 24, 2014) Background:W.R. Toole Engineers, Inc. was awarded a contract on June 21, 2005 to design the Lumpkin Road Water and Sewer project, which was later broken out into two separate projects; the Lumpkin Road Water Replacement Project and the Rocky Creek Trunk Sewer Replacement Project. Due to lack of funding the project was not constructed. The Augusta Utilities Department now has the funding and wishes to proceed with the Rocky Creek Trunk Sewer Replacement Project. After review of current conditions and the plans previously prepared by W.R. Toole, AUD has determined that the original alignment no longer fits the needs of AUD. As they have extensive knowledge and experience with the area in general and this project specifically, W.R. Toole was asked to prepare a proposal to design the construction plans for the new alignment for the Rocky Creek Trunk Sewer Replacement Project. Analysis:W.R. Toole Engineers, Inc. has provided a thorough cost breakdown for the worked needed. The fee was deemed to be fair and reasonable. Financial Impact:Funds are provided in 510043420-5212115 / 80800010-5212115 and 511043420-5212115 / 80800010-5212115. Alternatives:No alternatives are recommended. Recommendation:Augusta Utilities Department recommends the Commission award the contract to W. R. Toole Engineers, Inc. in the amount of $ 197,615.00 for the design of the Rocky Creek Trunk Sewer Replacement Project Cover Memo Item # 32 Funds are Available in the Following Accounts: 510043420-5212115 / 80800010-5212115 and 511043420- 5212115 / 80800010-5212115. REVIEWED AND APPROVED BY: Finance. Procurement. Utilities Finance. Procurement. Utilities Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 32 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 1 2 It e m # 3 2 Rev. #2, 3/11/14 Rocky Creek Sanitary Sewer Upgrade Project Location & Background Sanitary sewer trunk main improvements are proposed between the recently installed 72- inch diameter Mid-City Interceptor (east side of Doug Barnard Parkway) and Chester Avenue near Mike Padgett Highway. The proposed sewer improvements will replace the existing 36-inch diameter reinforced concrete (RCP) sewer main that parallels Rocky Creek. The existing sewer alignment is characterized as a wooded, low-lying swampy area. Standing water is present along most of the existing sewer alignment. In addition to capacity limitations, we understand the existing 36-inch diameter concrete sewer main has significant inflow and infiltration issues and is structurally deficient in several locations. During 2005-2007, W.R. Toole Engineers (WRTE) designed a new 42-inch diameter sanitary sewer system between Doug Barnard Parkway and Chester Avenue. The proposed sewer alignment generally followed the existing sewer alignment, with the exception of the area near the intersection of Lumpkin Road and Doug Barnard Parkway. Due to budgetary constraints and project prioritization, the project was not constructed. Conceptual Alignment & Project Length During 2013, Augusta Utilities Department (AUD) asked WRTE to review the 2005 design and to develop alignment alternatives to mitigate wetland impacts and reduce construction in wet or swampy areas. As requested, WRTE developed a revised concept alignment totaling approximately 7,400-feet. The conceptual sewer alignment generally parallels the northern Lumpkin Road right-of-way from Doug Barnard Parkway to just east of Crestview Baptist Church. From Crestview Baptist Church, the conceptual alignment extends north to the CSX railroad right-of-way. The conceptual sewer alignment parallels the railroad right-of-way to a proposed crossing just south of Rocky Creek. The conceptual sewer alignment extends west from the railroad and crosses Mike Padgett Highway (SR 56) and Chester Avenue before connecting to the existing 36-inch system. Please refer to the attached draft Concept Plan. Design Issues The following design issues were considered for construction cost and man-hour estimates. The design issues reflect the scope revisions requested during our March 7, 2014 meeting. Coordination with AUD for connection to the 72-inch interceptor sewer along the east side of Doug Barnard Parkway. We understand a section of 42-inch diameter ductile iron pipe was stubbed-out of the manhole on the east side of Doug Barnard Parkway for the proposed Rocky Creek trunk main connection. Attachment number 1 \nPage 2 of 12 Item # 32 Rev. #2, 3/11/14 Coordination required with Georgia Department of Transportation (GDOT) for utility encroachment in the Mike Padgett Parkway right-of-way. Coordination required with Army Corp of Engineers for wetland impacts. Coordination with Georgia Environmental Protection Department for Stream Buffer encroachment. Coordination with Atlanta Gas Light Company for crossing of major gas mains. Coordination with Atlanta Gas Light Company for determination of anode beds and potential conflicts with ductile iron sanitary sewer mains. Coordination required with Georgia Power – Transmission Department. The proposed alignment may cross transmission lines at multiple locations. Easements could impact 10-15 property owners. Scope of Work: Project development is proposed on a per task basis as outlined below. Task #1 – Surveying & Database Preparation o Using the recently completed concept plan as a reference, field surveying activities will be completed to develop a basemap of the project corridor. Topography and surface improvements will be identified and mapped. o Underground utilities will be shown as identified through coordination with public and private utility companies. o Property lines will be compiled from recorded deeds, plats, GIS information and field located property corners where possible. o The proposed manhole locations will be field staked for field review meetings at the 60% and 90% milestones. Task #2 – Wetland Delineation & Jurisdictional Determination o WRTE will coordinate a wetland delineation through the project corridor. Wetlands will be identified and flagged in accordance with US Army Corps of Engineers guidelines. o Following delineation, the wetland flags will be field surveyed and mapped. o A Wetlands Exhibit will be developed and attached to the Jurisdictional Determination (JD), which will be submitted to the Corps of Engineers for review and approval. o WRTE proposes to utilize Resource and Land Consultants for environmental services and permitting. Attachment number 1 \nPage 3 of 12 Item # 32 Rev. #2, 3/11/14 Task #3 – 60% Preliminary Plans o WRTE will develop Preliminary Plans in plan and profile format to identify roadway, railroad, and utility crossings. o Detailed design efforts will be completed for jack or bore crossings at roadways and railroads. o WRTE will initiate coordination with GDOT. o WRTE will identify in plan view easement recommendations for permanent maintenance and temporary construction activities. o WRTE will initiate coordination with Georgia Power / Georgia Transmission Company for easement crossing. o WRTE will prepare an opinion of probable construction cost. o WRTE will facilitate a project Team Review Meeting. Task #4 – Environmental Permitting o We anticipate wetland impacts associated with the new sanitary sewer trunk main will be subject to permitting through the Nationwide Permit process. A NW Permit #12 is assumed for this proposal. o WRTE’s environmental sub-consultant will complete the permit process through the US Army Corps of Engineers. o WRTE will coordinate with Georgia EPD for Stream Buffer Variance permitting should the proposed alignment impact the Rocky Creek buffer or State Waters. o WRTE proposes to utilize Resource and Land Consultants for environmental services and permitting. Task #5 - 90% Preliminary Plans o Based on comments received from the 60% review meeting and utility coordination efforts, WRTE will complete 90% plans. o During the 90% task WRTE will complete the GDOT right-of-way encroachment permit for Mike Padgett Highway. We understand WRTE will complete the permit documents for AUD submittal to the respective agencies. o 90% plans will include Erosion, Sedimentation, and Pollution Control best management practices. We anticipate a three-phase (initial, intermediate, and final) erosion control plan format. o WRTE will coordinate right-of-way impacts and ES&PC design with Augusta Engineering Department (AED). o WRTE will complete a Notice of Intent and will initiate Local Issuing Authority review. (Previously in Task #11) o WRTE will finalize encroachment permitting activities with Georgia Power / Georgia Transmission Company. o WRTE will prepare an opinion of probable construction cost. o WRTE will facilitate a project Team Review Meeting. Attachment number 1 \nPage 4 of 12 Item # 32 Rev. #2, 3/11/14 Task #6 – Easement Maps o Commensurate with Task #8, WRTE will complete compiled easement maps for permanent and temporary construction easements. o We anticipate 10-15 properties will require easement. o WRTE proposes to complete strip-type easements maps showing multiple properties on one easement map sheet. o Easement maps will be signed by a Registered Land Surveyor and submitted to AUD for review. Task #7 – Final Construction Drawings o WRTE will prepare a final deliverable for construction based on comments received during the 90% Plan review. o Final plans will include all project specific and AUD details for construction. o Pay items will be identified in plan view notes. o WRTE will prepare a final opinion of probable construction cost. Task #8 – Pre-Construction Services o WRTE will attend one (1) pre-bid meeting and will respond to contractor requests for information (RFI). o WRTE will issue addenda as necessary prior to bid. o WRTE will review bids for general compliance and responsiveness. o WRTE will issue and recommendation of award following bid review. o WRTE will review material submittals. o WRTE will attend one (1) pre-construction meeting. Task #9 – Record Drawings o Following construction, WRTE will prepare digital Record Drawings using the redline plans provided by the project contractor. Task #10 - Construction Phase Services o WRTE will complete the required 7-day NPDES site visit to observe the initial installation of erosion control measures. o WRTE proposes to provide construction observation and field engineering services as requested by AUD. Attachment number 1 \nPage 5 of 12 Item # 32 Rev. #2, 3/11/14 Deliverables: The following deliverables were considered for calculation of direct costs and fee estimates. Each deliverable will include 1 hard copy set and one complete digital file (pdf), unless noted otherwise below. Surveyed Basemap Wetland Delineation Report and Jurisdictional Determination 60% Preliminary Plans 90% Preliminary Plans Preliminary Compiled Easement Maps (Digital Files Only) Final Compiled Easement Maps (2 signed originals + 1 set of construction drawings) 100% Construction Drawings, including Soil Erosion, Sedimentation and Pollution Control Plans and Contract Documents (2 Hard Copy Sets of Construction Drawings + 1 Hard Copy Set of Construction Drawings and Technical Specifications for GA DNR). Project Addenda, RFI responses. Record Drawings (2 Hard Copies + 1 Digital File) Anticipated Permits: The following permits are anticipated for construction: Approval of Plans by US Army Corps of Engineers - Nationwide Permit 12 Approval of Plans by GDOT - Utility Encroachment Permit (2 Locations) Approval of Plans by Georgia Power and Atlanta Gas Light – Encroachment Permits Approval of Plans by Georgia Environmental Protection Division (if Buffer Variance is required). Attachment number 1 \nPage 6 of 12 Item # 32 $3,300,000 Task Description Percentage of Construction Cost 1 Surveying & Database Preparation $26,655 0.81% Surveying & Mapping 1 $22,575 Manhole Staking following 60% & 90% $2,760 Field Check and Project Management $1,320 2 Wetland Delineation & Jurisdictional Determination $9,370 0.28% Wetland Delineation $1,200 Site Visit with Corps $500 Jurisditctional Determination $1,450 Survey Wetland Flags $1,500 Wetland Exhibits & Project Management $4,720 3 60% Preliminary Plans $52,060 1.58% 4 Environmental Permitting $14,740 0.45% Corps of Engineers Nationwide Permit $3,100 Wetlands Plat (as required) $2,200 Permit Drawings $4,540 Stream Buffer Variance, EPD Permit $2,500 Project Management $2,400 5 90% Preliminary Plans $39,380 1.19% 6 Easement Maps2 $10,620 0.32% 7 Final Construction Drawings $29,510 0.89% 8 Pre-Construction Services $4,060 0.12% 9 Record Drawings $4,720 0.14% 10 Construction Phase Services3 $6,500 0.20% Total $197,615 5.99% Notes 1. 2. 3. ROCKY CREEK SANITARY SEWER TRUNK MAIN REPLACEMENT (AUD Project #60135) Opinion of Probable Construction Cost Fee Sub-tasks in italics are sub-consultant services. Construction Phase services are proposed on a hourly rate basis per the attached rate schedule. Compiled Easement Maps are proposed based on a unit rate of $1,062 per parcel. TE P13068, Revision #2 Rev #2,3/11/2014 Attachment number 1 \nPage 7 of 12 Item # 32 3/11/2014 Rocky Creek Sewer Augusta Utilities Dept. Rocky Creek Sewer Task # Description Pr i n c i p a l - I n - Ch a r g e Se n i o r E n g i n e e r Pr o j e c t M a n a g e r En g i n e e r St a f f E n g i n e e r CA D O p e r a t o r Ad m i n i s t r a t o r To t a l 1 Surveying & Database Preparation 004800012 2 Wetland Delineation & Jurisdictional Determination 0 0 4 16 0 40 0 60 3 60% Preliminary Plans 0 16 40 220 0 340 0 616 4 Environmental Permitting 0 0 6 20 0 64 0 90 5 90% Preliminary Plans 0 20 36 170 0 220 0 446 6 Easement Maps 0 2 10 30 0 80 0 122 7 Final Construction Drawings 0 12 28 132 0 160 0 332 8 Pre-Construction Services 0 0 2 38 0 0 0 40 9 Record Drawings 0 0 4 16 0 40 0 60 Totals: 0 50 134 650 0 944 0 1778 Ph a s e D e s c r i p t i o n Man-Hour Summary, REV #1 Date: Project Location: Owner: Project Name: Rev. #2, 3/11/14 At t a c h m e n t n u m b e r 1 \ n P a g e 8 o f 1 2 It e m # 3 2 W. R. Toole Engineers, Inc., 1005 Broad Street, Suite 200, Augusta, GA 30901 (706) 722-4114 / fax (706) 722-6219 / www.wrtoole.com Personnel Charges Principal $215.00 per Hour Principal (Senior) Engineer $160.00 per Hour Senior Project Manager $130.00 per Hour Senior Planner $115.00 per Hour Project Manager $110.00 per Hour Lead Designer IV $105.00 per Hour Engineer III $100.00 per Hour Engineer II $ 80.00 per Hour Engineer I $ 70.00 per Hour Engineering Technician/Construction Inspector $ 65.00 per Hour Designer $ 65.00 per Hour CAD (Computer Assisted Drafting) $ 65.00 per Hour Controller $ 125.00 per Hour Office Administrator $ 60.00 per Hour Clerical $ 50.00 per Hour Miscellaneous Charges: Travel Expense: Mileage $0.56 per Mile Lodging, Meals, Etc. Actual Cost Plus 15% Reproductions: Xerox Prints: 24”x 36” Sheet $1.25 per Sheet Half-Size Sheet $0.75 per Sheet Color Plotting: 8 ½”x 11” Sheet $0.50 per Sheet 11”x 17” Sheet $0.75 per Sheet 24”x 36” Sheet $15.00 per Sheet Foam Core Boards: $2.75 per Square Foot Legal Services: 2.5 Times the Appropriate Fee Federal Express: Actual Cost Plus 15% Other Miscellaneous Items: Actual Cost Plus 15% W. R. TOOLE ENGINEERS, INC. 2014 SCHEDULE OF RATES & CHARGES TIME & MATERIAL BASIS Attachment number 1 \nPage 9 of 12 Item # 32 S-37A 42" DUCTILE IRON SANITARY SEWER PIPE, CLASS 250, DEPTH 6'-8', INCLD. TYPE II (NO. 57 STONE) BEDDING MATERIAL LF 3738 $190.00 $710,220.00 S-37B 42" DUCTILE IRON SANITARY SEWER PIPE, CLASS 250, DEPTH 8'-10', INCLD. TYPE II (NO. 57 STONE) BEDDING MATERIAL LF 1447 $210.00 $303,870.00 S-37C 42" DUCTILE IRON SANITARY SEWER PIPE, CLASS 250, DEPTH 10'-12', INCLD. TYPE II (NO. 57 STONE) BEDDING MATERIAL LF 950 $220.00 $209,000.00 S-37D 42" DUCTILE IRON SANITARY SEWER PIPE, CLASS 250, DEPTH 12'-14', INCLD. TYPE II (NO. 57 STONE) BEDDING MATERIAL LF 700 $240.00 $168,000.00 S-37E 42" DUCTILE IRON SANITARY SEWER PIPE, CLASS 250, DEPTH 14'-16', INCLD. TYPE II (NO. 57 STONE) BEDDING MATERIAL LF 21 $250.00 $5,250.00 S-37F 42" DUCTILE IRON SANITARY SEWER PIPE, CLASS 250, DEPTH 16'-18', INCLD. TYPE II (NO. 57 STONE) BEDDING MATERIAL LF 15 $300.00 $4,500.00 S-17 JACK AND BORE 60" DIA. STEEL CASING, MIN. WALL THICKNESS 0.844 INCH, CARRIER PIPE INCLUDED, 42" DIA. DUCTILE IRON SAN. SEWER PIPE, CLASS 250, RESTRAINED JOINT, END SEALS LF 571 $1,350.00 $770,850.00 S-18 SELECT BACKFILL, GA DOT TYPE I & II (SAND/CLAY), MEASURED BY IN-PLACE VOLUME CY 14,850 $12.00 $178,200.00 S-20E PRECAST SANITARY SEWER MANHOLE (GA DOT STD. 1011A), TYPE 1, DEPTH 0'-6' (96" DIAMETER)EA 22 $5,000.00 $110,000.00 S-21E ADDITIONAL SANITARY MANHOLE DEPTH, TYPE 1, DEPTH CLASS 1 (96" DIA.) VF 15 $400.00 $6,000.00 SANITARY SEWER SYSTEM TOTAL COSTITEM DESCRIPTION UNIT ROCKY CREEK TRUNK SEWER REPLACEMENT PROJECT OPINION OF PROBABLE CONSTRUCTION COST QTY UNIT COST 2/3/2014 At t a c h m e n t n u m b e r 1 \ n P a g e 1 0 o f 1 2 It e m # 3 2 S-22E ADDITIONAL SANITARY MANHOLE DEPTH, TYPE 1, DEPTH CLASS 2 (96" DIA.) VF 120 $600.00 $72,000.00 S-28 OUTSIDE DROP PIPING - COMPLETE EA 2 $2,500.00 $5,000.00 S-29 DOGHOUSE / CONNECTOR MANHOLE, INCLD BASE, CONE AND RING / COVER EA 3 $5,000.00 $15,000.00 S-30 8" SANITARY SEWER SERVICE, COMPLETE EA 1 $7,500.00 $7,500.00 S-31 CUT AND PLUG EXISTING SANITARY SEWER, DIA. VARIES EA 3 $5,000.00 $15,000.00 S-35A DUCTILE IRON PIPE POLYETHYLENE ENCASEMENT - SINGLE WRAP LF 6,211 $4.00 $24,844.00 S-35B DUCTILE IRON PIPE POLYETHYLENE ENCASEMENT - DOUBLE WRAP LF 700 $10.00 $7,000.00 S-36 CONCRETE ENCASEMENT OF SANITARY SEWER CY 22 $200.00 $4,400.00 S-40 CAP, FILL & ABANDON EXISTING SANITARY SEWER MANHOLE, COMPLETE EA 17 $2,500.00 $42,500.00 M-1 FLOWABLE FILL CY 50 $150.00 $7,500.00 M-2 ROCK EXCAVATION CY 250 $125.00 $31,250.00 M-3 FOUNDATION BACKFILL, GA DOT TYPE II, FOR ADD'T UNCLASSIFIED EXCAVATION CY 1,650 $25.00 $41,250.00 M-4 CLEARING & GRUBBING ACRE 3 $8,500.00 $25,500.00 M-5 FENCE REMOVAL & REPLACEMENT, NEW, REPLACED IN KIND LF 300 $30.00 $9,000.00 LS-1 LUMP SUM CONSTRUCTION (INCLUDES BUT IS NOT LIMITED TO THE LISTING CONTINUED BELOW)LS 1 $250,000.00 $250,000.00 PROJECT TOTAL $3,325,997.40 LUMP SUM CONSTRUCTION MISCELLANEOUS 2/3/2014 At t a c h m e n t n u m b e r 1 \ n P a g e 1 1 o f 1 2 It e m # 3 2 LUMP SUM CONSTRUCTION: Mobilization, Demobilization Bonds, Insurance Gabion Retaining Walls Remove and reset fences, all types Remove and reset gates, all types Remove and reset storm sewer, lengths & sizes vary Remove and reconnect water services Reconnect sanitary sewer services Reconstruct <material> wall, height varies Remove and reset signs, type varies Pipe Marker Signs at Railroad R/W Remove and reset water sprinkler systems, complete Remove and reset water valve and/or meters, size varies Remove and reset yard lamps, type varies Remove and reset mailboxes, type varies Erosion and sediment control (temporary grassing, construction exits, rip-rap, misc. Erosion control structures) Silt Fence, Type "A" Silt Fence, Type "B' Silt Fence, Type "C" Dewatering Traffic Control Miscellaneous grading Permanent Grassing Raise manholes and valve boxes to grade 2/3/2014 At t a c h m e n t n u m b e r 1 \ n P a g e 1 2 o f 1 2 It e m # 3 2 Attachment number 2 \nPage 1 of 1 Item # 32 Commission Meeting Agenda 4/1/2014 2:00 PM Donated Right of Way Department:Law Caption:Motion to approve an acceptance of a donated right-of-way between Martha R. Allen and Julian Allen, as owners, and Augusta, Georgia, as optionee, in connection with the Storey Mill Road Project, said right-of-way consists of 1.759 acre (76,624 sq. ft.), more or less; and N/A sq. ft. of permanent drainage and maintenance easement, more or less; and N/A sq. ft. of temporary construction easement, from the property located at 4967 Storey Mill Road, private. (Approved by Engineering Services Committee March 24, 2014) Background:The property owner has agreed to convey a certain option for easement to Augusta, Georgia, for the Storey Mill Road 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: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Cover Memo Item # 33 Clerk of Commission Cover Memo Item # 33 Attachment number 1 \nPage 1 of 2 Item # 33 Attachment number 1 \nPage 2 of 2 Item # 33 Commission Meeting Agenda 4/1/2014 2:00 PM Flood Plain Presentation Department:Clerk of Commission Caption:Motion to approve the drafting of a resolution for the commission to ask the delegation to request the State Legislature keep funding in place for floodplain mapping and to make Augusta, GA a priority within the State of Georgia and present it to the commission for approval subject to Law Department Review. (Approved by Engineering Services Committee March 24, 2014) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 34 Commission Meeting Agenda 4/1/2014 2:00 PM John C. Calhoun Expressway Repair and Reconstruction Project - Contract Award Department:Abie Ladson - Director Caption:Motion to award the Design Consultant Services Agreement to W.R. Toole Engineers, Inc. in the amount of $647,655.31 for the John C. Calhoun Expressway Repair and Reconstruction Project, subject to receipt of signed contracts and proper bonds as requested by AED(Approved by Engineering Services Committee March 24, 2014) . Background:John C. Calhoun Expressway Repair and Reconstruction Project is an approved TIA/TSPLOST project; approved by the voters of the CSRA in July 2012. It is a Band 1 project that will begin design process once approved by the Commission. The purpose of the Project is to enhance safety by milling, resurfacing and stripping. This Project will also include landscape improvements, lighting improvements, and aesthetics along the corridor. Analysis:Request for Qualifications were evaluated on December 6, 2013 with W.R. Toole Engineers, Inc. being the selected consultant based on the evaluation process. Firms were evaluated based on qualifications, project approach, and experience. The following firms submitted RFQs: 1. CH2MHill; 2. Moreland Altobelli; 3. Gresham, Smith & Part; 4. W.R. Toole engineers; and 5. URS Corporation. Financial Impact:Funds are available in the TIA budget account numbers: 371- 041110-5212115/T13049113-5212115 John C. Calhoun Repair & Reconstruction Project in the amount of $650,000.00. Alternatives:1) Approve award the Design Consultant Services Agreement Contract to W.R. Toole Engineers, Inc. in the amount of $647,655.31 for the John C. Calhoun Repair and Reconstruction, subject to Receipt of Signed Contracts and Proper Insurance Documents as requested by AED. 2) Do not approve and abandon the project. Recommendation:Approve Alternative Number One.Cover Memo Item # 35 Funds are Available in the Following Accounts: TIA Project Funds 371-041110-5212115/T13049113-5212115 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 35 Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is set up and authorized to CPB#371-041110-T13049113. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. TIA Project 650,000$ 650,000$ Section 3: 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 CAPITAL PROJECT BUDGET John C Calhoun Repair and Reconstruction Project This project consist of design services for the John C. Calhoun Repair and Reconstruction Project in the amount of $647,655.31. Honorable Deke Copenhaver, Mayor CPB# 371-041110-T13049113 Funding is available in the TIA Project Budget . Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks 1 of 2 1.24.2011 Attachment number 1 \nPage 1 of 2 Item # 35 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET John C Calhoun Repair and Reconstruction Project CPB# 371-041110-T13049113 CPB AMOUNT NEW SOURCE OF FUNDS CPB CPB TIA Project Budget (650,000)$ (650,000)$ 371-041110-T13049113 TOTAL SOURCES:(650,000)$ (650,000)$ USE OF FUNDS ENGINEERING 371-041110-5212115/T13049113-5212115 $650,000 $650,000 TOTAL USES:$650,000 $650,000 2 of 2 1.24.2011 Attachment number 1 \nPage 2 of 2 Item # 35 REQUEST FOR QUALIFICATION Request for Qualifications will be received at this office until Tuesday, November 5, 2013 @ 11:00 a.m. for furnishing: RFQ Item #13-209 John C. Calhoun Expressway Repair & Restoration for Engineering Department Qualifications 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 Request for Qualification (RFQ) documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFQ 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, October 18, 2013 @ 5:00 P.M. No Proposal will be accepted by fax, all must be received by mail or hand delivered. No qualifications may be withdrawn for a period of 90 days after time has been called on the date of opening. Request for qualifications (RFQ) and specifications. An RFQ 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 RFQ 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 RFQ 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 RFQ number on the outside of the envelope. Proponents are cautioned that acquisition of RFQ documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places the Proponent at the risk of receiving incomplete or inaccurate information upon which to base its qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle September 26, October 3, 10, 17, 2013 Metro Courier October 2, 2013 Revised: 6/27/2013 Attachment number 2 \nPage 1 of 1 Item # 35 UNOFFICIAL VENDORS Attachment B E-Verify #SAVE Form Original 7 Copies CH2MHill Inc 3011 S.W. Williston Rd Gainesville, FL 32608 Yes 40635 Yes Yes Yes Moreland Altobelli Assoc 2211 Beaver Ruin Road Norcross, GA 30071 Yes 53328 Yes Yes Yes Gresham, Smith & Part 511 Union St., Suite 1400 Nashville, TN 37219 Yes 57204 Yes Yes Yes W.R. Toole Engineers 1005 Broad St., Ste 200 Augusta, GA 30901 Yes 62985 Yes Yes Yes URS Corporation 400 Northpark Town Ctr 1000 Abernathy Rd, NE Suite 900 Atlanta, GA 30328 Yes 66814 Yes Yes Yes The following vendors did not respond: Heath & Lineback Engin / 2390 Canton Road Building 200 / Marietta, GA 30066-5393 EMC Engineering / 4106 Colbern Blvd, Suite 105 / Evans, GA 30809 Jacobs Engineering / 6801 Governors Lake Parkway, Building 200 / Norcross, GA 30071 Cranston Engineering / 452 Ellis Street / Augusta, GA 30901 RFQ Opening RFQ Item #13-209 John C. Calhoun Expressway Repair & Restoration for Augusta, Georgia - Engineering Department RFQ Due: Tuesday, November 5, 2013 @ 11:00 a.m. The following vendor submitted a statement of "No Bid": ZEL Engineers / 435 Telfair Street / Augusta, GA 30901 Page 1 of 1 Attachment number 3 \nPage 1 of 1 Item # 35 Evaluation Criteria PTS CH2MHill Inc 3011 S.W. Williston Rd Gainesville, FL 32608 Moreland Altobelli Assoc 2211 Beaver Ruin Road Norcross, GA 30071 Gresham, Smith & Part 511 Union St., Suite 1400 Nashville, TN 37219 W.R. Toole Engineers 1005 Broad St., Ste 200 Augusta, GA 30901 URS Corporation 400 Northpark Town Center 1000 Abernathy Rd, NE Suite 900 Atlanta, GA 30328 1) Qualifications of Company 30 24.3 25.3 24.3 26.0 22.3 2) Qualifications of Key personnel that will actually perform the design services 35 25.0 25.3 26.7 30.3 26.7 3) Experience on similar Georgia DOT projects 20 11.7 15.7 16.7 19.3 15.0 4) References including specific individuals, address, phone number and e-mail address 10 10.0 10.0 10.0 10.0 10.0 5) Proximity to Area • Within Richmond County 5 pts • Within CSRA 4 pts • Within Georgia 3 pts • Within SE United States (includes AL, TN, NC, SC, FL) 2 pts • All Others 1 pt. 5 2.0 3.0 2.0 5.0 3.0 Total 100 73.0 79.3 79.7 90.7 77.0 Cumulative Evaluation Sheet RFQ Item #13-209 John C. Calhoun Expressway Repair & Restoration for Augusta, Georgia - Engineering Department Attachment number 4 \nPage 1 of 1 Item # 35 Attachment number 5 \nPage 1 of 2 Item # 35 Attachment number 5 \nPage 2 of 2 Item # 35 Attachment number 6 \nPage 1 of 4 Item # 35 Attachment number 6 \nPage 2 of 4 Item # 35 Attachment number 6 \nPage 3 of 4 Item # 35 Attachment number 6 \nPage 4 of 4 Item # 35 Attachment number 7 \nPage 1 of 4 Item # 35 Attachment number 7 \nPage 2 of 4 Item # 35 Attachment number 7 \nPage 3 of 4 Item # 35 Attachment number 7 \nPage 4 of 4 Item # 35 Commission Meeting Agenda 4/1/2014 2:00 PM Norfolk Southern Activity No. 1188892 Crossing Agreement Department:Augusta Utilities Department Caption:Motion to approve Norfolk Southern Activity No. 1188892 Crossing Agreement for the water and sanitary sewer upgrade on Marvin Griffin Road. (Approved by Engineering Services Committee March 24, 2014) Background:Marvin Griffin Road is being widened and, as part of the project, the Utilities Department is doing a water and sanitary sewer upgrade. The upgrade calls for the water main to cross under the railroad tracks. To do so, requires Augusta to enter into an agreement with Norfolk Southern. Analysis:Norfolk Southern has approved the engineering design and proffered their standard agreement, for the crossing. Financial Impact:$1000.00 Alternatives:Deny the motion to approve Norfolk Southern Activity No. 1188892 Crossing Agreement for the water and sanitary sewer upgrade on Marvin Griffin Road and redesign the course of the pipeline. Recommendation:Approve the motion to approve Norfolk Southern Activity No. 1188892 Crossing Agreement for the water and sanitary sewer upgrade on Marvin Griffin Road. Funds are Available in the Following Accounts: 509043410-5212115 81100050-5212115 REVIEWED AND APPROVED BY: Finance. Cover Memo Item # 36 Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 36 Attachment number 1 \nPage 1 of 15 Item # 36 Attachment number 1 \nPage 2 of 15 Item # 36 Attachment number 1 \nPage 3 of 15 Item # 36 Attachment number 1 \nPage 4 of 15 Item # 36 Attachment number 1 \nPage 5 of 15 Item # 36 Attachment number 1 \nPage 6 of 15 Item # 36 Attachment number 1 \nPage 7 of 15 Item # 36 Attachment number 1 \nPage 8 of 15 Item # 36 Attachment number 1 \nPage 9 of 15 Item # 36 Attachment number 1 \nPage 10 of 15 Item # 36 Attachment number 1 \nPage 11 of 15 Item # 36 Attachment number 1 \nPage 12 of 15 Item # 36 Attachment number 1 \nPage 13 of 15 Item # 36 Attachment number 1 \nPage 14 of 15 Item # 36 Attachment number 1 \nPage 15 of 15 Item # 36 Commission Meeting Agenda 4/1/2014 2:00 PM Notification of award for a construction contract to Blair Construction, Inc. for Bid Item #14- 139,Winter-Norton Road 6" Water Main Replacement project, under the Task Order Program for infrastructure RFQ#11-130 Department:Augusta Utilities Department Caption:Motion t approve notification of award for a construction contract to Blair Construction, Inc. for the Winter-Norton Road 6" Water Main Replacement project, Bid Item #14-139, in the amount of $116,660.35, under the Task Order Program for infrastructure RFQ#11-130. (Approved by Engineering Services Committee March 24, 2014) Background:AUD was informed by AED that they intended to pave Norton Road and Winter Road. After review of this area, AUD determined that the existing 6-inch waterline within these roads needed to be replaced. Due to AED having a contract to pave the roads AUD worked with Procurement to get Bid Item #14-139 bid through emergency task order, so as to not delay AED's paving contractor. Analysis:Blair Construction, Inc. was found to be the lowest responsible bidder and therefore have been awarded this contract. Financial Impact:The lowest responsible bid for this project was $116,660.35. Funds for this work are available in account 507043490-5425410 / 88886666-5425410. Alternatives:No alternatives are recommended. Recommendation:It is recommended to award the contract for the construction of Bid Item #14-139, Winter-Norton Road 6" Water Main Replacement to Blair Construction in the amount of $ 116,660.35. Funds are Available in the Following Accounts: Funds for this work are available in account 507043490-5425410 / 88886666-5425410. Cover Memo Item # 37 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 37 Attachment number 1 \nPage 1 of 2 Item # 37 Attachment number 1 \nPage 2 of 2 Item # 37 Disadvantaged Business Enterprise Department Yvonne Gentry DBE Director Disadvantaged Business Enterprise Department 530 Greene Street – Room 600B - Augusta, GA 30901-4414 (706) 821-2406– Fax (706) 821-4228 WWW.AUGUSTAGA.GOV MEMORANDUM TO: Deanna Davis, Utilities FROM: Yvonne Gentry, Director Disadvantaged Business Enterprise Department DATE: March 7, 2014 SUBJECT: REVIEW AND APPROVAL OF RECOMMMENDED CONTRACTOR Bid #14-139 Winter-Norton Rd 6" Water Main Replacement This memo is to transmit the review and concurrence of compliance by Eagle Utility Contracting, Inc. / Blair Construction, Inc. / Quality Storm Water Solutions in meeting the LSBOP Utilization goal of two percent (2%) for the above referenced project. The goal setting methodology considered the following factors based on good faith efforts of the contractor: · The project total estimated cost · Value of the scope of work where availability exists · Maximum participation to be achieved through locally owned small business Contractor must prepare and submit a monthly utilization report with each pay request to the DBE Department. If you have questions, please contact me at (706) 821-2406. Attachment number 2 \nPage 1 of 1 Item # 37 Emergency Invitation to Bid Emergency Sealed bids will be received at this office on Wednesday, March 5, 2014 @ 3:00 p.m. for furnishing: Emergency Bid Item 14-139 Winter–Norton Road 6” Water Main Replacement for Utilities Department Emergency 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 Emergency 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 $50.00. 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 Monday, February 24, 2014. 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 Wednesday, February 26, 2014 @ 11:00 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 Thursday, February 27, 2014 @ 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. 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 Revised: 8/15/2011 Attachment number 3 \nPage 1 of 1 Item # 37 VENDORS Attachment B E-Verify # SAVE Form Bid Bond Bid Amount Blair Construction, Inc. PO Box 770 Evans, GA 30809 YES 224004 YES YES $116,660.35 Quality Storm Water Solutions P.O. Box 1847 Evans, GA 30809 YES 233338 YES YES $123,649.00 Eagle Utility Contracting, Inc. 1350 Branch Road Bishop, GA 30627 YES 206663 YES YES $152,444.00 Bid Item #14-139 Winter-Norton Road 6" Water Main Replacement for Augusta, Georgia - Utilities Department Bid Due: Wednesday, March 5, 2014 @ 3:00 p.m. Page 1 of 1 At t a c h m e n t n u m b e r 4 \ n P a g e 1 o f 1 It e m # 3 7 Attachment number 5 \nPage 1 of 1 Item # 37 ATTN THERON SAPP QUALITY STORM WATER SOLUTIONS P. O. BOX 1847 EVANS, GA 30809 ATTN JAMES WILLIAMS CONTRACT MANAGEMENT INC 1827 KILLINGSWORTH AUGUSTA GA 30904 ATTN ANTHONY HIGHFIELD EAGLE UTILITY 1350 BRANCH ROAD BISHOP, GA 30627 ATTN PATRICK DILLARD BLAIR CONSTRUCTION PO BOX 770 EVANS, GA 30809 Emergency Bid Item 14-139 Winter- Norton Road 6” Water Main Replacement mailed 2/20/14 Emergency Bid 14-139 Winter-Norton Rd 6” Water Main For Utilities Department Bid Due: Wed. 3/5/14 @ 3:00 p.m. Tom Wiedmeier Augusta Utilities Bay Street Jerry Delaughter Augusta Utilities Bay Street Yvonne Gentry LSBOP 6th Floor Municipal Building Deanna Davis Augusta Utilities Bay Street Jeremy Hoffman Augusta Utilities Bay Street Attachment number 6 \nPage 1 of 1 Item # 37 Commission Meeting Agenda 4/1/2014 2:00 PM South Atlantic Drive Department:Clerk of Commission Caption:Motion to approve beginning the process of deeding the road (South Atlantic Drive) to the city, determining the cost for repairs and come back with a recommendation to the next committee meeting. (Approved by Engineering Services Committee March 24, 2014) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 38 Commission Meeting Agenda 4/1/2014 2:00 PM Windsor Spring Road, Phase IV and Phase V – SA16/Ch18 Department:Abie Ladson, Director Caption:Motion to approve Supplemental Agreement Number Sixteen, Change Number Eighteen, in the amount of $82,979 from Jacobs Engineering Group Inc. to design landscaping and irrigation system plans (IV & V); updates to the environmental document to include new threatened and endangered species identified in Augusta; provisions to protect migratory birds during the construction of the bridges; distribution of informational flyers to citizens advising them of temporary side road closures that will occur during construction; and design Advanced Transportation Management System Plans (V), respectively, on the projects to improve Windsor Spring Road from SR 88 in Hephzibah to Willis Foreman Rd (Phase V) 323-04-299823786 and from Willis Foreman Road to Tobacco Road (Phase IV) 323-04-299823766 as requested by AED.(Approved by Engineering Services Committee March 24, 2014) Background:On April 6, 1999 the Augusta, Georgia Commission approved for Augusta, Georgia to enter into an agreement with GDOT to accept responsibility for the project preliminary engineering, right of way acquisition and relocation utilities on the Windsor Spring Road Phase IV and Phase V projects. The projects will widen and reconstruct Windsor Spring Road to 4 lanes with a 19’ raised median from Willis Foreman Road to Tobacco Road and replace the bridge over Spirit Creek (Phase IV) and from SR 88 in Hephzibah to Willis Foreman Road and replace the bridge over Norfolk Southern Railroad (Phase V). On October 30, 2007 GDOT agreed to fund and acquire the right of way on Phase IV. $9,970,630 has been authorized and r/w activities are responsible for the acquisition and r/w activities are underway. Final design activities are underway on both phases. GDOT is responsible for the construction costs, $24,683,517 (Phase IV) and $15,017,944 (Phase V). The current let date for Phase IV is May 16, 2014 and for Phase V is July 18, 2014. Analysis:The decision has been made to beautify this portion of Windsor Spring Road as part of these projects. The current plans do not include landscaping or irrigation systems so these features are Cover Memo Item # 39 being added to the plans. The fee for this effort is $53,767. The environmental document must be updated to include 2 new threatened and endangered species that have been identified in Augusta, Ga, include provisions for the protection of migratory birds during construction of the bridges and documentation of the effort to distribute informational flyers to citizens that will be affected by the temporary closing of side roads during construction. The fee for this effort is $18,105. The Augusta Traffic Engineering Office has requested that Advanced Transportation Management System (ATMS) plans be designed for Phase V. This will provide connectivity to the signal from Willis Foreman Road to State Route 88 in Hephzibah. The fee for this effort is $11,107. The total fee requested is $82,979. Financial Impact:The fee proposed for this is $82,979. Funds are available in the project Right-of-Way account 323-041110-5411120/299823786- 5411120 upon Commission approval. Alternatives:ALTERNATIVE 1: Same as Caption 1 ALTERNATIVE 2: Do not approve and delay progress on projects that are critical to south Augusta. Recommendation:Approve alternative #1. Funds are Available in the Following Accounts: 323-041110-5411120/299823786-5411120 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 39 (SA02 – For changes greater than $20,000) March 2010 January 2001 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 AUGUSTA, GEORGIA ENGINEERING DEPARTMENT SUPPLEMENTAL AGREEMENT Augusta Richmond County Project Number(s): 323-041110-299823766 & 323-041110-299823786 GDOT Number (s): STP00-7007-00 (006) & STP00-1105-00 (004) PI 250610 & 25432000 Supplemental Agreement Number: 16 Purchase Order Number: 53296 WHEREAS, We, Jacobs Engineering Group Inc., Consultant, entered into a contract with Augusta-Richmond County on June 27, 2001, for engineering design services associated with the improvements to Windsor Spring Road Improvements Phase IV & Phase V, projects STP00-7007-00 (006) & STP00-1105-00 (004), File Reference No. 13-014 (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: Design of landscaping and irrigation system plans on Phase IV and Phase V; update the environmental document for new threatened and endangered species identified in Augusta, Georgia, add provisions to protect migratory birds during construction of the bridges, and prepare informational flyers for distribution to citizens concerning temporary closings of side roads during construction on Phase IV and Phase V; and prepare Advanced Transportation Management System plans for signal connectivity within Phase V. It is agreed that as a result of the above described modifications the contract amount is increased by $82,979.00 from $2,810,931.50 to a new total of $2,893,910.50. 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, as successor in interest to Jordan, Jones and Goulding, Inc. and Augusta-Richmond County hereby agree to said Supplemental Agreement consisting of the above mentioned item, 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 , 2014. RECOMMEND FOR APPROVAL: CITY OF AUGUSTA-RICHMOND COUNTY JACOBS ENGINEERING GROUP INC. AUGUSTA, GEORGIA Honorable Deke S. Copenhaver, Mayor Approved Date: Approved Date: __________________________ [ATTACHED CORPORATE SEAL] ATTEST: ATTEST: Title: Title: Attachment number 1 \nPage 1 of 1 Item # 39 Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is authorized to CPB#323-041110-299823786 and SA #16. The funding for this project in the amount of $82,979.00 and is needed to design landscaping and irrigation system plans, update the environmental document, add provisions to protect migratory birds during . construction of the bridges and prepare Advanced Transportation Management System plans for signal connectivity within Phase V. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase III 1,467,000$ Special 1% Sales Tax, Phase IV 600,000$ 2,067,000$ Section 3: 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 S. Copenhaver, Mayor 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 CPB#323-041110-299823786 CAPITAL PROJECT BUDGET WINDSOR SPRING ROAD IMPROVEMENTS, SECTION IV (WILLIS FOREMAN RD TO TOBACCO RD) CHANGE NUMBER EIGHTEEN 1 of 2 10/3/2011 Attachment number 2 \nPage 1 of 2 Item # 39 Augusta-Richmond County, Georgia CPB#323-041110-299823786 CAPITAL PROJECT BUDGET WINDSOR SPRING ROAD IMPROVEMENTS, SECTION IV (WILLIS FOREMAN RD TO TOBACCO RD) CHANGE NUMBER EIGHTEEN CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB CHANGE CPB SALES TAX, PHASE III 323041110-000000-299823766 ($1,000)($1,000) SALES TAX, PHASE III 323041110-000000-299823766 ($1,306,500)($1,306,500) SPECIAL 1% SALES TAX, PHASE IV 324041110-000000-202824766 ($600,000)($600,000) (Transferred to Section V 299823786)($159,500)($159,500) Trans TOTAL SOURCES:($2,067,000)($2,067,000) USE OF FUNDS ADVERTISING 323041110-5233119-299823766 $1,000 $1,000 ENGINEERING 323041110-5212115-299823766 $1,464,476 $1,464,476 RIGHT OF WAY 323041110-5411120-299823766 $570,136 $570,136 (transferred to Section V 299823786) UTILITIES 323041110-5414510-299823766 $21,888 $21,888 SIGNAL 323041110-5414610-299823766 $5,000 $5,000 CONTINGENCY 323041110-6011110-299823766 $4,500 $4,500 TOTAL USES:$2,067,000 $2,067,000 2 of 2 10/3/2011 Attachment number 2 \nPage 2 of 2 Item # 39 Commission Meeting Agenda 4/1/2014 2:00 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the regular meeting of the Commission held March 18, 2014 and Special Called Meeting held March 24, 2014. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 40 Commission Meeting Agenda 4/1/2014 2:00 PM District 9 Appointment Department: Caption:Motion to approve the appointment of Tommy Boyles to the Augusta Canal Authority representing District 9. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 41 Commission Meeting Agenda 4/1/2014 2:00 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 # 42