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Home My WebLink About2007-05-07-Meeting Agenda Finance Committee Meeting Committee Room- 5/7/2007- 2:30 PM FINANCE 1. Receive 1st Quarter Report from the Interim Finance Director. (Requested by Commissioner Brigham) Attachments 2. Request to amend budget for District Attorney's Forfeiture account. Attachments 3. Approve Option Year One of Heery’s Contract for management of capital improvement projects. Attachments 4. Discuss/approve identifying funding source for additional SPLOST funds for the Augusta Mini Theatre. (Requested by Commissioner Jerry Brigham) Attachments 5. Report from the Downtown Development Authority regarding the expenditure of their SPLOST funding. (Requested by Commissioner Brigham) Attachments 6. Motion to approve refund recommendations from the Board of Assessors for three accounts. Attachments 7. Report from staff regarding the funding in Phase One SPLOST that has not been spent. (Requested by Commissioner Brigham) Attachments 8. Motion to approve proposed Land Bank Authority Budget. Attachments 9. Approve the purchase of 2 - diesel powered backup generators (trailer mounted) for the Utilities Department- Construction Division for $39,848.00 each (Lowest bid offer on bid 07-094). Attachments www.augustaga.gov 10. Consider a request from William Norman regarding the establishment of a tax payment plan for property of the Florence Williams Estate. Attachments Finance Committee Meeting 5/7/2007 2:30 PM 1st Quarter Report Department:Clerk of Commission Caption:Receive 1st Quarter Report from the Interim Finance Director. (Requested by Commissioner Brigham) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 5/7/2007 2:30 PM Amending 2007 budget for District Attorney-Forfeitures Department:District Attorney-Forfeitures Caption:Request to amend budget for District Attorney's Forfeiture account. Background:Revenue for the DA Forfeiture account comes sporadically through the court system depending on the amount of assets seized and then condemned during drug arrests. Projecting a set amount of revenue each year is difficult. Proceeds from these proceedings are available for expenditures for the District Attorney's budget at his direction and are prohibited from being used to supplant any portion of his regular budget as provided by Augusta Richmond County. Analysis:In past years we have not budgeted for revenue or expenditures in this account, but have requested usage of the funds when it became necessary. It was our intent to include a budget for this fund when the 2007 proposed budget was submitted to the Commission, but it was omitted. In order to be in compliance with the Uniform Chart of Accounts as required by the State of Georgia, a separate fund should be set up to track and account for these proceeds. Financial Impact:Increase revenue for DA Forfeiture of Assets by $90,000 and increase the expenditures by $90,000. Alternatives:N/A Recommendation:Set up the required fund and approve the budget amendment in order to comply with State of Georgia requirements. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Finance Committee Meeting 5/7/2007 2:30 PM Approve Option 1 of Heery Contract to Extend Program Management Services Department:Administration Caption:Approve Option Year One of Heery’s Contract for management of capital improvement projects. Background:Heery’s Contact, dated May 6, 2004, is for three years, with two annual renewal options, for a total of five years. The initial 3-year term has expired. Heery is currently actively involved in managing the following projects: • Expansion of the Webster Detention Center • New Downtown Library • Candy Factory demolition • Exterior Renovations of the Municipal Building • HVAC Renovations of the Augusta Museum of History Analysis:The project’s noted above have benefited from Heery’s management expertise. With the exception of the Main Library, which is experiencing delays that are beyond the control of Heery, the other projects are moving forward in a satisfactory manner. The management of these projects is likely to suffer, should Heery’s involvement be terminated. In addition, there are other upcoming SPLOST projects that are referenced in Heery’s Contract, that would likely benefit from Heery’s managerial oversight, including the Exhibition Center, Judicial Center and relocation of the Sheriff’s Administration Building. The current full-time, on-site Heery team consists of Bob Munger (Heery) and Jacques Ware and Sasha McCraw (Dukes, Edwards and Dukes). Gallop & Associates fills the position of community liaison, in a part time capacity. Financial Impact: Heery’s annual billings have averaged approximately $267,000 per year over the initial 3-year term. This represents approximately 20% of the projected maximum fees for that period. These figures would be expected to rise, should the responsibilities, number of staff and projects increase. During the last year, the staff has grown from 1 to 3 employees, in response to increasing responsibilities. Alternatives:1. Utilize ARC staff to manage projects. 2. Seek proposals from competing Program Management companies. Recommendation:Approve Option Year One of Heery’s Contract for management of capital improvement projects. Utilizing ARC staff places a heavy burden on staff that are not professionally-trained to manage capital improvement projects. Furthermore, they do not have the experience or resources of a corporation such as Heery, with a staff of over one thousand professionals, including Program Managers, Construction Managers, Architects, Engineers, Interior Designers and Facility Managers. Past attempts by internal staff to manage capital improvement projects have not proven satisfactory. It is not recommended that proposals be sought from competing companies at this time. Heery was selected by a competitive, RFQ process, and they have performed acceptably. Changing the project management team would be disruptive to the progress of the ongoing projects. Funds are Available in the Following Accounts: SPLOST REVIEWED AND APPROVED BY: Administrator. Clerk of Commission SPLOST UPDATE PREPARED BY HEERY INTERNATIONAL, INC. March 15, 2007 2 SPLOST V PROJECT BUDGETS SPLOST V PUBLIC FACILITIES Judicial Center 40,016,200$ *Expand Phinizy Rd. Jail; Replace LEC 36,000,000$ Relocate Sheriff Admin 3,000,000$ Renovations to RCCI 750,000$ Main Library 14,700,000$ *Exhibit Hall 20,000,000$ Augusta Canal Improvements 2,500,000$ Augusta Canal Bond Repayment 8,000,000$ *Bond financed 124,966,200$ INFRASTRUCTURE & EQUIPMENT Fire Stations & Training Center 6,000,000$ Roads & Drainage 10,000,000$ Information Technology 2,000,000$ Flood Land Acquisition 500,000$ 18,500,000$ QUALITY OF LIFE Imperial Theater 500,000$ Augusta Mini Theater 500,000$ Lucy Craft Laney Museum 200,000$ The MACH Academy 100,000$ Recreation, Historic, Cultural and Other Buildings 400,000$ Augusta Museum 400,000$ Parks & Recreation 5,000,000$ 7,100,000$ BOND DEBT SERVICE $24M Jail + $20M Ex Hall 5,417,800$ 5,417,800$ INTERGOVERNMENTAL AGREEMENTS City of Blythe 912,000$ City of Hephzibah 3,104,000$ 4,016,000$ TOTAL, SPLOST V BALLOT 160,000,000$ 3 SPLOST V BUDGET ALLOCATIONS $ MILLIONS JUDICIAL CENTER, $40.02 DETENTION, $36.00 FLOODLAND ACQUISITION, $0.50 MAIN LIBRARY, $14.70 PUBLIC SAFETY (FIRE, SHERIFF, RCCI), $9.75 RECREATION & PARKS, $5.00 MISC. QUALITY OF LIFE, $2.10 ROADS & DRAINAGE, $10.00 BOND PAYMENTS, $13.41 EXHIBIT & TRADE CENTER, $20.00 TECHNOLOGY UPGRADES, $2.00 CANAL AUTHORITY, $2.50 HEPHZIBAH & BLYTHE, $4.02 5 EXPAND WEBSTER DETENTION CENTER 1. TOTAL PROJECT BUDGET: $36M 2. SPLOST V AMOUNT: $36M 3. SCHEDULE: See Following Slide 4. WORK COMPLETED T0-DATE: • Bond Financing • Topographical Survey • Geotechnical Engineering • Architect Selection & Contract Award • Facility Master Planning to Year 2030 • Programming • Schematic Design • Design & Bidding of Security Fencing NOTES: • The expansion of the Webster Detention Center on Phinizy Road will eventually consolidate the County’s two primary detention facilities into a single location. This will increase efficiency and security, greatly reducing operational costs. This project is Phase I of that process. • Two pods will be added in this phase, raising the combined total of beds (LEC plus Webster Detention Center) from 910 to 1242. • A new Medical/Mental Health Facility (MMHF) will be added. By relocating this operation from the LEC, it will accomplish several goals, including: • Replace the undersized facility • Locate the facility where 70% of the prisoners will be (at completion of Phase I), thereby reducing significantly transportation costs. • Further the goal of consolidating all detention center operations at a single location. The MMHF will be sized for the projected jail population growth to the Year 2030. 6 PROJECT SCHEDULE – EXPANSION OF WEBSTER DETENTION CENTER ID Task Name 1 Complete Bond Financing 2 Architect Notice to Proceed 3 Analyze Owner's Needs Assessment 4 Develop Prelim Masterplan Concepts 5 Procure Fencing Contract 6 Install Fencing 7 Finalize Program & Budget 8 Review/Approve Final Program 9 Schematic Design 10 SD Review & Approval 11 Design Development 12 DD Review & Approval 13 90% Contract Documents 14 Review 90% Contract Documents 15 Complete Contract Documents 16 Bid/Award 17 Construction 18 Close-out/Commission/Move-in 9/19 H2 H1 H2 H1 H2 H1 H2 H1 H2 2007 2008 2009 2010 7 NEW MAIN LIBRARY 1. TOTAL PROJECT BUDGET: $24.075M * 2. SPLOST V AMOUNT: $14.7M 3. SCHEDULE: See Following Slide 4. WORK COMPLETED TO-DATE: • Programming • Architect Selection & Contact Award • Topographic Survey • Geotechnical Engineering • Environmental Engineering • Demolition of the Candy Factory (80% complete) • Schematic Design • Design Development NOTES: • The new Main Library will more than double the size of the existing Main Library, bringing Augusta’s library up to a size consistent with other Southeastern cities of comparable size. •*The Total Project Budget includes SPLOST IV and State funds. • The expanded size will allow many books that are currently housed in the closed stacks to be placed in public access areas. • The Library will include separate historical and genealogical research areas, and a separate children’s area. • The New Main Library will be located on the NW corner of James Brown Boulevard and Telfair Street, replacing the recently-demolished candy factory. The location will bolster efforts to rejuvenate the James Brown Boulevard corridor. 8 PROJECT SCHEDULE NEW MAIN LIBRARY ID Task Name Finish 1 Enviro Assessment 5/18/06 2 Procure/Award Demo Contract 12/18/06 3 Demolish Candy Factory 4/23/07 4 Prelim Agreement w/ Apt. Owners 3/26/07 5 Commission Approval 4/9/07 6 HUD Approvals 8/6/07 7 Land transaction 9/6/07 8 Construct Modular Homes 3/11/08 9 Tenant Relocation 4/22/08 10 HAZMAT assessment & Remdiation 5/20/08 11 Complete Reynolds land acquisition 3/1/07 12 Enironmental Remediation 11/21/07 13 Architect NTP 2/23/06 14 Pre-Design 5/17/06 15 Approve Program 6/16/06 16 SD 9/8/06 17 SD Review/Approve 9/29/06 18 DD 12/7/06 19 DD Review/Approval 2/28/07 20 Construction Drawings 1/23/08 21 Review/Approval of CD's 2/27/08 22 Bid/Award/Contract 6/24/08 23 Construction 10/27/09 24 Final Commissioning & Close-Out 12/22/09 Candy Factory Demo HUD Apartment 3/1 Reynolds Property 2/23 Architect on Hold Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 2007 2008 2009 9 RENDERING OF PROPOSED NEW LIBRARY VIEW FROM INTERSECTION OF TELFAIR STREET AND JAMES BROWN BOULEVARD Architects: Studio 3 Design Group & Craig, Gaulden Davis 10 EXTERIOR RENOVATIONS TO THE MUNICIPAL BUILDING 1. TOTAL PROJECT BUDGET: $2.83M 2. SPLOST III AMOUNT: $2.83M 3. SCHEDULE: See Following Slide 4. WORK COMPLETED TO DATE: • Needs Assessment • Design Consultant Selection & Contract Award • Preliminary & Final Design Drawings and Specifications • Issuance of Bid Documents NOTES: The renovations will: • Address ongoing water leaks • Improve thermal and energy efficiency of the building • Bring roof into code compliance • Reduce temperature swings and thermal discomfort • Improve acoustics by reducing volume of unwanted noise (such as freight trains). 11 PROJECT SCHEDULE EXTERIOR RENOVATIONS TO THE MUNICIPAL BUILDING ID Task Name Finish 1 Consultant Notice To Proceed 6/21/06 2 Project Launch Meeting 6/28/06 3 Analysis & Prelim design 8/8/06 4 Prelim Report Review 8/30/06 5 Prelim Review Meeting 9/14/06 6 Finalize SD 10/11/06 7 50% Const. Document Design 11/8/06 8 Approve Design Change Order 11/8/06 9 95% CD Completion 2/8/07 10 CD Review/Approval 2/22/07 11 CD Review Meeting 2/22/07 12 Final Document Design 3/1/07 13 Final Document Submittal 3/2/07 14 Bid/Award/Contract 6/28/07 15 Construction 1/3/08 16 Closeout 1/31/08 6/28 9/14 11/8 2/22 3/2 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 2007 2008 12 HVAC RENOVATIONS TO THE AUGUSTA MUSEUM OF HISTORY 1. TOTAL PROJECT BUDGET: $1.05M 2. SPLOST IV AMOUNT: $1.05M (reprogrammed) 3. SCHEDULE: See Following Slide 4. WORK COMPLETED TO DATE: • Needs Assessment • Production of Early Award Chiller Replacement RFP • Production of Design-Build RFP with Drawings and Specifications NOTES: The renovations will: • Address ongoing temperature & humidity problems that are jeopardizing Museum artifacts • Improve thermal and energy efficiency of the building • Reduce temperature swings and thermal discomfort • Reduce maintenance costs • Provide automatic fire protection systems to Annex (budget permitting) 13 PROJECT SCHEDULE- HVAC RENOVATIONS TO THE AUGUSTA MUSEUM OF HISTORY ID Task Name 1 RFP 07-087 Design/Build 2 Assessment 3 Approve Findings/commence Bridging Docs 4 Produce Design-Build RFP (includes bridging docs) 5 Procure Design-Builder 6 Commission Approval 7 Mobilize 8 Install Chiller 9 50% Design Submission & Review 10 Finalize Design 11 95% Design Submission & Review 12 Install balance of project 13 Commissioning & Closeout 14 15 RFP-07-088 Chiller Procurement 16 Produce RFP 17 Solicit Sealed Bids 18 Open Bids 19 Commission Approval 20 Purchase Chiller 21 Final Eqpmt Production/Delivery 5/15 3/29 4/17 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr 2007 2008 14 NEW JUDICIAL CENTER 1. TOTAL PROJECT BUDGET: $65M 2. SPLOST V AMOUNT: $40.02M 3. SCHEDULE: TBD 4. WORK COMPLETED TO DATE: • Land Acquisition • Selection of Architect • Demolition of Several Buildings • Topographic Survey • Geotechnical Engineering NOTES: • The new Judicial Center will consolidate all of the County’s existing, scattered, judicial operations into a single facility. This will reduce operating costs and increase efficiency and security. • Completion will allow judiciary to abandon the problematic LEC facility and create space in the Municipal Building for consolidation of County operations that presently occupy leased facilities. • The Judicial Center will be located near the intersection of Walton Way and James Brown Boulevard 15 NEW EXHIBITION & TRADE CENTER 1. TOTAL PROJECT BUDGET: $20M 2. SPLOST V AMOUNT: $20M 3. SCHEDULE: Unknown 4. WORK COMPLETED TO DATE: • Market Feasibility Analysis and Program Completed NOTES: • The new Exhibition Center will enhance Augusta’s ability to attract conventions and trade shows. Attendees to such events will bring money to spend, which will benefit Augusta’s economy and increase income tax revenues. • The Exhibition Center will boost area tourism. • The project is indefinitely on hold, pending a final decision on the location, and resolution of operational agreements. 16 RELOCATION OF SHERIFF ADMINISTRATION 1. TOTAL PROJECT BUDGET: $3M 2. SPLOST V AMOUNT: $3M 3. ESTIMATED SIZE 38,000 GSF 4. SCHEDULE: 2008 Project kickoff 5. WORK COMPLETED TO DATE: • Investigation of several potential buildings for County purchase and retrofit as a new administrative home of the RCSO. NOTES: • Need a downtown location with ample parking. • Will enable Sheriff to move from problematic LEC facility. 17 RCCI RENOVATIONS 1. TOTAL PROJECT BUDGET: $750K 2. SPLOST V AMOUNT: $750K 3. EST. # OF BEDS ADDED: 50 4. SCHEDULE: 2008 Project Kickoff NOTES: • Renovations to RCCI will increase prisoner capacity and increase potential inmate work force. • Additional beds will have the potential to alleviate crowding at the County Jail. • Planned work includes modernization of environmental control systems and enhancements to security and supervisory facilities. Finance Committee Meeting 5/7/2007 2:30 PM Augusta Mini Theatre Department: Caption:Discuss/approve identifying funding source for additional SPLOST funds for the Augusta Mini Theatre. (Requested by Commissioner Jerry Brigham) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 5/7/2007 2:30 PM DDA Splost Allocation Department:Clerk of Commission Caption:Report from the Downtown Development Authority regarding the expenditure of their SPLOST funding. (Requested by Commissioner Brigham) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 5/7/2007 2:30 PM May 2007 refunds Department:Tax Assessor - Calvin Hicks, Chief Appraiser Caption:Motion to approve refund recommendations from the Board of Assessors for three accounts. Background:See attachment Analysis:See attachment Financial Impact:See attachment Alternatives:None Recommendation:See attachment Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Attachment page 1 of 1 MAY REFUNDS Amason, Eldora E. Map 10-4, Parcel 79 Homestead exemption was dropped in error;a life estate interest was missed when the property was transferred in 2004. Grant refund for 2005 in the total amount of $745.99 (State $3.18; County $171.85; School $570.96). Macy’s East Inc. Map 41, Parcel 60.01 and Rich’s Augusta Mall Real Estate Inc. Map 41, Parcel 60.05 Value change due to resolved 2005 appeal. For Map 41, Parcel 60.01 grant refund for 2005 in the total amount of $25,251.96 (State $229.31; County $7,941.04, School $17,081.61). For Map 41, Parcel 60.05 grant refund for 2005 in the total amount of $15,679.13 (State $142.38; County $4,930.64, School $10,606.11). Finance Committee Meeting 5/7/2007 2:30 PM Phase One SPLOST Funding Department:Clerk of Commission Caption:Report from staff regarding the funding in Phase One SPLOST that has not been spent. (Requested by Commissioner Brigham) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 5/7/2007 2:30 PM Proposed Land Bank Authority Budget Department:County Attorney-Stephen E. Shepard, Attorney Caption:Motion to approve proposed Land Bank Authority Budget. Background:The Augusta Land Bank Authority (hereinafter "LBA") was created by a resolution in 1997. Attached please find a copy of said resolution. The LBA was established to control blight, collect tax delinquent properties and to rehabilitate areas of the County by redeveloping these areas, provide new hosuing and to create a larger tax basis. Analysis:In creating the LBA, the Augusta-Richmond County Commission agreed to fund the LBA. In the resolution, it states that the Augusta-Richmond County Commission shall provide funds for the LBA budget and shall appropriate to the Authority the amount set forth in said budget. Without the support of the Commission, it will be difficult for the LBA to function as it should. Financial Impact:The projected yearly budget for the LBA will be $200,054.00. This year will be lower based on four months having aleardy elapsed. Funds are available in the Contingency fund. Alternatives:None Recommendation:Approve Funds are Available in the Following Accounts: See Financial Impact REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Finance Committee Meeting 5/7/2007 2:30 PM Utilities 3-07 Generators Department:Finance Department, Fleet Management Division, Ron Crowden, Fleet Manager Caption:Approve the purchase of 2 - diesel powered backup generators (trailer mounted) for the Utilities Department- Construction Division for $39,848.00 each (Lowest bid offer on bid 07-094). Background:The Utilities Department – Construction Division requests the acquisition of two (2) diesel powered electrical generators to be utilized as backup power for two new sewer lift stations. It is critical that the lift stations have constant electrical power as they are responsible for the pumping of raw sewerage from a lower level piping system to an elevated one and on to the waste treatment plant for disposal. These lift stations work in conjunction with shopping centers, businesses, and large subdivisions so it is crucial that the lines maintain a constant flow. If the base power is lost on these stations there would be a severe amount of back up sewerage in the feed lines which would result in overflow into stores and dwellings. And in essence, the city could be made liable for any damages incurred from any overflow of backed up sewerage. Therefore it is critical that a backup generator be an integral part of these lift stations. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from seven (7) vendors. A review of bids received shows that United rentals, Inc., of Augusta, Georgia, submitted the lowest bid. The following was the results of the bids received: United Rentals, Inc. = $ 39,848.00 each ; Godwin Pumps, Inc – Did not meet bid specifications (see attachment); Hertz Rentals = $40,323.00 each; Power Pro Tech, Inc. = $41,366.00 each; Americas Generators –Bid incomplete; Cobra Power Products – bid Incomplete; Millenium Products, Inc. = $43,495.00 each. Financial Impact:The requested units will be purchased for $39,848.00 each for a total purchase of $79,696.00 using the Utilities- Construction Division Enterprise Capital Outlay. Alternatives:1.Approve the award to the lowest bidder, United rentals, Inc., of Augusta, Georgia. 2. Do not approve the request. Recommendation:Approve the acquisition of two (2) trailer mounted generators for the Utilities Department-Construction Division from United Rentals, Inc. of Augusta, Georgia for $39,848.00 each (Lowest bid offer on bid 07-094). Funds are Available in the Following Accounts: 506-04-3410-54.21110 REVIEWED AND APPROVED BY: Finance. 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Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission