HomeMy WebLinkAbout2009-03-23-Meeting Agendawww.augustaga.gov
Engineering Services Committee Meeting Committee Room- 3/23/2009- 12:45 PM
ENGINEERING SERVICES
1. Accept a gift of $650 from the Augusta Women’s Club for improvements
to planted areas around select historical markers on Central Avenue,
approve transfer of those funds from the Donation account to Operational
account #101-06-2411-53.11710, and increase the budget in that line item
from $6,840 to $7,490 to allow staff to proceed with procuring material to
complete the requested work.
Attachments
2. Approve Amendment No. 13 (Year 2009 Agreement Modifications) to
Agreement with OMI for a 2009 Budget cost of $7,513,768.80 and
Reconciliation of 2008 Operating Costs. (Funded by Account No.
506043310-5211110)
Attachments
3. Approve the Final Change Order to the existing construction contract with
W.L. Hailey and Company, Inc. to finalize bid schedule line items and
approve funding to finalize construction.
Attachments
Engineering Services Committee Meeting
3/23/2009 12:45 PM
Accept Donation from Augusta Women’s Club
Department:Public Services Department - Facilities Management Division
Caption:Accept a gift of $650 from the Augusta Women’s Club for improvements to
planted areas around select historical markers on Central Avenue, approve
transfer of those funds from the Donation account to Operational account
#101-06-2411-53.11710, and increase the budget in that line item from
$6,840 to $7,490 to allow staff to proceed with procuring material to
complete the requested work.
Background:The Augusta Women’s Club has donated $650 to Augusta to enhance the
area around existing historical markers on Central Ave. There are two
markers originally placed by the Women’s Club. One is on Central Ave. at
Troupe St. labeled “Heroes Grove circa 1920”. The other is on Central Ave.
at Monte Sano Ave. labeled “WWI Veterans and Camp Hancock”. The
Women’s Club desires for the area immediately surrounding these two
markers to be more heavily planted. The plan includes adding some double-
knockout roses around the existing markers and annual planting on the
Monte Sano Ave. side, and removal and replanting of azaleas around and
behind the marker on the Troupe St. side. There are also funds included to
procure and plant a Willow Oak and a Dogwood in two areas closer to the
Monte Sano Ave. side of Central Ave. The areas for the trees were locations
where similar trees had been removed and never replaced. The monies are
intended to procure plant material only. Facilities Management - Landscape
Section will provide the plant layout and the labor for installation.
Analysis:The check from the Augusta Women’s Club was deposited in the
Designated Donations account and must be transferred by Commission
action into an Operating fund, with a corresponding increase in the budget
for the line item, in order for staff to make use of the donation.
Financial Impact:Funding for Operational Account #101-06-2411-53.11710 will increase by
$650 at no cost to Augusta.
Alternatives:1. Accept a gift of $650 from the Augusta Women’s Club for improvements
to planted areas around select historical markers on Central Avenue,
approve transfer of those funds from the Donation account to Operational
account #101-06-2411-53.11710, and increase the budget in that line item
from $6,840 to $7,490 to allow staff to proceed with procuring material to
complete the requested work. 2. Do not accept the gift.
Recommendation:
#1. Accept a gift of $650 from the Augusta Women’s Club for
improvements to planted areas around select historical markers on Central
Cover Memo
Avenue, approve transfer of those funds from the Donation account to
Operational account #101-06-2411-53.11710, and increase the budget in that
line item from $6,840 to $7,490 to allow staff to proceed with procuring
material to complete the requested work.
Funds are Available in
the Following
Accounts:
No funds are required.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Engineering Services Committee Meeting
3/23/2009 12:45 PM
Amendment No. 13 to Contract with OMI, Inc. and Reconciliation of 2008 Expenses
Department:Utilities
Caption:Approve Amendment No. 13 (Year 2009 Agreement Modifications) to
Agreement with OMI for a 2009 Budget cost of $7,513,768.80 and
Reconciliation of 2008 Operating Costs. (Funded by Account No.
506043310-5211110)
Background:On July 20, 1999 Augusta and Operations Management International, Inc.
(OMI) entered into an Agreement for Operations, Maintenance and
Management Services. Article 2.36 of the Agreement provides that OMI
will prepare an annual amendment to the Agreement which establishes the
budget for the year. Attached is a proposed Amendment No. 13 from OMI,
which sets forth a 2009 budget of $7,513,768.80. The estimated cost of
wastewater treatment services for 2008 is $7,226,268.80. We have also
included an allowance of $287,500.00 to provide for OMI assistance with
maintenance as may be needed at the water treatment facilities and other
areas within our system. OMI has been able to provide such assistance in a
very timely and cost effective manner in previous years. Also attached is
the reconciliation of 2008 actual operating costs with the 2008 budgeted
costs. This reconciliation shows a balance due to OMI under the terms of
our existing agreement in the amount of $354,588.78.
Analysis:The 2009 budget cost contained in this amendment represents a 3.9%
increase in the budgeted cost of wastewater treatment services over 2008
actual costs. The cost of this budget is within the established 2009 Utilities
Department budget amount for this expense. The budget represents a
spending plan which will be closely monitored by Utilities Department staff.
Approval of this amendment will establish the 2009 line items and total cost
for the Agreement for Operations, Maintenance and Management Services
with OMI. The 2008 actual expenditures for operation of our water pollution
control facilities exceeded the budgeted amount by $354,588.78. This
increase was primarily due to increases in the cost of power, chemicals,
biosolids application (which has a significant fuel component) and an
increased organic load on the treatment facilities.
Financial Impact:$7,868,357.58 from Account No. 506043310-5211110.
Alternatives:(1) Approve the proposed budget for 2009 and reconciliation of 2008
expenses or (2) Reject the proposed budget and re-negotiate.
Recommendation:
Approve Amendment No. 13 (Year 2009 Agreement Modifications) to the
agreement with OMI for a 2009 Budget cost of $7,513,768.80 and
Cover Memo
reconciliation of 2008 operating costs by a payment to OMI in the amount
of $354,588.78. (Funded by Account No. 506043310-5211110)
Funds are Available in
the Following
Accounts:
$7,868,357.58 from Account No. 506043310-5211110.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Page 1 of 3
AMENDMENT NO.13
TO THE
AGREEMENT FOR OPERATIONS,
MAINTENANCE AND MANAGEMENT SERVICES
FOR
AUGUSTA, GEORGIA
This AMENDMENT No. 13 to the Agreement date July 20, 1999 is made effective this
1st day of January, 2009 between Augusta, Georgia, a political subdivision of the State of Georgia, whose
address for any formal notice is 530 Green Street, Room 801, Augusta Georgia 30911, Attention: City
Administrator KHUHLQDIWHU³2ZQHU´ DQG2SHUDWLRQV0DQDJHPHQW,QWHUQDWLRQDO,QF KHUHLQDIWHU³CH2M
HILL OMI´ ZLWKoffices at 9193 South Jamaica Street, Suite 400, Englewood, Colorado 80112.
NOW THRERFORE, Owner and CH2M HILL OMI agree to amend the Agreement as follows:
1. Article 2.34 is hereby deleted in its entirety and replaced with the following Article 2.34:
2.34 Provide, and document repairs as described in Appendix A.5, provided the total amount
CH2M HILL OMI shall be required to pay does not exceed Three Hundred Twenty Four
Thousand One Hundred Ninety Two Dollars and No Cents ($324,192.00) during the
tenth year of the Agreement (January 1, 2009 through December 31, 2009). At such time
that actual repair costs exceed the annual repairs limit, CH2M HILL OMI shall notify the
Owner in writing. Repairs in excess of the annual repair budget will be invoiced at direct
costs, with no markup for overhead or profit and will be included in the annual
reconciliation of the contract.
2. Article 4.1 is hereby deleted in its entirety and replaced with the following Article 4.1:
4.1 For services rendered for the period January 1, 2009 through December 31, 2009, Owner
shall pay to CH2M HILL OMI a base fee equal to the actual cost of services as provided
in Article 4.3, which includes a Management Fee of One Hundred Eighty Eight Thousand
Five Hundred Eleven Dollars and Thirty Six Cents ($188,511.36). Said Management Fee
and Base Fee shall increase proportionally with Base Fee adjustments described in
Article 4.4.
3. Article 4.3 is hereby deleted in its entirety and replaced with the following Article 4.3.
4.3 CH2M HILL OMI estimates that the cost for services for the period January 1, 2009 through
December 31, 2009 shall be Seven Million Five Hundred Thirteen Thousand Seven Hundred
Sixty Eight Dollars and Eighty Cents ($7,513,768.80). Details of said costs are shown in
Appendix K. The Base Fee shall be negotiated each year beginning 120 days prior to
conclusion to contract year. Should Owner and CH2M HILL OMI fail to agree, the Base Fee
will be determined by the application of the Base Fee Adjustment Formula shown in
Appendix F.
4. Appendix K is hereby deleted in its entirety and replaced with the attached Appendix K.
This Amendment No. 13 together with the Agreement constitutes the entire agreement between the
Parties and supersedes all prior oral and written understandings with respect to the subject matter set forth
herein. Unless specifically stated all other terms and conditions of the Agreement shall remain in full
Attachment number 1Page 1 of 3
Page 2 of 3
force and effect. Neither this Amendment nor the Agreement may be modified except in writing signed
by an authorized representative of the Parties.
The Parties, intending to be legally bound, indicate their approval of the Amendment by their signatures
below.
OPERATIONS MANAGEMENT AUGUSTA, GEORGIA
INTERNATIONAL, INC.
Natalie Eldredge David S. Copenhaver
Vice President Mayor
Date: Date:
ATTEST:
Clerk
Attachment number 1Page 2 of 3
Page 3 of 3
Appendix K
Estimated Costs
2009
Description Annualized
Cost
Labor and Benefits $ 2,042,194.00
Administrative $ 83,146.00
Equipment and Vehicle Expense $ 133,256.00
Biosolids Application $ 1,333,332.00
Training $ 32,018.00
Materials and Supplies $ 107,422.00
Chemicals $ 468,432.00
Outside Services $ 153,400.00
Power $ 1,606,320.00
Repairs $ 324,192.00
Miscellaneous $ -
Sub-total $ 6,283,712.00
Overhead 12% $ 754,045.44
Management Fee $ 188,511.36
Sub-total $ 942,556.80
Directors Allowance $ 250,000.00
Overhead 12% $ 30,000.00
Management Fee $ 7,500.00
Sub-total $ 287,500.00
Total $ 7,513,768.80
Attachment number 1Page 3 of 3
Attachment number 2Page 1 of 3
Attachment number 2Page 2 of 3
Attachment number 2Page 3 of 3
Engineering Services Committee Meeting
3/23/2009 12:45 PM
Rae's Creek Trunk Sewer Ph IV Change Order 6
Department:
Caption:Approve the Final Change Order to the existing construction contract with
W.L. Hailey and Company, Inc. to finalize bid schedule line items and
approve funding to finalize construction.
Background:Rae’s Creek Trunk Sewer Improvements Phase IV is a previously
authorized project consisting of a gravity type sewer pipe installed along
Rae’s Creek from Wheeler Road to the Jackson Road area. The cost for the
contract was estimated and awarded using the contractors unit prices applied
to the project bid schedule. Pursuant to the terms of the contract the Utilities
Department is responsible to pay the contractor for the approved installed
quantities. Also included in this change order is funding to cover unforeseen
conditions billed on a time and materials basis to prevent additional delays
in accordance with the contract. In 2008 the Engineering Department
partnered with the Utilities Department on this contract to allow
improvements to the storm water management system, roadway alignment,
and riding surface along Camellia Road. A portion of this change order
allocates the remaining funding for the Camellia Roadway Improvements.
Analysis:Approving this change order will allow the Contractor to close out the
construction of the sewer line work and the gain funding for the remainder
of the Camellia Roadway Improvements construction.
Financial Impact:Funds for this request can be charged to: Utilities Department Portion
$285,079.45 funded by account number: 507043420/5425210-
80260112/5425210 Engineering Department Portion: $330,000.00 funded
by account number: 327-04-1110-6011110/296812333-6011110
Alternatives:No alternatives.
Recommendation:We recommend the Commission approve Final Change Order 6 to the
existing contract with W.L. Hailey and Company, Inc. in the amount of
$615,079.45.
Funds are Available in
the Following
Accounts:
$285,079.45 from 507043420/5425210-80260112/5425210 $330,000.00
from 327-04-1110-6011110/296812333-6011110
REVIEWED AND APPROVED BY:
Cover Memo
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Attachment number 1Page 1 of 1
Change Order 6
Rae's Creek Trunk Sewer Improvements Phase IV
Camellia Roadway Improvements
Item #Description Item Cost
1 Final line item adjustments to bid schedule.$124,301.05
2 Additional costs associated with stream buffer delay, water line offset, additional paving at club and restaurant. $124,528.40
3 Water line offsets due to storm sewer conflicts along Camellia Road.$32,400.00
4 Additional Sewer Service Installation at Bass Property.$3,850.00
5 Additional Augusta Engineering Department funds for Camellia Road Replacement.$330,000.00
$615,079.45Total Cost
Attachment number 2Page 1 of 1