HomeMy WebLinkAbout2012-06-11-Meeting Agenda
Engineering Services Committee
Meeting
Commission Chamber- 6/11/2012- 1:00 PM
ENGINEERING SERVICES
1. Approve recommendation to award contract for RFP 12-128,
Janitorial Services for the Enviromental Services Department, to
M&M Management Services, Inc. in the amount of $34,488.92.
Attachments
2. Approve entering into an agreement with The Augusta
Beautification Program to provide landscape maintenance along
Walton Way (SR 4) between 13th Street and 15th Street as
requested by AED/Traffic Engineering.
Attachments
3. Approve the deeds of dedication, maintenance agreements, and
road resolution submitted by the Engineering and Augusta
Utilities Departments for Exchange Lane, and Water and Sewer
Installations for Savannah River Banking Company.
Attachments
4. Motion to approve the minutes of the Engineering Services
Committee meeting held on May 29, 2012.
Attachments
5. Motion to authorize the Finance and Utility departments to begin
the process for refunding the Water and Sewerage Revenue
Bonds Series 2002 in the approximate outstanding principal
amount of $98,875,000 and the issuance of up to $40,000,000 of
additional bonds for new water and sewer projects, all of such
bonds to be issued through a competitive bid process with
Murray, Barnes, Finister, LLP and McKenna Long & Aldridge,
LLP serving as bond and disclosure counsel.
Attachments
6. Approve entering into a Mowing and Maintenance Agreement as
well as an Indemnity Agreement with the Georgia Department of
Transportation along Walton Way (SR 4) between 13th Street
and 15th Street in conjunction with median landscaping project
as requested by AED/TE.
Attachments
7. Consider Proposal from Westin Engineering to update ERP Attachments
www.augustaga.gov
(Emergency Response Plan), COOP (Continuity of Operations
Plan) and VA's (Vulnerability Assessments) for the Utilities
Department.
8. Discuss a plan of action for vacant and abandoned lots and right-
of-ways throughout the city. (Revenue stream) (Requested by
Commissioner Johnson)
Attachments
Engineering Services Committee Meeting
6/11/2012 1:00 PM
Approve recommendation to award contract for RFP 12-128, Janitorial Services for the Environmental
Services Department to M&M Management Services, Inc.
Department:Environmental Services
Caption:Approve recommendation to award contract for RFP 12-128,
Janitorial Services for the Enviromental Services Department, to
M&M Management Services, Inc. in the amount of $34,488.92.
Background:In 2010 The Environmental Services Department moved all office
and maintenance staff into the maintenance building. This entailed
an increase in office space from approximately 2,500 sq./ft. to
over 7,500 sq./ft. plus an additional 10,000 sq./ft. of shop space
which we were not equipped to sufficiently maintain. The
department realized the need for, went through the RFP process
with Procurement, and outsourced janitorial services for the
maintenance building and the scale house in August of
2010. Additional services were required over the life of the
contract and are included in the current RFP. The services are still
required to properly maintain these two buildings at our facility.
Analysis:The Environmental Services Department and the Procurement
Department have concluded the RFP process for RFP Item 12-
128, Janitorial Services. After the evaluation process of the five
compliant vendors, M&M Management Services, Inc. scored
higher than the other four vendors. They have also met all
specified requirements of the RFP documents without taking any
exceptions and within an acceptable budget amount. Therefore, it
is the recommendation of the Augusta Environmental Services
Department that M&M Management Services, Inc. should be
awarded the contract for Janitorial Services pending successful
contract execution.
Financial Impact:Adequate funds are available. The department recommends
transferring funds from 542-04-4110/52.39110 to 542-04-4110 /
52.22310. The cost of the services will be $34,488.92 annually,
which is a 10% increase over the previous contract.
Alternatives:1. Approve award recommendation of RFP 12-128, Janitorial
Services for the Environmental Services Department to M&M
Cover Memo
Item # 1
Management Services, Inc. 2. Do not approve the award.
Recommendation:Approve award recommendation of RFP 12-128, Janitorial
Services for the Environmental Services Department to M&M
Management Services, Inc. pending successful contract execution.
Funds are Available
in the Following
Accounts:
The department recommends transferring funds from 542-04-
4110/52.39110 to 542-04-4110 / 52.22310.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Request for Proposal
Request for Proposals will be received at this office until Wednesday, March 21, 2012 @ 3:00 p.m. for
furnishing:
RFP Item #12-128 Janitorial Services for Environmental Services
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department
ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to
706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement
Department by Monday, March 5, 2012 @ 5:00 P.M. No RFP will be accepted by fax, all must be
received by mail or hand delivered.
No RFP may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. 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. All requests to waive or modify any such material condition shall be submitted through the
Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the
Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope.
Bidders are cautioned that acquisition of RFP documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places
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 February 9, 16, 23, March 1, 2012
Metro Courier February 15, 2012
cc: Tameka Allen Deputy Administrator
Mark Johnson Environmental Services
Lori Videtto Environmental Services
Revised: 8/15/2011
Attachment number 1 \nPage 1 of 1
Item # 1
VENDORS Attachment B E-Verify # Original 6 Copies Fee Proposal
M &M MANAGEMENT INC.
3114 AUGUSTA TECH DR., STE 403
AUGUSTA GA 30906 YES 357593 YES YES YES
JANI-KING OF AUGUSTA
3665 WHEELER ROAD, SUITE 1A
AUGUSTA, GA 30909 YES 332901 YES YES YES
KSL PROFESSIONAL JANITORIAL
CLEAN
P. O. BOX 957922
DULUTH, GA 30095
YES 495714 YES YES YES
EXECUTIVE JANITORIAL SERVICES
P. O. Box 204922
AUGUSTA, GA 30917-4922 YES 240034 YES YES YES
AMERICAN FACILITY SERVICES
1325 UNION HILL INDUSTRIAL CT.
SUITE A
ALPHARETTA, GA 30004
YES 114358 YES YES YES
EXECUTIVE CLEANING
P. O. Box 1375
MILLEDGEVILLE, GA 31059-1375 YES 001191 YES YES
NO FEE
PROPOSAL/
NON-
COMPLIANT
RFP Item #12-128
Janitorial Services
for Augusta, Georgia - Environmental Services Department
RFP Due: Wednesday, March 21, 2012 @ 3:00 p.m.
The following vendor did not respond:
CSRA CUSTODIAL SERVICES / 2709 OAKLAND AVENUE / AUGUSTA, GA 30909
Page 1 of 1
Attachment number 2 \nPage 1 of 1
Item # 1
Evaluation Criteria
PTS
AMERICAN FACILITY
SERVICES
1325 UNION HILL
INDUSTRIAL CT.
SUITE A
ALPHARETTA, GA 30004
EXECUTIVE JANITORIAL
SERVICES
P. O. Box 204922
AUGUSTA, GA 30917-
4922
JANI-KING OF AUGUSTA
3665 WHEELER ROAD,
SUITE 1A
AUGUSTA, GA 30909
KSL PROFESSIONAL
JANITORIAL CLEAN
P. O. BOX 957922
DULUTH, GA 30095
M &M MANAGEMENT
INC.
3114 AUGUSTA TECH
DR., STE 403
AUGUSTA GA 30906
1. Company Experience - This section should clearly indicate the
capability of the team to perform the work. Provide a company overview
that describes the experience of the company and key individuals who
will be involved in this effort. Provide no more than a one –page
description of your company including the name of the company, date
the company was established, number of employees.
40 32 20 23 22 33
2. Revelant Projects - Provide two project sheets that highlight similar
experience that your project team members have been involved in.
Projects should be janitorial/cleaning service in which the company has
been involved. For any development identified, provide, at a minimum,
the following information:
• Name, location, year service provided
• Role of your company in the service
• Description of service, by type, size, relevant physical attributes similar
to target project.
30 24 10 12 15 23
3. Personnel - Provide a schedule of the personnel you will commit to be
assigned and directly involved and responsible throughout the duration
of the Project. Provide a one page resume highlighting relevant
experience to this project for all assigned Project personnel.
25 17 8 10 12 18
4. Proximity to Area
Within Augusta Richmond County 5 pts
Within the CSRA 4 pts
Within Georgia 3 pts
Within SE United States 2 pts
All Others 1 pt
5 3 4 4 3 5
TOTAL 100 76 42 49 51 80
Cumulative Evaluation Sheet - RFP Item #12-128
Janitorial Services for Augusta Environmental Services
for Augusta, Georgia - Environmental Services Department
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Engineering Services Committee Meeting
6/11/2012 1:00 PM
Augusta Beautification Program Agreement (Walton Way SR4)
Department:Abie L. Ladson, PE, CPESC, Director
Caption:Approve entering into an agreement with The Augusta
Beautification Program to provide landscape maintenance along
Walton Way (SR 4) between 13th Street and 15th Street as
requested by AED/Traffic Engineering.
Background:The Augusta Beautification Program is a privately-funded group
that has installed and maintained landscaped medians throughout
the county. Projects completed by this organization include:
Wheeler Road and St. Sebastian Way. Currently, Augusta
Beautification Program is proposing to landscape and maintain the
median along Walton Way between 13th Street and 15th
Street. Because this section of Walton Way is a state route,
Georgia DOT requires the city to entering into a mowing and
maintenance agreement, irrespective of funding source. This
proposed agreement will allow The Augusta Beautification
Program to provide this maintenance on behalf of the city.
Analysis:Agreement would allow the beautification project to move
forward.
Financial Impact:None anticipated
Alternatives:1) Approve entering into an agreement with The Augusta
Beautification Program to provide landscape maintenance along
Walton Way (SR 4) between 13th Street and 15th Street as
requested by AED/Traffic Engineering. 2) Do not approve and
beautification project cannot proceed.
Recommendation:Approve Alternative Number One.
Funds are Available
in the Following
Accounts:
N/A
Cover Memo
Item # 2
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Engineering Services Committee Meeting
6/11/2012 1:00 PM
Exchange Lane and Savannah River Banking Co.
Department:Engineering Department-Abie L. Ladson, P.E., CPESC, Director
Caption:Approve the deeds of dedication, maintenance agreements, and
road resolution submitted by the Engineering and Augusta
Utilities Departments for Exchange Lane, and Water and Sewer
Installations for Savannah River Banking Company.
Background:The final plat for Exchange Lane was approved by the
Commission on May 15, 2012. The subdivision design and plat
for this section, including the storm drain system within the road,
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.
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 this road and storm drainage installations into the
County system and after the 18-month maintenance warranty by
the developer/contractor for the roads and storm drainage has
expired, all future maintenance and associated costs will be borne
by Augusta, Georgia. By acceptance of the utility deeds and
maintenance agreements, all future maintenance and associated
costs for water and sanitary sewer installations will be borne by
Augusta, Georgia, and 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 resolution submitted by the Engineering and Augusta
Utilities Departments for Exchange Lane, and Water and Sewer
Installations for Savannah River Banking Company. 2. Do not
approve and risk litigation.Cover Memo
Item # 3
Recommendation:Approve Alternative Number One.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Engineering Services Committee Meeting
6/11/2012 1:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Engineering Services
Committee meeting held on May 29, 2012.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
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Engineering Services Committee Meeting
6/11/2012 1:00 PM
Motion to authorize refunding Water and Sewerage Revenue Bonds, Series 2002
Department:Finance
Caption:Motion to authorize the Finance and Utility departments to begin
the process for refunding the Water and Sewerage Revenue Bonds
Series 2002 in the approximate outstanding principal amount of
$98,875,000 and the issuance of up to $40,000,000 of additional
bonds for new water and sewer projects, all of such bonds to be
issued through a competitive bid process with Murray, Barnes,
Finister, LLP and McKenna Long & Aldridge, LLP serving as
bond and disclosure counsel.
Background:Augusta issued $149,400,000 in bonds in 2002 to finance various
water and sewer improvements. The bond documents provided
that the bonds could be called after ten years. Current interest
rates on tax exempt municipal bonds are lower than the rates on
the existing bonds which makes refunding these bonds a prudent
financial decision. In addition, the Utilities Department has
needed projects that cannot be timely funded through cash flow.
These projects are estimated to total between $35 million and $40
million.
Analysis:
Financial Impact:
Alternatives:a) Refund the existing bonds and issue addtional bonds for needed
projects. b) Not refund the existing bonds and forego the interest
savings and delay the construction of new projects.
Recommendation:Refund the existing bonds and issue the additional bonds for
needed projects.
Funds are Available
in the Following
Accounts:
This is an enterprise fund. Receipts from operations will pay debt
service.
Cover Memo
Item # 5
REVIEWED AND APPROVED BY:
Cover Memo
Item # 5
Engineering Services Committee Meeting
6/11/2012 1:00 PM
Mowing and Maintenance Agreement and Indemnity Agreement (Walton Way (SR 4)
Department:Abie L. Ladson, PE, CPESC, Director
Caption:Approve entering into a Mowing and Maintenance Agreement as
well as an Indemnity Agreement with the Georgia Department of
Transportation along Walton Way (SR 4) between 13th Street and
15th Street in conjunction with median landscaping project as
requested by AED/TE.
Background:Currently, there is a proposed project by the Augusta
Beautification Program to landscape and maintain the median
along Walton Way between 13th Street and 15th Street. Although
in a companion agenda item, the Augusta Beautification Program
will be providing the maintenance of the median, for landscaping
projects along State Routes, Georgia DOT requires that the local
government enter into a mowing and maintenance agreement,
irrespective of funding source. Moreover, since the proposed
project will include a sprinkler system, Georgia DOT requires an
indemnity agreement to be executed as well.
Analysis:Agreement would allow the beautification project to move
forward
Financial Impact:None anticipated.
Alternatives:1.Approve entering into a Mowing and Maintenance Agreement
as well as an Indemnity Agreement with the Georgia Department
of Transportation along Walton Way (SR 4) between 13th Street
and 15th Street in conjunction with median landscaping project as
requested by AED/TE. 2.Do not approve and beautification
project cannot proceed.
Recommendation:Approve Alternative Number One.
Funds are Available
in the Following
Accounts:
N/A
Cover Memo
Item # 6
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Engineering Services Committee Meeting
6/11/2012 1:00 PM
Utilities Emergency Response Planning
Department:Utilities
Caption:Consider Proposal from Westin Engineering to update ERP
(Emergency Response Plan), COOP (Continuity of Operations
Plan) and VA's (Vulnerability Assessments) for the Utilities
Department.
Background:Utilities had previously solicited qualifications from firms to
update our Emergency Response Plan (ERP), Continuity of
Operations Plan (COOP) and Vulnerability Assessments (VA).
Westin Engineering was selected as the highest rated firm.
Analysis:The Public Health Security and Bioterrorism Preparedness and
Response Act of 2002 required that public water systems prepare
Emergency Response Plans. Also during that time, the Utilities
had prepared a Continuity of Operations Plan and Vulnerability
Assessments. These plans need to be updated to reflect our new
facilities and organization. The final scope and fee has been
significantly reduced during the negotiation process. Our intent is
to keep these plans updated internally in the future.
Financial Impact:Westin has proposed to update these plans for a fee of $203,716.
Funds are available in account 507043490–5212999/81100010-
5212999.
Alternatives:The Commission could elect not to update these plans.
Recommendation:We recommend that the Commission approve the proposal from
Westin Engineering in the amount of $203,716.
Funds are Available
in the Following
Accounts:
507043490–5212999/81100010-5212999
REVIEWED AND APPROVED BY:
Cover Memo
Item # 7
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 7
Engineering Services Committee Meeting
6/11/2012 1:00 PM
Vacant and Abandoned Lots and Right-of-Ways
Department:Clerk of Commission
Caption:Discuss a plan of action for vacant and abandoned lots and right-
of-ways throughout the city. (Revenue stream) (Requested by
Commissioner Johnson)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 8