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Home My WebLink About2009-10-26-Meeting Agendawww.augustaga.gov Engineering Services Committee Meeting Committee Room- 10/26/2009- 1:00 PM ENGINEERING SERVICES 1. Approve cost-share agreement in the amount of $125,445.00 to Augusta Utilities for the Flowing Wells Sanitary Sewer System Project. Attachments 2. Approve subject agreement to Johnson, Laschober, and Associates, P.C. in the amount of $28,506.00. This award will include design changes for new construction of sanitary sewer mains and services, required documentation for environmental permits, and costs associated with splitting the Horsepen Project into two phases. Attachments 3. Discussion of Solid Waste Collection Services for 2011. Attachments 4. Motion to approve payment to CSX Transportation, Inc. per the approved facility encroachment agreements associated with the Goodrich Street Raw Water Pump Station Upgrade. Attachments 5. Consider a request from the residents of Kipling Drive for adjustments to the islands at the entrance at Kipling Drive and Boy Scout Road. Attachments 6. Consider a request from Rev. Larry Fryer of Tutt Middle School to change a portion of Harlem Avenue to Dragons Way. Attachments 7. Approve the awarding of low bid in the amount of $56,080. To Hagemeyer North America for street light poles and fixtures for replacements/repairs in the Augusta Richmond County Urban areas for a period of one year. Effective upon date of adoption of this item. The funds are available in the Street Lighting Budget Account . 2760416105414410 Attachments Engineering Services Committee Meeting 10/26/2009 1:00 PM Approve Cost-Share Agreement between Augusta Utilities Department and Bailey Development, LLC for Flowing Wells Sanitary Sewer System Department:Augusta Utilities Department Caption:Approve cost-share agreement in the amount of $125,445.00 to Augusta Utilities for the Flowing Wells Sanitary Sewer System Project. Background:The Flowing Wells Sanitary Sewer System Project is located in the vicinity of Flowing Wells Rd. in Augusta Richmond County, Georgia. The project will provide a sewer main to supply sewer service to a new Business Park consisting of 10 multi-tenant office/retail buildings, zoned B-2, approved by Augusta Richmond County Planning Commission, as well provide sanitary sewer to other properties in that area. The project scope includes approximately 4700 linear feet of 8” sewer main that will serve the business park and the surrounding area. The sewer main will be constructed by connecting to the existing sanitary sewer manhole installed for the Augusta Fire Station on Flowing Wells Rd. and extending the line north towards Frontage Rd. Analysis:The cost-share agreement is for AUD to participate at 65% of the construction fees for the sewer project to extend sanitary sewer along Flowing Wells Rd. The pre-construction estimate presented by the owner/developer was $125,445.00 Financial Impact:The lowest responsive bid amount submitted for this project was $125,445.00 These funds are available from the following account: 507043420-5425210 / 80900045-5425210 Alternatives:No alternatives due to the agreement being proposed by a department confirmation Recommendation:It is recommended to approve the cost-share agreement between Augusta Utilities Department and Bailey Development LLC to share 65% of project construction cost in the amount of $125,445.00 Funds are Available in the Following Accounts: $125,445.00 from account 507043420-5425210 / 80900045-5425210 REVIEWED AND APPROVED BY: Cover Memo Item # 1 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 1 Page 1 of 2 September 28, 2009 Mr. Clifford A. Goins, Interim Director City of Augusta Utilities 360 Bay Street, Suite 150 Augusta, GA 30901 Re: Funding request for: Flowing Wells Road Sanitary Sewer Improvements in conjunction with Flowing Wells Business Park Dear Mr. Goins, Let this letter serve as request for $150,000.00 in funding to the Augusta-Richmond County Commissioners’ for the installation of 4698‘ of a 8” PVC gravity sanitary sewer line with manholes along Flowing Wells Rd. This project is shown in detail on submittal by our Engineer, Scott Godefroy w/ Godefroy and Associates dated July 2, 2009 with revisions for AUD comments and request for addition sewer taps. This submittal plan was approved by AUD on August 20, 2009. I became involved in this project because of a 150,000 + SF Business Park project (know as Flowing Wells Business Park) that Bailey Development, LLC will be developing at this site and has a need for sanitary sewer service. Flowing Wells Business Park will be a 15ac. business park consisting of 10 multi-tenant, 2 story Office/Retail/Warehouse buildings zoned B-2, approved by Augusta Richmond County Planning Commission on June 3, 2008 and the Augusta Commission on June 17, 2008. The business park will have between 50-75 tenant businesses that require business license and pay business taxes on sales revenues to Richmond County. Needless to say this project represents tremendous revenue generation for Augusta-Richmond County just in tax revenues alone; these businesses will also have service vehicles in the hundreds with Richmond County tags, licenses, taxes, etc. The list just goes on and on as to the benefits to Augusta-Richmond County. Attachment number 1 Page 1 of 2 Item # 1 Page 2 of 2 This project begins at a point about 450’ west of the intersection on Flowing Wells Rd. of Map Parcels 029-0-003-00-0, known as 1233 Flowing Wells Rd and Parcel 029-0-004-00-0, known as 1251 Flowing Wells Rd moving south 1150’ to a point where it intersects with Parcel 029-0-005- 00-0, known as 1263 Flowing Wells Rd continuing south along the west side of Flowing Wells Rd for about 3000’ to a point at the upper drive at the Augusta Fire Station No. 15, boring(s) under Flowing Wells Rd to connect to an existing manhole with 15” existing gravity drain at the rear of this property. Cost for this sewer project was verbally agreed to in early 2009 on a 65%/35% basis with Augusta Richmond County AUD agreeing to pay 65% of the low bid if Flournoy Development Company did not participate in this project. Our Engineer made numerous requests to Flournoy Development for their input and participation, but in the end, they declined. With that said, the low bid of $144,760.00 renders AUD’s portion in the amount of $94,094.00. After receiving the bids, AUD requested that we add sewer taps for all remaining property owners fronting on both sides of Flowing Wells Road along this route at an additional cost of $31,360.00 which AUD would fund 100%. This increased AUD’s cost to $125,445.00. It is estimated that another $20,000.00-$25,000.00 during the construction phase could be needed for any cost overruns, bad soil conditions, etc as may occur on this type construction project. This is a great project with a very affordable price and it would be a tremendous boast to Augusta-Richmond County revenues and it would also be a great help in our project development. Attached you will find all supporting documentation concerning the bids, project cost and estimates. All eight bidders were notified of the bid results and we had none contesting the bids on this project. I am not sure as to the procedure for payment to contractors; I am willing to work directly with them in whatever manner is acceptable to Augusta-Richmond County as long as reimbursement payments to us are made promptly. I respectfully request approval of funding in the amount of $150,000.00 for Review Plan number 2009-064, Augusta-Richmond County Planning Commission Project title Flowing Wells Business Park. We can move forward with this project immediately. We anticipate construction time to be between 90-120 days after approval. This project is: shovel ready. Respectfully submitted, Richard E. Bailey, Partner Bailey Development, LLC Enclosures: Supporting Cost Estimates and Documents Attachment number 1 Page 2 of 2 Item # 1 Item # 1 Engineering Services Committee Meeting 10/26/2009 1:00 PM Approve Johnson, Laschober, and Associates (JLA) Design Supplementary Agreement 4 for the Horsepen Sewer Collection System Phase 2B, Project number 50203. Department:Clifford A. Goins, Interim Director Augusta Utilities Department Caption:Approve subject agreement to Johnson, Laschober, and Associates, P.C. in the amount of $28,506.00. This award will include design changes for new construction of sanitary sewer mains and services, required documentation for environmental permits, and costs associated with splitting the Horsepen Project into two phases. Background:A new main sanitary sewer is needed in the Horsepen Branch area in the Southern portion of Augusta-Richmond County. The project will consist of installing new sanitary sewer mains and services for the Sandridge Subdivision and a portion of Fairington Subdivision. The Horsepen Project is designed to provide for the installation of new gravity sewer mains and services which will provide City-County sewer to subject areas. Due to changes in design, additions to the project, and expiration of environmental permits due to funding constraints, it became necessary for the designer, JLA, to provide additional services to the Utility Department in order to meet the requirements for design and subsequent construction of the Horsepen Projects. Analysis:Johnson, Laschober, and Associates, P.C. has provided a thorough cost breakdown for the additional work required from their firm. Augusta Utilities Department has reviewed the Supplementary Agreement 4 documents prepared by JLA and found the associated fees to be acceptable for the work required. Approval is needed to move the Horsepen Project forward toward design completion and construction of the Project. Financial Impact:Funds for this Supplementary Agreement 4 are provided in 511043420- 5212115/80250203-5212115 Alternatives:No alternatives are recommended. Recommendation:Augusta Utilities Department recommends the Commission approve subject Supplementary Agreement 4 to JLA in the amount of $28,506.00. Funds are Available in the Following Accounts: FUNDS AVAILABLE IN THE FOLLOWING ACCOUNTS: 511043420- 5212115/80250203-5212115 Cover Memo Item # 2 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 2 Attachment number 1 Page 1 of 5 Item # 2 Attachment number 1 Page 2 of 5 Item # 2 Attachment number 1 Page 3 of 5 Item # 2 Attachment number 1 Page 4 of 5 Item # 2 Attachment number 1 Page 5 of 5 Item # 2 Engineering Services Committee Meeting 10/26/2009 1:00 PM Discussion of Solid Waste Collection Services for 2011. Department:Solid Waste Caption:Discussion of Solid Waste Collection Services for 2011. Background:The Augusta Solid Waste Collection Contract expires at the end of 2010. The contract has been in place since 2005 and provides for trash collection services for the majority of Richmond County. The current service level includes twice per week trash service and once per week recycling, yard waste, and bulky item pickup. The service includes one 96- gallon trash cart and one recycle cart (either a 19-gallon or 64-gallon size). Analysis:Moving forward toward the close of the current collection contract, by the end of 2009 decisions on certain key points need to be held. These include but are not limited to the level of service, pay as you throw, service areas, and the fee system. Addressing the items above and having these discussions now will allow the solid waste department and the commission the time necessary to carefully consider each decision and the impact to the residents/customers. Financial Impact:none. Alternatives:1. Discuss the services and move forward with the process. 2. Table the discussion and push the process at a later time. Recommendation:alternative 1 Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Solid Waste Disposal Contract Decisions For 2011 Item # 3 Issue(s) • Service levels exceed the needs of most citizens in the area. •Service levels do not support an effective 10/22/2009 2 •Service levels do not support an effective recycling/backyard composting program. • Does not offer flexibility to small use customers. Item # 3 Service Levels Current Service Level • Twice weekly garbage • Once per week recycling •Once per week yard waste Proposed Service • Once per week garbage • Once per week recycling •Once per week yard waste •Once per week yard waste • Once per week bulk waste •Once per week yard waste (refined limits) • Call in bulk waste (refined limits) 10/22/2009 3 Item # 3 Refined Limits Recommendation Yard Waste • Eliminate large piles from collection. • Citizen must bag or containerize all material for Bulk Waste • Bulk waste would become a call in service. • We recommend one call in per month be allowed per containerize all material for collection. • We would establish a limit on bags and containers. per month be allowed per house. • Tires – 2 per bulk waste collection. 10/22/2009 4 Item # 3 Issue(s) • Customers have a variety of trash volume needs where one standard program will not fit every household. 10/22/2009 5 fit every household. • No incentive for customers to recycle/backyard compost. • No financial incentive to use less service. Item # 3 Pay as you throw Garbage • Offer a 35 gallon cart for a discount. • Offer a second 95 gallon cart for a premium. Yard Waste • All yard waste must be in kraft bags, or containerized, eliminating bulk yard waste collections. •Offer a reduced cost, backyard premium.•Offer a reduced cost, backyard composter program. 10/22/2009 6 Item # 3 Issue(s) • Since consolidation, we have not offered services to all citizens. •In the last contract, we added some service 10/22/2009 7 •In the last contract, we added some service areas. We intended to go to the Hephzibah and Blythe City Limits but did not get the city boundaries correct. Item # 3 Service Area Options • Leave the service area the same. • Include all areas up to the Hephzibah and Blythe city limits. •Include the entire county, excluding Hephzibah and •Include the entire county, excluding Hephzibah and Blythe. • Recommend making our services available to Hephzibah and Blythe if they want to participate. 10/22/2009 8 Item # 3 Contractor Areas Current Contractor Areas • There are 3 contract areas serviced by 3 contractors and 4 sub-contactors. Proposed contractor areas • Use the contract to generate the best value for Augusta. • Make all service areas contiguous. • Increase or balance the number of units in a contract area.a contract area. • Have between 1 and 3 contract areas in the RFP. • Each bidder would be providing a unit price for the collection contract as well as how many tons the bidder will guarantee at our landfill. • The best overall value(s) to Augusta would be selected. 10/22/2009 9 Item # 3 Fees Issue • Augusta is inconsistent in how it charges for solid waste services. •¼ of our customers are Recommendation • Charge all customers in the same manner. •¼ of our customers are charged millage plus fees, and ¾ of our customers are charged all fees. 10/22/2009 10 Item # 3 Engineering Services Committee Meeting 10/26/2009 1:00 PM Goodrich Street Raw Water Pump Station - CSX Payments Department:Augusta Utilities Department Caption:Motion to approve payment to CSX Transportation, Inc. per the approved facility encroachment agreements associated with the Goodrich Street Raw Water Pump Station Upgrade. Background:Included in the scope of the Goodrich Street Raw Water Pump Station are two separate conduit penetrations under the railroad tracks that run parallel to one another. The primary crossing is an 84-inch tunnel crossing with a 60-inch raw water main and a 6-inch potable water main inside. The facility encroachment agreements, for these crossings, were approved by the Augusta Commission on December 16, 2008, and January 22, 2009. These crossings are considered major crossings, in the eyes of CSX, and they spent a good deal of time completing the engineering reviews for both crossings. The agreements with CSX Transportation, Inc. did include reimbursement terms for the railroad's consulting engineering review and inspections. The Contractor on site completed the sewer crossing inn 2008, while completing the tunnel for the water line crossings in early 2009. The railroad's consultant was on site for both crossings, inspecting the work on behalf of the railroad. Analysis:Approving this payment will allow Augusta to meet the terms of the facility encroachment agreements with CSX Transportation. Financial Impact:$52,650.00 from the Renewal and Extension Fund. Alternatives:No alternatives. Recommendation:Recommend approval of payment to CSX Transportation, Inc. Funds are Available in the Following Accounts: 507043410-5425110 80110250-5425110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Cover Memo Item # 4 Administrator. Clerk of Commission Cover Memo Item # 4 Engineering Services Committee Meeting 10/26/2009 1:00 PM Kipling Drive Island Adjustments Department:Clerk of Commission Caption:Consider a request from the residents of Kipling Drive for adjustments to the islands at the entrance at Kipling Drive and Boy Scout Road. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 5 Attachment number 1 Page 1 of 4 Item # 5 Attachment number 1 Page 2 of 4 Item # 5 Attachment number 1 Page 3 of 4 Item # 5 Attachment number 1 Page 4 of 4 Item # 5 Engineering Services Committee Meeting 10/26/2009 1:00 PM Road name change on portion of Harlem Avenue Department:Planning Commission Caption:Consider a request from Rev. Larry Fryer of Tutt Middle School to change a portion of Harlem Avenue to Dragons Way. Background:In an effort to promote school spirit Rev. Fryer has made this request. The existing road name of Harlem Avenue does appear to have some significance in the area and has a number of residents living on Harlem Avenue. However, the portion of Harlem Avenue running into Tutt Middle School has no residents fronting the street and therefore renaming this portion of Harlem Avenue to Dragons Way should not adversely affect any existing residents. Analysis:No adverse affect on existing residents. Financial Impact:The cost to change the street signs. Alternatives:Do not change the name of this portion of Harlem Avenue Recommendation:Honor the request to change this portion of Harlem Avenue to Dragons Way Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 6 Engineering Services Committee Meeting 10/26/2009 1:00 PM Street Lighting Bid Award 10/09 Department:Abie Ladson, Director Caption:Approve the awarding of low bid in the amount of $56,080. To Hagemeyer North America for street light poles and fixtures for replacements/repairs in the Augusta Richmond County Urban areas for a period of one year. Effective upon date of adoption of this item. The funds are available in the Street Lighting Budget Account . 2760416105414410 Background:This is for replacement poles. Analysis:Award of Bid. Financial Impact:Adequate funds are available and expenditure of this amount will leave $13,054. which is sufficient for any emergencies that may arise before the end of the year. Alternatives:Approve the awarding of low bid in the amount of $56,080. To Hagemeyer North America for street light poles and fixtures for replacements/repairs in the Augusta Richmond County Urban areas for a period of one year. Effective upon date of adoption of this item. The funds are available in the Street Lighting Budget Account . 2760416105414410. Recommendation:Approve alternative. Funds are Available in the Following Accounts: 2760416105414410. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 7 Invitation To Bid Sealed bids will be received at this office until 11:00 a.m. Friday August 14, 2009 Bid Item #09-140 Street Lighting and Poles for Augusta Engineering Department BID’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene 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 to the office of the Procurement Department by Fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference on an eligible local project, the certification statement as a local bidder and all supporting documents must be submitted to the Procurement Department with your bonafide bid package. No BID may be withdrawn for a period of 90 days after time has been called on the date of opening. 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. Please mark BID number on the outside of the envelope. Bidders are cautioned that sequestration 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 July 9, 16, 23, 30, 2009 Metro Courier July 15, 2008 cc: Tameka Allen Interim Deputy Administrator Abie Ladson Engineering Department Steve Cassell Traffic Engineering Charles Gifford Traffic Engineering Attachment number 1 Page 1 of 1 Item # 7 Vendors: Hagemeyer North America, Inc. 1730 Barton Chapel Rd Augusta, GA 30904 Graybar Electric 3222 Mike Padgett Hwy Augusta, GA 30906 Gexpro - Augusta 1547 15th Street Augusta, GA 30901 Bid Form YES YES YES Statement of Non- Discrimination YES YES YES Conflict of Interest YES YES YES Contractor Affidavit & Agreement YES Non-Compliant Did not complete form YES Subcontractor Affidavit & Agreement YES Non-Compliant Did not complete form Non-Compliant Did not complete form Non-Collusion Affidavit of Bidder YES YES YES Non-Collusion Affidavit Subcontractor YES Non-Compliant Did not notarize Non-Compliant Did not complete form Local Small Business Good Faith Efforts YES Non-Compliant Did not sign YES Local Small Business Subcontractor/Supplier Utilization Plan YES Non-Compliant Did not sign YES Item # 1 (TS-3) (8) Bid Price $30,560.00 Non-Compliant Non-Compliant Item # 2 (TS-4) (7) Bid Price $6,700.00 Non-Compliant Non-Compliant Item # 1 (TS-5) (18) Bid Price $12,870.00 Non-Compliant Non-Compliant Item # 1 (TS-6) (100) Bid Price $5,950.00 Non-Compliant Non-Compliant Total Bid Amount $56,080.00 Non-Compliant Non-Compliant Bid Item #09-140 Street Lighting Poles & Fixtures For the City of Augusta - Engineering Department Bid Opening Date: Friday, August 14, 2009 at 11:00 a.m. Attachment number 2 Page 1 of 1 Item # 7 Attachment number 3 Page 1 of 4 Item # 7 Attachment number 3 Page 2 of 4 Item # 7 Attachment number 3 Page 3 of 4 Item # 7 Attachment number 3 Page 4 of 4 Item # 7 Attachment number 4 Page 1 of 1 Item # 7