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Home My WebLink About2013-02-25-Meeting Agenda Engineering Services Committee Meeting Commission Chamber- 2/25/2013- 1:00 PM ENGINEERING SERVICES 1. Update/report from staff on status of 2013 Solid Waste Contract. (Requested by Commissioner Marion Williams) Attachments 2. Approve a contract with Augusta Quality Lawn care. Attachments 3. Approve a contract with OTTO Environmental Systems for cart management services in an amount budgeted annually. Attachments 4. Provide approval for Augusta Utilities Department to rent one combination sewer cleaning/vacuum truck in order to be able to clean sewer lines to help prevent sanitary sewer overflows. Attachments 5. Approve the proposed Citizen Volunteer Litter Clean-Up Program as submitted by the Environmental Services Department. (Referred from February 11 Engineering Services Committee) Attachments 6. Motion to approve the acceptance of donated permanent and temporary easements between Ladell P. Willis, Jr., and Sherrell D. Willis, as owners, and Augusta, Georgia, in connection with the Muirfield Drive Drainage Improvement Project, said perpetual easement consists of 0.10 acre (4,446 sq. ft.) of permanent drainage, utility and maintenance easement, more or less, from the property located at 4108 Muirfield Dr., Augusta, GA private. Attachments 7. Approve and authorize Augusta Engineering Department (AED) to offer five percent above mid-range salary to selected candidate for the Engineering Manager Position as requested by the Augusta Engineering Department - Engineering Division. Attachments 8. Approve the proposed Event Recycling Bin Loan Program as Attachments www.augustaga.gov submitted by the Environmental Services Department. (Referred from February 11 Engineering Services Committee) 9. Update from staff regarding flooding in the Eastview area concerning what stage the city is in now and a timetable for completion. (Requested by Commissioner Fennoy) Attachments 10. Approve granting Meredith Homes, Inc., its successors and/or assigns an easement across 822 O’Shields Court, for a driveway to provide ingress/egress to Lot 12 (820 O’Shields Court), Magnolia Ridge, as requested by AED. Also approve having the agreement executed by the appropriate Augusta official(s). Attachments 11. Motion to approve an Option for the purposes of acquiring a Right-of-Way between Jeong AE Seo, as owners, and Augusta, Georgia, as optionee, in connection with the Windsor Spring Road Phase V Project, 0.019 acre (820.94 sq. ft.) in fee simple and 0.010 acre (431.82 sq. ft.) of permanent construction & maintenance easement, more or less. Also granted is a temporary driveway easement on Project Windsor Spring Road, Phase V, STP00-1105-00(004) from property located at: 2494 Carroll Dr, private, at the purchase price of $500.00. Attachments 12. Motion to approve an Option for the purposes of acquiring a Right-of-Way between Beverly K. Mims, as owners, and Augusta, Georgia, as optionee, in connection with the Windsor Spring Road Phase V Project, 0.018 acre (786.67 sq. ft.) in fee simple and 0.016 acre (676.15 sq. ft.) of permanent construction & maintenance easement, more or less, on Project Windsor Spring Road, Phase V, STP00-1105-00(004) from property located at: 4634 Windsor Spring Road, private, at the purchase price of $500.00. Attachments 13. Receive as information the Environmental Services Department’s Scrap Tire and Electronics Recycling Event initiative. (Referred from February 11 Engineering Services Committee) Attachments Engineering Services Committee Meeting 2/25/2013 1:00 PM 2013 Solid Waste Contract Department: Caption:Update/report from staff on status of 2013 Solid Waste Contract. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1 Engineering Services Committee Meeting 2/25/2013 1:00 PM Approve a contract with Augusta Quality Lawn care. Department:Environmental Services Caption:Approve a contract with Augusta Quality Lawn care. Background:In May 2011, Augusta reorganized some key functions of the government. As such, the Environmental Services Department (ESD) took over the function of cleaning vacant lots which are identified as out of compliance with Augusta’s code. Along with vacant lot collections, came a series of additional operational responsibilities to include litter collection, street sweeping, and other environmental programs. To perform the services, the ESD was provided 5 heavy equipment operators and 2 inmate crews. In 2011, the ESD increased the year over year vacant lot cutting from a number of 51.5 lots per month in 2010, to 75.6 lots per month in 2011. This improvement was due largely to purchasing skid steer loaders and attachments which mechanized the process of vacant lot cutting. This created a significant improvement over prior outputs of the government; however, it did not make a significant difference in what needed to be cut/cleaned. Therefore, in 2012 the department continued with its current methods, and attempted various methods of enhancing the vacant lot program. Those initiatives included better utilization of our inmate crews, working in defined areas, as well as chemical mowing. Additionally, the department procured an annual contract for vacant lot cutting. Two contractors were awarded an annual contract for cutting vacant lots. Each contractor was awarded a share of a $20,000 time and materials contract. This method allowed the ESD to supplement its operational program with contract employees. Analysis:In 2012, the ESD cut 124 lots/month lots. This is a substantial improvement over the 2011 numbers. This increase is attributed to several factors. First, the government operated more efficiently. Second, the department supplemented its efforts with contract crews for a portion of the year. In addition to simply cutting more acres, the ESD did a simple productivity analysis comparing our inmate crew’s production against our contract crew’s production. In summary, a contract crew cuts over twice the acres in the same number of days as our inmate crews. Coupled with the fact that Cover Memo Item # 2 the ESD must provide a vehicle, equipment and supplies to our inmate crews, the cost benefit of using a contractor makes reasonable sense. The ESD provided options to amend the Vacant Lot Ordinance. If that ordinance is approved, then the ESD’s work load shall dramatically increase. These changes will allow the ESD to operate in a streamlined manor, removing the bottleneck within the vacant lot cleaning approval process. If that ordinance is passed, the ESD will not have the resources to keep up with the available vacant lots needing attention. The ESD is proposing a time and labor contract to assist in cutting and cleaning vacant lots. The ESD would then be able to transition its inmate crews from vacant lot cleaning to litter collection along the right of ways. By moving the inmate crews, it will greatly reduce the logistics of the inmate crews allowing more time at a particular task. Additionally, assets historically given to the inmate crews for vacant lot maintenance can be reallocated to equipment operators for use as they cut and maintain lots. By utilizing a time and labor contract, it allows the department ultimate flexibility in how we utilize our assets as well as the contractors. There is no guarantee of work under this contract. It is the department’s intention to use the equipment operators where heavy vegetation or debris exists. By utilizing skid steers and other larger assets the work can be performed efficiently. We would use the contractors to maintain the vegetation on lots already cleaned as well as Augusta owned lots. It is the goal of the department to cut Augusta lots more than once per year. This can only happen through the use of additional resources. Financial Impact:Due to the success of the contracted cutting done in 2012, the department budgeted a significant increase for vacant lot cutting and cleaning. We would propose a 2013 expense of $108,800 which equates to 40 weeks of cutting at a cost of $2,720 per week. For subsequent years, if the contract is extended, we would recommend a budget amount of $141,440 which is a full 52 weeks at a cost of $2,720 per week. Alternatives:1. Approve a contract with Augusta Quality Lawn care. 2. Do not approve. Recommendation:1. Approve a contract with Augusta Quality Lawn care. Funds are Available in the Following Accounts: Adequate funds of $108,800 are available. The Department recommends using funds from 542-04-4110/52.39110 REVIEWED AND APPROVED BY:Cover Memo Item # 2 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 2 Invitation to Bid Sealed bids will be received at this office on Tuesday, January 15, 2013 @ 11:00 a.m. for furnishing: Bid Item 12-229 Vacant Lot Cleaning for Environmental Services Department Bids 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 viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the 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 by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Monday, December 31, 2012 @ 5:00 p.m. No bid will be accepted by fax, all must be received by mail or hand delivered. No Bid 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 BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID 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 Augusta Chronicle December 6, 13, 20, 27, 2012 Metro Courier December 12, 2012 cc: Tameka Allen Deputy Administrator Mark Johnson Environmental Services Department Lori Videtto Environmental Services Department Revised: 8/15/2011 Attachment number 1 \nPage 1 of 1 Item # 2 Vendors: Augusta Lawn & Turf 3618 Phillips Dr Martinez, GA 30907 Augusta Quality Lawncare 1540 Keron Way Hephzibah, GA 30815 Contract Management P O Box 3833 Augusta, GA 30914 Jacobs Land Management 118 Woodland Rd Augusta, GA 30907 CSRA Landscaping 2232-A Peach Orchard Rd Augusta, GA 30906 Attachment B Yes Yes Yes Late Submittal Yes E-Verify Number 202665 BGRG1374 225306 352373 SAVE Form Yes Yes Yes Yes Price Per Day $1,249.50 $680.00 $2,163.00 Non- Compliant $675.00 Weekly Rate $6,200.00 $2,720.00 $8,652.00 Non- Compliant $3,375.00 Bid Item #12-229 Vacant Lot Cleaning For the City of Augusta - Environmental Services Department Bid Opening Date: Tuesday, January 15, 2013 at 11:00 a.m. The following vendors did not respond: Davis Lawncare / 316 UN Ct., Suite 2 / Grovetown, GA 30813 Page 1 of 1 Attachment number 2 \nPage 1 of 1 Item # 2 Attachment number 3 \nPage 1 of 2 Item # 2 Attachment number 3 \nPage 2 of 2 Item # 2 Attachment number 4 \nPage 1 of 1 Item # 2 Engineering Services Committee Meeting 2/25/2013 1:00 PM Approve a contract with OTTO Environmental Systems for cart management services Department:Environmental Services Caption:Approve a contract with OTTO Environmental Systems for cart management services in an amount budgeted annually. Background:In June of 2006, Augusta entered into an agreement with Cascade Engineering to provide solid waste and recycling carts as well as asset management services. This contract provides Augusta two distinct products: The first is the actual solid waste and recycling carts that are provided to the residents. At the time, Augusta was renting carts from the private haulers which served Augusta. There were 3 contract haulers and 5 subcontractors. There was a significant variety in the type, color and condition of the carts being provided. Augusta wanted a uniform look for its citizens, as well as a rebranding of the customer service. By purchasing carts, Augusta standardized the carts to one type of cart and one general color scheme. The second item that Cascade Engineering provided was asset management services. All of our carts have an RFID chip embedded in the cart. When Augusta stopped renting the carts, it took the responsibility of owning, delivering, removing and repairing the carts. Cascade was contracted to perform this duty. This contractor also performed “mass deployments” of carts. This service is used when we completely replace all the assets in a given area. Historically, the cost of the program has varied greatly. The most notable cost is in the purchase of the carts themselves. As Augusta took over its carts, we phased in the new carts based on the rental fees charged by the contractor. We spread our conversion over 4 years to spread out costs. This created economic spikes in our capital expenditures. Asset Management costs have been much more stable. On May 4, 2012, the ESD released a bid for cart purchase and asset management. There was one company which responded with a compliant package. The department recommended using that company. At that time, Augusta entered into contract negotiations with the recommended company. After considerable effort and time, no agreement could be reached. It was determined that it was in the best interest of all to re-bid the services. To be fair to all parties, Augusta split the bid into two distinct packages. That method created one bid for cart purchase Cover Memo Item # 3 and a second for asset management. Analysis:The ESD is proposing a contract with OTTO Environmental Systems. Our recommendation is based on the fact that they met all the minimum specifications, and offered the lowest price. In reviewing references, the company appears to have a strong customer support attitude and has shown that they can meet the expectations of the customers serviced. Augusta looked at the option of internalizing the service. However, to properly perform the function, additional staff was needed, as well as additional vehicles. This coupled with the fact that there is a significant amount of uncertainty of future needs in cart maintenance, makes contracting a better solution. The way the contract was structured, the contractor provides a base service of a vehicle and a crew, with defined hours. As the need for service increases, there are provisions in the contract that will allow for additional resources to be used at an additional cost. Secondly, as there will be service spikes revolving around the soon to be implemented solid waste and recycling contract, having flexibility is something that hiring staff and purchasing assets does not reasonably allow. In the near term, Augusta has 3 to 4 thousand carts that must be switched out in the national hills area as well as 7 to 8 thousand carts which must be deployed on the southern part of the county. Additionally, Augusta anticipates needing assistance in validating service locations for the RFID technology to become 100% accurate, as well as repairing any broken assets found at contract implementation. Financial Impact:For 2013, Augusta budgeted $210,000 which is a significant increase for asset management. This is predominately due to the implementation of the solid waste and recycling contract. The ESD believes that it will have higher monthly costs in the first year and then the costs should be reduced. The ESD projects a first years cost of approximately $174,800. This is two crews for 9 months. At this time it is estimated that the cost will go to $146,100 in the second year, for 12 months. That savings is anticipating that we can operate on a single crew for cart maintenance. The ESD will budget the anticipated expense annually for the life of the contract. Alternatives:1. Approve a contract with OTTO Environmental Systems for cart management services in an amount budgeted annually. 2. Do not approve. Recommendation:Approve a contract with OTTO Environmental Systems for cart management services in an amount budgeted annually. Funds are Available Adequate funds of $185,000 are avaialble for the first year. For Cover Memo Item # 3 in the Following Accounts: subsequent years, the department will budget funds for this contract. The department recommends using funds from 542-04- 4110/5213119. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Asset Management Bid Item A. Background Augusta is in the process of soliciting a vendor to provide a comprehensive cart Asset Management program to Augusta for use in support of the residential recycling and trash collection program. Current Augusta Solid Waste and Recyclables Collection Services Augusta currently services approximately 60,000 residential customers in a service area that only covers a portion of Richmond County. There are currently approximately 62,000 household carts in service. The current service level provides these customers twice per week household trash service, and once per week recycling, yard waste, and bulky waste collection. Under the current services, the contractor conducting asset management services uses one man and one truck, and completes an average of 30 work orders per day; the majority of which are wheel repairs. The remaining work orders are mostly recycle bin requests or cart deliveries/replacements. The current services will end May 31, 2013; and revised services will take effect June 1, 2013. Revised Augusta Solid Waste and Recyclables Collection Services The revised services that will take effect June 1, 2013, will change to one-time per week collection of household waste, recycling, yard waste, and bulky waste for the residential customer. Other service levels are included depending upon the type of property; for example, a commercial property would receive household and recycling services, but not bulky and yard waste collection. A similar service level is available for the unoccupied properties; however they will receive only yard waste and bulky waste services. Additionally, as of June 1, 2013 the service area will expand to include all of Richmond County. This will add approximately 7,500 customers to the service area, all of whom will need to be provided carts and services (unless they meet the criteria to become exempt from the program). Additionally, there are pockets of customers in the current service area that are still using carts provided by a current contractor. These carts will need to be swapped with Augusta-owned carts (all current Augusta-owned carts are provided by Cascade Engineering). There are approximately 7,000 of these carts to be replaced before June 1, 2013. Incentive-Based Recycling Another change that will occur with the revised services is the inception of an incentive-based recycling program. The current recycling program is available to customers on a voluntary basis, and currently has approximately 15,000 known participants. Those recycling participants are using 19-gallon bins, 64-gallon carts, or 96-gallon carts. It is Augusta’s intention to transition all participants that are using the 19-gallon bins to carts. It is unknown at this time how many 19- gallon bins are currently in use. Also, with the incentive program, Augusta anticipates that recycling participation will quickly increase over the first year of the program. In other communities of similar size to Augusta that are using the same program Augusta will be using, the recycling participation doubled in the first year. B. Asset Management Specifications (Appendix B of the Draft Agreement) The contractor shall provide a comprehensive asset management program. The following specifications represent the minimum standards for asset management required by Augusta. Attachment number 1 \nPage 1 of 28 Item # 3 1. Delivery and Removal of Carts a. Augusta will provide the Contractor with electronic work orders which direct the delivery and removal of carts. b. Standard work days and days of service include Monday – Saturday. Should an Augusta-specified holiday fall during that working week, the holiday shall not be counted in the 48-hour window. Current holidays include New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving, and Christmas Day. c. All deliveries and removals of carts shall be performed within a 48-hour window of receiving a work order from the County. The 48-hour window includes Monday – Saturday and excludes Sunday and Augusta-specified holidays. d. All carts delivered shall include instruction of proper cart use, including actions that would void the manufactures warranties, proper care of the cart, and the methods for cleaning the cart. In addition to the above, literature provided by the county shall be included outlining solid waste program information. All literature shall be left in a location easily accessible to the customer, must be left in a way as to not get damaged by the elements, and shall not be in the bottom of the cart. e. Carts shall be delivered to a location at the right-of-way, in a location that would be accessible to service with an automated side load truck. For customers that are identified by the County as “Special Needs”, the Contractor shall deliver or remove the cart from an alternate location on the applicable property. Such location usually is on the customer’s property and is generally visible from the street. f. Contractor acknowledges that Carts may not always be at the right of way for removal and additional efforts may be required to retrieve Carts. g. All Carts physically returned to Augusta shall be clean, sanitary and in working condition, and shall be cleaned within 48 hours of being returned to the yard. Carts shall be stacked neatly and damaged or otherwise un-usable carts shall be recycled at regular intervals. Under no circumstances shall carts be disposed of in the landfill without prior approval from Augusta. h. Augusta shall supply a location for cleaning carts. This will be a shared asset with the landfill facility and may not always be readily available. The contractor may use Augusta’s pressure washer, however, if the pressure washer is inoperable, missing, or otherwise not available, the Contractors must still meet all required timelines specified within. i. Contractor shall supply and use a handheld computer to scan the Carts’ RFID chip and attach or remove the cart asset number assigned to a property. j. A smartphone (or equivalent technology) is required for communications between Attachment number 1 \nPage 2 of 28 Item # 3 field and office staff. 2. Cart Repairs/Warranty Repairs a. In many events the County will provide the Contractor with electronic work orders which direct which Carts need repair. However, the Contractor shall be vigilant in identifying Carts that need repairs through the normal course of providing services under this contract. b. In the event that the Contractor identifies a cart in need of repair, the Contractor shall create a field generated work order on the handheld computer, and then proceed to repair the damaged asset. c. The Contractor shall not knowingly pass or ignore any damaged asset in the course of their work. d. Contractor acknowledges that Carts may not always be at the right-of-way for repair and additional efforts may be required to repair Carts. e. All repairs of carts shall be performed within a 48 hour window of receiving a work order from the County. The 48-hour window includes Monday – Saturday and excludes Sunday and Augusta-identified holidays. f. Standard work days and days of service include Monday – Saturday. Should an Augusta-specified holiday fall during that working week, the holiday shall not be counted in the 48-hour window. Current holidays include New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving, and Christmas Day. g. All repairs shall be made with manufacturer’s parts or manufacturers approved replacement parts. h. All repairs shall be tracked utilizing a handheld computer. Information associated with what type of repair shall also be tracked. i. For Carts that cannot be repaired in the field, a new cart shall be left and the old cart removed. In the event this occurs, the old cart number shall be removed from the address and the new asset number assigned to the asset using the handheld computer. j. All Carts which were repaired shall be reviewed to determine if it should be a warranty claim. Warranty claims shall be made to the manufacturer on a monthly basis. All warranty issues shall be tracked using the handheld computer. k. The Contractor shall coordinate warranty repairs with Augusta and the cart manufacturer. l. In the event that the Contractor is the same as the manufacturer, then all damaged Attachment number 1 \nPage 3 of 28 Item # 3 carts shall be reviewed monthly with Augusta to ensure proper warranty claims have been issued. m. When the Contractor suspects damages are due to collection contractor negligence, the Contractor shall communicate such finding to Augusta electronically. n. When an asset is disposed of due to being unserviceable, the contractor shall scan the cart, remove it from inventory and indicate that it has been recycled or placed in the landfill. 3. Cart Storage/Receiving Carts and Parts a. Augusta shall provide a location for cart storage. The current storage area is a graveled parking lot of sufficient size. b. Contractor shall be responsible for keeping the Cart storage area neat and clean at all times. c. All carts in storage shall be scanned and placed into Augusta’s inventory. d. The contractor shall receive all carts/parts from the cart manufacturer. When a shipment is received, the contractor shall unload, scan the carts into inventory, stack and secure the carts in the yard. The contractor shall look for damaged shipments, and notify the County if shipment is damaged, missing items, etc. All carts shall be stacked and stored so as to not collect rain water or cause damage to the carts. e. Augusta is not responsible for the unloading of any shipments of carts or supplies. f. The contractor shall notify Augusta when there is a 90-day supply of household carts, recycle carts and/or parts, by type, based on average monthly usage. 4. Technology a. Computer Hardware and Software Requirements The Contractor shall provide network access with sufficient bandwidth and speed to transfer data in a timely manner between Augusta and the Contractor's operation center in a manner acceptable to Augusta. The Contractor's computer system shall be capable of running in a Windows environment and at an appropriate version of Windows to be compatible with Augusta’s software. b. Software Requirements The Contractor shall acquire and operate at least one stand-alone license for Augusta’s customer service software (currently Insight) of the appropriate release. The customer service software (Insight) and data shall remain the sole property of Augusta. Attachment number 1 \nPage 4 of 28 Item # 3 The Insight software will be capable of tracking complaints by street address. The data collected shall include route number, scheduled day of pickup, type of complaint, date, time, method of resolution, and related comments such as special conditions or services provided at the location. The ability to maintain a historical record of complaints and activities at this address, to transmit work orders, and to prepare daily or monthly reports sorted by day of week, address, street or neighborhood, and the ability to transmit data to remote locations are also required. Augusta shall be responsible for all data integrity including routine system maintenance, backups, and data recovery. The Contractor shall be responsible for system maintenance which includes troubleshooting at the Contractor's facility. System availability will be a minimum of 12 hours per day, 6 days per week as defined by Augusta. The Contractor shall provide a firewall between their facility and Augusta facilities acceptable to Augusta for the protection and integrity of Augusta's network. c. It is the Contractor’s responsibility to provide all components for the system including handheld RFID scanning systems and the software required to complete the transactions detailed below. The contractor shall retain ownership of the equipment and the contractor is responsible to have adequate back-up equipment to eliminate the possibility of downtime due to equipment failure. The contractor’s handheld software will integrate with Insight for seamless upload / import of daily transactions. d. The contractor shall complete the following daily transactions: i. Scan / import all carts RFID tags into inventory when received. ii. As RFID equipped carts are deployed, scan and assign the cart’s RFID tag to the address where they are delivered. Parcel ID’s/Unique identifiers will be supplied by Augusta within the original database. iii. When carts are repaired, the cart RFID tag shall be scanned, and the repairs logged to track what services were completed. Augusta will give estimated repair costs for each type of repair to drive financial analysis and reporting. iv. When carts are exchanged, the original cart RFID tag shall be scanned, removed from the address, and placed in inventory. The new cart RFID tag shall be scanned and assigned to the address receiving the exchange. v. The contractor shall have the ability to create unscheduled work orders on the street for proactive transactions. vi. When a cart is damaged beyond repair, then the Contractor shall scan the cart RFID tag and remove the asset from the deployed address and Attachment number 1 \nPage 5 of 28 Item # 3 scan the container to a recycled container location within the database. vii. The handheld software will be able to identify transactions that could not be completed with a reason code. Example reason codes are: 1. No access to cart, 2. Owner refused service, 3. No service required. viii. Upload of daily transactions at the end of each business day into Insight. e. The contractor shall work with Insight to ensure that the following data can be captured and reported. i. Containers must be tracked by SKU, unique number and RFID number/tag. ii. Insight must be able to track warranty period by SKU, unique number and RFID number/tag. iii. Must be able to track inventory by yard location. iv. Must be able to track parts and pieces of inventory by yard location. v. Must be able to visually see data on maps, by user defined parameters such as; a) Locations of recycling carts b) Locations of trash carts c) Carts with warranty claims d) Carts in/out of warranty e) New deliveries f) Open work orders g) Broken carts h) Broken wheels i) Broken lids j) Other subsets of data vi. System should be able to track purchase cost, useful life and estimated depreciation value of cart assets. vii. Work order reporting must provide for daily summaries of work orders including snapshot key indicators like numbers of open jobs, closed, dollar volumes of each etc. viii. Container reports must identify the location of inventory whether in the yards, at a customer site, at a contractors yard or en route. ix. Must be able to track when containers were delivered to contractor and have contract specific affects on the amounts payable to the contractor based on contract specific parameters. x. Must be able to report on the number of containers a given contractor has at a given time. xi. Must be able to track types of containers, such as trash, recycle, yard waste, etc. xii. Reports must detail the location, routing and billing details for each service site. This includes the container by SKU, unique number and RFID number/tag. xiii. Customers must be able to define multiple service locations under the Attachment number 1 \nPage 6 of 28 Item # 3 same service agreement. There can be no limit on the number of service locations per customer. xiv. The system shall track cradle to grave cost of all carts, to include purchase price and all repairs made against the cart. xv. The work order system must have the capability to move and track inventory intuitively and with as little possibility for operator error as possible. xvi. The system shall track warranty period, by cart. It shall have a warranty start date, a cart in service date, as well as a warranty end date. xvii. The system shall be able to track warranty claims made against the manufacturer of the cart, with enough details to determine cause of failure, value of warranty claims, etc. xviii. Must be able to track warranty and non-warranty repair costs by container. f. Onboard Technology i. The Contractor shall purchase, install, and utilize on-board technologies/handheld technologies on each of the service vehicles and supervisor vehicles. This technology will be used to perform a variety of tasks which will provide necessary data and service validation both for Augusta and for our customers. ii. Provide Detailed Route Sheets a) Driving directions to the next stop. Route sheets will be based on the work orders issued for that days’ work. Also allow the driver to choose the next stop manually when running the route out of sequence. When this occurs, the system shall recalculate the route. iii. Roll-Out Carts a) Automate the delivery, damage, exchanges, returns, and removals of Carts for each customer. The software should be capable of supporting cart data. iv. Hand Held Devices a) A hand-held device which integrates with the on-board computer that will allow the driver and/or supervisor to collect information while outside of the vehicle. The hand-held device shall have signature verification and RFID reader capabilities. v. Global Positioning System a) All data gathering and tracking shall be geo-coded and provide real-time vehicle locations (within 2 minutes), route driver, and stops made. vi. Messaging a) Wireless communication to each vehicle while in the yard, en-route, or at the landfill, and real-time messaging between the driver and the back-office software. vii. Reporting Attachment number 1 \nPage 7 of 28 Item # 3 a) A report center that allows the logging of time for breaks, customer stops, refueling, landfill, and others. This should also provide the recording of detailed events during accident situations, and the exact route each vehicle took any day. Reports should be customizable. 5. Staffing/Equipment a. A crew shall consist of one person and one vehicle. It may include ancillary equipment such as a trailer or other means to assist in the project. b. A crew may be required to work up to 12 hours per day, and when a crew is in excess of 55 hours consistently, the Contractor shall initiate discussions with Augusta about bringing in an additional permanent crew. c. The Contractor shall provide a means and method of unloading semi-truck loads of carts as received by Augusta. d. All vehicles permanently operated under this Bid shall operate on compressed natural gas (CNG). Vehicles operating temporarily may operate on gasoline or diesel. e. CNG will be provided by the County at a rate of $4.00 per gallon-equivalent. Augusta will provide monthly fuel usage to the Contractor and the cost of fuel will be credited to Augusta on the Contractor’s monthly invoice. For non-contract vehicles operating on CNG (those not operating under this Agreement), Augusta may negotiate a CNG fuel price separate from this Agreement. Augusta is entitled to the same CPI adjustment as afforded the Contractor. All of the same general conditions of adjustments shall apply with the exception that Augusta does not have to provide notice and the decrease is limited to 4%. i. General conditions: 1. The CPI Index percentage change will be determined from January 1 to December 31 of the previous year, with an implementation of any adjustment being made on January 1 and every January 1 thereafter, with the first adjustment starting in January of 2015. 2. The Contractor must notify Augusta in writing by April 30 of each year beginning in April of 2014, of the percentage of any rate adjustment as well as the new rates to be implemented. If timely notice is not received by Augusta, no increase will be allowed for that year. 3. Should the CPI show a decrease, Augusta will automatically be entitled to a reduced cost up to the allowable limits as defined hereinafter. 4. In any event, the adjustment will be limited to a maximum increase or decrease of four percent (4%) annually. Attachment number 1 \nPage 8 of 28 Item # 3 5. Should the contractor not receive an adjustment, Augusta reserves the right to adjust the price of fuel. f. Employee Conduct i. The Contractor is responsible for providing supervision necessary to ensure that employees are courteous, exercise due care, do their work without delay, minimize noise, avoid damage to private property, close and relock all gates and doors that they open, and if on private property, follow the regular pedestrian walkways and paths, and not cross flower beds, lawns or through hedges. Employees shall wear or carry identification supplied by the Contractor. ii. When Augusta identifies unsatisfactory conduct by an employee and Augusta notifies the Contractor of such conduct, the Contractor shall take remedial action. The remedial action shall be appropriate to the level of unsatisfactory conduct, provided that if Augusta requests of the Contractor that an employee be suspended from further work on the Contract for unsatisfactory conduct, the Contractor will permanently remove the employee from further work on the Contract. iii. The Contractor will notify Augusta of remedial action taken. iv. Augusta will cooperate with the Contractor by supplying to the Contractor the names and contact information, when known, of the complainant as well as known witnesses. v. Through the process identified above, Augusta will have the sole right to require the removal and replacement of such employee(s) by the Contractor and/or subcontractors. Augusta shall exercise such right by providing written notice to the Contractor via U.S. Mail, fax or email. Such notice will include Augusta’s reason for the request. vi. The Contractor will ensure that they and/or the subcontractor employ sufficient qualified persons to prosecute the work and complete this contract. vii. The term “personnel” shall include all staff provided by the Contractor or its subcontractors who work or perform services under this Contract. g. Damage Claims i. The Contractor shall be responsible for any damages to real property, personal property and personal injury to the extent caused by negligent or willful acts or omissions and is caused in whole or in part by the Contractor, its employees, agents, or subcontractors in performing work under this Contract. ii. The Contractor shall notify Augusta immediately of any damages and/or damage claims as set forth in the section above, and shall indemnify and hold harmless Augusta for same. Written notice of any damages and/or damage claims shall be provided to Augusta within two (2) days, and shall include the name, address, telephone number, a description of the incident, witness information and the description of the remedy. The Contractor shall actively work to resolve the claim timely, timely shall mean within Attachment number 1 \nPage 9 of 28 Item # 3 ten (10) working days after the Contractor has received notice of damages. Claims shall be resolved within thirty (30) days. For extenuating circumstances, upon written request from the Contractor, Augusta at its sole option may extend the above mentioned time period. If the damage claim is deemed as Contractors responsibility and is not resolved within the applicable period, Augusta may take any action it deems necessary to make the injured party whole and deduct the same from amounts due the Contractor. h. Employee Uniforms/Identification i. Employees who perform work under this Contract shall wear a uniform. Uniforms shall be of similar type and color for employees. ii. The uniform shirt shall be worn buttoned up within one button of the top button and tucked into the pants/shorts. The shirts must be kept in a clean professional manner. Shirts must remain free from rips, holes and stains. T-Shirts are allowed, so long as they meet all other Contract provisions. Tank tops and sleeveless shirts are not allowed. iii. The uniform pants/shorts shall be worn above the hips and should have a length not less than one (1) inch above the knees. Pants/shorts must be kept in a clean professional manner. Pants/Shorts must remain free from rips, holes and stains. All pants/shorts must be hemmed and have a finished look. iv. All uniform shirts and outerwear shall have the company name placed in a conspicuous place. In addition, supervisors shall have the word “supervisor” placed in a conspicuous place. v. The Contractor shall carry identification indicating the name of the employee, the company name and contact information. C. Other Services 1. Mass Deployment (separate from asset management) a. Augusta may request that the Contractor perform a mass deployment of carts. This could include adding service areas, adding services, or performing significant service changes as it relates to Carts. b. Mass deployments will be compensated at a rate defined separately from other services. c. Carts will be delivered to addresses identified by Augusta as needing carts. d. All carts delivered shall include instruction of proper cart use, including actions that would void the manufacturer’s warranties, proper care of the cart, and the methods for cleaning the cart. In addition to the above, literature provided by the county shall be included outlining solid waste program information. All literature shall be left in a location easily accessible to the customer, must be left in a way as to not get damaged by the elements, and shall not be in the bottom of the cart. Attachment number 1 \nPage 10 of 28 Item # 3 e. Carts shall be delivered to a location at the right of way, in a location that would be accessible to service with an automated side load truck. For customers that are identified by Augusta as “Special Needs”, the Contractor shall deliver or remove the cart from an alternate location on the person’s property. f. Contractor shall use the handheld computer to scan the cart’s RFID chip and attach or remove the cart asset number assigned to a property. 2. Special Considerations a. The contractor shall expect an extremely high volume of work during the first 120 days of Augusta’s new solid waste collections contract. The new collections contract starts June 1, 2013. The collections haulers have 120 days to identify any broken assets so that they can be repaired. After that point, the collections contractors generally become financially responsible for the repairs of carts. b. The contractor shall expect additional work from the inception of the work referenced in this bid item through May of 2013, or approximately five months, as Augusta will be working to replace a series of approximately 7,000 carts provided by a former contractor. The carts are predominately in one area of town; however, they are intermixed with Augusta’s carts (Augusta has repaired and/or replaced those carts on an as-needed basis for the past couple of years). Additionally, Augusta wants to replace a series of 19-gallon recycling bins with recycling carts which are spread out within Augusta. c. Augusta will be receiving a large number of carts for a new service area in South Augusta. Augusta will pay for assembly and delivery for those carts, however, support services may be required. Those could include delivery or pick-up of carts due to deployment errors, as well as assisting in unloading of carts. d. Based on a. through c. above, the contractor shall have a minimum of two crews here to address additional volume needs of Augusta between the inception of the work referenced in this bid item and September 2013, or approximately nine months. After that, Augusta anticipates dropping back to one crew. e. Under no circumstances does this increased volume of work relieve Contractor of its required service windows. D. Contract Term a. Contract term is to be five years with two, two-year options, at the sole discretion of Augusta. E. Sample Agreement The following sample Agreement is being made available for review by prospective bidders as a means of expediting the contract negotiation phase of the award. Formatting and Attachment number 1 \nPage 11 of 28 Item # 3 numbering may be modified. Please indicate any exceptions to this Agreement on a separate sheet. CONTRACTOR SERVICES AGREEMENT BETWEEN “AUGUSTA, GEORGIA” AND “__________________ COMPANY” This Agreement is made and entered into this day of 2012 by and between Augusta, Georgia, a political subdivision of the State of Georgia hereinafter called “Augusta” and _______________________________________, a Corporation authorized to do business in Georgia, hereinafter called the “Contractor.” Whereas, Augusta desires to engage a qualified and experienced firm to furnish: “Asset Management Services” Whereas, the Contractor has represented to Augusta that it is experienced and qualified to provide the services contained herein and Augusta has relied upon such representation. Now, therefore, in consideration of the mutual promises and covenant herein contained, it is agreed by and between Augusta and the Contractor that: The Contractor shall provide asset management services as specified in Appendix B; and The Contractor agrees to purchase Compressed Natural Gas (CNG) from Augusta and operate the vehicle used in asset management services on CNG; and The Contractor shall visit and become familiar with the Augusta service areas and shall become acquainted with local conditions involved in carrying out this Agreement. The Contractor may request that a representative of Augusta be present during the site visit. TERM The term of this Agreement shall commence on ______________, 2013 and terminate on December 31, 2017 (the "Initial Term") unless this Agreement is terminated earlier by Augusta as herein provided. This Agreement may be renewed for two (2) or more successive two (2) year terms (the "Renewal Terms") upon mutual agreement of the parties at the rates contained herein Attachment number 1 \nPage 12 of 28 Item # 3 (as may be adjusted as provided herein) no less than sixty (60) days prior to the expiration of the Initial Term or the then current Renewal Term. CONTINUATION OF SERVICE If Augusta does not exercise its right to renew this Agreement or if there are no renewal options remaining, Augusta will attempt to award a new agreement at least three (3) months prior to the expiration of this Contract. In the event a new agreement has not been awarded within such time frame, Contractor shall provide services to Augusta on a month-to-month basis after the expiration of this Agreement, at the then established rates, if Augusta requests this service with at least thirty (30) days’ notice to the Contractor. TERMINATION TRANSITION Prior to the termination of this Agreement, Contractor shall work with Augusta to ensure that there is no interruption or reduction of service when the Contractor ends its services to Augusta. If a new contract is awarded to another firm other than the Contractor, the Contractor shall coordinate and cooperate with the newly selected firm, as well as Augusta, to minimize any disruptions in the services provided. RIGHT TO ENTER The Contractor shall notify all property owners or occupants of the intent to enter properties for the purpose of accomplishing the services herein described in accordance with the practices of Augusta. The Contractor shall discuss with and receive approval from the Environmental Services Department prior to sending said notices of intent to enter private property. Upon request by the Contractor, Augusta will provide the necessary documents identifying the Contractor as being an authorized Contractor of Augusta for the purpose described in the Agreement. If the property owner or occupant denies the Contractor permission to enter, such incident will be reported to Augusta and Augusta will initiate such action as is dictated by current policy and procedure. DIRECTOR OF ENVIRONMENTAL SERVICES The Director of Environmental Services (“Director”) or duly appointed representative(s) shall act as the liaison between the Contractor and Augusta and all utilities, and authorities or governments whose properties will be affected. All correspondence, data, information, and reports shall be directed to the Director who will provide proper distribution to the parties concerned. The Contractor shall meet with Augusta for review of the work or submit in writing, a project status update on a monthly basis or as determined by Augusta. CONTRACTOR RESPONSIBILITIES Attachment number 1 \nPage 13 of 28 Item # 3 The Contractor shall be responsible for furnishing all skilled labor, equipment, materials, supplies, supervision, and utility services required for providing all services in accordance with the Contract unless otherwise noted in the Contract; all actions and activities of its subcontractor; supplying all records, reports, and information required by this Contract; securing at Contractor’s expense all governmental permits and licenses and required regulatory approvals (including all required by Augusta ordinances); timely paying of all applicable taxes; complying with applicable laws and regulations; performing all work in a timely, professional manner; and all wages and expenses for Contractors, subcontractors, or other employees, any benefits of added costs resulting from changes in technology, laws, regulations, labor, supplies, practices, availability of equipment, and other business risks that may affect the performance of this Contract. Contractor shall provide all services called for in this Contract within the boundaries of Augusta, Georgia unless otherwise mutually agreed to in advance. CONTRACTOR COORDINATION The Contractor shall cooperate fully with Federal and State officials, Contractors on adjacent projects, municipalities and local government officials, utility companies, railroads, and others, as may be directed by Augusta. Such cooperation shall include attendance at meetings, discussions, and hearings, as may be requested by Augusta, furnishing data produced in the course of work on the Project, as may be requested from time to time by Augusta to effect such cooperation and compliance with all directives issued by Augusta in accordance with this agreement. ACCURACY OF WORK The Contractor shall be responsible for the accuracy of the work and shall promptly correct any material errors and omissions without additional compensation. Acceptance of the work by Augusta will not relieve the Contractor of the responsibility for subsequent correction of material errors and the clarification of any ambiguities. CHANGE IN THE WORK Augusta may at any time as the need arises, order changes within the scope of the work, and/or order in writing a temporary stopping of the work without invalidating the Agreement. If such changes increase or decrease the amount due under the Agreement or in the time required for performance of the work, an equitable adjustment shall be authorized by Change Order. Augusta reserves the right to make at any time such alterations in the character of the work as Augusta may consider necessary or desirable to complete the proposed work in a satisfactory manner and consistent with the intent of this Agreement. Notice of every such alteration or change shall be given in writing to the Contractor by Augusta, and no such alteration or change shall be considered as constituting a waiver of any of the provisions of this Agreement or as nullifying or invalidating any of such provisions. Should any such alteration or change result in Attachment number 1 \nPage 14 of 28 Item # 3 an increase or decrease in the quantity or the cost of the work described in this Agreement, the total amount payable under the Contract will be accordingly modified. If alterations or changes are thus made, the Agreement time will be correspondingly modified, if the Contractor so requests, and is mutually agreed upon by Augusta, before commencing the work attributable to such alterations or changes. It is understood and agreed that the Contractor shall perform all extra work that may be ordered in writing by Augusta arising out of the modification of the Specifications made or approved by Augusta. For this extra work, the Contractor shall be compensated as provided hereinafter and in the Change Order covering the additional services. All Change Orders must be approved by Augusta and those governmental agencies whose approval is required. ADDITIONAL SERVICES The Contractor may be required to perform additional services or tasks related to the work outlined in the Scope of this Agreement that are specific to site conditions and are not typical in nature. The Contractor shall, at Augusta’s request, submit a proposal indicating man hours and costs to Augusta for approval. The Contractor shall not begin on any task until Augusta issues written authorization to proceed. DELIVERY OF NOTICES All written notices, demands, and other papers or documents to be delivered to Augusta, under this Agreement, shall be delivered to Augusta’s office, 4330 Deans Bridge Rd, Blythe, Georgia 30805, Attention: Director of Environmental Services, or at such other place or places as may be subsequently designated by written notice to the Contractor. All written notices, demands, and other papers or documents to be delivered to the Contractor under this Agreement shall be directed to or at such a place or places subsequently to be designated in writing by the Contractor to Augusta. SUPERVISION AND CONTROL The Contractor shall perform the services required to accomplish the work plan as stated above under such control and supervision by Augusta as Augusta may deem appropriate. Augusta may, at reasonable times, inspect the part of the plant, place of business, or work site of the Contractor or submit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta. COVENANT AGAINST CONTINGENT FEES The Contractor shall comply with the relevant requirements of all Federal, State, County, or local laws. The Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Contractor, to solicit or secure this Agreement, and that it has not paid or agreed to pay any company or person, other than a Attachment number 1 \nPage 15 of 28 Item # 3 bona fide employee working solely for the Contractor, any fee, commission, percentage, brokerage fee, gifts, or any consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, Augusta shall have the right to annul this Agreement without liability, or, at its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage. brokerage fee, gift, or contingent fee. EMPLOYMENT OF AUGUSTA’S PERSONNEL The Contractor shall not employ any person or persons in the employ of Augusta for any work required by the terms of this Agreement, without the written permission of Augusta except as may otherwise be provided for herein. REVIEW OF WORK Authorized representatives of Augusta may at all reasonable times review and inspect the project activities and data collected under the Agreement and amendments thereto. All reports, drawings, studies, specifications, estimates, maps and computations prepared by or for the Contractor, of its professional obligation to correct, at its expense, any of its errors in work. The Environmental Services Department may request at any time and the Contractor shall produce progress prints or copies of any work as performed under this Agreement. Refusal by the Contractor to submit progress reports and/or plans shall be cause to withhold payment to the Contractor until the Contractor complies with Augusta’s request in this regard. Augusta’s review recommendations shall be incorporated into the plans by the Contractor. Augusta may collect statistical data relating from Contractor and/or Contractor’s business and subcontractors and Contractor expressly agrees to provide such information. INSURANCE Prior to beginning work, the Contractor shall obtain and furnish certificates to Augusta for the following minimum amounts of insurance: A. Workmen’s Compensation Insurance in accordance with the laws of the State of Georgia. The amount shall not be less than One Million ($1,000,000.00) Dollars per accident. B. General Liability Insurance in an amount of not less One Million ($1,000,000.00) Dollars per occurrence. C. Comprehensive Automobile Liability Insurance including operation of owned, non- owned and hired automobiles, covering bodily injury and/or property damage with limits of One Million ($1,000,000.00) Dollars per accident. D. Professional Liability Insurance in an amount of not less than One Million ($1,000,000.00) Dollars or if required, an amount that correlates to the amount of this agreement and nature of this project. E. Augusta shall be included as an additional insured on both the commercial general liability and business auto liability policies. F. The Contractor shall procure and maintain, at his own expense, during the life of the Agreement, in accordance with the provisions of the laws of the state in which the work Attachment number 1 \nPage 16 of 28 Item # 3 is performed, Workman’s Compensation Insurance, including occupational disease provisions, for all of his employees at the site of the project and in case any work is sublet, the Contractor shall require such subcontractor similarly to provide Workman’s Compensation Insurance, including occupational disease provision for all of the latter’s employees unless such employees are covered by the protection afforded by the Contractor. In case any class of employees engaged in hazardous work under this Agreement at the site of the project is not protected under Workman’s Compensation statute, the Contractor shall provide and shall cause each Subcontractor to provide adequate and suitable insurance for the protection of his employees not otherwise protected. G. Each insurance policy shall be renewed at least ten days before the expiration date thereof. H. Insurance policies must be carried by a recognized insurance company licensed to do business in the state in which the project is constructed and approved by Augusta’s General Counsel or other designated legal representative. I. The Contractor shall not commence work under this Contract until he has obtained all of the insurance required and such insurance has been approved by Augusta, nor shall the Contractor allow any subcontractor to commence work on his subcontract until the insurance required of the subcontractor has been so obtained and approved. In the event any insurance coverage should be cancelled or allowed to lapse, the Contractor will not be permitted to work until adequate and satisfactory insurance is in effect. Failure to keep insurance policies in effect WILL NOT be cause for any claims for extension of time under this Contract. J. The Contractor shall furnish a certificate of insurance indicating that the Contractor has coverage in accordance with the requirements herein set forth to the Environmental Services Department within thirty (30) days from the execution of the Contract. Contractor agrees that Augusta will make no payments pursuant to the terms of the Contract until all required proof or evidence of insurance has been provided to the Augusta, Georgia representative. Contractor agrees that the insurer shall waive its rights of subrogation, if any, against Augusta. These shall be completed by the authorized Resident Agent and returned to the Environmental Services Department. This certificate shall be dated and show: (1) The name of the insured Contractor, the specified job by name, name of the insurer, the number of the policy, its effective date and its termination date. (2) Statement that the Insurer will mail notice to Augusta at least thirty (30) days prior to any material changes in provisions or cancellation of the policy. LIQUIDATED DAMAGES Due to the special nature of this licensing agreement and the other remedies provided in this agreement, the parties agree that liquidated damages are not applicable. RESPONSIBILITY FOR CLAIMS AND LIABILITY AND INDEMNIFICATION Attachment number 1 \nPage 17 of 28 Item # 3 The Contractor shall defend, indemnify and save harmless Augusta and Augusta’s officers, employees and agents from any and every claim and risk, and from all losses, damages, demands, suits, judgments and attorney fees, and other expenses of any kind (collectively “losses”) arising out of this Contract or the performance thereof; including any personal injury, or death of any and all persons (including but not limited to the Contractor, its agents, employees, subcontractor and their successors and assignees, as well as Augusta or Augusta’s agents and all third parties); and including any property damage of any kind, whether tangible or intangible, including loss of use resulting there from, in connection with or related to the negligent or willful act(s) or omissions of the Contractor or its subcontractor while performing work under this Contract, or in connection with or related to (in whole or in part by reason of) the presence of the Contractor or its subcontractor or their property, employees or agents, upon or in proximity to the property of Augusta or any other property (upon which the Contractor is performing any work called for). The Contractor will indemnify and save Augusta or Augusta’s agents harmless from all claims growing out of the lawful demands of subcontractors, laborers, workmen, and mechanics, material men, and furnishers of machinery and parts thereof, equipment, tools, and all supplies, incurred in the furtherance of the performance of the work. The Contractor shall, at Augusta’s request, furnish satisfactory evidence that all obligations of the nature designated above have been paid, discharged, or waived, if the Contractor fails to do so Augusta may, after having notified the Contractor, either pay unpaid bills or withhold from the Contractor’s unpaid compensation a sum of money deemed reasonably sufficient to pay any and all such lawful claims until satisfactory evidence is furnished that all liabilities have been fully discharged whereupon payment to the Contractor shall be resumed, in accordance with the terms of the Agreement, but in no event shall the provisions of this sentence be construed to impose any obligations upon Augusta to either the Contractor, his Surety, or any third party. In paying any unpaid bills of the Contractor, any payment so made by Augusta shall be considered as a payment made under the Agreement by Augusta to the Contractor and Augusta shall not be liable to the Contractor for any such payments made in good faith. SAFETY The Contractor shall take the necessary precautions and bear the sole responsibility for the safety of the methods employed in performing the work. The Contractor shall at all times comply with the regulations set forth by federal, state, and local laws, rules, and regulations concerning “OSHA” and all applicable state labor laws, regulations, and standards. The Contractor shall indemnify and hold harmless Augusta from and against all liabilities, suits, damages, costs, and expenses (including attorney’s fees and court costs) which may be imposed on Augusta because of the Contractor, sub-contractor, or supplier’s failure to comply with the regulations. All Contractor vehicles shall operate in conformity with all federal, state, and local laws, rules or ordinances related to traffic and noise control. COMPENSATION Attachment number 1 \nPage 18 of 28 Item # 3 Augusta shall compensate the Contractor for services, which have been authorized by Augusta under the terms of this Agreement. The Contractor may submit to Augusta a monthly invoice, in a form acceptable to Augusta and accompanied by all support documentation requested by Augusta, for payment for the services, which were completed during the previous month. Augusta shall review for approval said invoices. Augusta shall have the right to reject payment of any invoice or part thereof if not properly supported, or if the costs requested or a part thereof, as determined solely by Augusta, are unreasonably in excess of the actual stage of completion of each phase. Augusta shall pay each such invoice or portion thereof as approved, provided that the approval or payment of any such invoice shall not be considered to be evidence of performance by the Contractor to the point indicated by such invoice, or of receipt of acceptance by Augusta of the services covered by such invoice. Augusta shall pay any undisputed items contained in such invoices. Each invoice shall be accompanied by a progress report describing the total work accomplished for each month and any problems which have been encountered which may inhibit execution of the work; data supporting the payment request; certification from the Contractor that it has fully and properly performed all items of the work covered by the payment request, that all insurance and bonds are in full force and effect, and the Contractor is not in default on any provision of the Contract; certification from the Contractor that it has evaluated all conditions as may relate to the “Most Favorable Customer” language, and can certify that it has met all the requirements thereof; and submitted any required Local Small Business Opportunity Program Forms. It is understood and agreed that the approval of the progress payment request and the paying of a partial payment shall not be construed as acceptance of any work, materials, or products and shall not relieve the Contractor in any way from his responsibilities and obligations under this Agreement. A partial payment will not be made when, in the judgment of Augusta, the work is not proceeding in accordance with any of the provisions of this Agreement. To the extent that the pricing provided by CONTRACTOR is erroneous and defective, the parties may, by agreement, correct pricing errors to reflect the intent of the parties. The terms of this Agreement supersedes any and all provisions of the Georgia Prompt Pay Act. ANNUAL RATE ADJUSTMENT Adjustments 1. CPI Adjustment (a) The Contractor shall be entitled to seventy percent (70%) of the actual percentage change in the CPI. The “CPI” means the Consumer Price Index for all Urban Consumers (CPI-U), Atlanta, Georgia – Atlanta, Georgia, All Items, 1982-1984 equals 100, published by the Unites States Department of Labor, Bureau of Labor Attachment number 1 \nPage 19 of 28 Item # 3 Statistics (BLS), or its successor. If BLS designates an index with a nes title or code number or table number as being the continuation of the index cited above, the new index will be used, or if no new index is designated, the most nearly compatible index shall be used. 2. General conditions for adjustments (a) The CPI percentage change will be determined from January 1st to December 31st of the previous year, with an implementation of the adjustment on January 1st, and every January 1st thereafter with the first increase starting in January of 2015. (b) The Contractor must notify Augusta in writing by April 30 of each year beginning April of 2014, of the amount and percentage of any rate adjustment allowed under this section. If timely notice is not received by Augusta, no increase will be allowed for that year. (c) In any event, the adjustment will be limited to a maximum increase of four percent (4%) annually. There is no limit to the amount the adjustment may decrease. (d) Should the CPI show a decrease, Augusta will automatically be entitled to a reduced cost up to the allowable limits as defined above. 3. Fuel (a) Augusta shall provide CNG for use by the contractors performing under this Agreement. The Contractors shall pay Augusta $4.00 per gallon-equivalent for vehicles operating under this Agreement. Augusta will provide monthly fuel usage and the cost of fuel will be credited to Augusta on the Contractor’s monthly invoice. (b) Augusta shall be entitled to the same CPI adjustment as afforded the Contractor. All the same conditions shall apply with the exception that Augusta does not have to provide notice. (c) The first price adjustment shall not go into effect until January 2015. (d) In any event, the adjustment will be limited to a maximum increase or decrease of four percent annually. (e) Should the Contractor not receive an adjustment, Augusta reserves the right to adjust the price of fuel. RIGHT TO REQUIRE PERFORMANCE The failure of Augusta at any time to require performance by the Contractor of any provision hereof shall in no way affect the right of Augusta thereafter to enforce same. Nor shall waiver by Augusta of any breach of any provision hereof be taken or held to be a waiver of any succeeding breach of such provision or as a waiver of any provision itself. In the event of failure of the Contractor to deliver services in accordance with the contract terms and conditions, Augusta, after due written notice, may procure the services from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies that Augusta may have. SPECIFIED EXCUSES FOR DELAY OR NON-PERFORMANCE Attachment number 1 \nPage 20 of 28 Item # 3 Contractor is not responsible for delay in performance caused by hurricanes, tornadoes, floods, and other severe and unexpected acts of nature. In any such event, the agreement price and schedule shall be equitably adjusted. ASSIGNMENT Except as specifically authorized in this Agreement, the Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of any work or of any of its rights, title, or interests therein, without the prior written consent of Augusta. CONTRACT DISPUTES This Agreement shall be deemed to have been executed in Augusta, Georgia, and all questions of interpretation and construction shall be governed by the Laws of the State of Georgia. All claims, disputes and other matters in question between Augusta and the Contractor arising out of or relating to the Agreement, or the breach thereof shall be decided in the Superior Court of Richmond County, Georgia. The Contractor, by executing this Agreement, specifically consents to venue in Richmond County and waives any right to contest the venue in the Superior Court of Richmond County, Georgia. CONTRACT TERMINATION Pursuant to O.C.G.A. § 36-60-13, this Agreement shall terminate absolutely and without further obligation on the part of Augusta at the close of the calendar year in which this Agreement is executed and at the close of each succeeding calendar year for which the agreement may be renewed by the parties hereto. This Agreement shall nevertheless automatically be renewed unless Augusta provides written notice to the Contractor of its intention to terminate the Agreement at least thirty days prior to the close of the calendar year for which the Agreement is presently effective between the parties and/or has been renewed by Augusta. This Agreement shall obligate Augusta solely for those sums payable during the initial term of execution or in the event of renewal by Augusta for those sums payable in such individual renewal terms. Notwithstanding the foregoing language, the Contractor agrees to continuously render the services specified by the Agreement to Augusta for such terms or renewal terms as are effective pursuant to this Agreement and for which Augusta agrees to pay in accordance with the terms of the Agreement or any future amendments thereto. Augusta may terminate this Contract in part or in whole for its convenience upon written notice to the Contractor. Failure of the Contractor, which has not been remedied or waived, to perform or otherwise comply with a material condition of the Agreement shall constitute default. Augusta, Georgia may terminate this contract in part or in whole upon written notice to the Contractor pursuant to this term. The Contractor shall be paid for any validated services under this Contract up to the time of termination. Attachment number 1 \nPage 21 of 28 Item # 3 SEPARATE CONTRACTS Augusta reserves the right to let other contracts in connection with this Project. The Contractor shall afford other contractors/Contractors reasonable opportunity for the execution of their work and shall properly connect and coordinate his work with theirs. If the proper execution or results of any part of the Contractor’s work depends upon the work of any other Contractor, the Contractor shall inspect and promptly report to the Director any defects in such work that render it unsuitable for such proper execution and results. Augusta may perform additional work related to the Project or may let other contracts containing provisions similar to these. The Contractor will afford the other Contractors who are parties to such contracts (or Augusta, if Augusta is performing the additional work), reasonable opportunity for the execution of the work and shall properly connect and coordinate his work with theirs. If the performance of additional work by other contractors/Contractors or Augusta is not noted in the Agreement prior to the execution of the Agreement, written notice thereof shall be given to the Contractor prior to starting any such additional work. If the Contractor believes that the performance of such additional work by Augusta or others involves him in additional expense or entitles him to an extension of the contract time, he may make a claim therefore as provided in Sections “Change in the Work”. PERSONNEL The Contractor represents that it has secured all personnel necessary to complete this agreement, and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under law to perform such services. No changes or substitutions shall be permitted in the Contractor’s key personnel as set forth herein without the prior written approval of the Director of Environmental Services or his designee. ELECTRONIC DOCUMENTS The Contractor shall submit electronic files of all project related documentation to Augusta in a format acceptable to Augusta. TAXES, PERMITS AND LICENSES The Contractor shall pay all applicable taxes levied by federal, state, and local governments and obtain all permits on any part of the work as required by law in connection with the work. It is understood and agreed that the cost of said taxes is included in the Agreement price(s) for the work. The Contractor shall procure all temporary and permanent permits and licenses necessary and incidental to the due and lawful prosecution of the work and shall pay all charges and fees, and all costs thereof shall be deemed to be included in the Agreement price(s) for the work. Attachment number 1 \nPage 22 of 28 Item # 3 CONFIDENTIALITY Except as required by the Georgia Open Records Act, the Contractor agrees that its conclusions and any reports are for the confidential information of Augusta and that it will not disclose its documentation to Augusta, and will only discuss the same with it or its authorized representatives. Upon completion of this agreement term, all documents, reports, maps, data and studies prepared by the Contractor pursuant thereto shall become the property of Augusta and be delivered to the Director of Environmental Services. Except as required by the Georgia Open Records Act, articles, papers, bulletins, reports, or other materials reporting the plans, progress, analysis, or results and findings of the work conducted under this agreement shall not be presented publicly or published without prior approval writing of Augusta. It is further agreed that if any information (not subject to disclosure under the Georgia Open Records Act) concerning the project, its conduct, results, or data gathered or processed should be released by the Contractor without prior approval from Augusta, the release of same shall constitute grounds for termination of this agreement without indemnity to the Contractor, but should any such information be released by Augusta or by the Contractor with such prior written approval, the same shall be regarded as public information and no longer subject to the restrictions of this agreement. LOCAL SMALL BUSINESS In accordance with Chapter 10B of the Augusta, GA. Code, Contractor expressly agrees to collect and maintain all records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business Opportunity Program can be found at www.augustaga.gov. In accordance with Augusta, GA. Code §10-10-129(d)(7), for all contracts where a local small business goal has been established the contractor is required to provide local small business utilization reports. Contractor shall report to Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such documents shall be in the format specified by the Director of minority and small business opportunities, and shall be submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but not limited to, withholding payment from the contractor and/or collecting liquidated damages. E-VERIFY All Contractors, contractors, and subcontractors entering into contracts with Augusta, Georgia for the physical performance of services shall be requires to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with and is participating in a federal work authorization program. All Contractors, contractors, and subcontractors must Attachment number 1 \nPage 23 of 28 Item # 3 provide their E-Verify number and must be in compliance with the electronic verification of work authorized programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and shall continue to use the federal authorization program throughout the contact term. All Contractors and contractors shall further agree that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta, Georgia the Contractor or contractor will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08 or a substantially similar form. All Contractors and contractors shall further agree to maintain records of such compliance and provide a copy of each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical services. “Contractor acknowledges that this contract and any changes to it by amendment, modification, change order or other similar document may have required or may require the legislative authorization of the Board of Commissioners and approval of the Mayor, Under Georgia law, Contractor is deemed to possess knowledge concerning Augusta, Georgia’s ability to assume contractual obligations and the consequences of Contractor’s provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification, change order or other similar document, including the possibility that the Contractor may be precluded form recovering payment for such unauthorized goods or services. Accordingly, Contractor agrees that if it provides goods or services to Augusta, Georgia under a contract that has not received proper legislative authorization or if the Contractor provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as required by Augusta, Georgia’s Charter and Code, Augusta, Georgia may withhold payment for any unauthorized goods or services provided by Contractor. Contractor assumes all risk of non-payment for the provision of any unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without limitation, all remedies at law or equity.” Attachment number 1 \nPage 24 of 28 Item # 3 IN WITNESS WHEREOF, said parties have hereunto set their seals the day and year written below. AUGUSTA: CONTRACTOR: Augusta, Georgia ____________________________ ___________________________ ____________________________ Deke Copenhaver, Mayor Approved Date: _____________ Approved Date: _______________ [ATTACHED CORPORATE SEAL] ATTEST: ATTEST: ___________________________ _____________________________ Attachment number 1 \nPage 25 of 28 Item # 3 APPENDIX A Pricing Page/Bidder Offer To be inserted upon award. Attachment number 1 \nPage 26 of 28 Item # 3 APPENDIX B – ASSET MANAGEMENT SPECIFICATIONS To be inserted upon award. Reference Section B. “Asset Management Specifications” above. Attachment number 1 \nPage 27 of 28 Item # 3 BIDDER OFFER BID ITEM # _____________________ BID DATE: ________________________________ Comprehensive Asset Management Program: $ one crew per month Additional Crew (per Section B.5 and C.2) $ per month Additional Labor $ per man, per month Mass Deployment (Section C.1, C.2.c – South Augusta deployment of 7,500 household carts) $ per cart Mass Deployment (Section C.1, C.2.b – 7,000 former contractor cart swap-out) $ per cart BID SUBMITTED BY: NAME: COMPANY: ADDRESS: CITY/STATE/ZIP: TELEPHONE/FAX: SIGNATURE: By signing this document, the bidder is stating that he or she is not an employee of Augusta, Georgia. Augusta reserves the right to reject any and all bids. Attachment number 1 \nPage 28 of 28 Item # 3 Engineering Services Committee Meeting 2/25/2013 1:00 PM Approve rental of one combination sewer cleaning/vacuum truck for six months. Department:Utilities Caption:Provide approval for Augusta Utilities Department to rent one combination sewer cleaning/vacuum truck in order to be able to clean sewer lines to help prevent sanitary sewer overflows. Background:Augusta Utilities Department has been working with Augusta- Richmond County’s Procurement Department and Fleet Management to receive bids for trucks to replace the current, obsolete fleet of combination sewer cleaning/vacuum trucks. The current fleet is old and would require expensive maintenance to be used effectively again. The maintenance required has been quoted to us at more than the value of the truck and more than half of the projected cost of a new replacement. In order to continue to maintain our sanitary sewer collection system, combination sewer cleaning/vacuum trucks are required. Augusta Utilities Department has previously received administrative approval for a two-month rental of a combination sewer cleaning/vacuum truck. Our currently approved rental expires in March, 2013. It has been discovered that a replacement truck to be delivered through the bid process will take approximately five months to be built to specifications and delivered from the date the purchase order is issued. While we are all working diligently to expedite that process so that we can request Commission approval for the lease and maintenance program, we have found no alternative that will allow us to operate effectively without renting a truck in the interim. The cost of the six-month rental agreement is $69,000.00. Analysis:Approving the rental agreement will allow Augusta Utilities Department to continue to provide a high level of customer service that our customers deserve. Financial Impact:Funds are available in account 506043410-5224219 Alternatives:No alternatives recommended. Recommendation:We recommend approval to allow Augusta Utilities Department to Cover Memo Item # 4 rent a combination sewer cleaning/vacuum truck for six months. Funds are Available in the Following Accounts: Funds are available in account 506043410-5224219 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 4 Engineering Services Committee Meeting 2/25/2013 1:00 PM Citizen Volunteer Litter Clean-Up Program Department:Environmental Services Caption:Approve the proposed Citizen Volunteer Litter Clean-Up Program as submitted by the Environmental Services Department. (Referred from February 11 Engineering Services Committee) Background:Historically, the Environmental Services Department (ESD) has assisted Augusta Residents when they have requested resources to clean up litter in a specified area within our County. This has typically been done by a specific request, as resources were available, at no cost to the residents. The ESD typically would provide plastic bags, litter sticks, as well as collection and disposal of the materials collected. Occasionally, the department would provide safety vests and gloves; however, this has been the exception to the rule, rather than a standard. Currently, with no defined program, citizen involvement is somewhat limited. It takes a larger initiative or group to reach out to the government looking for assistance, and then the ESD assists in accomplishing the goals of the party wanting to clean Augusta. Analysis:This year the Commission has set goals around beautification. The ESD has evaluated ways to assist in that goal, and has developed a formal program around the use of volunteers to assist in cleaning up litter in Augusta. Augusta alone does not have the resources to clean and beautify all areas all the time; therefore the ESD believes that community-facing programs for beautification is one of the only ways to accomplish the goal. The program is designed around small groups (2-20) requesting and receiving resources and guidance to clean-up litter in a community area of their choice. The group will submit a request form which contains the program guidelines and critical information. The ESD will provide two types of supplies. The first is loaner supplies. This consists of safety vests and litter collection tools. The second set of supplies is the disposable type, which consist of gloves and plastic bags. The group shall coordinate equipment pick-up and return, as well as generally consolidate waste collected into known location(s), so Augusta can remove the waste. Cover Memo Item # 5 Financial Impact:At this time the financial impact is unknown. This will be determined by the amount of people who volunteer to assist Augusta. While Augusta has cost in the program, through a public participation model, some of Augusta’s costs are offset by not having to perform the work directly. The cost of this program, at this time is minimal, as we currently perform these tasks in low volumes. Alternatives:1. Approve the proposed Citizen Volunteer Clean-Up Program as submitted by the Environmental Services Department. 2. Hire additional staff to perform clean-up events within Augusta. 3. Do not approve. Recommendation:1. Approve the proposed Citizen Volunteer Clean-Up Program as submitted by the Environmental Services Department. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 5 Citizen Volunteer Clean-Up Program Page 1 of 2 EVIROMETAL SERVICES DEPARTMET 4330 Deans Bridge Road, Blythe GA 30805 (706) 592-3200 – Fax (706) 592-3255 WWW.AUGUSTAGA.GOV Citizen Volunteer Litter Clean-Up Program Making your community a more beautiful place to live, work, and play is easy. If you have a group ready to clean a specific area (or are an individual who just wants to make a difference) we can help you plan your cleanup. We will provide the resources you need for your day, such as trash bags, gloves, pick up tools, and any other supplies that we might have to support the cleanup. How to organize a cleanup - The process is easy. First, plan your date and location, and round up your volunteers (minimum of 2 up to a maximum of 20). Next, complete the supply request form below to get your materials. Please give us at least two weeks’ notice to prepare your materials and arrange for trash pickup if needed. Clean-Up Application Name of Group: __________________________________________________________ Address: __________________________________________________________ Contact Person: __________________________________________________________ Telephone: ______________________ Email: ____________________________ Date of Clean-up: ______________________ Estimated Number of Volunteers: ______ (We will base supply needs on this number) Area of Clean-up: __________________________________________________________ Do you need to have the full trash bags collected? • Yes • No Closest address to where you’ll leave the trash bags: _________________________________ (Exact address & zip code needed for mapping) Description of where you’ll leave the full trash bags: __________________________________ ____________________________________________________________________________ Office Use Only Approval: ________________________________ Date: _______________________ Supplies provided: ____ Safety Vests ____ Pick-up Tools ____ Bags ____ Gloves Pick-up Date: ___________________________ Supplies returned: ____ Safety Vests ____ Pick-up Tools ____ Unused Bags Return Date: ___________________________ Trash pick-up scheduled: ____________________________________________________ Attachment number 1 \nPage 1 of 2 Item # 5 Citizen Volunteer Clean-Up Program Page 2 of 2 EVIROMETAL SERVICES DEPARTMET 4330 Deans Bridge Road, Blythe GA 30805 (706) 592-3200 – Fax (706) 592-3255 WWW.AUGUSTAGA.GOV Augusta believes a clean city is important, but SAFETY is more important! The following guidelines will help make your event safe and enjoyable. Please review them with all volunteers. Dress Appropriately! Wear leather closed-toe shoes, tennis shoes, or boots. Wear long cotton pants or jeans. Wear gloves to protect your hands. Wear bright clothes if working along a street. Shade Yourself! A hat, long sleeves, and sunscreen are recommended. Hydrate Yourself! Drink plenty of water and take breaks as often as you need to. Be Alert! Be aware of your surroundings at all times (watch out for dogs, cars, snakes, poison ivy, fire ants, etc.). Never put your hands into an area that is not visible. Do not handle dead animals, firearms or chemicals - report them to authorities. If needles are found have an adult place them in a sharps container, lock it and throw it away! Watch your Step! Be careful of loose rocks and wet or marshy areas. Watch Children! (Children should always be accompanied by an adult) Caution children against picking up broken glass, needles, or other sharp objects. Keep children away from traffic. Buddy System Work together – at least 2 together at all times. Keep a cellphone handy for unexpected/emergency situations. Attachment number 1 \nPage 2 of 2 Item # 5 Engineering Services Committee Meeting 2/25/2013 1:00 PM Donated Easement Department:Law Caption:Motion to approve the acceptance of donated permanent and temporary easements between Ladell P. Willis, Jr., and Sherrell D. Willis, as owners, and Augusta, Georgia, in connection with the Muirfield Drive Drainage Improvement Project, said perpetual easement consists of 0.10 acre (4,446 sq. ft.) of permanent drainage, utility and maintenance easement, more or less, from the property located at 4108 Muirfield Dr., Augusta, GA private. Background:The property owner has agreed to convey easement to Augusta, Georgia, for the Muirfield Drive Drainage Improvement Project. Analysis:The easement on the referenced property is necessary for the project. Financial Impact:None Alternatives:Deny Motion Recommendation:Approve Motion Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 6 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 2 It e m # 6 At t a c h m e n t n u m b e r 1 \ n P a g e 2 o f 2 It e m # 6 Engineering Services Committee Meeting 2/25/2013 1:00 PM Engineering Manager (Position Filling) Department:Abie L. Ladson, PE, CPESC, Director Caption:Approve and authorize Augusta Engineering Department (AED) to offer five percent above mid-range salary to selected candidate for the Engineering Manager Position as requested by the Augusta Engineering Department - Engineering Division. Background:This is a upper level Manager Position in AED-Engineering Division. The principal duties and responsibilities include management of the engineering section, in-house surveying, in- house design & construction plan development, infrastructure inventory, development plan & plat reviews, erosion, sedimentation & pollution control plan reviews, drainage & stormwater assessments, management of NPDES MS4 area-wide permit tasks, and management of local SPLOST and new TSPLOST Projects. The candidate will frequently interact with consulting engineers designing Augusta’s infrastructure projects and private land development projects. The Job Grade is 59 with a mid-salary range of $89,093.19 Analysis:The selected candidate has a Master of Science degree in Biological Systems Engineering, and a Professional Engineering License in the State of Georgia. In a survey conducted by the American Society of Civil Engineers (ASCE), the result stated engineers with a Master of Science degree in engineering earn a median income of $95,576 per year, and engineers with PE licensures earned a median income of $100,000 per year. This candidate has both, and is requesting $93,547.85 per year. Approving this action will also enable AED to obtain the necessary skills to complete in-house engineering design, address short and long-term stormwater management and land development issues in a more efficient and cost-effective manner. In addition, infrastructure mapping for critical drainage areas can be achieved in a reasonable period of time using in-house resources, which will yield long-term cost savings for the City and AED. Financial Impact:This is an approved position and is included in the 2013 budget. Cover Memo Item # 7 Additional funds in the amount of $15,585.84 will be recaptured from Engineering Division’s Sale Tax-Administration-Eng project management funds for authorized positions. Alternatives:1) Approve and authorize Augusta Engineering Department (AED) to offer five percent above mid-range salary to a selected Candidate for the Engineering Manager Position as Requested by the Augusta Engineering Department - Engineering Division. 2) Do not approve and identify alternative for continue working without Engineering Section Manager on board Recommendation:Approve alternative one Funds are Available in the Following Accounts: 101-041110-5111110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 7 Engineering Services Committee Meeting 2/25/2013 1:00 PM Event Recycling Bin Loan Program Department:Environmental Services Caption:Approve the proposed Event Recycling Bin Loan Program as submitted by the Environmental Services Department. (Referred from February 11 Engineering Services Committee) Background:Several years ago the Environmental Services Department (ESD) purchased some Clearstream recycling stands with the intention of loaning them internally and externally for events. This would provide a method of promoting recycling, while keeping our community clean. This program has occurred on a very small scale. The ESD has not effectively promoted or made individuals aware of the resources currently available. Analysis:This year the Commission has set goals around beautification. The ESD has evaluated ways to assist in that goal, and has developed a program around loaning the Clearstream products to groups and individuals who want to provide waste and recycle collection at events throughout Augusta. It is the belief of the ESD that having resources available to the community creates a good partnership to accomplish goals around beautification and recycling. This program is designed around loaning Clearstream products and plastic bags to individuals who request them for an event. This program has no cost to the individual borrowing the product, unless the supplied materials are not returned, or are returned damaged. The program is initiated when an individual requests the Clearsteam product. If available and approved, the individual will coordinate to pick-up/receive the event materials. At that time, the ESD will reiterate/provide program rules and limitations. Upon the completion of the event, the individual will return the products, and the materials collected (optional) to Augusta. It is the intent of the department to expand the program. We hope to include having a small trailer to house the Clearstream products to streamline to loan process. This is more important for mid-sized events. In addition, we would like to develop a roll off box which houses the Clearstream and materials which could be delivered for large recycling events. This would simplified delivery and removal as well as allow for large event recycling to be collected in the roll off box. Cover Memo Item # 8 Financial Impact:At this time the financial impact is unknown. This will be determined by the amount of interest that develops in this program. However, the cost to Augusta is minimal as we are simply facilitating the loan of items which we already own. Alternatives:1. Approve the proposed Event Recycling Bin Loan Program as submitted by the Environmental Services Department. 2. Do not approve. Recommendation:1. Approve the proposed Event Recycling Bin Loan Program as submitted by the Environmental Services Department. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 8 Citizen Volunteer Clean-Up Program Page 1 of 2 EVIROMETAL SERVICES DEPARTMET 4330 Deans Bridge Road, Blythe GA 30805 (706) 592-3200 – Fax (706) 592-3255 WWW.AUGUSTAGA.GOV EVENT RECYCLING BIN LOAN PROGRAM Thank you for your interest in Event Recycling! Our community hosts hundreds of events each year. Unless recycling is offered, these events will produce significant amounts of material that will end up in our landfill. It is our hope that each event will take advantage of our recycling opportunities. In our experience, one of the most reported barriers to recycling is the amount of perceived difficulty. In an effort to remove this barrier, the Environmental Services Department has made it easy! Simply fill out the enclosed form and return it to the Environmental Services Department by fax, mail, or in person. If you have difficulty with the form, please contact us by phone at 706-592- 3200 or via email at solidwaste@augustaga.gov . Once your reservation is confirmed, you will come to the Solid Waste Facility at 4330 Deans Bridge Road to pick up your recycling containers, unless other arrangements have been made. Your containers will be available to you the day before your event, or the Friday before if your event is on the weekend. The containers and recyclables are due back to us the day after your event, or the Monday after your event if the event is on the weekend. It is your responsibility to deliver the recyclables to us unless other arrangements have been made prior to your event. The Environmental Services Department can provide the physical necessities for event recycling, but the success of recycling at your event is in your hands. In order to capture the most recyclables and divert the most waste, we suggest planning the event with recycling in mind by doing the following: • include information about recycling bin availability in printed materials and continually promote recycling during announcements; • require concession vendors to provide drinks in cans or plastic bottles (we cannot recycle paper or plastic cups!); • request enough recycling bins for one to be placed next to each trash receptacle. Your recyclables must be consolidated and bagged (provided with bins). We accept the following items: aluminum, plastic, and paper (only paper that does not have food/grease residue on it). Happy Recycling! Attachment number 1 \nPage 1 of 2 Item # 8 Citizen Volunteer Clean-Up Program Page 2 of 2 EVIROMETAL SERVICES DEPARTMET 4330 Deans Bridge Road, Blythe GA 30805 (706) 592-3200 – Fax (706) 592-3255 WWW.AUGUSTAGA.GOV EVENT RECYCLING BIN LOAN PROGRAM Augusta provides a recycling bin loan program designed for use at community events, fairs, festivals, and block parties. Use is restricted to events held in Richmond County. The county will loan out Clearstream recycling bins, along with plastic bags. They are available at no cost to municipalities, clubs, schools, churches, and other organizations on a “first-come, first-served” reservation basis. Any number can be reserved as available. To do so, please complete the reservation request form below. Once approved, the user will need to confirm/arrange pick-up/delivery and return drop-off times. Bins are stored at the Augusta Landfill. Location directions will be provided. Please book at least 3 weeks in advance if possible. Please use this form to request Clearstream Recycling bins for your event. Name of Event/ Sponsoring Organization: _____________________________________ Your Name: _______________________________________________________________ Phone number: ______________________ E-mail: ________________________________ Mailing Address: ___________________________________________________________ Event Location/Facility: ___________________________________________________ Event Date(s): ____________________________________________________________ Estimated Attendance: _____________________________________________________ Number of units requested: ______________________ Guidelines for determining numbers of recycling bins needed for event: 0-500 5 recycling containers 5,000-10,000 30 recycling containers 500-1,000 10 recycling containers 10,000-20,000 40 recycling containers 1,000-5,000 20 recycling containers 30,000+ 60 recycling containers Tentative Pick-up date: ______________ Time: ________ Tentative Return date: ______________ Time: ________ Deposit Guarantee These units may be borrowed with no money down by agreeing to guarantee a deposit. By signing below at pick-up, the user accepts full responsibility for the bins and agrees to pay the full replacement costs for any bins that are not returned, or are not returned intact. Replacement cost per bin is $50. Signature: __________________________ Date: _________________________________ Office Use Only No. of Units Provided: __________________ Approval: ___________________________________________ Date ________________ No. of Units Returned: __________________ Approval: ___________________________________________ Date: _______________ Attachment number 1 \nPage 2 of 2 Item # 8 Engineering Services Committee Meeting 2/25/2013 1:00 PM Flooding in Eastview Area Department:Clerk of Commission Caption:Update from staff regarding flooding in the Eastview area concerning what stage the city is in now and a timetable for completion. (Requested by Commissioner Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 9 Attachment number 1 \nPage 1 of 1 Item # 9 Engineering Services Committee Meeting 2/25/2013 1:00 PM Magnolia Ridge Subdivision Ingress/Egress Easement Department:Engineering Department-Abie L. Ladson, P.E., CPESC, Director Caption:Approve granting Meredith Homes, Inc., its successors and/or assigns an easement across 822 O’Shields Court, for a driveway to provide ingress/egress to Lot 12 (820 O’Shields Court), Magnolia Ridge, as requested by AED. Also approve having the agreement executed by the appropriate Augusta official(s). Background:Meredith Homes, Inc., is requesting an easement for ingress/egress for a driveway to access a residence listed as Magnolia Ridge, Lot 12. Augusta, Georgia is the owner of this property; therefore, Augusta should sign granting the easement. Analysis:This easement will allow Meredith Homes, Inc., to provide ingress/egress to a new home. Financial Impact:There will be no financial impact to Augusta, Georgia. Alternatives:1) Approve granting Meredith Homes, Inc., its successors and/or assigns an easement across 822 O’Shields Court, for a driveway to provide ingress/egress to Lot 12 (820 O’Shields Court), Magnolia Ridge, as requested by AED. Also approve having the agreement executed by the appropriate Augusta official(s). 2) Do not approve and deny ingress/egress to the facility. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Cover Memo Item # 10 Law. Administrator. Clerk of Commission Cover Memo Item # 10 Attachment number 1 \nPage 1 of 4 Item # 10 Attachment number 1 \nPage 2 of 4 Item # 10 Attachment number 1 \nPage 3 of 4 Item # 10 Attachment number 1 \nPage 4 of 4 Item # 10 Engineering Services Committee Meeting 2/25/2013 1:00 PM Option for Right-of-Way Department:Law Caption:Motion to approve an Option for the purposes of acquiring a Right-of-Way between Jeong AE Seo, as owners, and Augusta, Georgia, as optionee, in connection with the Windsor Spring Road Phase V Project, 0.019 acre (820.94 sq. ft.) in fee simple and 0.010 acre (431.82 sq. ft.) of permanent construction & maintenance easement, more or less. Also granted is a temporary driveway easement on Project Windsor Spring Road, Phase V, STP00-1105-00(004) from property located at: 2494 Carroll Dr, private, at the purchase price of $500.00. Background:The property owner has agreed to convey a certain Right-of-Way and easement to Augusta, Georgia, for the Windsor Spring Road, Phase V, STP00-1105-00(004) 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 Funds are Available in the Following Accounts: 323041110-54.11120 299823786-54.11120 REVIEWED AND APPROVED BY: Finance. Law. Cover Memo Item # 11 Administrator. Clerk of Commission Cover Memo Item # 11 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 4 It e m # 1 1 At t a c h m e n t n u m b e r 1 \ n P a g e 2 o f 4 It e m # 1 1 At t a c h m e n t n u m b e r 1 \ n P a g e 3 o f 4 It e m # 1 1 At t a c h m e n t n u m b e r 1 \ n P a g e 4 o f 4 It e m # 1 1 Engineering Services Committee Meeting 2/25/2013 1:00 PM Option for Right-of-Way Department:Law Caption:Motion to approve an Option for the purposes of acquiring a Right-of-Way between Beverly K. Mims, as owners, and Augusta, Georgia, as optionee, in connection with the Windsor Spring Road Phase V Project, 0.018 acre (786.67 sq. ft.) in fee simple and 0.016 acre (676.15 sq. ft.) of permanent construction & maintenance easement, more or less, on Project Windsor Spring Road, Phase V, STP00-1105-00(004) from property located at: 4634 Windsor Spring Road, private, at the purchase price of $500.00. Background:The property owner has agreed to convey a certain Right-of-Way and easement to Augusta, Georgia, for the Windsor Spring Road, Phase V, STP00-1105-00(004) 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 Funds are Available in the Following Accounts: 323041110-54.11120 299823786-54.11120 REVIEWED AND APPROVED BY: Finance. Law. Cover Memo Item # 12 Administrator. Clerk of Commission Cover Memo Item # 12 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 4 It e m # 1 2 At t a c h m e n t n u m b e r 1 \ n P a g e 2 o f 4 It e m # 1 2 At t a c h m e n t n u m b e r 1 \ n P a g e 3 o f 4 It e m # 1 2 At t a c h m e n t n u m b e r 1 \ n P a g e 4 o f 4 It e m # 1 2 Engineering Services Committee Meeting 2/25/2013 1:00 PM Scrap tire and Electronics Recycling Department:Environmental Services Caption:Receive as information the Environmental Services Department’s Scrap Tire and Electronics Recycling Event initiative. (Referred from February 11 Engineering Services Committee) Background:Historically, the Environmental Services Department (ESD), through the Solid Waste Collections Contract as well as through the vacant lot and illegal dump cleanup crews, has assisted Augusta residents with the cleanup and recycling of scrap tires. As approved as part of the Solid Waste Collection services beginning in June of 2013, the pickup of scrap tires at the curb will no longer be provided by our contracted trash companies. In effort to facilitate this change in process, we are starting the scrap tire event initiative early so that our customers may better acclimate to the change. In 2012, the ESD submitted, the Procurement Department awarded, and the Commission approved an annual bid item for scrap tire collection and recycling events to be held at various locations throughout Augusta. Analysis:This year the Commission has set goals around beautification. As such, the ESD has developed an initiative for scrap tire recycling events to be held at various locations around Augusta. The program is designed to allow the disposal of up to five (5) scrap tires per resident free of charge per event. With the generous cooperation of the Recreation, Parks and Facilities Department, the event schedule has been determined. They will be held the third Saturday of each month from 9am – 2pm, with the first being Saturday, February 16th, 2013 at Diamond Lakes Park. Financial Impact:At this time the financial impact is unknown. However, removing scrap tire collection from curb-side program reduced the overall cost of the collections contract. That reduction should offset the cost of these events. This will also reduce the amount of illegal dumping of tires that the ESD then has to use staff and resources to clean up, a further savings. Alternatives:Receive as information. Cover Memo Item # 13 Recommendation:Receive as information Funds are Available in the Following Accounts: Fund 541 and 542 REVIEWED AND APPROVED BY: Cover Memo Item # 13 Tire Recycling Event Schedule Date Location Address February 16, 2013 Diamond Lakes Park 4335 Windsor Spring Road March 16, 2013 Pendleton King Park 1600 Troupe St April 20, 2013 Augusta Common – Living Green Day 836 Reynolds Street May 18, 2013 Lake Olmstead 2200 Broad Street June 15, 2013 Warren Road Community Center 300 Warren Road July 20, 2013 Diamond Lakes Park 4335 Windsor Spring Road August 17, 2013 TBD September 21, 2013 TBD October 19, 2013 TBD November 16, 2013 TBD December 21, 2013 TBD Event Guidelines: 1. Customers must provide proof of Richmond County residency. 2. Tires will not be accepted from businesses or commercial customers. 3. Tires may be on or off the rim. 4. Each resident may bring a maximum of five (5) tires per visit. 5. The event will run from 9am – 2pm. 6. For questions, please contact 706-592-3200 or solidwaste@augustaga.gov Attachment number 1 \nPage 1 of 1 Item # 13