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HomeMy WebLinkAbout2008-06-09-Meeting Agenda Engineering Services Committee Meeting Committee Room- 6/9/2008- 1:00 PM ENGINEERING SERVICES 1. Discuss and approve the transfer of the construction funds from the Travis Rd./Plantation Rd. Drainage Improvement Project to partially fund the infrastructure construction of the Dover-Lyman Project as requested by the Engineering Department. Attachments 2. Approve Change Order 3 to Daily Rate Construction Program for $500,000.00. Attachments 3. Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering and Augusta Utilities Departments for Barnett Crossing Subdivision, Section Four. Attachments 4. Motion to approve a Deed of Easement Dedication for Chester Avenue. Attachments 5. Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering, and Augusta Utilities Departments for Devereux Subdivision. Attachments 6. Approve extension of the lease agreement between Augusta and MAU for space within the Hatcher Building located at 501 Greene Street for a period of 30 months. The new rate is proposed to be $13.25 per SF for the duration of the extension. Attachments 7. Presentation by Mr. Larry McCord regarding waterworks installation of a new water line and fire hydrant for new construction. Attachments www.augustaga.gov 8. Approve the Paving Various Roads, Phase IX Project, to be funded from the One Percent Sales Tax Paving Various Dirt Roads Program, Phase IV account for the Engineering Department. Attachments 9. Discuss and approve the soil investigation of properties located at 2722 Smith Drive and 2725 Smith Drive as requested by the Engineering Dept. Attachments Engineering Services Committee Meeting 6/9/2008 1:00 PM Agenda Item - Travis Rd/Plantation Rd. Drainage Impvts 2 Department:Abie L. Ladson, PE, Director of Engineering Caption:Discuss and approve the transfer of the construction funds from the Travis Rd./Plantation Rd. Drainage Improvement Project to partially fund the infrastructure construction of the Dover-Lyman Project as requested by the Engineering Department. Background:The infrastructure improvement to the Dover-Lyman includes Lyman Street, Dover Street, Miles Street, and Frohman Street. Specific improvements will consist of an enclosed storm drainage system, curb and gutter, sidewalks, street lights, and street resurfacing. Design and Land Acquisition cost will be covered through the Housing and Development Department. Currently, no funding source exists for the construction of this project. The funds from Travis Road/Plantation Road will only partially fund the needed construction cost. Both projects are located in District 6. Analysis:The funds that will be transferred from Travis Road/Plantation Road to Dover-Lyman is $2,000,000. The Travis Road/Plantation Road will have a change/reduction in scope, and will require additional engineering. The Design and Land Acquisition process for Travis Road/Plantation Road will also take approximately 2 to 3 years to complete. There are not enough funds in the construction budget for Travis Road to cover the actual construction cost. The estimated cost to fully fund the construction of the Dover- Lyman Infrastructure project is $4,260,000. The $2,000,000 will only cover a portion of the Dover-Lyman cost. Additional funds will have to obtain from another funding source, or from a future SPLOST VI program to complete the funding for Dover-Lyman. Cover Memo Item # 1 Financial Impact:Funds are available. Alternatives:1) Discuss and approve the transfer of the construction funds from the Travis Rd./Plantation Rd. Drainage Improvement Project to partially fund the infrastructure construction of the Dover-Lyman Project as requested by the Engineering Department. 2) Do not approve and delay project Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Funds are available in the following accounts: GL 323- 041110 JL 201823762 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 1 Engineering Services Committee Meeting 6/9/2008 1:00 PM Approve Change Order 3 to Daily Rate Construction Program for Augusta and Fort Gordon for $500,000.00 Department:Utilities Caption:Approve Change Order 3 to Daily Rate Construction Program for $500,000.00. Background:The daily rate construction program was bid approximately 18 months ago in order to provide a rate for a construction crew on a daily basis. This allows flexibility for the City to get water and sewer pipe installed on a timely basis at a reasonable cost. Currently we are rebidding this contract, but we need an extension of the existing contract until the new bid arrives. This contract will allow rapid replacement of assets in the City and Fort Gordon. Analysis:This daily rate contract allows for rapid replacement of aging infrastructure at a reasonable cost. This will allow for replacement of deteriorated assets on Fort Gordon as well. Financial Impact:$500,000.00 from account 507043410-5425110/80600040- 5425110 Alternatives:None. Recommendation:We recommend approving Change Order 3 to Daily Rate Construction Program for for $500,000.00. Funds are Available in the Following Accounts: $500,000.00 from account 507043410-5425110/80600040- 5425110 Cover Memo Item # 2 REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 2 Engineering Services Committee Meeting 6/9/2008 1:00 PM Barnett Crossing Section Four Department:Engineering Department-Abie L. Ladson, P.E., Director Caption:Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering and Augusta Utilities Departments for Barnett Crossing Subdivision, Section Four. Background:The final plat was approved by the Commission on December 21, 2004 . The subdivision design and plat, including the storm drain system, have been reviewed and accepted by our engineering staff and the construction has been reviewed by our inspectors. The Utilities Department has inspected and reviewed the water and sanitary sewer installations, and hereby requests acceptance of the utility deed and maintenance agreement of same. Analysis:This section meets all codes, ordinances and standards. There are no wetlands or 100-year flood plain boundaries involved in this section. Acceptance of said utility deed shall dedicate, as required, the water and sanitary sewer mains along with the applicable easements to Augusta, Georgia, for operation and maintenance. Financial Impact:By accepting these roads, water and sanitary sewer installations into the County system and after the 18-month maintenance warranty by the developer/contractor has expired, all future maintenance and associated costs will be borne by Augusta, Georgia. By acceptance of the utility deed and maintenance agreement, positive revenue will be generated from the sale of water and sanitary sewer taps and monthly billing of same. Alternatives:1. Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering, and Augusta Utilities Departments for Barnett Crossing Cover Memo Item # 3 Subdivision, Section Four. 2. Do not approve and risk litigation. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Not required at this time. REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 Page 1 of 1 Item # 3 Attachment number 2 Page 1 of 1 Item # 3 Attachment number 3 Page 1 of 2 Item # 3 Attachment number 3 Page 2 of 2 Item # 3 Attachment number 4 Page 1 of 2 Item # 3 Attachment number 4 Page 2 of 2 Item # 3 Attachment number 5 Page 1 of 3 Item # 3 Attachment number 5 Page 2 of 3 Item # 3 Attachment number 5 Page 3 of 3 Item # 3 Attachment number 6 Page 1 of 4 Item # 3 Attachment number 6 Page 2 of 4 Item # 3 Attachment number 6 Page 3 of 4 Item # 3 Attachment number 6 Page 4 of 4 Item # 3 Attachment number 7 Page 1 of 2 Item # 3 Attachment number 7 Page 2 of 2 Item # 3 Engineering Services Committee Meeting 6/9/2008 1:00 PM Deed of Easement Dedication to AUD Department:Augusta Utilities Department Caption:Motion to approve a Deed of Easement Dedication for Chester Avenue. Background:The Augusta Utilities Department will be constructing Project 60135 - Rocky Creek Sanitary Sewer Trunk Line. The plans call for the pipeline to cross a property owned by Augusta. Analysis:In order for the public realty records to reflect the location of the easement, a Deed of Easement Dedication should be filed. Financial Impact:None Alternatives: Recommendation:Approve motion to approve Deed of Easement Dedication. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 4 Cover Memo Item # 4 After recording, please return to: The Augusta Utilities Dept. 360 Bay Street, Suite 180 Augusta, GA 30901 (706) 312-4143 STATE OF GEORGIA COUNTY OF RICHMOND DEED OF EASEMENT DEDICATION Tax Map 098-4 Parcel 136 WHEREAS, Augusta, Georgia is the owner of certain tract of land described as follows: All that tract or parcel of land, lying and being in the 123rd District, G. M., of Richmond County, Georgia, containing 20.8 acres, more or less, and being more particularly described by reference to plat of survey of J. C. Wells, Surveyor, made on October 17, 1949, recorded in the Office of the Clerk of the Superior Court of Richmond County, Georgia, in Realty Book 17-P, Page 411, and by reference made a part thereof. Said tract herein conveyed lies adjacent to and East of the Fleming Acres Subdivision, plat of which Fleming Acres Subdivision was made by J. C. Wells, Surveyor, on August 31, 1949, and is recorded in Realty Book 17-J, page 95, in said Clerk’s office. Said tract being conveyed to Richmond County, Georgia, by Deed from Knox-Georgia Homes, Inc., dated January 20, 1950, and recorded in said Clerk’s Office in Realty Book 17-P, Pages 410-411; and WHEREAS, the Augusta Utilities Department desires to record a Permanent Utility Easement across this property for the purposes of installing a sanitary sewer line (known as the Rocky Creek Sanitary Sewer Trunk Line); and WHEREAS, Augusta desires to dedicate this easement for the use of the Augusta Utilities Department; NOW, THEREFORE, THIS INDENTURE, made and entered into this ____ day of __________, 2008, by Augusta, Georgia, a political subdivision of the State of Georgia, hereinafter Attachment number 1 Page 1 of 3 Item # 4 referred to as Party of the First Part, for the use and benefit of the Augusta Utilities Department, a department of Augusta, Georgia, as Party of the Second Part; W I T N E S S E T H: The Party of the First Part, in consideration of the public benefit to be derived by Augusta and its citizens and for valuable consideration, the receipt and sufficiency of which hereby acknowledged, has granted, bargained, sold and conveyed, and be these presence does hereby grant, bargain, sell and convey unto Party of the Second Part all that tract of parcel of land located in Augusta, Georgia, shown as “New Sanitary Sewer Esmt.”, further shown to contain 2,237 square feet (0.05 acre), and is more fully described on a plat prepared for the Augusta-Richmond County Commission, by W. R. Toole, Inc., marked “Sheet #14”, dated February 15, 2006, revised August 29, 2006, attached hereto and made a part hereof, to which reference is made for a more accurate and complete description of the metes, bounds and courses, and being for the purpose of accessing, laying, relaying, replacing, adding, installing, expanding, extending, operating, repairing and maintaining pipelines transporting and carrying utility services. The Party of the First Part does also grant unto the Party of the Second Part a temporary easement shown as “New Temporary Construction Esmt.” consisting of 3,371 square feet (0.08 acre), more or less, as shown on said plat. Said easement is granted together with the right to dig such trenches in said parcel of land as may be necessary for the Project, to pile thereon the material excavated, and to haul pipe, supplies and equipment connected with the construction and maintenance thereof, over, along and across the said parcel of land. Said temporary easement shall expire at the completion and final acceptance of this pipeline by the Party of the Second Part. THE PARTY OF THE FIRST PART does also grant, bargain, sell and convey unto the Party of the Second Part, its successors and assigns, the right, but not the duty, to clear, and keep clear, all trees, undergrowth and other obstructions from said permanent easement, along with the free right of ingress and egress to and from said permanent easement for all purposes stated in this instrument. THE PARTY OF THE FIRST PART, its successors, heirs, assigns and legal representatives, after the completion of this pipeline, shall have the right to use said parcel of land in any manner not inconsistent or interfering with the rights herein granted, excluding, however, the right to plant thereon any trees or other vegetation that may interfere with the accessing, laying, relaying, adding, installing, expanding, extending, operating, repairing and maintaining of pipelines transporting and carrying utility services and the right to erect, construct or maintain thereon any buildings, structures, or other permanent improvements. Attachment number 1 Page 2 of 3 Item # 4 TO HAVE AND TO HOLD the aforesaid rights, ways, easements, privileges and appurtenances unto the Party of the Second Part, its successors and assigns, in perpetuity. IN WITNESS WHEREOF, the Party of the First Part causes this instrument to be executed the day and year first above written. AUGUSTA, GEORGIA _________________________ By: ________________________ Witness As its Mayor ATTEST: By: ________________________ _________________________ As its Clerk Notary Public Richmond County, Georgia My Commission Expires: _________________ (SEAL) Attachment number 1 Page 3 of 3 Item # 4 Attachment number 2 Page 1 of 1 Item # 4 Engineering Services Committee Meeting 6/9/2008 1:00 PM Devereux Subdivision Department:Engineering Department-Abie L. Ladson, P.E., Director Caption:Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering, and Augusta Utilities Departments for Devereux Subdivision. Background:The final plat was approved by the Commission on October 21, 2003. The subdivision design and plat, including the storm drain system, have been reviewed and accepted by our engineering staff and the construction has been reviewed by our inspectors. The Utilities Department has inspected and reviewed the water and sanitary sewer installations, and hereby requests acceptance of the utility deed and maintenance agreement of same. Analysis:This section meets all codes, ordinances and standards. Portions of this subdivision lie within the jurisdiction boundaries of the Corps of Engineers wetlands, which are noted on the final plat. Acceptance of said utility deed shall dedicate, as required, the water and sanitary sewer mains along with the applicable easements to Augusta, Georgia, for operation and maintenance. Financial Impact:By accepting these roads, water and sanitary sewer installations into the County system and after the 18-month maintenance warranty by the developer/contractor has expired, all future maintenance and associated costs will be borne by Augusta, Georgia. By acceptance of the utility deed and maintenance agreement, positive revenue will be generated from the sale of water and sanitary sewer taps and monthly billing of same. Alternatives:1. Approve the deeds of dedication, maintenance agreements, and road resolutions submitted by the Engineering, and Augusta Utilities Departments for Devereux Subdivision. 2. Cover Memo Item # 5 Do not approve and risk litigation. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Not required at this time. REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Cover Memo Item # 5 Attachment number 1 Page 1 of 1 Item # 5 Attachment number 2 Page 1 of 1 Item # 5 Attachment number 3 Page 1 of 2 Item # 5 Attachment number 3 Page 2 of 2 Item # 5 Attachment number 4 Page 1 of 2 Item # 5 Attachment number 4 Page 2 of 2 Item # 5 Attachment number 5 Page 1 of 4 Item # 5 Attachment number 5 Page 2 of 4 Item # 5 Attachment number 5 Page 3 of 4 Item # 5 Attachment number 5 Page 4 of 4 Item # 5 Attachment number 6 Page 1 of 4 Item # 5 Attachment number 6 Page 2 of 4 Item # 5 Attachment number 6 Page 3 of 4 Item # 5 Attachment number 6 Page 4 of 4 Item # 5 Attachment number 7 Page 1 of 2 Item # 5 Attachment number 7 Page 2 of 2 Item # 5 Engineering Services Committee Meeting 6/9/2008 1:00 PM Extension of lease for space in the Hatcher Building at 501 Greene Street Department:Public Services - Facilites Management Caption:Approve extension of the lease agreement between Augusta and MAU for space within the Hatcher Building located at 501 Greene Street for a period of 30 months. The new rate is proposed to be $13.25 per SF for the duration of the extension. Background:Plans for the Judicial Center are in progress with an anticipated completion in late 2010. Until then we need to continue to lease space for the District Attorney and other Departments located in the 500 building at the corner of 5th and Greene Street. The 30 month time frame will carry us through the middle of 2011 and allows for delays in construction of the Judicial Center. Annual costs for the various departments included are as listed on “Attachment 1”. Lease terms are to remain unchanged. Analysis:The SF rate of $13.25 is competitive and reflects an increase of only 10% since the inception of the lease 7 years ago. This cost is set for the duration of the lease with no increase. There is no vacant property currently owned by Augusta that is suitable for use by these Departments. The cost of any relocation to other space at this time would be substantial for many reasons, not the least of which is the cost of data and communication access. Financial Impact:The total annual cost for the leases is $218,214.25 with the costs split between the Departments as noted on “Attachment 1”. Funds are available under Object Code 52-24111 in the individual Department's budgets. Alternatives:1. Approve extension of the lease agreement between Augusta and MAU for space within the Hatcher Building located at 501 Greene Street for a period of 30 months. The Cover Memo Item # 6 new rate is proposed to be $13.25 per SF for the duration of the extension. 2. Do not approve the lease extension. Recommendation:#1. Approve extension of the lease agreement between Augusta and MAU for space within the Hatcher Building located at 501 Greene Street for a period of 30 months. The new rate is proposed to be $13.25 per SF for the duration of the extension. Funds are Available in the Following Accounts: The total annual cost for the leases is $218,214.25. Funds are available under Object Code 52-24111 in the individual Department's budgets. REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 6 Cu r r e n t O c c u p a n c y Lo c a t i o n SF U t i l i z e d Un i t C o s t An n u a l C o s t Di s t r i c t A t t o r n e y 4 t h F l o o r 1 0 , 0 0 0 $ 1 3 . 2 5 $ 1 3 2 , 5 0 0 . 0 0 DB E C o o r d i n a t o r 3 0 4 7 3 0 $ 1 3 . 2 5 $ 9 , 6 7 2 . 5 0 Pu b l i c S e r v i c e s 3 0 7 & 3 0 1 1 , 9 2 0 $ 1 3 . 2 5 $ 2 5 , 4 4 0 . 0 0 SP L O S T P r o g r a m M a n a g e r 3 1 3 4 6 6 $ 1 3 . 2 5 $ 6 , 1 7 4 . 5 0 So i l C o n s e r v a t i o n 3 0 9 & 3 1 0 1 , 2 0 0 $ 1 3 . 2 5 $ 1 5 , 9 0 0 . 0 0 Au g u s t a C a r e s 3 1 1 & 3 1 2 4 1 7 $ 1 3 . 2 5 $ 5 , 5 2 5 . 2 5 EE O 31 4 2 8 6 $ 1 3 . 2 5 $ 3 , 7 8 9 . 5 0 La w O f f i c e 3 0 2 1 , 4 5 0 $ 1 3 . 2 5 $ 1 9 , 2 1 2 . 5 0 TO T A L $2 1 8 , 2 1 4 . 2 5 Attachment number 1 Page 1 of 2 Item # 6 12 Attachment number 1 Page 2 of 2 Item # 6 Engineering Services Committee Meeting 6/9/2008 1:00 PM Larry L. McCord Department:Clerk of Commission Caption:Presentation by Mr. Larry McCord regarding waterworks installation of a new water line and fire hydrant for new construction. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 7 Attachment number 1 Page 1 of 1 Item # 7 Engineering Services Committee Meeting 6/9/2008 1:00 PM Paving Various Roads Ph 9 Department:Abie L. Ladson, PE, Director Caption:Approve the Paving Various Roads, Phase IX Project, to be funded from the One Percent Sales Tax Paving Various Dirt Roads Program, Phase IV account for the Engineering Department. Background:The current Paving Dirt Roads Program requires that any additional property needed for Right of Way be donated by the property owner. Attached is a list of the roads, district they are in, how many parcels that are on each road and comments. Youngblood Lane, Emmett Street Lane and Sherrod Drive are carried over from Phase VIII, and the following roads are the new roads added to Phase IX: Camp Josey Road, Janelle Drive, Lamar Road, Powell Court, Pye’s Court, Saxon Drive and Hunter Lane Analysis:Design is needed for all of these roadways, and plats need to be prepared so as to secure right-of-way. Right of way acquisition is anticipated to be complete within 90 days of completing design on all ten of the aforementioned roads. Financial Impact:Funding is available in the amount of $1,000,000 (JL#201824055) to be transferred to Paving Various Roads, Phase IX upon Commission approval. Alternatives:1. Approve the Paving Various Roads, Phase IX Project, to be funded from the One Percent Sales Tax Paving Various Dirt Roads Program, Phase IV account for the Engineering Department. 2. Do not approve and eliminate Phase IX of the Paving Dirt Roads Program. Recommendation:Approve Alternative Number One. Cover Memo Item # 8 Funds are Available in the Following Accounts: GL 324041110 JL 201824055 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 8 Road Name District Total Parcels Comments Camp Josey Rd. 8 29 Two of the residents refused to cooperate without payment Emmett Street Lane 1 32 Alley – no r/w can be obtained-pave as is Janelle Drive 3 14 Lamar Road 8 4 Property owners have agreed to donate right- of-way Powell Court 3 9 Pye’s Court 8 11 Has 70’ R/W deeded to City of Hephzibah. No additional right-of-way needed. Saxon Drive 8 3 Has 50’ R/W – No additional right-of-way needed. Sherrod Dr. 5 4 This has a 50’ R/W and no additional right- of-way needed. Youngblood Lane 8 14 Residents have agreed to donate R/W. Need design. Hunter Lane 2 4 Narrow Street (approx. 15’). Additional R/W not possible. Attachment number 1 Page 1 of 1 Item # 8 Engineering Services Committee Meeting 6/9/2008 1:00 PM Smith Drive Properties Department:Abie L. Ladson, PE, Director of Engineering Caption:Discuss and approve the soil investigation of properties located at 2722 Smith Drive and 2725 Smith Drive as requested by the Engineering Dept. Background:The properties at 2722 and 2725 Smith Drive are currently experiencing severe vertical (shear cracks) in both the foundations and walls. Initial communications indicated that the cracks were caused by the County’s large ditches located behind the structures. In October of 2007, a visual inspection was performed on the property and the house structures. It is the Engineering Department’s opinion the cracks were likely caused by the settlement of the house foundation. The root cause of the foundation settlement is likely due to the structures being built on fill material, or part fill material and part virgin soil. If the houses were built on fill material and not consistently compacted, it may cause the shear cracks in the wall. Shear cracks will also occur if the houses were built on part fill material and part virgin soil, because it is very difficult to compact fill material to the same density as virgin soil. Analysis:It is both the Engineering Department and the License Inspection Department to have Registered Professional Engineer/Company conduct soil borings around the perimeter of the houses and test the soil. The results of the test can determine the type of soil the houses were constructed on, the chemical make-up of the soil, the rate at which the houses have settled, the rate at which they continue to settle, and provide a professional recommendation for repairs. The cost for this service should not exceed $5,000. Financial Impact:Funds are available Cover Memo Item # 9 Alternatives:1) Discuss and approve the soil investigation of properties located at 2722 Smith Drive and 2725 Smith Drive as requested by the Engineering Dept. 2) Do not approve Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Funds are available in the following account: 101.041110.5212115 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 9