HomeMy WebLinkAbout2006-02-27-Meeting Agenda
Engineering Services Committee
Meeting
Committee Room- 2/27/2006- 3:00 PM
ENGINEERING SERVICES
1. Motion to approve an Option for Right-of-Way between
Avondale Mills, Inc., as owner, and Augusta, Georgia, for
the following property located at 510 Cottage Street for a
purchase price of $63,510.00 and to acquire subject
property: 0.473 acre (20,595.15 sq. ft.) in fee and 0.039
acre (1,715.38 sq. ft.) of permanent utility construction and
maintenance easement.
Attachments
2. Motion to authorize condemnation of a portion of Property
# 128-0-079-00-0 3621 Karleen Road, which is owned by
Pauline R. Johnson for 1,274 Sq. Feet for a Permanent
Easement and for 849 Sq. Feet for a Temporary Easement.
AUD Project: Horsepen Sanitary Sewer, Phase 2.
Attachments
3. Presentation by Ms. Jennie Foster.
Attachments
4. Approve expenditure of SPLOST IV funds in the amount
of up to $63,796 allocated for roof replacement at the
Records Retention Center. Also, award a contract for
installation of high density modular shelving to Modern
Business Systems of Augusta in the amount of $36,029.91,
increasing storage capacity by 2,000 boxes. This firm was
the lowest responsive bidder to RFP #06-087.
Attachments
5. Approve a change order to RW Beck in an amount of
$300,000 to fund a public information program relating to
solid waste management in Augusta-Richmond County,
highlighting the upcoming changes in collection.
Attachments
6. Motion to approve entering into an agreement with New
South Associates in the amount of $99,079 for the
Attachments
www.augustaga.gov
mitigation of an African-American archaeological site on
the St. Sebastian Street Way/Greene Street/15th Street
project, CPB # 327-04-296812003. Funding is available in
SPLOST Phase IV Project Engineering Account
324041110-5212115/202824003-5212115.
7. Consider options for the installation of a base for the
James Brown statue. (Requested by Commissioner
Williams)
Attachments
Engineering Services Committee Meeting
2/27/2006 3:00 PM
Acquisition of Right-of-Way - Avondale Mills, Inc.
Department:County Attorney - Stephen E. Shepard, Attorney
Caption:Motion to approve an Option for Right-of-Way between
Avondale Mills, Inc., as owner, and Augusta, Georgia, for
the following property located at 510 Cottage Street for a
purchase price of $63,510.00 and to acquire subject property:
0.473 acre (20,595.15 sq. ft.) in fee and 0.039 acre (1,715.38
sq. ft.) of permanent utility construction and maintenance
easement.
Background:The orginal appraised value of the right-of-way is $46,960.00
and the property owner has countered with $63,510.00. The
increase over the option offer is to establish parking on area
that will be lost due to acquisition of the 0.4739 acres of
right-of-way and fee simple and the0.039 acres of permanent
construction and maintenance easement.
Analysis:The purchase of the referenced right-of-way and easement is
necessary for the improvements.
Financial Impact:The costs necessary for this purchase will be covered under
the project budget. The County will advance the necessary
funds to purchase and the Georgia Department of
Transportation will reimburse after acquisition of the
property.
Alternatives:Deny the motion to approve the purchase of the referenced
right-of-way and easement.
Recommendation:Approve the motion to purchase the referenced right-of-way
and easement.
Funds are
Available in the
Following
Accounts:G/L: 324041110-5411120 J/L: 202824003-5411120
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Engineering Services Committee Meeting
2/27/2006 3:00 PM
Condemnation - Pauline R. Johnson
Department:County Attorney - Stephen E. Shepard, Attorney
Caption:Motion to authorize condemnation of a portion of Property #
128-0-079-00-0 3621 Karleen Road, which is owned by
Pauline R. Johnson for 1,274 Sq. Feet for a Permanent
Easement and for 849 Sq. Feet for a Temporary Easement.
AUD Project: Horsepen Sanitary Sewer, Phase 2.
Background:The appraised value of the easement is $340.00. In order to
timely acquire access, condemnation will be necessary.
Analysis:Condemnation is required in order to acquire the easement.
Financial Impact:The necessary costs will be covered by project budget.
Alternatives:Deny the authorization to condemn.
Recommendation:Approve the authorization to condemn.
Funds are
Available in the
Following
Accounts:
G/L 510043420-5411120 J/L 80250202-5411120
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Engineering Services Committee Meeting
2/27/2006 3:00 PM
Jennie Foster
Department:Clerk of Commission
Caption:Presentation by Ms. Jennie Foster.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Engineering Services Committee Meeting
2/27/2006 3:00 PM
Records Retention Shelving
Department:Public Services Department - Facilities Management
Division
Caption:Approve expenditure of SPLOST IV funds in the amount of
up to $63,796 allocated for roof replacement at the Records
Retention Center. Also, award a contract for installation of
high density modular shelving to Modern Business Systems
of Augusta in the amount of $36,029.91, increasing storage
capacity by 2,000 boxes. This firm was the lowest responsive
bidder to RFP #06-087.
Background:Phase IV SPLOST included an allocation of $95,050 to
replace the roof on the Records Retention Center at 1157 5th
Street in Augusta. The work was successfully completed for
$31,254 leaving a balance of $63,796 available for additional
improvements at this state-mandated facility. Augusta is
required by state law to archive documents in accordance
with the Georgia Records Retention Schedule. Some
documents must only be held for a year while others must be
retained in perpetuity. This requires ever-increasing space to
meet the law. At present we have the capacity to store 13,132
boxes of documents and we are almost at capacity with
approximately 13,000 spaces filled. Departments that make
use of the center have a backlog of information that needs to
be transferred to the center. To further complicate matters,
there is no longer room to add more stationary shelving units
in the existing center.
Analysis:To meet current and future needs, we will either need to
expand the existing building, find a new location, or find a
way to increase the capacity in the existing building. Staff
has investigated the estimated costs of a couple of options to
meet the needs of county departments for records storage.
Installation of a manually-operated mobile storage system
which makes use of existing shelving systems will cost
$36,029.91 and will increase capacity by 2,000 boxes. This
would only be in part of the building and, based on current
projections, this should cover us through 2008. Use of
additional mobile units in the future could increase the total
storage capacity in the existing building to 29,340 boxes,
which is more than double the existing capacity. It would
take an estimated $240,000 to accomplish this. Should we
ever decide to relocate the Records Retention Center to
another building, the dense pack system could be relocated as
well. By contrast, construction of additional space to contain
the same 2,000 boxes on stationary shelving would require
construction of about 800 SF. At an estimated cost of $75 per
SF, this would run $60,000 and would still only provide
capacity through 2008. Furthermore, space to expand is
limited on the existing site. We would have to build an
additional 6,000 SF at an estimated cost of $450,000 to equal
the storage capacity available through the use of the mobile
shelving.
Financial Impact:The cost of the contract is $36,029.91. Staff would like to
investigate how much additional capacity we could acquire if
we use the balance of the SPLOST IV funding for the
Records Retention Center.
Alternatives:1. Approve expenditure of SPLOST IV funds in the amount
of up to $63,796 allocated for roof replacement at the
Records Retention Center. Also, award a contract for
installation of high density modular shelving to Modern
Business Systems of Augusta in the amount of $36,029.91,
increasing storage capacity by 2,000 boxes. This firm was the
lowest responsive bidder to RFP #06-087. 2. Identify
additional funding to expand the existing center.
Recommendation:Alternative #1. Approve expenditure of SPLOST IV funds in
the amount of up to $63,796 allocated for roof replacement at
the Records Retention Center. Also, award a contract for
installation of high density modular shelving to Modern
Business Systems of Augusta in the amount of $36,029.91,
increasing storage capacity by 2,000 boxes. This firm was the
lowest responsive bidder to RFP #06-087.
Funds are
Available in the
Following
Accounts:
324-05-1120-201150420
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Engineering Services Committee Meeting
2/27/2006 3:00 PM
RW Beck media proposal
Department:Solid Waste
Caption:Approve a change order to RW Beck in an amount of
$300,000 to fund a public information program relating to
solid waste management in Augusta-Richmond County,
highlighting the upcoming changes in collection.
Background:
The Solid Waste Department initiated a new contract with
three solid waste collection contractors to collect solid waste,
yard trimmings, recyclables, and bulky items from 53,000
households. This contract will result in many changes and
improvements in solid waste collection in the County. Some
of the biggest changes and improvements include: ? New
collection days and times; ? More convenient holiday and
special event collection schedule; ? New collection and fee
structure for downtown businesses; ? New County operated
customer service hotline; ? New quarterly billing system; ?
New requirements for setting out yard trimmings; ? New
materials to recycle; and ? New recycling containers
available. R. W. Beck was contracted to assist the Solid
Waste Department in the implementing these changes,
including assisting the County with procurement of carts,
billing systems, processing and marketing of recyclables;
evaluating existing ordinances and internal policies and
procedures for consistency with new programs; assisting with
ensuring contractor compliance; and developing an approach
to inform and educate the public about the changes. R.W.
Beck, Inc., with the assistance of Full Circle
Communications, a community relations firm and a certified
DBE contractor registered with Augusta, prepared an
approach to inform and educate the public on the improved
collection program. This public relations plan includes
developing and updating the Solid Waste Department web
site, providing local citizens groups with presentation
materials and coordinating with them to reach their
constituency; promoting program changes through utility bill
inserts and other mailings; and implementing a media plan
that involves public service announcements, radio and TV
ads, and press releases.
Analysis:By approving this change order, Augusta will be able to offer
the citizens a series of benefits. They include: ? Awareness of
changes to their solid waste collection and recycling program
before they happen; ? Answers to questions about collection
days, materials collected, payment methods, and all aspects
of their solid waste collection system; ? Knowledge of
opportunities to reduce waste; ? Opportunities to reduce cost
and ensure timely payment of solid waste collection fees; ?
Clear direction regarding how to get customer service issues
addressed; and ? A positive view of the changes to being
made by the County with regard to solid waste management.
The benefits to the department include; ? Fewer calls from
confused customers once changes take place. ? Fewer
dissatisfied customers; ? Improved collection of fees as
customers are aware of the payment requirements; ?
Increased recycling as customers will be encouraged to
recycle; ? Extended landfill life as customers will be
informed of opportunities to reduce waste; ? Reduced litter
and illegal dumping as citizens will be informed of their
collection programs; and ? Citizen support for the positive
changes being made by the County.
Financial Impact:The initial cost will be $300,000. However, if customers are
not informed of changes to their solid waste collection
system, opportunities for reduction, payment schedules, etc.,
the Department may incur additional costs required to
address increased complaints and customer service calls,
enforcement requirements of ordinances related to solid
waste, clean up litter, collect unpaid fees, and otherwise
address the impacts of uninformed customers. Due to the
financial deficit or the solid waste collections program, the
enterprise fund 542 (solid waste collections) will need to
borrow funds from enterprise fund 541 (landfill) to complete
this transaction.
Alternatives:
1. Approve a change order to RW Beck in an amount of
$300,000 to fund a public information program relating to
solid waste management in Augusta-Richmond County,
highlighting the upcoming changes in collection. 2. Reduce
the amount of funding and reduce the opportunities and
approaches to communicate changes and improvements to
customers. 3. Disapprove the request and address the
consequences of customers that are uninformed and unaware
of the requirements and benefits of the new solid waste
collection system.
Recommendation:Approve Alternative 1.
Funds are
Available in the
Following
Accounts:
A budget transer of $200,000 from account 541-04-
4210/5222130 to account 541-04-4210/5311810 will create
an account balance of $303,000 in special events.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Deliverable Units Hrs Labor Postage Production
costs/materials Total Cost
1
Mass mailer 65000 4 $320 $17,550 $4,000 $21,870
Phone msg 65000 4 $320 $0 $6,500 $6,820
Bill Insert 65000 4 $320 $0 $0 $320
Public access ad 24 $1,920 $0 $0 $1,920
Fact Sheets/flyers 6 $480 $0 $1,000 $1,480
Maps 6 $480 $0 $1,000 $1,480
Press release 8 $640 $0 $0 $640
Media Plan: local newspapers, billboards, TV/Cable,
Radio
(see media plan)$0 $50,000
$50,000
2
Flyer/Info card 5,000 8 $640 $0 $900 $1,540
Website text update 3 $240 $0 $0 $240
Informational postcard mailer 65,000 8 $640 $24,050 $4,000 $28,690
Refrigerator Magnet ( to be mailed w/ postcard) 65,000 12 $960 $18,500 $19,460
Website text 3 $240 $0 $0 $240
3
Posters 500 10 $800 $0 $800 $1,600
Website text update 3 $240 $0 $0 $240
4
Carbon-copy attachable tag 15,000 8 $640 $0 $4,200 $4,840
Carbon copy doorhanger 15,000 8 $640 $0 $4,200 $4,840
Website text update 3 $240 $0 $0 $240
5
Mailing: letter 400 4 $320 $136 $150 $606
Calls to business owners 400 4 $320 $0 $40 $360
Website text updates 4 $320 $0 $0 $320
6
Bill inserts 65000 4 $320 $0 $0 $320
Website text 3 $240 $0 $0 $240
7
Bill insert 65000 4 $320 $0 $0 $320
Web text 6 $480 $0 $0 $480
Mass phone messaging 65000 4 $320 $0 $6,500 $6,820
Public Access informational piece 10 $800 $0 $0 $800
Prepare Presentation 20 $1,600 $0 $0 $1,600
Staff training on presentation 8 $640 $0 $0 $640
Presentation updates 18 $1,440 $0 $0 $1,440
Coordination of presentation with community grps 120 $9,600 $0 $0 $9,600
Meeting attendance and presentation 48 $3,840 $0 $0 $3,840
Development of customer/stakeholder database 24 $1,920 $0 $0 $1,920
Coordination and interface with organizations;
transfer of information for distribution within orgs.
120 $9,600 $0 $0
$9,600
Initial setup 32 $2,560 $0 $0 $2,560
Regular website updates (2 hrs wkly review) 96 $7,680 $0 $0 $7,680
Monthly research of events 48 $3,840 $0 $0 $3,840
Coordination of information station at events with
hosts organization
6 events 24 $1,920 $0 $0
$1,920
Manning information station at events 6 events 48 $3,840 $0 $0 $3,840
Coordination w/ GIS for production 24 $1,920 $0 $0 $1,920
Working w/ webmaster to get on website 24 $1,920 $0 $0 $1,920
Release developed for each message (excluding
kick-off)
9 45 $3,600 $0 $0
$3,600
Distribution of releases to all media sources 80 $6,400 $0 $0 $6,400
Quarterly development of newsletter & mailing 300 48 $3,840 $500 $600 $4,940
Monthly review and updates all of materials & ads 150 $12,000 $0 $0 $12,000
Review process of original and updated materials
and update w/ suggestions from M. Johnson (heavy
first month)
75 $6,000 $0 $0
$6,000
Monthly Progress reports 12 48 $3,840 $0 $0 $3,840
Status meeting w/ Solid Waste staff & RW Beck
Team – on site & via conference call
24 120 $9,600 $0 $0
$9,600
Additional materials as requested $0 $2,870 $0 $2,870
$110,800 $45,106 $102,390 $258,296
RW Beck Management Fee (10%)$25,829.60
TOTAL $284,125.60
40
SUBTOTAL
Maintenance of Progam
Media releases
Newsletter
Maps
Teaming Opportunities
Website
Partnerships
Database Development
Presentation
New quarterly billing, recycling carts and allowable materials
Downtown Business Customers Changes
County Customer Service line
New Red Tag
Yard Debris
Collection Schedule & Masters Cleanup
Message
Messaging Materials
Kick-Off
Engineering Services Committee Meeting
2/27/2006 3:00 PM
St. Sebastian Archaeological Agreement
Department:Engineering Department-Abie L. Ladson, P.E., Interim
Director
Caption:Motion to approve entering into an agreement with New
South Associates in the amount of $99,079 for the mitigation
of an African-American archaeological site on the St.
Sebastian Street Way/Greene Street/15th Street project, CPB
# 327-04-296812003. Funding is available in SPLOST Phase
IV Project Engineering Account 324041110-
5212115/202824003-5212115.
Background:This is a Georgia Department of Transportation (GDOT)
project that will extend St. Sebastian Way on new location
from Walton Way to Riverwatch Parkway and provide
connectivity to Broad Street. Final design plans are 80%
complete, right of way acquisition is underway and the
project is currently scheduled to receive bids in November,
2006.
Analysis:The Engineering Department is responsible for the design
activities on this project, with reimbursement from GDOT
equal to 80%. The alignment encroaches on an African-
American archaeological site that the Federal Highway
Administration (FHWA), National Historic Preservation
Office, State Historic Preservation Office (SHPO) and
GDOT have deemed eligible for inclusion on the National
Register of Historic Places. On August 10, 2004, the City
executed a MEMORANDUM OF AGREEMENT with
FHWA, GDOT and SHPO which stated that the Engineering
Department would be responsible for the mitigation of this
site. On January 6, 2006, letters of interest were sent to 6
consultant firms that are on the GDOT pre-qualified list
asking for bids. Bids were received from 3 of the firms, with
the cost ranging from $99,079 to $191,470. The 3 proposals
were submitted to GDOT for review, and they concurred
with the Engineering Department’s recommendation to select
the bid of $99,079 from New South Associates.
Financial Impact:New South Associates has proposed a cost of $99,079 to
mitigate the African-American archaeological site. GDOT
has advised that the cost is acceptable and will be
reimbursable to Augusta Richmond County at 80%. Funds
are available in the SPLOST Phase IV Project Engineering
Account.
Alternatives:1) The Engineering Department requests approval to enter
into an agreement with New South Associates in the amount
of $99,079 for the mitigation of an African-American
archaeological site on the St. Sebastian Street Way/Greene
Street/15th Street project, CPB # 327-04-296812003.
Funding is available in SPLOST Phase IV Project
Engineering Account 324041110-5212115/202824003-
5212115. 2) Do not approve the request which will violate
the MEMORANDUM OF AGREEMENT the City executed
on Augusta 10, 2004, and would also jeopardize the federal
funds that have been authorized/identified for this project.
Recommendation:Approve Alternative Number One
Funds are
Available in the
Following
Accounts:
324041110-5212115 202824003-5212115
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Engineering Services Committee Meeting
2/27/2006 3:00 PM
Base for James Brown Statue
Department:Clerk of Commission
Caption:Consider options for the installation of a base for the James
Brown statue. (Requested by Commissioner Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission