HomeMy WebLinkAbout2009-01-27-Meeting Agenda
Engineering Services Committee Meeting Committee Room- 1/27/2009- 1:05 PM
ENGINEERING SERVICES
1. Approve Clarification of Monthly Residential Sewer Rate.
Attachments
2. Approve Clarification of Multi-family Dwelling Water & Sewer Rates.
Attachments
3. Motion to approve and accept an Easement Deed from Boral Bricks, Inc.
for the Doug Barnard Water Main Project.
Attachments
4. Approve payment to Tampa Armature Works in the amount of $23,392.81
for repairs to the Chafee Lift Station Pump.
Attachments
5. Approve Change Order #1 to Blair Construction Company Inc. for
$88,757.88 for additional asphalt over lay over the roads, replacing raised
edge asphalt and improving the storm structures throughout the area.
Attachments
6. Motion to approve condemnation of a portion of property at 2803
Washington Road for the purpose of acquiring a Right-of-Way in
connection with the Alexander Drive Project of 0.043 acre (1,869.98 sq.
ft.) in fee and 0.311 acre (13,551.70 sq. ft.) of permanent construction &
maintenance easement. The appraised value is $59,770.00.
Attachments
7. Approve additional engineering services in the amount of $26,826.00 to
James G. Swift & Associates to incorporate changes in design
requirements for the Gordon Hwy 24-inch Water Main Extension Project.
Attachments
8. Approve $250,000 to Mainline Homeland Security for the continued work
of installing protection devices in the city’s fire hydrants.
Attachments
9. Presentation by Mr. Ike Williams regarding the closing of Foster Lane.
Attachments
10. Presentation by Mr. Ming F. Lin regarding sewer backup problems at his
property located at 3008 Mistletoe Ave.
Attachments
11. Approve the lease of an additional 653 square feet of office space for the
Utility Systems Program Section of the Augusta Utilities Engineering
Department on the first floor of The New South Building, 360 Bay Street.
Attachments
12. Approve Proposal from Graves Engineering, Inc. for NPDES Services in Attachments
www.augustaga.gov
conjunction with the new Judicial Center, in the not to exceed amount of
$23,200.
13. Approve the deed of dedication, maintenance agreement and road
resolution submitted by the Engineering Department for Pinnacle Place,
Phase 6, Section IV.
Attachments
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Approve Clarification of Monthly Residential Sewer Rate
Department:Utilities, Drew Goins, Interim Director
Caption:Approve Clarification of Monthly Residential Sewer Rate.
Background:Per City Code, residential sewer rates for accounts more than one year old
are set at the same rate for the entire year based on the average consumption
for that address from the previous December, January and February billing
cycles.
Analysis:Historically, the residential sewer rate has been literally interpreted and
billed exactly as noted above. However, it has come to our attention that the
literal interpretation of the Code creates some billing situations that vary
from the intent of this billing policy. The intent of this policy is to cap the
sewer charges at the amount of water that is normally used by a household
during the time of year when outside watering is at a minimum. By doing
this, we charge for the amount of water we estimate actually is processed
through the sewer system, assuming any excess water usage over this
amount is outside watering usage and does not actually flow through the
sewer and hence should not be considered when billing for sewer. Normally
this policy works fine, however, there are some circumstances where this
billing methodology actually charges the customer more than common sense
would dictate. For instance, if the customer has a higher than normal usage
during the winter months used to calculate the average consumption, due to
abnormal circumstances or some type of plumbing problem, the winter
average could be higher than the amount of normal consumption that could
take place during the rest of the year. Using the current policy, this would
result in an unfairly high sewer bill, possibly all year. For example, if the
average consumption for the three winter months at a residence is 10,000
gallons, the sewer bill will be calculated at the rate for 10,000 gallons of
consumption, even if actual water consumption for the month was only
3,000 gallons. This scenario doesn’t make sense since you can’t send 10,000
gallons into the sewer system when you have only consumed 3,000 gallons
of water. However, this is currently how the policy is written. In order to
clarify the intent of the policy and to allow us to make the necessary changes
to our billing software to fix this problem without going against the letter of
the Code, AUD recommends changing the following clause to the City
Code: Sec. 5-2-43.(b) – “The monthly residential sewer rate shall be charged
based on the (lesser of the actual water usage for the month or) average
water usage for that address from the previous December, January and
February billing cycles.” Changes are in parenthesis above. Since this policy
has been in place for many years without being specifically defined in the
Code, AUD requests that this issue be considered as being grandfathered
into our rate structure so that no retroactive adjustments would be
considered in relation to this policy.
Cover Memo
Financial Impact:There may be nominal cost to AUD for implementation of billing software
changes for this policy and revenue may decrease slightly as a result of the
change, however AUD feels it is more important to make the billing policies
fair to all customers.
Alternatives:1. Approve clarification of monthly residential sewer rate 2. Do not approve
the agenda item and allow the current policy to continue as is stated in the
Code. This will cause some of AUD’s customers to pay larger sewer bills
than the AUD policy was intended to dictate.
Recommendation:Approve clarification of monthly residential sewer rate by inserting the
wording into the Code as noted above.
Funds are Available in
the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Approve Clarification of Multi-family Dwelling Water & Sewer Rates
Department:Utilities, Clifford A. Goins, Interim Director
Caption:Approve Clarification of Multi-family Dwelling Water & Sewer Rates.
Background:Since consolidation, Augusta Utilities internal policy has been that all multi-
family dwellings supplied water by a single meter, such as apartments,
condominiums, townhouses, etc. were all considered commercial properties
for billing purposes. However, the Code does not address this policy and
there have been several questions regarding the handling of this policy.
Analysis:Water and sewer bills include two separate parts each month, a base charge
and a rate per thousand gallons for consumption. Commercial rates are
basically different from residential rates in two main ways. The base rate
varies by the size of the meter for commercial rates and residential does not
(since meter sizes and water line sizes for residential structures generally do
not vary), and sewer rates for commercial accounts are based on actual
water usage throughout the year, while residential accounts pay sewer all
year based on the average consumption for the three winter months of
December through February. The intent of the base charge portion of a
water and sewer bill is to recapture some of the costs of the water meter and
the water and sewer lines required to service that structure. Because larger
meters and therefore, larger water lines, are more costly to maintain and
replace, the base rate for commercial accounts increase with the size of the
meter. Since multi-family dwellings generally use much larger meters and
water lines than single family dwellings, they have always been treated as
commercial accounts for billing purposes when one meter supplies the
structure. Recently, we have had several homeowner’s associations
contacting us to request that they be billed at residential rates. After
performing an analysis comparing their account using commercial rates
versus a hypothetical case where the structure was billed as if each unit was
separately metered and charged residential rates with one base charge for
each unit, we found that the charges were very similar, in fact the
commercial rate was actually slightly less. In practice, this is the intent of
the rate structure, so that each situation should be about the same. However,
if we were to charge a homeowner’s association on our current residential
rate structure with only one base charge (since the base charge for
residential does not vary with the size of the meter), these accounts would be
charged significantly less than their neighbors who may have each unit
separately metered. This would create an unfair rate difference for two
structures of the exact same size. AUD recommends adding the following
clause to the City Code to define multi-family dwellings as commercial
accounts in order to clarify this issue and to officially define these rates to be
fair to all customers. Sec. 5-2-45.(f) – “Multi-family dwellings with a meter
size of 1” or greater are considered commercial accounts for billing
Cover Memo
purposes, regardless of the type of entity that is being billed.” Since this
policy has been in place for many years without being specifically defined in
the Code, AUD requests that this issue be considered as being grandfathered
into our rate structure so that no retroactive adjustments be considered in
relation to this policy.
Financial Impact:There will be no additional cost to AUD for implementation of this policy,
but there will be a considerable amount of administrative time saved in
dealing with this issue in the future and current levels of revenue will be
maintained.
Alternatives:1. Approve Clarification of Multi-family Dwelling Water & Sewer Rates 2.
Do not approve the agenda item and allow the current informal policy to
continue with no official documentation of the policy in the Code. This will
leave the City without clearly defined rates for multi-family dwellings and
could leave us open to arguments relating to the legality of our rates.
Recommendation:Approve clarification of multi-family dwelling water & sewer rates by
inserting the wording into the Code as noted above.
Funds are Available in
the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Boral Bricks, Inc. Easement Deed
Department:Augusta Utilities Department
Caption:Motion to approve and accept an Easement Deed from Boral Bricks, Inc. for
the Doug Barnard Water Main Project.
Background:The Augusta Utilities Department is in the process of obtaining easements
for the new 24" water main that will run from the Barnyard Flea Market to
Gordon Highway.
Analysis:To complete construction of the Doug Barnard Water Main Project (AUD-
10158), an easement is needed from Boral Bricks, Inc. In lieu of monetary
payment, Boral Bricks has agreed that a tee and stub-out will be placed at
the edge of the easement that runs across their private entrance.
Financial Impact:None
Alternatives:Disapprove motion to approve and accept an Easement Deed from Boral
Bricks, Inc. for the Doug Barnard Water Main Project and redesign the
project.
Recommendation:Approve and accept the Easement Deed from Boral Bricks, Inc. for the
Doug Barnard Water Main Project.
Funds are Available in
the Following
Accounts:
G/L 510043410-5411120 J/L 80210158-5411120
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Attachment number 1Page 13 of 13
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Chafee Lift Station Pump Repair
Department:Utilities
Caption:Approve payment to Tampa Armature Works in the amount of $23,392.81
for repairs to the Chafee Lift Station Pump.
Background:The Chafee Lift Pump #1 is a pump manufactured by KSP pumps of
Germany and is in need of quick repair. KSP will only provide parts to
authorized repair facilities. Tampa Armature Works is an authorized facility
and is therefore the company of choice for the repairs.
Analysis:The repairs to the pump need to be completed as soon as possible to
minimize the time where the additional (back up) pump is not available.
Financial Impact:Funds are available in the renewal extension fund
Alternatives:None Recommended
Recommendation:It is recommended to approve payment to Tampa Armature Works in the
amount of $23,392.81 for repairs to the Chafee Lift Station Pump.
Funds are Available in
the Following
Accounts:
506043410-5425210
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Attachment number 1Page 1 of 3
Attachment number 1Page 2 of 3
Attachment number 1Page 3 of 3
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Change Order #1 for The Meadowbrook Area Utility Improvements
Department:Augusta Utilities Department
Caption:Approve Change Order #1 to Blair Construction Company Inc. for
$88,757.88 for additional asphalt over lay over the roads, replacing raised
edge asphalt and improving the storm structures throughout the area.
Background:A contract was approved and awarded to Blair Construction in the amount
of $2,537,304.91 on September 24, 2007. There are two parts of this project:
A) Installation of Sewer and Water lines in the Meadowbrook Drive Sewer
Pocket, and B) Trunk Line Sewer Extension to the properties on Benson
Road. The major portion of this project is scheduled to provide new sewer
and improved water service to the Meadowbrook Drive Sewer Area. During
the design phase of this project the Utilities Department identified the need
for larger water distribution lines in this area. The water system
improvements will supply customers with water through a new network of
6-inch diameter water mains. The second portion of this project extends a
sewer trunk line north from the Butler Creek Trunk Sewer to the properties
along Benson Road. The sewer line extension should assist with the
development along Benson Road. While in the first phase of construction
there was a conflict between the existing water line and proposed sewer line
route. To resolve the problem, the design was revised to relocate the
proposed sewer line to the center of the roadway, which caused additional
over laying of the roads, replacing raised edge asphalt and improving the
storm structures through out the area. These items will serve to improve the
sewer, water systems and roadways in the area.
Analysis:Blair Construction, Inc. submitted a proposal to execute this work for
$88,757.88. AUD evaluated the proposal to be based on existing contract
unit prices and considered it reasonable. Approving this change order will
allow Blair Construction to finish the project on time and improve the
sewer, water systems and roadways in the area.
Financial Impact:The change order submitted for this project is $88,757.88. These funds are
available from the following accounts: 507043420/5425210
80250134/5425210
Alternatives:Disapproved this change order and risk delays in the contract completion.
Recommendation:Approve Change Order #1 in the amount of $88,757.88 to Blair
Construction Company Inc.contract for The Meadowbrook Area Utility
Improvements.
Cover Memo
Funds are Available in
the Following
Accounts:
$88,757.88 from account 507043420/5425210 80250134/5425210
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Attachment number 1Page 1 of 1
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Condemnation - Alexander Drive Project Parcel 2
Department:Attorney
Caption:Motion to approve condemnation of a portion of property at 2803
Washington Road for the purpose of acquiring a Right-of-Way in
connection with the Alexander Drive Project of 0.043 acre (1,869.98 sq. ft.)
in fee and 0.311 acre (13,551.70 sq. ft.) of permanent construction &
maintenance easement. The appraised value is $59,770.00.
Background:The City has been unable to reach an agreement with the property owners
and condemnation is necessary to avoid further delays in the project.
Analysis:The purchase of the referenced property is necessary for the project.
Financial Impact:The costs necessary for this purchase will be covered under the project
budget.
Alternatives:Deny the motion.
Recommendation:Approve the motion to condemn a portion of referenced property.
Funds are Available in
the Following
Accounts:
323041110 -5411120 296823215 – 5411120
REVIEWED AND APPROVED BY:
Law.
Administrator.
Clerk of Commission
Cover Memo
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Design Contract Modification for Gordon Hwy 24 - inch Water Main
Department:Augusta Utilities Department
Caption:Approve additional engineering services in the amount of $26,826.00 to
James G. Swift & Associates to incorporate changes in design requirements
for the Gordon Hwy 24-inch Water Main Extension Project.
Background:The design contract was awarded to James G. Swift & Associates in the
amount of $135,260.00 on August 08, 2006.The Gordon Highway 24-inch
Transmission Water Main project involves the design of 6,900 linear feet of
24-inch diameter ductile iron pipe and 700LF of 18-inch DIP along Gordon
Highway. The 24-inch line will connect to the proposed 30-inch water main
(which will run along the north side of Gordon HWY) and end at the
proposed 16-inch Water Main. The design of this transmission main will
allow the Augusta Utilities Department to supply surface water from the
Highland Avenue Water Treatment Plant into Fort Gordon and the west area
of Richmond County. Due to conflicts with GA PWR’s proposed high-
powered transmission line and the existing wetlands, the proposed 18in line
to serve the Fort Gordon area has to be rerouted. Therefore, Swift was
tasked to perform additional survey work and redesign of the Fort Gordon
18-inch water main connection. These items will serve to improve the
construction efforts and help the City of Augusta save money in
construction cost.
Analysis:AUD evaluated James G. Swift & Associates proposal for engineering
services to redesign the Gordon Hwy 24-inch Water Main Extension Project
This proposal is considered fair and reasonable to accomplish the project.
Financial Impact:The re-design proposal submitted for this project was $26,826.00. These
funds are available from the following accounts: 511043410/5212115 -
80310153/5212115
Alternatives:1. Rejection of this approval would delay the design and the subsequent
construction of the Gordon Hwy 24-inch Water Main 2. Approve the re-
design proposal to James G. Swift & Associates
Recommendation:Recommend approval of contract design change to James G. Swift &
Associates in the amount of $ 26,826.00.
Funds are Available in
the Following
Accounts:
$26,826.00 from account 511043410/5212115 - 80310153/5212115Cover Memo
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Engineering Services Committee Meeting
1/27/2009 1:05 PM
Fire Hydrant Protection Project
Department:Utilities
Caption:Approve $250,000 to Mainline Homeland Security for the continued work
of installing protection devices in the city’s fire hydrants.
Background:Over the past few years there has been considerable focus placed on
municipal water systems and their vulnerability to attack from
terrorism. Municipalities have been directed to perform vulnerability
assessments regarding ways in which their water systems may be
compromised. One area of vulnerability surrounds the fire hydrant. The
Davidson Anti Terrorism Valve (ATV) device is the first of its kind to
protect the water system at the point of the hydrant. The installation of this
device makes it extremely difficult for a person to compromise the water
system through the openings in the fire hydrant. The Davidson ATV
staff have held training sessions with AUD staff regarding the installation of
these devices. The AUD crew is skilled in the installation process and is
now in a position to begin retrofitting our existing hydrants.
Analysis:There are approximately 5,500 fire hydrants in Augusta’s water system.
Approximately 900 of these hydrants have already been retrofitted. The
current cost to retrofit each hydrant with ATV device is approximately
$600.00. This represents a total long-term cost of approximately 3.3 million
dollars. AUD proposes this year’s budget to be $250,000 and will increase
the protected hydrants by 400 to 1300, or 24% of the system.
Financial Impact:Funds are available in the renewal extension fund
Alternatives:None recommended
Recommendation:It is recommended to approve $250,000 to Mainline Homeland Security for
the continued work of installing protection devices in the city’s fire
hydrants.
Funds are Available in
the Following
Accounts:
507043410-5425110 / 80700020-5425110
REVIEWED AND APPROVED BY:Cover Memo
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Attachment number 1Page 1 of 2
Attachment number 1Page 2 of 2
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Ike Williams
Department:
Caption:Presentation by Mr. Ike Williams regarding the closing of Foster Lane.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Attachment number 1Page 1 of 1
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Ming F. Lin
Department:Clerk of Commission
Caption:Presentation by Mr. Ming F. Lin regarding sewer backup problems at his
property located at 3008 Mistletoe Ave.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Attachment number 1Page 1 of 2
Attachment number 1Page 2 of 2
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Modification of Lease Space at Utilities Bay St Location
Department:Utilities
Caption:Approve the lease of an additional 653 square feet of office space for the
Utility Systems Program Section of the Augusta Utilities Engineering
Department on the first floor of The New South Building, 360 Bay Street.
Background:The Utilities Systems Program Branch of the Engineering Division, AUD
has steadily grown in the last couple of years. With the addition of Fort
Gordon the Engineering Department’s GBA workload alone has increased
by 50% in 2008 and continues to grow. Also, other project requirements for
GIS/CMMS have resulted in manpower increases. The10 required Branch
employees are scattered thru- out several locations at the Bay St. facility. In
order to provide a more centrally located staff and a more efficient work
center, we are proposing to consolidate most of the Systems Section
personnel into one larger office location at the New South Building on Bay
St.
Analysis:The new 1,123 Sq. Ft. space will accommodate 8 of the 10 Systems Section
personnel and their associated support equipment. This proposal includes
giving up 470 square feet of existing leased space, resulting in a net increase
of 653 Sq. Ft.
Financial Impact:The Rex Group has quoted the cost for the 1,123 square feet at $1,321.41
per month. The 470 Sq. Ft. to be relinquished would save $504.73 per
month. Therefore, the net increase would be $ 816.41 per month.
Alternatives:None recommended.
Recommendation:Approve the net increase of 653 Sq. Ft. of leased office space at 360 Bay
Street.
Funds are Available in
the Following
Accounts:
506043110-5224111
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Cover Memo
Law.
Administrator.
Clerk of Commission
Cover Memo
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Motion to Approve Proposal from Graves Engineering for NPDES Services Associated with the New Judicial Center
Department:Public Services Department - Facilities Management Division
Caption:Approve Proposal from Graves Engineering, Inc. for NPDES Services in
conjunction with the new Judicial Center, in the not to exceed amount of
$23,200.
Background:Heery/CIPM has reviewed three proposals received in response to Bid No.
08-213, for National Pollutant Discharge Elimination Systems services, in
accordance with EPD regulations and Erosion Sedimentation and Pollution
Control documents produced by the project’s Engineer of Record. The
Judicial Center site work has now commenced and erosion control systems
have been installed. Weekly inspection and post-storm monitoring are now
required.
Analysis:After review of the three submitted proposals by Heery/CIPM, Graves
Engineering was found to have submitted the lowest fees(bid), and they are
deemed to be fully qualified.
Financial Impact:Lump sum fees are based on a project of 21-month duration for weekly
inspections, with additional unit costs incurred following qualifying rain
events. These qualifying rain events trigger a need for supplemental
inspections and turbidity tests. The final fee amount will depend on the
quantity of qualifying rain events. Based upon historical weather data, it is
estimated that the total fee will not exceed $23,200.00.
Alternatives:1. Approve Proposal from Graves Engineering, Inc. for NPDES Services in
conjunction with the new Judicial Center, in the Not to Exceed amount of
$23,200. 2. Select another proposal.
Recommendation:#1. Approve Proposal from Graves Engineering, Inc. for NPDES Services in
conjunction with the new Judicial Center, in the Not to Exceed amount of
$23,200.
Funds are Available in
the Following
Accounts:
Funds are Available in Account: #324-05-1120/201150500
REVIEWED AND APPROVED BY:Cover Memo
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Graves Engineering Services
Attn: Rick Swanson
1220 W. Wheeler Parkway, Ste F
Augusta, GA 30909
CSRA Testing and Engineering Co
Attn: James Pope
1005 Emmett Street, Ste A
Augusta, GA 30904
QORE
Attn: Robert Williamson
1732 Wylds Road
Augusta, GA 30909
Bob Munger
Heery Int’l
Hatcher Building
Yvonne Gentry
DBE
Bid Item #08-214
Professional Services for NPDES
Services For the Judicial Center
Bid Due: Thurs. 12/17/08 @ 3:00 p.m.
Attachment number 4Page 1 of 1
Engineering Services Committee Meeting
1/27/2009 1:05 PM
Pinnacle Place, Ph 6, Section IV
Department:Engineering-Abie L. Ladson, P.E., Director
Caption:Approve the deed of dedication, maintenance agreement and road resolution
submitted by the Engineering Department for Pinnacle Place, Phase 6,
Section IV.
Background:The final plat was approved by the Commission on August 21, 2007. 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.
Analysis:This section meets all codes, ordinances and standards. There are no
wetlands or 100-year flood plain boundaries involved in this section.
Financial Impact:By accepting this road into the County system, all future maintenance and
associated costs will be borne by Augusta, Georgia.
Alternatives:1. Approve the deed of dedication, maintenance agreement and road
resolution submitted by the Engineering Department for Pinnacle Place,
Phase 6, Section IV. 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:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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