HomeMy WebLinkAbout2016-08-02-Meeting AgendaCommission Meeting Agenda
Commission Chamber
8/2/2016
2:00 PM
INVOCATION:Reverend Bert Daniel, Lead Pastor, Crawford Avenue Baptist Church.
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
RECOGNITION(S)
Employee of the Month
A. Congratulations! Mr. Carl Smith, Groundkeeper II Augusta Parks &
Recreation Department August 2016 Employee of the Month.
Attachments
CONSENT AGENDA
(Items 1-16)
PUBLIC SAFETY
1.Motion to approve the award of RFP# 16-182 Hazard Mitigation Plan
Update to Atkins North America, Inc. and authorize the Mayor to
execute the appropriate documents. (Approved by Public Safety
Committee July 26, 2016)
Attachments
2.Motion to approve Memorandum of Understanding (MOU) between
Augusta, Georgia and the Georgia Department of Corrections (GDC) to
provide access to resources for offenders who do not have a high school
diploma or GED, or who could benefit from a technical college
certificate. (Approved by Public Safety Committee July 26, 2016)
Attachments
FINANCE
3.Motion to approve the replacement of 11 Public Safety Vehicles that
have been declared totaled using the remaining funds of Phase VI Sales
Attachments
Tax - Public Safety Vehicles. (Approved by Finance Committee July
26, 2016)
4.Motion to approve Resolutions regarding the GMA Lease Pool
administrator change. (Approved by Finance Committee July 26,
2016)
Attachments
ENGINEERING SERVICES
5.Motion to approve an agreement with the Phinizy Center for Water
Sciences to manage public access and educational activities related to the
constructed wetland treatment system at the James B. Messerly Water
Pollution Control Plant. (Approved by Engineering Services
Committee July 26, 2016)
Attachments
6.Motion to approve engineering services agreement with Pond and
Company in the amount of $32,250.00 to design the relocation of water
mains for the Berckman Road Widening and Realignment Phase I
project. (Approved by Engineering Services Committee July 26,
2016)
Attachments
7.Motion to approve entering into a Mowing and Maintenance Agreement
as well as an Indemnity Agreement with the Georgia Department of
Transportation in conjunction with Sandbar Ferry Beauty Spot Project as
requested by AED. (Approved by Engineering Services Committee
July 26, 2016)
Attachments
8.Motion to approve entering into a Transportation Enhancement (TE)
Agreement, a Mowing and Maintenance Agreement and an Indemnity
Agreement with the Georgia Department of Transportation in
conjunction with the Augusta Entryway and Corridor Master Design
Project as requested by AED. (Approved by Engineering Services
Committee July 26, 2016)
Attachments
9.Motion to approve funding for Design Consultant Services
Supplemental Agreement Nine to Rochester & Associates, Inc., in the
amount of $93,100.00 for the Belair Road Improvements Project as
requested by the AED. (Approved by Engineering Services
Attachments
Committee July 26, 2016)
10.Motion approve entering into an agreement with Georgia Power, stating
that Augusta, GA will pay 3.55% of the estimated cost, which is
$30,678, for relocation of Distribution Facility on the Belair Road
Improvements Project in accordance with the estimate totaling
$865,222.00. Also, approve the Utility Relocation Agreement to be
executed by the Augusta, GA Legal Counsel and the Mayor, and approve
payment upon completion of the work or Progress Payment as requested
by Augusta Engineering Department. (Approved by Engineering
Services Committee July 26, 2016).
Attachments
11.Motion to authorize an agreement between the Georgia EPD and
Augusta for regulatory testing of drinking water at a cost of $32,500 per
year. (Approved by Engineering Services Committee July 26, 2016)
Attachments
12.Motion to approve award of the On-Call Drainage Easements and Ponds
Cutting/Cleaning Contract to Brown Management Services, Augusta
Lawn & Turf, Jamco Civil, LLC, Horizon Construction, Pond
Maintenance of Augusta, L-J Inc., Larry Pittman & Associates, and
Larry McCord LLC,. Award is contingent upon receipt of signed
contracts and proper insurance documents. Also, approve $750,000 to
fund the proposed on-call drainage easements and ponds cutting/cleaning
services as requested by AED. (RFP 16-157) (Approved by
Engineering Services Committee July 26, 2016)
Attachments
13.Motion to approve award of the On-Call Maintenance Vegetation
Control and Right of Way (ROW) Mowing Contract to Augusta Lawn &
Turf, Winsay, Inc., Augusta Quality Lawn Care, Rise & Shine Lawn
Care/Landscaping, LLC, Jamco Civil, LLC, and Larry McCord LLC.
Award is contingent upon receipt of signed contracts and proper
insurance documents. Also, approve $2,000,000 to fund the proposed on-
call maintenance vegetation control and row mowing services as
requested by AED. (RFP 16-152) (Approved by Engineering Services
Committee July 26, 2016))
Attachments
14.Motion approve award of the On-Call Vac-Con Services Contract to
Augusta Industrial Services, Inc. and Jamco Civil, LLC,. Award is
contingent upon receipt of signed contracts and proper insurance
Attachments
documents. Also approve $300,000 to fund the proposed on-call vac-con
services as requested by AED. (RFP 16-159) (Approved by
Engineering Services Committee July 26, 2016)
15.Motion to authorize the execution of an agreement with the U. S.
Department of the Interior U. S. Geological Survey (USGS) for the
operation, modeling and analyzing of monitoring wells to investigate
water levels and water quality for Augusta's groundwater production
facilities. (Approved by Engineering Services Committee July 26,
2016)
Attachments
PETITIONS AND COMMUNICATIONS
16.Motion to approve the minutes of the regular meeting of the
Commission held July 19, 2016 and Special Called Meetings held July
25 & 26, 2016.
Attachments
****END CONSENT AGENDA****
AUGUSTA COMMISSION
8/2/2016
AUGUSTA COMMISSION
REGULAR AGENDA
8/2/2016
(Items 17-19)
PUBLIC SERVICES
17.New Application: A. N. 16-27: A request by Amarjit Kaur for a retail
package Beer & Wine License to be used in connection with AM-PM
Convenience Store located at 3982 Mike Padgett Highway. District 1.
Super District 10.
Attachments
18.Motion to approve a contract with Election Systems and Software for the
transfer of software license fees.
Attachments
Upcoming Meetings
www.augustaga.gov
LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
C. Personnel.
19.Motion to approve execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Commission Meeting Agenda
8/2/2016 2:00 PM
Invocation
Department:
Department:
Caption:Reverend Bert Daniel, Lead Pastor, Crawford Avenue Baptist
Church.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Employee of the Month
Department:Human Resources
Department:Human Resources
Caption: Congratulations! Mr. Carl Smith, Groundkeeper II Augusta
Parks & Recreation Department August 2016 Employee of the
Month.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Bid Award RFP Hazard Mitigation Plan
Department:Augusta Fire Department
Department:Augusta Fire Department
Caption:Motion to approve the award of RFP# 16-182 Hazard Mitigation
Plan Update to Atkins North America, Inc. and authorize the
Mayor to execute the appropriate documents. (Approved by
Public Safety Committee July 26, 2016)
Background:See attachment for further details.
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
DATE:
TO:
THROUGH:
FROM:
SUBJECT:
Fire Department/Emergercy Management Agency
Christopher E. James, Fire ChieflEMA Director
AGENDA ITEM:
EDITION:
July 19, 2016
The Honorable Hardie Davis, Jr., Mayor
Members of the Commission
Commissioner William Lockett, Chairman, Public Safety Committee
Janice Allen Jackson, Administrator
Christopher E. James, Fire Chief
Award of RFP #16-182 Hazard Mitigation Plan Update to Atkins North America,
lnc.
CAPTION: Motion to approve the award of RFP #16-182 Hazard Mitigation Plan Update to Atkins
North America, Inc. and authorize the Mayor to execute the appropriate documents.
BACKGROUND: The Hazard Mitigation Plan forms the foundation for a community's long-term
strategy to reduce disaster losses and break the cycle of disaster damage, reconstruction and repeated
damage. The planning process is as important as the plan itself. lt creates a framework for risk-based
decision making to reduce damages to lives, property, and the economy from future disasters. State
and local governments are required to develop and maintain a hazard mitigation plan as a condition of
receiving certain types of hazard mitigation disaster assistance, emergency and non-emergency. The
requirements and procedures for state and local mitigation plans are found in the Code of Federal
Regulations (CFR) at Title 44, Chapter 1, Part 2Al{t44 CFR Part 201).
ANALYSIS:
FINANCIAL IMPACT:
i '*
Will be paid for with funds from the Hazard Mitigation Plan Update
Grant. The total cost will be $49,671 with a federal share of 75%, a state share o'f 104/o, and a
local share (in kind matchlpersonnel time) af 15%. Fund22A will be used; org key will be created by
Finance upon approval and acceptance ofgrant.
ALTERNATIVE$: None at this time.
Fire DepartmenUEmergency Management Agency
3 I I 7 Deans Bridge Road, Augusta GA 30906
(7 06) 821 -29A9 * Phone (7 06) BZ1 -Z9A'7 -F ax
WWW.AUGUSTACA-COV
AGENDA ITEM
EDITION:
(cURRENT DATE)
PAGE 2
RECOMMENDATION: Approve the award of RFP #16-182 Hazard Mitigation ptan Update to Atkins
North America, lnc. and authorize the Mayor to execute the appropriate documents.
REQUESTED AGENDA DATE: Juty 26, 2016
FUNDS AVAILABLE IN THE FOLLOWNG AGCOUNTS:
Account will be created by Finance upon
approval and acceptance ofgrant
DEPARTMENT Christopher E. James. Fire Chief
DrREcroR @g - t/21-rc
ADMINISTRATOR:FINANCE:
Commission Meeting Agenda
8/2/2016 2:00 PM
County Correctional Institute Educational Incentive Plan
Department:Richmond County Correctional Institution
Department:Richmond County Correctional Institution
Caption:Motion to approve Memorandum of Understanding (MOU)
between Augusta, Georgia and the Georgia Department of
Corrections (GDC) to provide access to resources for offenders
who do not have a high school diploma or GED, or who could
benefit from a technical college certificate. (Approved by Public
Safety Committee July 26, 2016)
Background:The City of Augusta currently houses state inmates. The Georgia
Department of Corrections pays the city a per diem of twenty
($20.00) dollars per day per inmate. As part of the Governor’s
Prison Reform (Re-Entry Plan), the GDC has created The County
Correctional Institute Educational Incentive Plan (CCIEIP). This
plan will provide additional funding to County Prisons that offer
educational programs- (GED and/or Vocational Programs
sanctioned by a Technical College).
Analysis:The County Correctional Institute Educational Incentive Plan
“CCIEIP” is designed to assist County Prisons in meeting the
educational needs of offenders. This will also be a financial
benefit for the City of Augusta.
Financial Impact:No negative impact on the City. RCCI currently has the
infrastructure (Classroom, GED material etc.) and also an
instructor. The Georgia Department of Corrections will
compensate the City based on program availability and number of
offenders who obtain their GED or vocational training certificate.
Alternatives:
Recommendation:Approve the (MOU) between Augusta, Georgia and the Georgia
Department of Corrections to initiate the County Correctional
Institute Educational Incentive Plan (“CCIEIP”).Cover Memo
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
2016 - Public Safety Vehicles
Department:Central Services Department - Fleet Management
Department:Central Services Department - Fleet Management
Caption:Motion to approve the replacement of 11 Public Safety Vehicles
that have been declared totaled using the remaining funds of Phase
VI Sales Tax - Public Safety Vehicles. (Approved by Finance
Committee July 26, 2016)
Background:A review of Phase VI Sales Tax Expenditures for Public Safety
Vehicles has resulted in $386,000 not spent for Public Safety
Vehicles over the 5-year period. Fleet Management has identified
10 patrol cars that have been declared totaled and one Marshal’s
car totaled that should be replaced, please see list attached.
Vehicles are classified totaled when involved in a wreck and
whose repairs exceed the value of the vehicle. Risk Management
declares the vehicle totaled. At that time Fleet Management will
use available parts from the car, to offset maintenance parts cost
and then sell the vehicle for scrap. In a few cases Risk
Management will include the salvage value in the settlement if it
is more advantageous for Augusta. 1). Road Patrol Division – 10
pursuit vehicles (Dodge Charger) at $29,490.00 each
or $294,900.00 total. 2). Marshal’s Office – 1- Service Vehicle
(Dodge Charger V-6) at $27,939. A total of $322,839 is
recommended to be spent to replace totaled vehicles. Fleet
Management will have one remaining requirement to replace the
Coroners, Dodge Durango, which was totaled recently when a tree
fell across the top of the vehicle. Invitations to Bid are being
prepared.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the police pursuit vehicles
(Dodge Chargers) , Bid 15-130. Bids were received from three
venders; Akins Ford Corp, Butler Dodge and Thomson Chrysler.
Akins Ford Corp was the low bidder. See attached “tab sheet’s for
bid results. For the Patrol package, Akins Dodge was low bidder
at $29,490.00 each. For the Marshal’s package Akins Dodge was
low bid at $27,939.00 each. The Coroners vehicle will be
Cover Memo
requested once Fleet Management received pricing.
Financial Impact:Road Patrol Division – 10 pursuit type vehicles (Dodge Charger)
at $294,900; Marshal’s Office – 1 service type vehicle (Dodge
Charger V-6) at $27,939; for a total of $322,839.00.
Alternatives:1.) Approve the request, 2.) Approve the request in part 3.)
Disapprove the request,
Recommendation:Approve the request to purchase 11 public safety vehicles for the
Sheriff’s Office.
Funds are Available
in the Following
Accounts:
Phase VI - Sales Tax - Public Safety Vehicles. 328-03-
1310/54.22110 211-03-6001/54.22110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Asset #Year Make Model VIN Miles Date
210096 2010 Ford Crown Victoria 2FABP7BV9AX138747 105,028 6/13/2014 Sheriff
210101 2010 Ford Crown Victoria 2FABP7BV0AX138751 60,523 8/10/2015 Sheriff
212032 2013 Ford Interceptor 1FAHP2M84DG119201 70,403 7/23/2015 Sheriff
213079 2013 Dodge Charger 2C3CDXATXDH706952 16,329 5/5/2014 Sheriff
*212038 2013 Ford Interceptor 1FAHP2M85DG119207 13,615 12/12/2013 Sheriff
212063 2013 Ford Interceptor 1FAHP2M80DG124587 30,076 12/27/2014 Sheriff
213059 2013 Dodge Charger 2C3CDXAT4DH694751 19,434 1/2/2015 Sheriff
207031 2007 Ford Crown Victoria 2FAHP71W87X160274 181,785 4/27/2016 Sheriff
207027 2007 Ford Crown Victoria 2FAHP71W47X160269 142,657 9/6/2015 Sheriff
208053 2009 Ford Crown Victoria 2FAHP71V99X100426 79,000 5/28/2015 Sheriff
204202 2005 Ford Crown Victoria 2FAFP71W25X108894 105,840 5/6/2016 Marshal
* Insurance hold
Invitation To Bid
Sealed bids will be received at this office until Tuesday, February 17, 2015 at 11:00 a.m. for furnishing:
Bid Item 15-127 10,000 GVW Pickup Truck for Fleet Department
Bid Item 15-128 8,500 GVW Pickup Truck for Fleet Department
Bid Item 15-130 Dodge Charger Police Vehicle for Fleet Department
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
535 Telfair 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, 535 Telfair 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
6, 2015 @ 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 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall
include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms
and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid
including, but not limited to, the number of copies needed, the timing of the submission, the required
financial data, and any other requirements designated by the Procurement Department are considered
material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All
requests to waive or modify any such material condition shall be submitted through the Procurement Director
to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia
Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle January 15, 22, 29, February 5, 2015
Metro Courier January 21, 2015
Revised: 1/8/2015
Vendors
AKINS FORD CORP
220 WESY MAY STREET
WINDER, GA 30680
BUTLER CHRYSLER
DODGE JEEP
1555 SALEM ROAD
BEAUFORT, SC 29902
THOMSON CHRYSLER
DODGE JEEP
2158 WASHINGTON ROAD
THOMSON, GA 30824
Attachment B YES YES YES
E-Verify #388164 575215 369935
SAVE Form YES YES YES
5.01
Administrative package $24,917.00 $24,853.00 $24,927.00
5.02
Civil package $26,090.00 $25,881.00 $26,100.00
5.03
Marshal package $27,939.00 $27,492.00 $27,975.00
5.04
Patrol package $29,490.00 $28,961.00 $29,544.00
5.05
Traffic package $29,820.00 $29,242.00 $29,874.00
6.01 HEMI 5.7 Liter engine $500.00 $450.00 $1,985.00
6.02 All-wheel drive $1,500.00 $1,595.00 $4,399.00
6.03 Rear mounted backup
sensor system $312.00 $312.00 EXCEPTION
6.04 Rear view backup camera
system $312.00 $312.00 EXCEPTION
6.05 Special exterior paint
colors each $445.00 $445.00 $445.00
6.06 Police Charger
“Convenience Group”$427.00 $440.00 $427.00
6.07 Police Charger
“Connectivity Group”
NOT AVAILABLE
BLUETOOTH IS NOW
STANDARD STANDARD-NO CHARGE N/A
7.01 1 each Whelen model
SX8BBBB thin line LED light bar $1,635.00 $1,430.00 $1,660.00
7.02 1 each Jotto Desk 425-6175 $435.00 $375.00 $435.00
7.03 1 each Jotto Desk 425-6260
armrest $47.00 $45.00 $47.00
7.04 1 each Jotto Desk 425-3704 cup holder $40.00 $37.00 $40.00
7.05 1 each Havis Shields $280.00 $240.00 $280.00
7.06 1 each Sho-Me model 05.6000 six control
switch power $120.00 $120.00 $120.00
Total Number Specifications Mailed Out: 7
Total Number Specifications Download (Demandstar): 3
Total Electronic Notifications (Demandstar): 93
Mandatory Pre-Bid Conference/Telephone Conference Attendees: NOT APPLICABLE
Total packages submitted: 3
Total Noncompliant: 0
5.00 VEHICLE/OPTIONS REQUIRED
Bid Opening
Bid Item #15-130
Dodge Charger Police Vehicle
for Augusta, Georgia - Fleet Department
Bid Due: Tuesday, February 17, 2015 at 11:00 a.m.
6.00 OPTIONAL ITEMS:
7.00 OUTFITTER’S SPECIALTY ITEMS:
Page 1 of 2
Vendors
AKINS FORD CORP
220 WESY MAY STREET
WINDER, GA 30680
BUTLER CHRYSLER
DODGE JEEP
1555 SALEM ROAD
BEAUFORT, SC 29902
THOMSON CHRYSLER
DODGE JEEP
2158 WASHINGTON ROAD
THOMSON, GA 30824
7.07 1 each Outlet receptacle $40.00 $25.00 $40.00
7.08 2 each Talon rocker switches $10.00 $10.00 $10.00
7.09 Jumper cable connection $175.00 $165.00 $175.00
7.10 Corner Lighting $390.00 $350.00 $390.00
7.11 1 each Whelen model SLPMMBB
Blue/Blue dual LED flasher light $275.00 $240.00 $275.00
7.12 1 each Whelen model SLPMMBA dual LED
flasher light $275.00 $240.00 $275.00
7.13 1 each Whelen model Alpha $205.00 $190.00 $205.00
7.14 1 each Whelen model $200.00 $175.00 $200.00
7.15 1 each Setina #10S-C $580.00 $495.00 $580.00
7.16 1 each full lower extension plate with toe
kick $70.00 $55.00 $70.00
7.17 Rear door panels $195.00 $150.00 $195.00
7.18 Rear side window barriers $175.00 $170.00 $175.00
7.19 Rear seat $450.00 $425.00 $450.00
7.20 Floor Pan $150.00 $150.00 $150.00
7.21 Shotgun mount and lock $275.00 $275.00 $275.00
7.22 Shotgun mount $90.00 $65.00 $90.00
7.23 Push bumper $360.00 $325.00 $360.00
7.24 Headlight guard $295.00 $295.00 $295.00
7.25 # 35 window tint film application $125.00 $125.00 $125.00
7.26 Fire extinguisher $45.00 $55.00 $45.00
APPROXIMATE DELIVERY SCHEDULE: 8 TO 10 WEEKS 90 TO 150 DAYS ARO 6 TO 8 WEEKS
2015 DODGE CHARGER POLICE AUTOMOBILE:
Page 2 of 2
Commission Meeting Agenda
8/2/2016 2:00 PM
GMA Lease Pool Resolutions
Department:Clerk of Commission
Department:Clerk of Commission
Caption:Motion to approve Resolutions regarding the GMA Lease Pool
administrator change. (Approved by Finance Committee July
26, 2016)
Background:Please see attachments.
Analysis:Please see attachments.
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Agreement with the Phinizy Center for Water Sciences to manage public access and educational
activities.
Department:Utilities
Department:Utilities
Caption:Motion to approve an agreement with the Phinizy Center for
Water Sciences to manage public access and educational activities
related to the constructed wetland treatment system at the James
B. Messerly Water Pollution Control Plant. (Approved by
Engineering Services Committee July 26, 2016)
Background:One of the unique features of Augusta's wastewater treatment
system is the 400 acre constructed wetland adjacent to the James
B. Messerly Water Pollution Control Plant. This system is an
integral part of the Phinizy Swamp Nature Park. The many
students and other visitors to the nature park present an excellent
opportunity to educate the public about issues related to water
quality, wastewater treatment and watershed protection. We have
previously developed both a Source Water Protection Plan and a
Watershed Protection Plan as part of our operating permit
requirements. These programs are currently in the process of
being updated. Both of these programs include a commitment to
provide public education regarding watershed issues. We have
requested a proposal from the Phinizy Center for Water Sciences
to manage public access and educational activities associated with
the constructed wetland system. The Academy offices are located
in the Nature Park.
Analysis:Providing these services to Augusta fits very well with the mission
of the Phinizy Center for Water Sciences while allowing us to
meet some of our commitments for public education. The attached
proposed agreement outlines the tasks that will be performed by
the Phinizy Center for Water Sciences. The cost of the proposed
agreement is $2,500.00 per month for a total of $30,000.00 per
year. We believe this to be a reasonable fee for the services
provided. Since this needs to be an ongoing commitment we
believe that this agreement should be approved and authorized for
annual renewal for an additional three years unless the cost
Cover Memo
increases above the approved annual amount.
Financial Impact:Approval of this agreement is important to our efforts to provide
appropriate public education opportunities. Budgeted funds are
available in account 506043310-5212999.
Alternatives:1) Approve the agreement as presented and take advantage of the
opportunity for public education. 2) Disapprove the agreement.
Recommendation:We recommend approving the agreement at a cost of $30,000.00
per year and authorizing the annual renewal of the agreement
unless the cost increases above the approved annual amount.
Funds are Available
in the Following
Accounts:
$30,000.00 from 506043310-5212999
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Approve the engineering services agreement with Pond and Company.
Department:Utilities
Department:Utilities
Caption:Motion to approve engineering services agreement with Pond and
Company in the amount of $32,250.00 to design the relocation of
water mains for the Berckman Road Widening and Realignment
Phase I project. (Approved by Engineering Services Committee
July 26, 2016)
Background:The Berckman Road Widening and Realignment Phase I project
changes the Berckman Road location and ROW between Wicklow
Drive to Stanley Drive. The existing roads encompassed by the
realignment are planned to be abandoned. Thus, Augusta Utilities
plans to relocate the water main to the new Berckman Road ROW
to maintain the water distribution system.
Analysis:The engineering services agreement is for Pond and Company to
design the relocation of water mains for the Berckman Road
Realignment project. Pond and Company is currently the design
professional designing the road realignment for Augusta. They
have a thorough knowledge of the project requirements and have
already performed surveys and completed preliminary designs. It
would be effective for Pond and Company to perform the water
main design in conjunction with the roadway design.
Financial Impact:Pond and Company submitted a proposal for this project at a cost
of $32,250.00. These funds are available from the following
account: 512043410-5212115 / 81400040-5212115
Alternatives:No alternatives are recommended.
Recommendation:Approve the engineering services agreement between Augusta
Utilities Department and Pond and Company for engineering
design services cost in the amount of $32,250.00.
Cover Memo
Funds are Available
in the Following
Accounts:
$32,250.00 from account 512043410-5212115 / 81400040-
5212115.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Augusta Entryway & Beautification Program) (Sandbar Ferry Beauty Spot) Mowing and Maintenance
Agreement and Indemnity Agreement
Department:Engineering
Department:Engineering
Caption:Motion to approve entering into a Mowing and Maintenance
Agreement as well as an Indemnity Agreement with the Georgia
Department of Transportation in conjunction with Sandbar Ferry
Beauty Spot Project as requested by AED. (Approved by
Engineering Services Committee July 26, 2016)
Background:Currently, there is a proposed project by the Augusta
Beautification Program to landscape and maintain selected area of
Sandbar Ferry Road. This project includes landscape and
irrigation on the shoulder of Sandbar Ferry Road at the existing
welcome to Augusta sign. Landscape material includes sod,
flowering shrubs, and ornamental trees. The improvements will
enhance the corridor and the existing Welcome sign. Irrigation
will be controlled by a new Calsense irrigation controller. Under a
separate agreement, the Augusta Beautification Program provides
the maintenance of the median/entry way, for landscaping projects
along State Routes, Georgia DOT requires that the local
government enter into a mowing and maintenance agreement,
irrespective of funding source. Moreover, since the proposed
project will include irrigation system, Georgia DOT requires an
indemnity agreement to be executed as well.
Analysis:Agreement would allow the beautification project to move
forward.
Financial Impact:None anticipated.
Alternatives:1). Approve entering into a Mowing and Maintenance Agreement
as well as an indemnity Agreement with the Georgia Department
of Transportation in Conjunction with Sandbar Ferry Beauty Spot
Project (Augusta Entryway & Corridor Beautification Program) as
requested by AED. 2). Do not approve.Cover Memo
Recommendation:Approve alternative one
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Augusta Entryway & Corridor Master Design (Riverwatch Entry Way) Transportation Enhancement
(TE) Agreement, Mowing and Maintenance Agreement, Indemnity Agreement
Department:Engineering
Department:Engineering
Caption:Motion to approve entering into a Transportation Enhancement
(TE) Agreement, a Mowing and Maintenance Agreement and an
Indemnity Agreement with the Georgia Department of
Transportation in conjunction with the Augusta Entryway and
Corridor Master Design Project as requested by AED. (Approved
by Engineering Services Committee July 26, 2016)
Background:Currently, there is a proposed project by the Augusta
Beautification Program to landscape and maintain selected areas
of Riverwatch Entryway. This project will involve the installation
of native and adapted landscape material and irrigation to
emphasize and beautify the existing “Welcome to Augusta” sign.
Landscaping will include trees, shrubs, groundcovers, and turf on
both shoulders within the current GDOT right of way along
Riverwatch Parkway (SR 104) from the I-20 Eastbound on/off
ramp to Alexander Drive. Under a separate agreement, the
Augusta Beautification program provides transportation
enhancement activities, and the maintenance of the median/entry
way, for landscaping projects along state routes, Georgia DOT
requires that the local government enter into a Mowing and
Maintenance Agreement, irrespective of funding source.
Moreover, since the proposed project will include irrigation
system, Georgia DOT requires an indemnity agreement to be
executed as well.
Analysis:Agreement would allow the beautification project to move
forward.
Financial Impact:None anticipated.
Alternatives:1). Approve entering into a Transportation Enhancement (TE)
Agreement, Mowing and Maintenance Agreement as well as an
Cover Memo
indemnity Agreement with the Georgia Department of
Transportation in Conjunction with Augusta Entryway and
Corridor Master Design Project as requested by AED. 2). Do not
approve.
Recommendation:Approve alternative 1
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Belair Road Improvements – SA9
Department:Engineering
Department:Engineering
Caption:Motion to approve funding for Design Consultant Services
Supplemental Agreement Nine to Rochester & Associates, Inc., in
the amount of $93,100.00 for the Belair Road Improvements
Project as requested by the AED. (Approved by Engineering
Services Committee July 26, 2016)
Background:Belair Road Improvements project is an approved SPLOST
project. This project consists of intersection improvements, Traffic
Signal Improvements, adding turn lanes, drainage improvements,
Curb & Gutter and sidewalks along Belair Road between Jimmie
Dyess Parkway and Wrightsboro Road . In 2003, commission
approved award of design phases of the project to Rochester &
Associates, Inc. On January 19, 2016 Augusta Commission
awarded Construction contract to Blair Construction. Construction
Phase of roadway and drainage improvements require design
related coordination with utilities relocation, resolution of utility
conflicts, and request for field information that warrants design
engineer services.
Analysis:In February 2003, commission approved award of design phases
of the project to Rochester& Associates, Inc. The project is now
under construction. This supplemental agreement covers services
during construction phase for contractor request for field
information, utility conflicts assessment & resolution, field
engineering, and attending construction progress meetings
Financial Impact:Funds in the amount of $93,100 are available in Engineering TIA
Discretionary funds.
Alternatives:1). Approve funding for Design Consultant Services Supplemental
Agreement Nine to Rochester & Associates, Inc. in the amount of
$93,100.00 for the Belair Road Improvements Project as requested
by the AED. 2). Do not approve and find alternative to complete
Cover Memo
the project and provide construction phase needed services.
Recommendation:Approve Alternative Number One.
Funds are Available
in the Following
Accounts:
Engineering TIA Discretionary Funds
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Augusta-Richmond County, Georgia
BE IT ORDAINED by the Commission-Council of Augusta-Richmond County,
Georgia that the following Capital Project Budget is hereby authorized:
Section 1: The project is authorized to CPB# 323-041110-201823332 Supplemental Agreement Nine
to Rochester & Associates in the amount of $93,100.00 for Belair Road Improvement
project. Funding is available in the TIA Discretionary account for the AED.
Section 2: The following revenues are anticipated to be available to the Consolidated
Government to complete the project.
Special 1% Sales Tax, Phase III 2,341,000$
Special 1% Sales Tax, Phase III Recapture 20,000$
AUD 15,000$
LMIG 2,983,377$
TIA Discretionary 815,602$
AUD 839,516$
TIA Discretionary 93,100
7,107,595$
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-Public Works
Copy-Finance Department
Copy-Purchasing Department
CPB#323-041110-201823332
CAPITAL PROJECT BUDGET
BELAIR ROAD
(Wrightsboro Road to Jimmie Dyess Parkway-Formerly New Belair Road)
Honorable Hardie Davis, Jr., 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
7.6.2016
Augusta-Richmond County, Georgia CPB#323-041110-201823332
CAPITAL PROJECT BUDGET
BELAIR ROAD
(Wrightsboro Road to Jimmie Dyess Parkway-Formerly New Belair Road)
CPB AMOUNT CPB NEW
CPB CHANGE CPB
SOURCE OF FUNDS
SPOST, PHASE III
323-041110-0000000-000000000 ($2,341,000) ($2,341,000)
SPLOST, PHASE III RECAPTURE
323-04-1110-6011110-296823333 ($20,000) ($20,000)
AUD
507-04-3410-5212115-81000030 ($15,000) ($15,000)
LMIG ($2,983,377) ($2,983,377)
TIA Discretionary ($815,602) ($93,100) ($908,702)
AUGUSTA UTILITIES ($839,516) ($839,516)
TOTAL SOURCES: ($7,014,495) ($93,100) ($7,107,595)
USE OF FUNDS
ADVERTISING
323-04-1110-5233119-201823332 $1,000 $1,000
ENGINEERING
323-04-1110-5212115-201823332 $441,785 $441,785
RIGHT OF WAY
323-04-1110-5411120-201823332 $184,750 $184,750
CONSTRUCTION
323-04-1110-5414110-201823332 $5,547,444 $93,100 $5,640,544
AUGUSTA UTILITIES $839,516 $839,516
TOTAL USES: $7,014,495 $93,100 $7,107,595
7.6.2016
CPB#323-041110-201823332
xecution. For information reference this request, contact
7.6.2016
CPB#323-041110-201823332
7.6.2016
(SA02 – For changes more than $25,000) September 2010
AUGUSTA, GEORGIA
ENGINEERING DEPARTMENT
SUPPLEMENTAL AGREEMENT
WHEREAS, We, “Rochester and Associates” Consultant, entered into a contract with Augusta, GA on
“February 18, 2003”, for engineering design services associated with the “Belair Road Improvements
Project”, Project No. 323-041110-201823332, File Reference No. 11-014 (A), and
WHEREAS, certain revisions to the design requested by Augusta, GA are not covered by the scope of
the original contract, we desire to submit the following Supplemental Agreement to-wit:
Additional Engineering services to assist with engineering
And surveying support during construction
It is agreed that as a result of the above described modification the contract amount is increased by
93,100.00 from $448,863.09 to a new total of $541,963.09
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, “Rochester and Associates”, Consultant, hereby agree to said Supplemental
Agreement consisting of the above mentioned items and prices, and agree that this Supplemental
Agreement is hereby made a part of the original contract to be performed under the specifications
thereof, and that the original contract is in full force and effect, except insofar as it might be modified
by this Supplemental Agreement.
RECOMMEND FOR APPROVAL:
CITY OF AUGUSTA, GEORGIA
Mayor, Hardie Davis, Jr.
Approved Date: Approved Date: _______________________
[ATTACHED CORPORATE SEAL]
Attest:
Title:
Augusta Richmond County Project Number(s): 323-041110-201823332
Supplemental Agreement Number: 9
Purchase Order Number: 71248
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
425 Oak Street
Gainesville, GA 30501
Phone: (770)-718-0600
Fax: (770)-718-0551
www.rochester-assoc.com
Proposal Number: 5506
May 17, 2016
Revised June 10, 2016
Dr. Hameed Malik, Ph.D., P.E.
Assistant Director Engineer
505 Telfair St.
Augusta, Georgia 30901
Re: City of Augusta, Belair Road Drainage Improvement Project Construction
Services Support
Dear Dr. Malik,
Rochester & Associates, Inc. is pleased to submit the following proposal l for professional
services for the above referenced project. We are excited about the opportunity to work with
you and look forward to starting work. This proposal briefly discusses our understanding of the
scope of work and our fees for these services.
Location: Belair Road
Augusta, Georgia
SCOPE OF SERVICES:
SERVICES – Rochester & Associate, Inc. (Consultant, shall provide the following Construction
Project Management Services for the project referenced above.
The objective of this project is for the Consultant to assist the Augusta Engineering Department
('Client") with engineering and surveying support during construction. Specifically, the
Consultant will be part of the Clients Construction Administration Team responsible for
coordinating submittal reviews and approvals, respond to Request for information (RFI's),
Change Order Request (COR’s), and related design questions. Consultant will attend two site
meetings per month Additionally, Consultant will perform the 7 day Erosion & Sediment Control
(E&SP) Inspection, be available for periodic site inspections and attend the final inspection with
the Client and contractor.
Consultant will assist the Client with survey verification and validation as requested.
Augusta Engineering Department
Belair Road Drainage Project
May 17, 2016
Revised June 10, 2016
Page 2
PROJECT UNDERSTANDING
The project entails the roadway overlay of approximately 9,000 linear feet of Belair Road. The
work will include clearing, grading, storm sewer, asphalt, sidewalk and pedestrian signal
modification at the intersection of Jimmie Dyess.
1.0 SCOPE OF SERVICES
1.1. CONSTRUCTION SERVICES
1.1.1 MEETINGS - Consultant will attend the Pre-construction meeting, community meeting,
2 construction meetings per month. As such, we are anticipating attending 28 meetings.
Additionally, we will attend site meetings and support the Client as requested.
1.1.2 RFI's and COR's - Consultant will review RFI 's and COR's and prepare a response or
the necessary paperwork in accordance with contract requirements. Responses will be
submitted to the Client for review and approval. We anticipate about 2 hours per week for a
Senior Project Manager for 60 weeks.
1.1.3 NPDES 7 DAY E&S INSPECTION – Upon notification that erosion control features
have been installed per the approved construction plans the Consultant will inspect the site and
prepare the 7 Day Design Professional submittal. We anticipate 1 day for the site visit and 1
day for the report.
1.1.4 SURVEY SUPPORT - Consultant will provide survey support to Client for performing
field verification and validation as requested by the Client. We have budgeted 10 days.
1.2 ADDITIONAL SERVICES
1.2. 1 ADDITONAL ITEMS - If authorized in writing by the Client, the Consultant shall furnish or
obtain from other additional sources, such items as: soil testing, rock quantities, flood plain
investigations and studies, access drive design and record drawings. Authorized additional work
will be invoiced on an hourly basis in accordance with our Schedule of Fee attached hereto.
Augusta Engineering Department
Belair Road Drainage Project
May 17, 2016
Revised June 10, 2016
Page 3
COMPENSATION
RAI shall be paid the following fees for the services set forth under the Scope of Services.
TASK NO. TASK DESCRIPTION FEE TYPE
1.1.1 MEETINGS $51,050.00 Hrly. Est.
1.1.2 RFI’S and COR $20,250.00 Hrly. Est.
1.1.3 NPDES 7 DAY E&S INSPECTION $3,300.00 Hrly. Est.
1.1.4 SURVEY SUPPORT $18,500.00 Hrly. Est.
TOTAL ESTIMATED FEES: $93,100.00 Hrly. Est.
1.0 ADDITIONAL SERVICES
Work requested outside of this scope of services will be invoiced in accordance with our
Hourly Rates see the attached EXHIBIT A.
SCHEDULE
The anticipated time for the completion of the Belair Road Drainage Improvements is
approximately 400+ days from Notice to Proceed.
EXCLUSIONS AND BASE TERMS
1. The pricing shown hereon is based on the proposed site improvements as determined
by the Owner and detailed in the scope of service listed above. If additional services are
involved, our fees may need to be adjusted.
2. The hourly rates shown are subject to change after December 31, 2016 or as described
in our Agreement for Engineering Services.
3. No review, permitting, inspection, recording, water meter, sanitary sewer tap or other
owner fees are included in this proposal.
4. We will track our estimate time on a percentage of completion against the project
budget. If we start to exceed our time and budget we will notify you immediately so we
can discuss a budget modification.
Augusta Engineering Department
Belair Road Drainage Project
May 17, 2016
Revised June 10, 2016
Page 4
We appreciate the opportunity to assist you with this project. Our Terms and Conditions for
Professional Services (Exhibit B) are attached to this letter. The return of this letter along with
the completed Proposal Acceptance (Exhibit C) will constitute our Agreement to perform these
services and will be considered as our Notice to Proceed. Our proposal is valid for 60 days from
the date on page one. If you have any questions, please contact Lee Phillips at 678-450-5126.
Sincerely,
ROCHESTER & ASSOCIATES, INC.
Lee Phillips
Vice President
Exhibit A
SCHEDULE OF RATES
Hourly Rates:
Principal 220.00 per hour
Project Director 175.00 per hour
Director of Development Strategies 175.00 per hour
Senior Project Manager 160.00 per hour
Senior Surveyor 150.00 per hour
Senior Engineer 150.00 per hour
Senior Landscape Architect 150.00 per hour
Project Manager 150.00 per hour
Senior Designer 130.00 per hour
Project Surveyor 130.00 per hour
Project Engineer 130.00 per hour
Project Landscape Architect 130.00 per hour
Project Designer 110.00 per hour
Staff Surveyor 110.00 per hour
Staff Engineer 110.00 per hour
Staff Landscape Architect 110.00 per hour
Staff Designer 100.00 per hour
Four Man Field Crew 190.00 per hour
Three Man Field Crew 170.00 per hour
Two Man Field Crew 150.00 per hour
One Man Field Crew 130.00 per hour
One Man Crew (GPS/RTK) 180.00 per hour
Two Man Crew (GPS/RTK) 195.00 per hour
CADD Technician 100.00 per hour
Field Technician 75.00 per hour
Clerical 75.00 per hour
Hourly rate schedule is subject to adjustment on December 31, 2016.
Reimbursable Expenses:
All reimbursable expenses, including, but not limited to, mileage, courier, photography, special equipment and
materials, plan review fees and out of town travel will be invoiced at cost plus 15%. The cost of any fees to
comply with special insurance requirements will be invoiced at cost plus 15%. Any progress prints, county
review drawings, permit drawings or prints for other than in-house use of Rochester & Associates, Inc. shall be
billed at $0.30 per square foot for black line copies and $0.75 per square foot for mylars.
EXHIBIT B
TERMS AND CONDITIONS
FOR PROFESSIONAL SERVICES
These Terms and Conditions, together with ROCHESTER’s Proposal, make up the Agreement between Rochester and you,
the Client. Before countersigning the Proposal, be sure you read and understand the paragraphs entitled Indemnification
and Limitation of Liability, which deal with the allocation of risk between you and ROCHESTER.
1. Services. ROCHESTER will perform the services set forth in its
Proposal and any amendments or change orders signed by both parties.
Any request or direction from you that would require extra work or
additional time for performance or would result in an increase in
ROCHESTER's costs, including expert witness services and unanticipated
meetings will be the subject of a negotiated amendment or change order.
Additional Services are not included as part of the Basic Services in the
Proposal and shall be paid for by you in addition to payment for Basic
Services, in accordance with ROCHESTER’s prevailing fee schedule, or as
agreed to by ROCHESTER and you.
2. Standard of Care. ROCHESTER will perform the services with the
degree of skill and care ordinarily exercised by qualified professionals
performing the same type of services at the same time under similar
conditions in the same or similar locality. ROCHESTER makes no
warranty, express or implied, as to its professional services rendered under
this Agreement. You will promptly notify ROCHESTER with reasonable
specificity of any deficiencies or suspected deficiencies in the services of
which you become aware, so that ROCHESTER may take measures to
minimize the consequences of such a deficiency. Failure to notify
ROCHESTER shall relieve us of the cost of remedying the deficiencies
above the sum such remedy would have cost had prompt notification been
given. You acknowledge that the services entail risk of personal injury
and property damage (including cross-contamination) that cannot be
avoided, even with the exercise of due care. You also acknowledge that
environmental and geotechnical conditions can vary from those
encountered at the times and locations of explorations and data collection,
and that the limitation on available data may result in some level of
uncertainty with respect to the interpretation of these conditions, despite
due professional care. ROCHESTER therefore cannot guaranty specific
results such as the identification of all contamination or other geotechnical
or environmental conditions or problems nor their resolution.
3. Payment. Except as otherwise stated in the Proposal, you will
compensate ROCHESTER for the services at its standard rates, reimburse
its expenses, and pay any sales or similar taxes thereon. ROCHESTER
will submit invoices periodically, and payment will be due upon receipt of
the invoice and considered past due after 30 days. If you dispute any
portion of an invoice, you will notify ROCHESTER in writing with
specificity within 10 days and pay the undisputed portion within 30 days
from invoice date. Overdue payments will bear interest at 1½ percent per
month or, if lower, the maximum lawful rate, which shall be calculated
from the invoice due date. ROCHESTER may terminate its services upon
10 days' written notice anytime your payment is overdue on this or any
other project, and you will pay for all services through termination, plus
termination costs. You will reimburse ROCHESTER's costs of collecting
overdue invoices, including reasonable attorneys' fees, and reasonable staff
costs at standard billing rates for ROCHESTER’s time spent in efforts to
collect. Payment of invoices shall not be subject to any discounts or set-
offs by you, unless agreed to in writing by ROCHESTER.
4. Client's Responsibilities. You will designate to ROCHESTER in
writing a person to act as your representative who is authorized to receive
notices transmit information and make decisions regarding the Project.
Except as otherwise agreed, you will secure the approvals, permits, licenses
and consents necessary for performance of the services. If included in the
Proposal, ROCHESTER shall assist you in applying for those permits and
approvals normally required by law for similar projects. This assistance
shall consist of completing and submitting forms to the appropriate
regulatory agencies. You will provide ROCHESTER with all documents
and other information that are pertinent to the services and are reasonably
available to you, including information related to hazardous materials or
other environmental or geotechnical conditions at the site. Before
ROCHESTER performs any subsurface activities, you will provide it with
all plans and other information available to you concerning underground
services, conduits, pipes, tanks and other facilities and obstructions at the
site. Unless otherwise indicated in writing, ROCHESTER will be entitled
to rely upon the accuracy and completeness of the documents and
information you provide.
5. Right of Entry. You grant ROCHESTER and its subcontractors
permission to enter the site to perform the services. If you do not own the
site, you represent and warrant that the owner has granted permission for
ROCHESTER to enter the site and perform the services, and you will
provide reasonable verification on request.
6. Site Restoration. Although ROCHESTER will act to limit damage to
landscaping, paving, systems and structures at the site, you acknowledge
that some damage may occur even with the exercise of due care, and you
agree to compensate ROCHESTER for any restoration it is asked to
perform unless otherwise indicated in the Proposal.
7. Underground Facilities. ROCHESTER will not be liable for any
damage to underground services or structures not accurately identified in
such plans and information, and you agree to indemnify, defend and hold
harmless ROCHESTER against all liabilities and costs arising out of such
damage and its repair, except to the extent caused by ROCHESTER's
negligence.
8. Adverse Conditions. Adverse field conditions which include, but are
not limited to, items such as limited access, extremely dense vegetation,
subsurface conditions, storm damaged property, swampy conditions,
existing utilities, irate property owners, restricted hours of operation or
other field conditions beyond ROCHESTER’S control may require an
increase in the project schedule and fees. ROCHESTER will
immediately inform the Client in writing when we encounter such
conditions. Client and ROCHESTER will agree in writing to any
changes in scope and fee before proceeding with the project.
9. Limits on ROCHESTER's Responsibility. ROCHESTER will not be
responsible for the acts or omissions of contractors or others at the site,
except for its own subcontractors and employees. ROCHESTER will not
supervise, direct or have control over or the authority to stop any
contractor's work, nor shall ROCHESTER's professional activities nor the
presence of ROCHESTER or its employees and subcontractors be
construed to imply that ROCHESTER has authority over or responsibility
for the means, methods, techniques, sequences or procedures of
construction, for work site health or safety precautions or programs, or for
any failure of contractors to comply with contracts, plans, specifications or
laws. In addition, if the delays resulting from any such causes increase the
cost or time required by ROCHESTER to perform its services in an orderly
and efficient manner, ROCHESTER shall be entitled to an equitable
adjustment in schedule and/or compensation. ROCHESTER shall not be
required to execute any documents subsequent to the signing of this
Agreement that in any way might, in the sole judgment of ROCHESTER,
increase ROCHESTER’s contractual or legal obligations or risks, or
adversely affect the availability or cost of its professional or general
liability insurance.
10. Changed Conditions. You recognize the uncertainties related to
surveying and engineering services, which often require a phased or
exploratory approach, with the need for additional services becoming
apparent during the initial services. You also recognize that actual
conditions encountered may vary significantly from those anticipated that
laws and regulations are subject to change, and that the requirements of
regulatory authorities are often unpredictable. If changed or unanticipated
Augusta Engineering Department
Belair Road Drainage Project
May 17, 2016
Revised June 10, 2016
Page 7
conditions or delays make additional services necessary or result in
additional costs or time for performance, ROCHESTER will notify you
and the parties will negotiate appropriate changes to the scope of services,
compensation and schedule. If the parties are unable to reach agreement,
either party has the absolute right to terminate this Agreement, in
accordance with the Termination provision hereof. In the event of
emergency, ROCHESTER may take immediate steps to protect public
health, safety and the environment, and will be equitably compensated
therefor. You agree that you, ROCHESTER and ROCHESTER’s
consultants shall be indemnified by the contractor(s) and shall be made
additional insureds under the contractor(s) policies of general liability
insurance. Any opinions by ROCHESTER of probable costs of labor,
materials, equipment or services to be furnished by others are strictly
estimates and are not a guaranty that actual costs will be consistent with the
estimates. You agree that ROCHESTER is not responsible for damages
arising directly or indirectly from any delays for causes beyond
ROCHESTER’s control. For purposes of this Agreement, such causes
include, but are not limited to, strikes or other labor disputes; severe
weather disruptions or other natural disasters; fires, riots, war or other
emergencies or acts of God; failure of any government agency to act in
timely manner; failure of performance by you or your contractors or
consultants; or discovery of any hazardous substances or differing site
conditions.
11. Documents and Information. All reports, drawings, specifications,
computer files, data, calculations, work papers and other documents or
instruments prepared or furnished by ROCHESTER are instruments of
service and will remain ROCHESTER's property. ROCHESTER shall
retain all common law, statutory and other reserved rights, including the
copyright thereto. Designs, reports, data and other work product delivered
to you are for your use only, for the limited purposes disclosed to
ROCHESTER. Any delayed use, use at another site, use on another
project, or use by a third party will be at the user's sole risk, and you agree
to indemnify and defend ROCHESTER against any liabilities resulting
therefrom. Any technology, methodology or technical information learned
or developed by ROCHESTER will remain its property.
12. Confidentiality; Subpoenas. Information about this Agreement and
ROCHESTER's services, and information you provide to ROCHESTER
regarding your business and the site, will be maintained in confidence and
will not be disclosed to others without your consent, except as
ROCHESTER reasonably believes is necessary (a) to perform its services,
(b) to comply with professional standards to protect public health, safety
and the environment, and (c) to comply with laws and court orders.
ROCHESTER will make reasonable efforts to give you prior notice of any
disclosure under (b) or (c) above. Information available to the public and
information acquired from third parties without a breach of duty will not be
considered confidential. You will reimburse ROCHESTER for responding
to any subpoena or governmental inquiry or audit related to the services, at
ROCHESTER's standard rates then in effect. You agree that the technical
methods, design details, techniques and pricing data contained in any
material submitted by ROCHESTER pertaining to this Project or this
Agreement shall be considered confidential and proprietary, and shall not
be released or otherwise made available to any third party without the
express written consent of ROCHESTER.
13. Indemnification. In addition, and notwithstanding any other
provisions of this Agreement, you agree, to the fullest extent permitted by
law, to defend, indemnify and hold harmless ROCHESTER, its officers,
directors, employees and consultants against all damages, liabilities or
costs including reasonable attorneys’ fees and defense costs, arising out of
or in any way connected with this Project or the performance by any of the
parties above named of the services under this Agreement, excepting only
those damages, liabilities or costs attributable to the negligent acts or
negligent failure to act by ROCHESTER.
14. Limitation of Liability. In recognition of the relative risks and
benefits of the Project to both the Client and the Consultant, the risks have
been allocated such that the Client agrees, to the fullest extent permitted by
law, to limit the liability of the Consultant to the Client for any and all
claims, losses, costs, damages of any nature whatsoever or claims expenses
from any cause or causes, including attorneys’ fees and costs and expert-
witness fees and costs, so that the total aggregate liability of the Consultant
to the Client shall not exceed $50,000, or the Consultant’s total fee for
services rendered on this Project, whichever is less. It is intended that this
limitation apply to any and all liability or cause of action however alleged
or arising, unless otherwise prohibited by law. Notwithstanding any other
provision of this Agreement, and to the fullest extent permitted by law,
neither you nor ROCHESTER, their respective officers, directors, partners,
employees, contractors or consultants shall be liable to the other or shall
make any claim for any incidental, indirect or consequential damages
arising out of or connected in any way to the Project or to this Agreement.
This mutual waiver of consequential damages shall include, but is not
limited to, loss of use, loss of profit, loss of business, loss of income, loss
of reputation or any other consequential damages that either party may
have incurred from any cause of action including negligence, strict liability,
breach of contract and breach of strict or implied warranty. Both you and
ROCHESTER shall require similar waivers of consequential damages
protecting all the entities or persons named herein in all contracts and
subcontracts with others involved in this project.
15. Miscellaneous. This Agreement shall be governed by Georgia law.
Any legal action between you and ROCHESTER arising out of this
Agreement or the performance of the services shall be brought in a court of
competent jurisdiction in Hall County, Georgia. All limitations of liability,
indemnifications, warranties and representations contained in this
Agreement shall survive the completion or termination of this Agreement
and shall remain in full force and effect. Any amendment to this
Agreement must be in writing signed by both parties. This Agreement
supersedes any contract terms, purchase orders or other documents issued
by you. These Terms and Conditions shall govern over any inconsistent
terms in the Proposal. If these Terms and Conditions have been provided
to you, your verbal authorization to commence services constitutes your
acceptance of them. The provisions of this Agreement are severable; if any
provision is unenforceable it shall be appropriately limited and given effect
to the extent it is enforceable. Neither party to this Agreement shall
transfer, sublet or assign any rights under or interest in this Agreement
without the prior written consent of the other party. Headings in these
Terms and Conditions are for convenience only and do not form a part of
the Agreement. Nothing in this Agreement shall be construed to give any
rights or benefits to third parties. It is intended by the parties to this
Agreement that ROCHESTER’s services in connection with the Project
shall not subject ROCHESTER’s individual employees, officers or
directors to any personal legal exposure for the risks associated with this
Project. Any notice required under this Agreement shall be in writing,
addressed as specified in this Agreement and sent by electronic mail;
facsimile; registered, certified, express or regular U.S. mail.
16. Termination of Contract. The Client may terminate this Agreement
at any time by giving written notice via certified mail specifying the
effective date of such termination. The Consultant shall cease work
immediately upon receipt of the request to terminate the Agreement and
shall send an invoice for said work along with written documentation of the
work completed to date. Likewise, the Consultant may terminate the
Agreement in like manner and shall be entitled to payment for that portion
of work completed prior to the cancellation date.
EXHIBIT C
PROPOSAL ACCEPTANCE
Description of Services Professional Engineering and Surveying Services
Project Name Augusta Engineering Department – Belair Road
Project Location Augusta, GA
Proposal Date May 17, 2016 Consultant Phillips
Revised June 10, 2016
FOR PAYMENT OF CHARGES:
Charge Invoice to the Account of:
Firm
Address City
State Zip Code Phone Number
Attention: Title
FOR APPROVAL OF CHARGES:
If the invoice is to be mailed for approval to someone other than the account charges, please indicate
where to mail the invoice in the space below.
Firm
Address City
State Zip Code Phone Number
Attention: Title
PROPERTY OWNER IDENTIFICATION (If Other Than Above):
Name
Address City
State Zip Code Phone Number
Attention: Title
PROPOSAL ACCEPTANCE:
The Terms and Conditions of this Proposal, including the Terms on this page and the proposal
contents are:
Accepted this day of , 20
Print or type individual, firm or corporate name
Signature of authorized representative
Print or type name of authorized representative and title
Commission Meeting Agenda
8/2/2016 2:00 PM
Belair Road Improvements Utilities Relocation Reimbursement
Department:Engineering Department
Department:Engineering Department
Caption:Motion approve entering into an agreement with Georgia Power,
stating that Augusta, GA will pay 3.55% of the estimated cost,
which is $30,678, for relocation of Distribution Facility on the
Belair Road Improvements Project in accordance with the
estimate totaling $865,222.00. Also, approve the Utility
Relocation Agreement to be executed by the Augusta, GA Legal
Counsel and the Mayor, and approve payment upon completion of
the work or Progress Payment as requested by Augusta
Engineering Department. (Approved by Engineering Services
Committee July 26, 2016).
Background:Belair Road Improvements project is an approved SPLOST project.
This project consists of intersection improvements, Traffic Signal
Improvements, adding turn lanes, drainage improvements, Curb
& Gutter and sidewalks along Belair Road between Jimmie Dyess
Parkway and Wrightsboro Road.On January 19, 2016 Augusta
Commission awarded Construction contract to Blair Construction.
Construction Phase of roadway and drainage improvements
scope consists of utilities relocation. Roadway improvements
require relocation of Georgia Power facilities outside the
roadway ROW and Augusta Georgia is responsible to pay for such
relocation.
Analysis:The Belair Road Improvements Project will require that Georgia
Power Company relocate its distribution facilities within project
limits and Augusta, GA would be required to enter into an
agreement that Augusta will pay 3.55% of the estimated cost,
which is $30,678.00. This Cost is associated to Georgia Power
relocating its facilities outside Augusta right-of-way and the City
is required to pay this cost to complete needed improvements.
Financial Impact:Funds in the amount of $30,678.00 are available in Engineering
TIA Discretionary funds.
Cover Memo
Alternatives:1). Approve entering into an agreement with Georgia Power,
stating that Augusta, GA will pay 3.55% of the estimated cost,
which is $30,678, for relocation of Distribution Facility on the
Belair Road Improvements Project in accordance with the
estimate totaling $865,222.00. Also, approve the Utility
Relocation Agreement to be executed by the Augusta, GA Legal
Counsel and the Mayor, and approve payment upon completion of
the work or Progress Payment as requested by Augusta
Engineering Department. 2). Do not approve and find alternative
to complete the project.
Recommendation:Approve alternative #1
Funds are Available
in the Following
Accounts:
Engineering TIA Discretionary Funds
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Contract with Georgia EPD for Drinking Water Laboratory Services
Department:Utilities
Department:Utilities
Caption:Motion to authorize an agreement between the Georgia EPD and
Augusta for regulatory testing of drinking water at a cost of
$32,500 per year. (Approved by Engineering Services
Committee July 26, 2016)
Background:This agreement provides for the Georgia EPD to perform various
laboratory analyses on our drinking water as required by the US
EPA Safe Drinking Water Act and the associated Georgia Rules
for Safe Drinking Water. This agreement is for the period July 1,
2016 to June 30, 2017 and will automatically renew each year
unless Augusta provides notice before June 1 of that year. The fee
for these services is based on the water system size. Our cost as a
large system with more than three entry points is $32,000 per year
based on the current rates.
Analysis:With the EPD performing the tests, the results are fully acceptable
to all state and federal agencies. The fees charged by the EPD are
considerably less than those charged by certified laboratories in
the private sector.
Financial Impact:$32,000 for the contract year beginning July 1, 2016.
Alternatives:No alternatives are recommended.
Recommendation:We recommend the Commission authorize the renewal of the
agreement between the Georgia EPD and Augusta for regulatory
testing at a cost of $32,500 for the period covering July 1,2016 to
June 30,2017. We further recommend that the Commission
authorize allowing this agreement to renew each year unless the
annual cost exceeds $40,000 per year. At that time we would
make a recommendation to the Commission regarding
continuation of this agreement.Cover Memo
Funds are Available
in the Following
Accounts:
506043570-5213115
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
DEBRA BEAZLEY
1731 TOBACCO RD.
AUGUSTA, GA 30906
Georgia Department of Natural Resources
Environmental Protection Division
Watershed Protection Branch Drinking Water Program
2 Martin Luther King Jr. Drive, S.E., Suite 1362, Atlanta , Georgia 30334
Judson H. Turner, Director
April 28,2016
RE : Drinking Water Laboratory and Related Services
The Georgia Environmental Protection Division (EPD) is pleased to provide the enclosed
Drinking Water Terms and Conditions Agreement ("Agreement") for Drinking Water
Laboratory and Related Services. The new Agreement will replace the former Drinking Water
Fee for Service Contract, which expires on June 30, 2016. The Agreement will become effective
July 1,2016, and extend for a period of one (1) year. The Agreement will automatically renew
each year unless a water system provides written notice of termination by June 1st of each year.
Payments are based on annual installments for laboratory services to be provided through the
upcoming fiscal year. Invoices will be sent in July 2016 for laboratory testing provided July I,
2016 through June 30, 2017, and owners wi ll have thirty (30) business days from the invoice
date to pay before a late penalty of 1.5% is applied to the account. Please be aware that the
invoice in July of each year will be based on information EPD has on record for your water
system in the Drinking Water Watch during the preceding month.
The Coliform/£. coli analyses are only available to public systems serving a population up to
12,900 people. If your public water system exceeds the 12,900 population threshold,
Coliform/£' coli testing will need to be performed by another certified laboratory and the results
provided to the EPD. Included with this letter are the current Laboratory Fee Schedules for both
the ChemicallCryptosporidium -and-Coliform/£. coli laboratory testing. The fee schedules may
be subject to price changes in future years.
For your convenience, annual fee payments can now be made using Automated Clearing House
(ACH) payment processing to automatically debit a checking or savings account through an
electronic check transaction. To utilize this service, you must first "Create a new account" on
the Georgia EPD's On line System (GEOS) at: https://geos.epd.georgia.gov/GNGEOSlPublic.
For step by step instructions on setting up a new account or making ACH electronic payments,
please refer to the GEOS "System User Guide" on EPD's website at:
https://geos.epd.georgia.gov/GNGEOS/Public/GovEntiSharediPages/MainiLogin.aspx.
Please note that traditional payment options wi ll sti ll be available for those that prefer those
methods. However, the EPD encourages customers to consider transitioning to this quick and
easy payment method. The EPD will continue to enhance its customer payment options and will
LABORATORY ANALYSES
DRINKING WATER LABORATORY SERVICES
TERMS AND CONDITIONS
(Effective July 1, 2016)
Upon request and for payment of an annual charge, the Georgia Department of Natural Resources
Environmental Protection Division ("EPD") will perform the laboratory analyses and related services required by
the Georgia Safe Drinking Water Act of 1977 ("Act"), O.CG.A. § 12-5-170, et seq., and the Rules for Safe Drinking
Water ("Rules"), Chapter 391-3-5, except for analyses for Bromate and Chlorite. An owner of a public water
system ("owner") accepts the Terms and Conditions herein and authorizes the EPD to complete the laboratory
analyses and related services requested for a 12 month period from July 1st to June 30th and continuing from
year to year as set out below, through the submission of sample containers for the water system to the EPD for
analysis. In addition to performing the laboratory analyses, the EPD will provide containers and instructions for
sampling as well as assume costs of mailing the sampling containers to the address provided by the owner. If a
water system chooses to ship samples to the EPD laboratory for analysis, the owner is responsible for the cost of
shipping those samples in containers provided by the EPD.
COMPLIANCE
The owner acknowledges that compliance with the Act and the Rules is the responsibility of the owner of the
public water system. Accepting the Terms and Conditions herein is not a prerequisite to, condition of, or
substitute for the permit required for the water system. Nor will an owner's acceptance of these Terms and
Conditions prevent the EPD from fulfilling its regulatory duty to enforce the Act and the Rules; such enforcement
actions may include, but are not limited to, failure to monitor violation letters, notices of violations, consent
orders, administrative orders, and civil penalties as authorized by the Act.
PAYMENT
The owner is responsible for payment of the annual charge(s) related to the requested laboratory analyses and
related services and will be billed accordingly with payment due within 30 business days of the invoice date. The
EPD's annual charges for laboratory analyses and related services are available on the EPD's website at the
following location: http://epd.georgia.gov/drinking-water-forms. The annual charges are subject to change each
year. The EPD reserves the right to terminate and stop performing or to refuse services due to an owner's
failure to timely pay in whole or in part. Past due accounts will be subject to a penalty charge of 1.5% per month
and may be sent to collections. Any discrepancies regarding charges must be brought to the attention of the
EPD's Finance Department at epdfinance@dnr.ga.govor404-362-4521. Any changes regarding the water
system that may reduce the annual charge invoiced will not be taken into consideration until verified by the
EPD. Additionally, the owner of a water system as shown in the EPD's Safe Drinking Water Information System
(SDWIS) shall be responsible for payment of any balance due to the EPD until the laboratory analyses and
related services for the water system have been terminated as set out below.
CHANGES -REQUEST TO CHANGE WATER SYSTEM INVENTORY OR LABORATORY SERVICES
Changes must be submitted in writing using the EPD's form "Request to Change Water System Inventory or
Laboratory Services" to the appropriate EPD Compliance Office contact listed in the water system's permit
within 15 business days of the change, except for a change in ownership, which must be sent to EPD at least 30
days prior to the proposed change in ownership.
RENEWAL AND TERMINATION
Unless terminated, a water system owner's request for laboratory analyses and related services will
automatically renew each year if his/her payment account is current. The owner may terminate his/her request
in writing submitted to the appropriate EPD Compliance Office contact listed in the water system's permit. The
EPD may terminate its laboratory analyses and related services in writing mailed to the water system owner.
Upon termination, the water system owner must return all EPD containers within his/her possession.
LABORATORY RESULTS
The EPD will input sampling data and laboratory analysis results into SDWIS. Results for the laboratory analyses
performed for each sample will be provided as a mailed hardcopy report. Results are also available
electronically at Drinking Water Watch (gadrinkingwater.net/DWWPUB).
Georgia EPD Drinking Water Laboratory and Related Services Schedule for:
Chem ical / Cryptosporidium Ana lys is
Water Population Served Annual Fee Annual Fee Annual Fee
System o or 1 Entry Point 2 Entry Points 3 or more Entry Points
CWS and 100,001 or More S 17,600 S 24,800 S 32,500 NTNCWS
CWS and 50,001-100,000 S 14,700 S 17,000 $ 19,600 NTNCWS
CW5 and 10,001-50,000 S 9,200 S 10,700 S 12,200 NTNCWS
CW5 and 3,301-10,000 $ 6,600 S 7,600 $ 8,700 NTNCWS
CW5 and 1,001-3,300 $ 3,900 $ 4,600 $ 5,400 NTNCWS
CW5 and 751-1,000 $ 1,820 $ 2,250 $ 2,700 NTNCW5
CWS and 501-750 $ 1.150 $ 1,590 $ 2,040 NTNCW5
CWS and 101-500 $ 640 $ 780 $ 880 NTNCW5
CW5 and 100 or Fewer $ 300 $ 390 $ 440 NTNCWS
TNCWS Any Population $ 45 $ 45 $ 45
Georgia EPD Drinking Water Laboratory and Related Services Schedule for:
Col iform / E. coli Analysis
Water System Population Served Number Routine TCR
Samples
CW5 and NTNCW5 10,001-12,900 10/ month or 120/ year
CWS and NTNCW5 8,501 -10,000 10 / month or 120/ year
CW5 and NTNCW5 7,601-8,500 9/ month or 108 / year
CW5 and NTNCW5 6,701-7,600 8/ month or 96 / year
CW5 and NTNCW5 5,801-6,700 7/ month or 84 / year
CW5 and NTNCWS 4,901-5,800 6/ month or 72 / year
CW5 and NTNCWS 4,101-4,900 5 / month or 60 / year
CW5 and NTNCWS 3,301 -4,100 4 / month or 48 / year
CWS and NTNCW5 2,501-3,300 3/ month or 36 / year
CW5 and NTNCW5 1,001-2,500 2 / month or 24 / year
CW5 and NTNCWS (5W) 751 -1,000 1/ month or 12 / year
CW5 and NTNCW5 (SW) 501 -750 1/ month or 12 / year
CWS and NTNCWS (SW) 101-500 1/ month or 12 / year
CWS and NTNCW5 (SW) 100 or Fewer 1 / month or 12 / year
NTNCW5(GW) 1,000 or Fewer 1 / quarter or 4 / year
TNCWS Any Population 1 / quarter or 4 / year
CW5 = Community Public Water System
NTNCW5 = Non-Transient Non-Community Public Water System
TNCWS = Transient Non-Community Public Water System
TCR = Total Coliform Rule
GW = Groundwater
5W = Surface Water
Annual TCR
Monitoring Fee
S 1,440
$ 1,440
$ 1,300
$ 1,160
$ 1,010
$ 870
$ 720
$ 580
$ 440
$ 290
$ 150
$150
$ 150
$150
$ SO
$ 50
REQUEST TO CHANGE WATER SYSTEM INVENTORY OR LABORATORY SERVICES
1. System Identification:
Water System ID (WSID):
Water System Name:
County:
Select Change Type:
o Inventory Update (Sections 3, 4, 5) o EPD Laboratory Services (Section 2)
2. Changes to EPD Drinking Water Laboratory Testing Services: Select Laboratory Testing:
o No Services o Chemical !
Cryplosporidium
o Coliform ! E. Coli o Both Chemical! Coliform
3. Enter all applicable changes to service connections and!or population served:
Number Comments
Service connections
Community (residential) population (generally equal to or greater
than 2.6 x service connections in use)
Non-transient Non-Community population
Transient Non-Community population
Wholesale population (applies to systems providing water to
another permitted water system)
4. Contact Information: List contact changes below.
Billing Address Chemical Bottle Microbiological Kit
for Invoices for Payment Shipping Address-UPS Shipping Address
(OW!FC) (SA UPS) (SA)
Name
Title
Email Address
Telephone Number
Fax Number
Emergency Number
Mailing Address
City, State Zip Code
Ph~sical Street Address
(UPS delivery)
City, State, Zip Code
Abbreviation Contact Type Description
OW Owner Contact Water System Owner
FC Financial Contact Receives EPD Laboratory invoices for payment.
SA Sampler Contact Shipping address used for microbiological sample bottles. This
address can be a physical street address or a P.O. Box.
SA UPS Sampler Contact Shipping address used for chemical sample bottles. This address
must be a physical street address and cannot be a P.O. Box.
Commission Meeting Agenda
8/2/2016 2:00 PM
On-Call Drainage Easements and Ponds Cutting / Cleaning –Contract Award - Bid Item #16-157
Department:Engineering
Department:Engineering
Caption:Motion to approve award of the On-Call Drainage Easements and
Ponds Cutting/Cleaning Contract to Brown Management Services,
Augusta Lawn & Turf, Jamco Civil, LLC, Horizon Construction,
Pond Maintenance of Augusta, L-J Inc., Larry Pittman &
Associates, and Larry McCord LLC,. Award is contingent upon
receipt of signed contracts and proper insurance documents. Also,
approve $750,000 to fund the proposed on-call drainage
easements and ponds cutting/cleaning services as requested by
AED. (RFP 16-157) (Approved by Engineering Services
Committee July 26, 2016)
Background:Effective January 1, 2016, Augusta Commission authorized a
Stormwater Utility (SWU) Program be implemented. One of the
key elements of the SWU Program is establishing a proactive
Infrastructure Maintenance Program, that would include
maintenance of drainage easements, and stormwater management
of ponds. It was determined by AED to supplement AED’s
present maintenance resources with on-call services, such as
drainage easements, and stormwater pond cutting/cleaning. This
additional resource would afford AED a practical approach to
complete and sustain much needed maintenance services in a
timely manner. Such services are essential to minimizing public
safety risks, damages to public property and associated potential
hazard liabilities.
Analysis:RFPs were evaluated on May 18, 2016 with Brown Management
Services, Augusta Lawn & Turf, Jamco Civil, LLC, Horizon
Construction, Pond Maintenance of Augusta, L-J Inc., Larry
Pittman & Associates, and Larry McCord LLC being the selected
firms. Firms were evaluated based on qualifications, relevant
experience, and ability to provide requested services. Following
are the negotiated unit fees of the requested primary services.
Description Unit Unit Price 1.Ditch/Drainage Easement Cleaning
SF 0.55 2. Ditch/Drainage Easement Cleaning SF $0.67 3.
Cover Memo
Clearing & Grubbing SF $1.35 4. Pipe/Culvert Cleaning LF
$44.25 5. Inlet/out Structure Cleaning EA $1,250 6. Pond Mowing
& Cleaning (1 Acre size) AC $4,000 7. Pond Mowing & Cleaning
(1-2 Acre size) AC $3,300 8. Pond Mowing & Cleaning (2-3 Acre
size) AC $3,000 9. Pond Mowing & Cleaning (3-5 Acre size) AC
$3,000 10. Pond Mowing & Cleaning (5 Acre size) AC $3,000 11.
Repair Fence LF $42.50 12. Replace Fence LF $54.00 It is the
recommendation of the Engineering Department to award this
project to aforementioned firms.
Financial Impact:Funds are available in the amount of $750,000 in Stormwater
Utility Program.
Alternatives:1. Approve award of the On-Call Drainage Easements and Ponds
Cutting/Cleaning Contract to Brown Management Services,
Augusta Lawn & Turf, Jamco Civil, LLC, Horizon Construction,
Pond Maintenance of Augusta, L-J Inc., Larry Pittman &
Associates, and Larry McCord LLC,. Award is contingent upon
receipt of signed contracts and proper insurance documents. Also,
approve $750,000 to fund the proposed on-call drainage
easements and ponds cutting/cleaning services as requested by
AED. 2. Do not approve and identify alternate way to provide
needed maintenance services.
Recommendation:Approve alternative one
Funds are Available
in the Following
Accounts:
Stormwater Utility Program FY 2016 Budget
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Request for Proposal
Request for Proposals will be received at this office until Thursday, May 5, 2016 @ 11:00 a.m. for furnishing
for the Augusta Engineering Department:
RFP Item #16-157 On Call Drainage Easement and Pond Cleaning/Clearing Services
RFP Item #16-159 On Call Vac-Con Services
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair 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, April 11, 2016 @
5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of
contract with the successful bidder.
Request for proposals (RFP) and specifications. An RFP 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 request for proposal 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 waivable 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 places the
proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 3, 10, 17, 24, 31, April 7, 2016
Metro Courier March 9, 2016
VENDORS Attachment B E-Verify #SAVE
Form Original 7 Copies Fee
Proposal
Brown Management Svcs.
1129 Brett Dr., Suite C
Conyers, GA 30094
Yes 312185 Yes Yes Yes Yes
Augusta Lawn & Turf
3618 Phillips Drive
Martinez, Ga 30907
Yes 202665 Yes Yes Yes Yes
Pond Maintenance of
Augusta
3707 Colbert St
Augusta, GA 30909
Yes 607036 Yes Yes Yes Yes
Larry Pittman
1249 Gordon Park Rd
Augusta, GA 30901
Yes 230014 Yes Yes Yes Yes
Jamco Civil
1249 Gordon Park Rd.
Suite 102
Augusta, GA 30901
Yes 923698 Yes Yes Yes Yes
Horizon Construction
P.O. Box 798
Evans, GA 30809
Yes 229921 Yes Yes Yes Yes
L-J Inc
220 Stonebridge Dr.
Suite 405
Columbia, SC 29210
Yes 230841 Yes Yes Yes Yes
Sitec
522 Railroad Ave.
North Augusta, SC 29841
Non-compliant 212379 Noncompliant Yes Yes Yes
Larry L. Mccord LLC
2016 Highland Ave.,
Augusta, GA 30904
Yes 469967 Yes Yes Yes Yes
Total Number Specifications Mailed Out: 18
Total Number Specifications Download (Demandstar): 5
Total Electronic Notifications (Demandstar): 266
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 9
Total Noncompliant: 1
RFP Opening
RFP Item #16-157
On Call Drainage Easement and Pond Cleaning/Clearing Services
for Augusta, Georgia - Engineering Department
RFP Due: Thursday, May 5, 2016 @ 11:00 a.m.
Page 1 of 1
Brown Management
Svcs.
1129 Brett Dr., Suite C
Conyers, GA 30094
Augusta Lawn & Turf
3618 Phillips Drive
Martinez, Ga 30907
Pond Maintenance of
Augusta
3707 Colbert St
Augusta, GA 30909
Larry Pittman
1249 Gordon Park Rd
Augusta, GA 30901
Jamco Civil
1249 Gordon Park Rd.
Suite 102
Augusta, GA 30901
Horizon Construction
P.O. Box 798
Evans, GA 30809
L-J Inc
220 Stonebridge Dr.
Suite 405
Columbia, SC 29210
Larry L. Mccord LLC
2016 Highland Ave.,
Augusta, GA 30904
A. Package submitted by
the deadline 20 PASS PASS PASS PASS PASS PASS PASS PASS
B. Package is complete
(includes requested
information as required
per this solicitation)
Pass/Fail PASS PASS PASS PASS PASS PASS PASS PASS
C.Overall Quality of
RFP 50 40 42.5 37.5 40 37.5 37.5 40 40
1. Qualifications of
company (company
profile)
100 82.5 92.5 82.5 80 82.5 82.5 85 85
2. Financial
Responsibility 100 80 87.5 82.5 80 92.5 82.5 85 87.5
3. Project Management 95 85 90 87.5 80 85 80 80 82.5
4. Key Personnel &
Staff 90 75 87.5 77.5 77.5 80 82.5 82.5 82.5
5. Organizational
Qualifications 75 70 70 70 67.5 70 67.5 75 70
6.Optional Interview
(Potential bonus
Points)
10
D. TOTAL 392.5 427.5 400 385 410 395 407.5 10
1. Technical Approach 50 42.5 42.5 42.5 42.5 42.5 42.5 42.5 42.5
2. Specific relevant
experience of your
company.
35 27.5 32.5 32.5 27.5 32.5 27.5 30 32.5
3. A detailed
description of prior
type services rendered.
40 27.5 35 32.5 30 32.5 30 30 35
4. Resource
Availability (Labor and
Equipment)
75 67.5 67.5 67.5 67.5 67.5 67.5 70 70
E. TOTAL 165 177.5 175 167.5 175 167.5 172.5 180
Continued on Page 2
Cumulative Evaluation Sheet - RFP Item #16-157
On Call Drainage Easement and
Pond Cleaning/Clearing Services
for Augusta, Georgia - Engineering
May 18, 2016 2:00 p.m.
Vendors
Scope of Services (Total Points 200)
Proposer’s Overall Ability to Provide the Services (Total Points 470)
Quality of RFP
RANKING - First Round Elimination
(MUST PASS FOR CONTINUED CONSIDERATION)
Second Round Elimination (Total Points 50)
(MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION)
Submittal and Quality of RFP
D. Narrative
E. Scope of Services
1
Brown Management
Svcs.
1129 Brett Dr., Suite C
Conyers, GA 30094
Augusta Lawn & Turf
3618 Phillips Drive
Martinez, Ga 30907
Pond Maintenance of
Augusta
3707 Colbert St
Augusta, GA 30909
Larry Pittman
1249 Gordon Park Rd
Augusta, GA 30901
Jamco Civil
1249 Gordon Park Rd.
Suite 102
Augusta, GA 30901
Horizon Construction
P.O. Box 798
Evans, GA 30809
L-J Inc
220 Stonebridge Dr.
Suite 405
Columbia, SC 29210
Larry L. Mccord LLC
2016 Highland Ave.,
Augusta, GA 30904
Cumulative Evaluation Sheet - RFP Item #16-157
On Call Drainage Easement and
Pond Cleaning/Clearing Services
for Augusta, Georgia - Engineering
May 18, 2016 2:00 p.m.
Vendors
RANKING - First Round Elimination
Within Richmond
County 10 10 10 10 10
Within CSRA 8 8 8
Within Georgia 6 6
Within SE United States
(includes AL, TN, NC, 4 4
All Others 2
TOTAL 603.5 655.5 622.5 602.5 632.5 608 624 637.5
Lowest 10 10
Second 8 8
Third 6 6
Fourth 4 4
Fifth 2 2
611.5 655.5 655.5 602.5 634.5 612 634 637.5
H. References 10 0 0 0 0 0 0 0 0
Total (Total Possible
Score 750)
Total 750 611.5 655.5 655.5 602.5 634.5 612 634 637.5
Evaluator: Cumulative Date: 5/18/16
Procurement DepartmentRepresentative: Nancy Williams
Procurement Department Completion Date: 5/18/16
G. Cost/Fee Proposal (Enclose in a separate sealed envelope)
Reference(s) (Total Points 10
Cost/Fee Consideration (Total Points 10)
Proximity to Area (Total Points 10)
Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide additional information if deemed necessary.
Internal Use Only
F. Proximity to Area
TOTAL with FEE
2
Commission Meeting Agenda
8/2/2016 2:00 PM
On-Call Maintenance Vegetation Control and ROW Mowing Contract Award Bid Item #16-152
Department:Engineering
Department:Engineering
Caption:Motion to approve award of the On-Call Maintenance Vegetation
Control and Right of Way (ROW) Mowing Contract to Augusta
Lawn & Turf, Winsay, Inc., Augusta Quality Lawn Care, Rise &
Shine Lawn Care/Landscaping, LLC, Jamco Civil, LLC, and
Larry McCord LLC. Award is contingent upon receipt of signed
contracts and proper insurance documents. Also, approve
$2,000,000 to fund the proposed on-call maintenance vegetation
control and row mowing services as requested by AED. (RFP 16-
152) (Approved by Engineering Services Committee July 26,
2016))
Background:Effective January 1, 2016, Augusta Commission authorized a
Stormwater Utility (SWU) Program be implemented. One of the
key elements of the SWU Program is establishing a proactive
Infrastructure Maintenance Program, that would include
vegetation control, and ROW mowing. It was determined by AED
to supplement AED’s present maintenance resources with on-call
services, such as vegetation control and ROW mowing. This
additional resource would afford AED a practical approach to
complete and sustain much needed maintenance services in a
timely and efficient manner. Such services are essential to
minimizing public safety risks, damages to public property and
associated potential hazard liabilities.
Analysis:RFPs were evaluated on May 18, 2016 with Augusta Lawn &
Turf, Winsay, Inc., Augusta Quality Lawn Care, Rise & Shine
Lawn Care/Landscaping, LLC, Jamco Civil, LLC, and Larry
McCord LLC being the selected firms. Firms were evaluated
based on qualifications, relevant experience, and ability to provide
requested services. Following are negotiated Unit Fees of the
requested primary services. Description Unit Unit Price 1.Right-
of-Mowing CL Mile $2,550.00 2.Right-of-Way Cleaning CL Mile
$775.00 3.Pipe / Culvert Cleaning LF $27.50 It is the
recommendation of the Engineering Department to award this
Cover Memo
project to aforementioned firms.
Financial Impact:Funds are available in the amount of $2,000,000 in Stormwater
Utility Program.
Alternatives:1. Approve award of the On-Call Maintenance Vegetation Control
and Right of Way (ROW) Mowing Contract to Augusta Lawn &
Turf, Winsay, Inc., Augusta Quality Lawn Care, Rise & Shine
Lawn Care/Landscaping, LLC, Jamco Civil, LLC, and Larry
McCord LLC. Award is contingent upon receipt of signed
contracts and proper insurance documents. Also, approve
$2,000,000 to fund the proposed on-call maintenance vegetation
control and ROW mowing services as requested by AED. 2. Do
not approve and identify alternate way to provide needed
maintenance services.
Recommendation:Approve Alternative Number One
Funds are Available
in the Following
Accounts:
Stormwater Utility Program FY 2016 Budget
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Request for Proposal
Request for Proposals will be received at this office until Tuesday, May 3, 2016 @ 11:00 a.m. for furnishing
for the Augusta Engineering Department:
RFP Item #16-152 On Call Maintenance Vegetation Control and Right-of Way Mowing
RFP Item #16-155 On Call Concrete Repair, Concrete Construction, and Emergency Repair
RFP Item #16-156 On Call Tree Removal & Tree Removal Services
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair 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, April 11, 2016 @
5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of
contract with the successful bidder.
Request for proposals (RFP) and specifications. An RFP 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 request for proposal 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 waivable 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 places the
proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 3, 10, 17, 24, 31, April 7, 2016
Metro Courier March 9, 2016
VENDORS Attachment B E-Verify #SAVE
Form Original 7 Copies Fee
Proposal
Larry Pittman & Associates
1249 Gordon Park Road,
Augusta, GA 30901
Yes 230014 No Yes Yes Yes
Rise and Shine Lawn Care
1159 Walton Trail
Hephzibah, GA 30815
Yes 905907 Yes Yes Yes Yes
Augusta Lawn & Turf
3618 Phillips Drive
Martinez, Ga 30907
Yes 202665 Yes Yes Yes Yes
Winsay, Inc
P.O. Box 55
Harlem, GA 30814
Yes 494613 Yes Yes Yes Yes
Jamco Civil
P.O. Box 10710
Atlanta, Ga 30310
Yes 923698 Yes Yes Yes Yes
Augusta Quality Lawn Care
1540 Keron Way
Hephzibah, GA 30815
Yes 409305 Yes Yes Yes Yes
Larry L. Mccord LLC
2016 Highland Ave.,
Augusta, GA 30904
Yes 469967 Yes Yes Yes Yes
Total Number Specifications Mailed Out: 29
Total Number Specifications Download (Demandstar): 10
Total Electronic Notifications (Demandstar): 57
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 7
Total Noncompliant: 1
RFP Opening
RFP Item #16-152
On Call Maintenance Vegetation Control
and Right-of-Way Mowing
for Augusta, Georgia - Engineering Department
RFP Due: Tuesday, May 3, 2016 @ 11:00 a.m.
Page 1 of 1
Rise and Shine
Lawn Care
1159 Walton Trail
Hephzibah, GA 30815
Augusta Lawn & Turf
3618 Phillips Drive
Martinez, Ga 30907
Winsay, Inc
P. o. Box 55
Harlem, GA 30814
Jamco Civil, LLC
1249 Gordon Park Rd.,
Ste 102
Augusta, Ga 30901
Augusta Quality Lawn
Care
1540 Keron Way
Hephzibah, GA 30815
Larry L. Mccord LLC
2016 Highland Ave.,
Augusta, GA 30904
A. Package submitted by
the deadline
Pass/Fail PASS PASS PASS PASS PASS PASS
B. Package is complete
(includes requested
information as required
per this solicitation)
Pass/Fail PASS PASS PASS PASS PASS PASS
C. Overall Quality of RFP
(concise and to-the-point) 50 42.5 42.5 36 37.5 40 40
1. Qualifications of
company (company
profile)
100 90 92.5 75 82.5 85 85
2. Financial Responsibility 100 90 87.5 87.5 92.5 82.5 87.5
3. Project Management 95 87.5 90 85 85 85 82.5
4. Key Personnel & Staff 90 85 87.5 77.5 80 82.5 82.5
5. Organizational
Qualifications 75 70 70 70 70 70 70
6.Optional Interview
(Potential bonus Points) 10
D. TOTAL 422.5 427.5 395 410 405 407.5
1. Technical Approach 50 42.5 42.5 42.5 42.5 42.5 42.5
2. Specific relevant
experience of your
company.
35 30 32.5 30 32.5 32.5 32.5
3. A detailed description
of prior type services
rendered.
40 35 35 30 32.5 35 35
4. Resource Availability
(Labor and Equipment) 75 65 67.5 65 67.5 67.5 70
E. TOTAL 172.5 177.5 167.5 175 177.5 180
Submittal and Quality of RFP
D. Narrative
E. Scope of Services
Cumulative Evaluation Sheet - RFP RFP Item #16-152
On Call Maintenance Vegetation Control
and Right-of-Way Mowing for Augusta, Georgia -
Wednesday, May 18, 2016 @ 2:00 p.m.
Vendors
Scope of Services (Total Points 200)
Proposer’s Overall Ability to Provide the Services (Total Points 470)
Quality of RFP
RANKING - First Round Elimination
(MUST PASS FOR CONTINUED CONSIDERATION)
Second Round Elimination (Total Points 50)
(MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION)
1
Rise and Shine
Lawn Care
1159 Walton Trail
Hephzibah, GA 30815
Augusta Lawn & Turf
3618 Phillips Drive
Martinez, Ga 30907
Winsay, Inc
P. o. Box 55
Harlem, GA 30814
Jamco Civil, LLC
1249 Gordon Park Rd.,
Ste 102
Augusta, Ga 30901
Augusta Quality Lawn
Care
1540 Keron Way
Hephzibah, GA 30815
Larry L. Mccord LLC
2016 Highland Ave.,
Augusta, GA 30904
Cumulative Evaluation Sheet - RFP RFP Item #16-152
On Call Maintenance Vegetation Control
and Right-of-Way Mowing for Augusta, Georgia -
Wednesday, May 18, 2016 @ 2:00 p.m.
Vendors
RANKING - First Round Elimination
Within Richmond
County 10 10 10
Within CSRA 8 8 8 8
Within Georgia 6 6
Within SE United States
(includes AL, TN, NC, SC,
FL)
4
All Others 2
TOTAL 8 8 6 10 8 10
Lowest 10 10
Second 8 8
Third 6 6
Fourth 4 4
Fifth 2 2
TOTAL 6 8 0 2 10 4
H. References 10 0 0 0 0 0 0
Total (Total Possible
Score 750)
Total 750 651.5 663.5 604.5 634.5 640.5 641.5
Internal Use Only
F. Proximity to Area
Evaluator: Cumulative Date: 5/18/16
Procurement DepartmentRepresentative: Nancy Williams
Procurement Department Completion Date: 5/18/16
G. Cost/Fee Proposal (Enclose in a separate sealed envelope)
Reference(s) (Total Points 10
Cost/Fee Consideration (Total Points 10)
Proximity to Area (Total Points 10)
Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide additional information if deemed necessary.
2
Commission Meeting Agenda
8/2/2016 2:00 PM
On-Call Vac-Con Services-Contract Award – (Bid Item #16-159)
Department:Engineering
Department:Engineering
Caption:Motion approve award of the On-Call Vac-Con Services Contract
to Augusta Industrial Services, Inc. and Jamco Civil, LLC,.
Award is contingent upon receipt of signed contracts and proper
insurance documents. Also approve $300,000 to fund the
proposed on-call vac-con services as requested by AED. (RFP 16-
159) (Approved by Engineering Services Committee July 26,
2016)
Background:Effective January 1, 2016, Augusta Commission authorized a
Stormwater Utility (SWU) Program be implemented. One of the
key elements of the SWU Program is establishing a proactive
Infrastructure Maintenance Program, that would include
maintenance of storm conveyance systems such as pipes and
structures. It was determined by AED to supplement AED’s
present maintenance resources with on-call services, such as vac-
con services. This additional resource would afford AED a
practical approach to complete and sustain much needed
maintenance services in a timely and efficient manner. Such
services are essential to minimizing public safety risks, damages
to public property and associated potential hazard liabilities.
Analysis:RFPs were evaluated on May 18, 2016 with Brown Management
Services, Augusta Industrial Services, Inc. and Jamco Civil, LLC,
being the selected firms. Firms were evaluated based on
qualifications, relevant experience, and ability to provide
requested services. Following are the negotiated unit fees for the
requested primary services. ITEM UNIT UNIT PRICE CURB
INLET CLEANING EA $375.00 FIELD INLET CLEANING EA
$375.00 MANHOLE CLEANING EA $225.00 STORM SEWER
PIPES LF $7.13 It is the recommendation of the Engineering
Department to award this project to aforementioned firms.
Financial Impact:Funds are available in the amount of $300,000 in Stormwater
Utility Program.
Cover Memo
Alternatives:1. Approve award of the On-Call Vac-Con Services Contract to
Augusta Industrial Services, Inc. and Jamco Civil, LLC,. Award is
contingent upon receipt of signed contracts and proper insurance
documents. Also, approve $300,000 to fund the proposed on-call
vac-con services as requested by AED. 2. Do not approve and
identify alternate way to provide needed maintenance services.
Recommendation:Approve Alternative Number One
Funds are Available
in the Following
Accounts:
Stormwater Utility Program FY2016 Budget
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Request for Proposal
Request for Proposals will be received at this office until Thursday, May 5, 2016 @ 11:00 a.m. for furnishing
for the Augusta Engineering Department:
RFP Item #16-157 On Call Drainage Easement and Pond Cleaning/Clearing Services
RFP Item #16-159 On Call Vac-Con Services
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair 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, April 11, 2016 @
5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of
contract with the successful bidder.
Request for proposals (RFP) and specifications. An RFP 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 request for proposal 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 waivable 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 places the
proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 3, 10, 17, 24, 31, April 7, 2016
Metro Courier March 9, 2016
VENDORS Attachment B E-Verify #SAVE
Form Original 7 Copies Fee
Proposal
Augusta Industrial Svcs. Inc.
15 Lovers Lane
Augusta, GA 30916
Yes 242921 Yes Yes Yes Yes
Jamco Civil, LLC
1249 Gordon Park Rd.,
Suite 102
Augusta, Ga 30901
Yes 923698 Yes Yes Yes Yes
Total Number Specifications Mailed Out: 10
Total Number Specifications Download (Demandstar): 6
Total Electronic Notifications (Demandstar): 309
Mandatory Pre-Bid/Telephone Conference: NA
Total packages submitted: 2
Total Noncompliant: 0
RFP Opening
RFP Item #16-159
On Call Vac-Con Services
for Augusta, Georgia - Engineering Department
RFP Due: Thursday, May 5, 2016 @ 11:00 a.m.
The following vendors did not respond:
Larry L. Mccord LLC / 2016 Highland Ave., / Augusta, GA 30904
Augusta Lawn & Turf / 3618 Phillips Drive / Martinez, Ga 30907
Page 1 of 1
Augusta Industrial Svcs. Inc.
15 Lovers Lane
Augusta, GA 30916
Jamco Civil, LLC
1249 Gordon Park Rd.,
Ste 102
Augusta, Ga 30901
A. Package submitted by the deadline Pass/Fail PASS PASS
B. Package is complete (includes
requested information as required
per this solicitation)
Pass/Fail PASS PASS
C. Overall Quality of RFP
(concise and to-the-point) 50 47.5 37.5
1. Qualifications of company
(company profile) 100 90 82.5
2. Financial Responsibility 100 82.5 82.5
3. Project Management 95 85 85
4. Key Personnel & Staff 90 85 85
5. Organizational Qualifications 75 70 70
6.Optional Interview (Potential
bonus Points) 10
TOTAL 412.5 405
1. Technical Approach 50 42.5 42.5
2. Specific relevant experience of
your company. 35 32.5 25
3. A detailed description of prior
type services rendered. 40 40 37.5
4. Resource Availability (Labor
and Equipment) 75 70 57.5
185 162.5
Cumulative Evaluation Sheet
RFP Item #16-159 On Call Vac-Con Services
for Augusta, Georgia -
Engineering Department
Wednesday, May 18, 2016 @ 2:00 p.m.
Vendors
Scope of Services (Total Points 200)
Proposer’s Overall Ability to Provide the Services (Total Points 470)
Quality of RFP
RANKING - First Round Elimination
(MUST PASS FOR CONTINUED CONSIDERATION)
Second Round Elimination (Total Points 50)
(MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION)
Submittal and Quality of RFP
D. Narrative
E. Scope of Services
TOTAL
1
Augusta Industrial Svcs. Inc.
15 Lovers Lane
Augusta, GA 30916
Jamco Civil, LLC
1249 Gordon Park Rd.,
Ste 102
Augusta, Ga 30901
Cumulative Evaluation Sheet
RFP Item #16-159 On Call Vac-Con Services
for Augusta, Georgia -
Engineering Department
Wednesday, May 18, 2016 @ 2:00 p.m.
Vendors
RANKING - First Round Elimination
Within Richmond County 10 10 10
Within CSRA 8
Within Georgia 6
Within SE United States (includes
AL, TN, NC, SC, FL) 4
All Others 2
10 10
Lowest 10 10
Second 8 8
Third 6
Fourth 4
Fifth 2
10 8
H. References 10 0 0
Total (Total Possible Score 750)
Total 750 665 623
Evaluator: Cumulative Date: 5/18/16
Procurement DepartmentRepresentative: Nancy Williams
Procurement Department Completion Date: 5/18/16
Reference(s) (Total Points 10
Cost/Fee Consideration (Total Points 10)
Proximity to Area (Total Points 10)
Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide
additional information if deemed necessary.
Internal Use Only
F. Proximity to Area
TOTAL
TOTAL
2
Commission Meeting Agenda
8/2/2016 2:00 PM
USGS Agreement for Groundwater Monitoring
Department:Utilities
Department:Utilities
Caption:Motion to authorize the execution of an agreement with the U. S.
Department of the Interior U. S. Geological Survey (USGS) for
the operation, modeling and analyzing of monitoring wells to
investigate water levels and water quality for Augusta's
groundwater production facilities. (Approved by Engineering
Services Committee July 26, 2016)
Background:Monitoring groundwater levels and quality is important for
protection and effective management of our water resources. The
Augusta water supply at our three groundwater production
facilities draws water from the Dublin-Midville aquifer system.
The continuation of the monitoring program that is being
proposed will provide valuable information to protect this
important water source for Augusta. The attached proposed
agreement for year 2016 sets the cost at $90,276.00.
Analysis:The proposed program is to continue monitoring the current
groundwater levels, flow directions and water quality in the
Dublin-Midville aquifer system up-gradient of our three
established well fields. The data gathered from the monitoring
process will provide information to support water management
and water quality protection for our production facilities. This
program also includes a groundwater modeling component. This
program is an important part of our efforts to insure the future
availability of groundwater as a valuable component of our water
production capabilities. As such, we believe that the continuation
of our ongoing partnership with the USGS into the foreseeable
future is highly desirable. Since this needs to be an ongoing
commitment we believe that this agreement should be approved
and authorized for annual renewal for an additional three years
unless the cost increases above $100,000 in any year.
Financial Impact:$90,276.00 is within the budgeted amount included in our
approved 2016 budget for this expense.
Cover Memo
Alternatives:No feasible alternatives.
Recommendation:We recommend the Commission authorize the execution of the
proposed agreement with the USGS for the year 2016 in the
amount of $90,276.00. We further recommend authorization to
renew this agreement annually for an additional three years as
long as the annual cost does not exceed $100,000.
Funds are Available
in the Following
Accounts:
506043540/5213119
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Minutes
Department:
Department:
Caption:Motion to approve the minutes of the regular meeting of the
Commission held July 19, 2016 and Special Called Meetings
held July 25 & 26, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Alcohol Application
Department:Planning & Development
Department:Planning & Development
Caption:New Application: A. N. 16-27: A request by Amarjit Kaur for a
retail package Beer & Wine License to be used in connection with
AM-PM Convenience Store located at 3982 Mike Padgett
Highway. District 1. Super District 10.
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 a fee of $665.00.
Alternatives:
Recommendation:The Planning & Development Department recommends approval.
The R.C.S.O. recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Law
Administrator
Clerk of Commission
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Motion to approve a Contract with Elections Systems and Software for the transfer of software license
fees
Department:Board of Elections
Department:Board of Elections
Caption:Motion to approve a contract with Election Systems and Software
for the transfer of software license fees.
Background:The State of Georgia has a uniform voting system and requires a
certain type of voting equipment to be used statewide. This voting
equipment is also used in many other jurisdictions around the
Country. The equipment sells new for $1,395.00 per unit. In
November 2015, the State of Georgia issued a policy statement
allowing counties in Georgia to purchase used voting equipment
and mandated that all used equipment be tested and certified by
the Center for Election Systems at Kennesaw State
University. The Center for Election Systems is also responsible
for testing and certifying all new voting equipment that is
purchased by counties in Georgia. Through a series of fortunate
events, the Richmond County Board of Elections has an
opportunity to procure 100 slightly used voting units from Adams
County, Colorado, who has recently implemented a uniform
voting system to support vote-by-mail. The acquisition includes
all cables, memory cards, transport cards and covers for the
units. The voting equipment comes to Richmond County at no
cost, per se, except for shipping the units and the cost for
transferring the software licenses from Adams County, CO to
Richmond County. The cost for the transfer is $150 per unit or
$15,000 in total. The approximate cost for shipping the equipment
will be $2,000. As a part of its 2016 Budget, the Board of
Elections was allocated $40,000 for the repair and replacement of
voting equipment, so the funding is in place for this expenditure
upon approval. The voting units have been inspected by Merle
King, Executive Director for the Center for Election Systems at
Kennesaw State University. He has found the machines to be “in
great shape, showing only light wear and tear on the cases.”. Upon
arrival, the voting units will be updated with Georgia’s version of
the operating system, tested and certified by the Center for
Election Systems. By request of the Board of Elections, the
Cover Memo
contract for the software license transfer was reviewed by the City
Law Department. At its Regular Monthly Meeting on April 18,
2016, the Board of Elections unanimously adopted a Resolution
recommending to the Augusta Commission that it authorize the
Mayor and Clerk of Commission to execute, with review by the
Law Department, an agreement with Election Systems and
Software, LLC for the required election software licenses for the
one hundred (100) AccuVote TSX terminals (voting units).
Analysis:It is anticipated that the State of Georgia will use its current voting
system up until 2023. The acquisition of these 100 voting units
places Augusta-Richmond County in an enviable position in terms
of voting machine inventory that should meet our need for voting
equipment during the foreseeable future.
Financial Impact:Were we to purchase these units new the cost would be
approximately $140,000. The cost for the software license
transfers and shipping the voting units to Georgia is $17,000.
Alternatives:Purchase new equipment as needed.
Recommendation:Approve the execution of the contract, the acceptance of the
equipment and the expenditure of the necessary funds.
Funds are Available
in the Following
Accounts:
101-01-4111-52.23112
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Commission Meeting Agenda
8/2/2016 2:00 PM
Affidavit
Department:
Department:
Caption:Motion to approve 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