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2015-12-15-Meeting Minutes
Commission Meeting Agenda Commission Chamber - 12/15/2015 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Lockett, Guilfoyle, Sias, Frantom, M. Williams, Fennoy, D. Williams, Hasan and Davis, members of Augusta Richmond County Commission. Absent: Hon. Smith, Mayor Pro Tem. INVOCATION: Reverend Wesley Weatherford Lead Pastor - Oasis Church PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. Five (5) minute time limit per delegation DELEGATIONS A. Dr. Samuel Sullivan, President of Paine College, regarding the importance of Paine College to the Augusta community. (Requested by Commissioner Bill Fennoy) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve asking the Administrator to bring back a recommendation on how the City can help Paine College if at all. Motion Passes 9-0. Commissioner William Fennoy Commissioner William Lockett Passes CONSENT AGENDA (Items 1-26) PLANNING 1. Z-15-49 – A request from the Augusta Georgia Planning Commission to approve with the conditions below a petition by George Duehring, on behalf of Item Action: Georgia Baptist Children’s Home, requesting a change of zoning from Zone A (Agriculture) to Zone B-1 (Neighborhood Business) affecting property containing approximately 3.69 acres and is known as 2485 Tobacco Road. Tax Map 142-3-032-00-0 DISTRICT 4 1. Approval of the revised concept plan received 12-07-2015 limits access of the entrance driveway to a single curb-cut on Tobacco Road and provides adequate internal access for future phase development of the site (Parcel B on revised concept plan). Access and the detention pond shall be shared with Parcel B. There shall be no access to Tobacco Road from Parcel B. 2. Maintain a minimum 40 foot natural buffer along the east boundary of the property where land development and clearcutting is prohibited. 3. Prohibit convenience and liquor stores on the subject property. 4. Any development of the property shall comply with the landscape standards in the Tree Ordinance. 5. The site plan must comply with any other ordinances and regulations in effect at the time of construction. 6. Any new curb-cuts and necessary right-of-way and easements for the site are subject to approval from the Augusta Engineering Department. Approved z-15-49.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 2. Z-15-50– A request from the Augusta Georgia Planning Commission to approve with the conditions below a petition by HREAL LLC, requesting a change of zoning from Zone R-1 (One-family Residential) to Zone B-2 (General Business) affecting property containing approximately 1 acre and is known as those portions of 107 and 109 Davant Road located in Augusta- Richmond County and all of 111 Davant Road. Tax Map 010-0-008-00-0 DISTRICT 7 1. Prohibit multiple-family residential uses on the property. 2. Ensure that the property complies with all aspects of the Tree Ordinance and applicable landscaping standards and co-ordinate with Columbia County to ensure a consistent landscape plan. 3. Site plan must comply with any other ordinances and regulations in effect at the time of construction. 4. Any new curb-cuts and necessary right-of-way and easements for the site are subject to approval from the Augusta Engineering Department. Item Action: Approved z-15-50.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 3. Z-15-51– A request from the Augusta Georgia Planning Commission to approve with the conditions below a petition by Brad Senter, on behalf of Xytex Corp., requesting a change of zoning from Zone R-2 (Two-family Residential) to Zone P-1 (Professional) affecting property containing .37 acres and is known as 1112 Emmett Street and 1629 and 1631 Newberry Street. Tax Maps 045- 2-251-00-0, 045-2-252-00-0, 045-2-253-00-0 DISTRICT 1 1. Parking lot and security lighting must be directed away from the residential properties located to the east of the subject property. 2. Ensure that the property complies with all aspects of the Tree Ordinance and applicable landscaping standards. 3. Site plan must comply with any other ordinances and regulations in effect at the time of construction. Item Action: Approved z-15-51.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes PUBLIC SERVICES 4. Motion to approve New Ownership Application: 15-63: A request by Charles Burks for an on premise consumption Liquor, Beer and Wine License to be used in connection with Grain or Shine located at 2706 Gordon Highway. There will be Dance. District 4. Super District 9. (Approved by Public Services Committee December 8, 2015) Item Action: Approved Grain_or_Shine.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 5. Motion to approve New Application: A.N. 15-64: request by Dana Faircloth for an on premise consumption Liquor, Beer and Wine License to be used in connection with Fifty Six Pub & Grub located at 4020 Mike Padgett Highway. There will be Dance. District . Super District 9. (Approved by Public Services Committee December 8, 2015) Item Action: Approved Fifty_SIx_Pub___Grub.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 6. Motion to approve New Ownership Application: A.N. 15-65: request by Shaaid H. Kasim for an on premise consumption Liquor, Beer and Wine License to be used in connection with 4 SK Kasim d/b/a/ Clarion Suites located at 3038 Washington Road. District 7. Super District 10. (Approved by Public Services Committee December 8, 2015) Item Action: Approved 4_SK_Kasim.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Commissioner Commissioner Passes Motion Passes 9- 0. Sammie Sias William Fennoy 7. Motion to approve New Application: 15-62: request by Clarence S. Chambliss, Jr. for an on premise consumption Liquor, Beer & Wine License to be used in connection with GTC Riverwatch, LLC located at 832 Cabela Drive. This will be a Restaurant/Entertainment Venue. There will be Sunday Sales. District 7. Super District 10. (Approved by Public Services Committee December 8, 2015) Item Action: Approved GTC_Riverwatch.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 8. Motion to approve Amendment #1 to the 2016 Cooperative Agreement with CSRA Regional Commission for Senior Nutrition Services for Augusta, GA. (Approved by Public Services Committee December 8, 2015) Item Action: Approved Amendment_1_FY16.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 9. Motion to approve accepting the Grounds and Landscaping Contract with Davis Lawn Care LLC as approved by the Augusta Aviation Commission Meeting on October 29, 2015. (Approved by Public Services Committee December 8, 2015) Item Action: Approved Grounds_Contract_2015_(2).doc ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 10. Motion to approve the purchase of three (3) transit coaches, spare parts, and training from GILLIG LLC in the amount of $1,291,416.00. (Approved by Public Services Committee December 8, 2015) Item Action: Approved AUGUSTA_PUBLIC_TRANSIT_GA_40__LF_DIESEL_PRICE_QUOTE_10-30-2015_(5).pdf AUGUSTA_PUBLIC_TRANSIT_GA_40__LF_DIESEL_PRICE_SUMMARY_10-30-2015_(3).pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 11. Motion to renew the Sec. 5311 Rural Transit grant application between the Georgia Department of Transportation (GDOT) and Augusta, Georgia for July 1, 2016 to June 30, 2017. (Approved by Public Services Committee December 8, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 12. Motion to approve a request by Jing Zhao for a Therapeutic Massage Operators License to be used in connection with Jing Salon LLC located at 103 Shartom Drive. District 7. Super District 10. (Approved by Public Services Committee December 8, 2015) Item Action: Approved Jing_Zhao.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes ADMINISTRATIVE SERVICES 13. Motion to approve the cancellation of the December 28, 2015 Special Called and committee meetings and refer all agenda items to the January 5, 2016 regular meeting. Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 14. Motion to approve the renegotiation of the ADP contact for Health and Welfare services to exclude Participant Call Center services. (Approved by Administrative Services Committee December 8, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes FINANCE 15. Motion to approve requests from the Augusta Recreation Department for the replacement of three E350 work detail vans using 2015 Capital Outlay. (Bid Item 15-215) (Approved by Finance Committee December 8, 2015) Item Action: Approved Att-E350_WD_Van-recreation.pdf Eval_Recreation_E-350.pdf Van_Pictures.pdf Invitation_to_Bid_sent_to_newspaper.doc 15-215_TAB.xls 15-215_Department_Recommendation_of_Award.pdf Mail_List_and_Demanstar_Planholders.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 16. Motion to approve a request from the Richmond County Sheriff’s Office for the replacement of 2-E350 prisoner transport vans using Phase VI Sales Tax funds. (Approved by Finance Committee December 8, 2015) Item Action: Approved Att-E350_PT_van-RCSO.pdf Evaluations_Jail_Transport.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- Commissioner Sammie Sias Commissioner William Fennoy Passes 0. 17. Motion to approve a request for funding in the amount of $25,000 from the Greater Augusta Arts Council for the support of the 2015 Arts in the Heart Festival. (Approved by Finance Committee December 8, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 18. Motion to approve Memorandum of Understanding with Downtown Development Authority for SPLOST projects. (Approved by Finance Committee December 8, 2015) Item Action: Approved 12_8SPLOSTMOU_DDA_15.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 19. Motion to approve the continuation of the GPS annual tracking service subscription with SkyBitz. (Approved by Finance Committee December 8, 2015) Item Action: Approved SkyBitz.pdf ItemApprovalSheet.html Motions Motion Motion Text Made By Seconded By Motion Type Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes ENGINEERING SERVICES 20. Motion to approve award of Construction Contract to JHC Corporation in the amount of $1,468,821.00 for Transportation Investment Act (TIA) Project, 7th Street Bridge over Augusta Canal (Bridge Replacement) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid Item 15-224) (Approved by Engineering Services Committee December 8, 2015) Item Action: Approved CPB_award_construction_contract_11.20.2015.xlsx 15-224_Invitation_to_Bid_sent_to_newspaper_-_revised.doc 15-224_TAB.xls 15-224_Department_Recommendation_of_Award.pdf Sign-In_Sheet_Mandatory_Pre-Bid.pdf Mail_List_and_Demandstar_Planholders.pdf Information_from_LSBOP.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 21. Motion to approve Memorandum of Understanding with Downtown Development Authority for Jones Street Alley project. (Approved by Engineering Services Committee December 8, 2015) Item Action: Approved 11_24JonesStreetAlleyMOU_15.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 22. Motion to approve award of Construction Contract to E.R. Snell Contractor in the amount of $3,978,534.40 for Transportation Investment Act (TIA) Project, Old Waynesboro over Spirit Creek (Bridge Replacement) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Approved by Engineering Services Committee December 8, 2015) Item Action: Approved Memo_Sams_Cont_Awrd_OldWaynesboroRdBr_112315.pdf CPB_award_construction_contract_11.18.2015.xlsx 15-223_Invitation_to_Bid_sent_to_newspaper.pdf 15-223_TAB.xls Mail_List_and_Demandstar_Planholders.pdf Sign-In_Sheet_Mandatory_Pre-Bid.pdf 15-223_DBE_Approval_of_Goal_by_Recommended_Vendor.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 23. Motion to approve award of Construction Contract to E.R. Snell Contractor in the amount of $898,707.65 for Transportation Investment Act (TIA) Project, Scotts Way over Raes Creek (Bridge Replacement) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid Item 15-233) (Approved by Engineering Services Committee December 8, 2015) Item Action: Approved CPB_award_construction_contract_11.16.2015.xlsx ScottsWay_Award_Recom_LTR_AED.pdf 15-233_Invitation_to_Bid_sent_to_newspaper.doc E.R._Snell_Contractor_15-233_Scotts_Way_over_Rae_s_Creek_(Bridge_Replacement).pdf Mail_List_and_Demandstar_Planholders.pdf 15-233__Tab_Sheet.xls ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes PETITIONS AND COMMUNICATIONS 24. Motion to approve the minutes of the regular meetings of the Commission held November 17, 2015, December 1, 2015 and Special Called Meetings held December 1 and 8, 2015. Item Action: Approved Regular_Commission_Meeting_November_17_2015.pdf Regular_Commission_Meeting_December_1_2015.pdf Called_Commission_Meeting_December_1_2015.pdf Called_Commission_Meeting_December_8_2015.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes APPOINTMENT(S) 25. Motion to approve the appointment of Ann Helms to the Citizens Small Business Advisory Committee representing District 7. Item Action: Approved Talent_Bank_Application_Ann_Helms.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- Commissioner Sammie Sias Commissioner William Fennoy Passes 0. 26. Motion to ratify the Augusta-Richmond County Legislative Delegation's appointment of Dr. Russell R. Moores to the ARC Historic Preservation Commission. Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes ****END CONSENT AGENDA**** AUGUSTA COMMISSION 12/15/2015 AUGUSTA COMMISSION REGULAR AGENDA 12/15/2015 (Items 27-38) ADMINISTRATIVE SERVICES 27. Discuss filling the position of Compliance Director. (Requested by Commissioner Bill Fennoy) Item Action: Disapproved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Motion to approve conducting a new search for candidates for this position. Approve Voting No: Commissioner Mary Davis, Commissioner Ben Hasan, Commissioner Sammie Sias, Commissioner Dennis Williams. Motion Fails 5-4. Commissioner Marion Williams Commissioner William Lockett Fails Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Substitute motion to offer the position to Ms. Carmen Alexander subject to salary negotiations and to bring it back to the Commission for further processing. Voting No: Commissioner William Fennoy, Commissioner Wayne Guilfoyle, Commissioner William Lockett, Commissioner Marion Williams. Motion Fails 5-4. Commissioner Sammie Sias Commissioner Ben Hasan Fails FINANCE 28. Motion to approve the revised use of Drug Alcohol Treatment and Education (DATE) proceeds per the MOU between Sheriff Roundtree and Judge Watkins. Item Action: Approved MEMORANDUM_OF_UNDERSTANDING_DATE_FUND.docx ItemApprovalSheet.html Motions Motion Motion Text Made By Seconded By Motion Type Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 29. Consider employees' buy back of annual leave for the 2015 fiscal year. (No recommendation from Finance Committee December 8, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the option of the two-day, 16-hour vacation buy back at a cost of $344,609. Voting No: Commissioner Mary Davis, Commisioner Sean Frantom, Commissioner Dennis Williams. Motion Passes 6-3. Commissioner Marion Williams Commissioner William Fennoy Passes SUBCOMMITTEE Pension Committee 30. Motion to approve adoption of the revised Adoption Agreements, General Addendum, and Service Credit Purchase Agreement for the GMEBS I Plan. Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve and to waive the second reading on the Commissioner Commissioner Passes Ordinance. Motion Passes 9-0. Sammie Sias William Fennoy Pension Committee 31. Motion to approve a request to add loans to the Richmond County Commission’s 457 Plan. Item Action: Rescheduled ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to approve referring this item back to the second meeting of the Finance Committee in January and to direct the Law Department to provide loan procedure documents to members of the Commission. Motion Passes 9-0. Commissioner Sammie Sias Commissioner William Fennoy Passes Pension Committee 32. Motion to approve the Restatement and Termination of Augusta-Richmond County Planning Commission’s Georgia Municipal Association 401(a) Defined Contribution Plan. Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the resolution and restatement of the adoption agreement and addendum for the Augusta Richmond Commissioner Sammie Sias Commissioner William Fennoy Passes County 401(a) Defined Contribution Plan. Motion Passes 9-0. APPOINTMENT(S) 33. Motion to approve the appointment of Mr. Frank Middleton to Board of Tax Assessors to fill the seat held by Bernard Johnson. (Requested by Commissioner Marion Williams) Item Action: Disapproved Tax_Assessors_Board_Appointment.pdf Talent_Bank_Application_Frank_Middleton.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Guilfoyle out. Voting No: Commissioner Mary Davis, Commissioner William Fennoy, Commisioner Sean Frantom, Commissioner William Lockett, Commissioner Sammie Sias, Commissioner Dennis Williams. Motion Fails 2-6. Commissioner Marion Williams Commissioner Ben Hasan Fails ADDENDUM 34. Motion to go into an executive session. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve going into an executive session to discuss personnel. Motion Passes 9-0. Commissioner William Fennoy Commissioner William Lockett Passes 35. Motion to approve a Resolution requesting a salary review and salary recommendation for Richmond County elected officials for consideration by the Georgia Legislature. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner William Fennoy Commissioner William Lockett Passes 36. Approve award to Construction Contract to E. R. Snell Contractor subject to Value Engineering and not to exceed in the amount of $2,998,753.67 for TIA Project, Broad Street over Hawks Gully (Bridge Repair and Replacement) as requested by AED. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the Commission that this item be added to the agenda by unanimous consent. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Guilfoyle out. Motion Passes 8-0. Commissioner Sammie Sias Commissioner William Lockett Passes 37. Approve award of Construction Contract to Reeves Construction subject to Value Engineering and not to exceed in the amount of $8,308,639 for TIA Item Action: Project, John C. Calhoun Expressway Repair and Restoration as requested by AED. Approved Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the Commission that this item be added to the agenda by unanimous consent. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Guilfoyle out. Motion Passes 8-0. Commissioner Sammie Sias Commissioner William Lockett Passes 38. Update from Cypress Golf Management regarding operations at the Augusta Municipal Golf Course. (Requested by Commissioner Fennoy) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 9-0. Commissioner Marion Williams Commissioner William Lockett Passes LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. 39. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Item Action: Approved Upcoming Meetings www.augustaga.gov Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner William Fennoy Commissioner William Lockett Passes Commission Meeting Agenda 12/15/2015 2:00 PM Invocation Department: Department: Caption:Reverend Wesley Weatherford Lead Pastor - Oasis Church Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Paine College Department: Department: Caption:Dr. Samuel Sullivan, President of Paine College, regarding the importance of Paine College to the Augusta community. (Requested by Commissioner Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AUGUSTA.RICHMOND COUNTY PLANNING COMMISSION REZONING STAFF REPORT Case Numberz 7--15-49 Hearing Date: Monday, December 7r20ls Report Prepared By: Paul DeCamp, Kevin Boyd and Bob Austin Applicant: George Duehring Property Owner: Georgia Baptist Childrenrs Homes Address of Propertyz 2485 Tobacco Road Tax Parcel#z 142-3-032-00-0 Present Zoningz A (Agriculture) Commission District: 4 (Sammie Sias) Fort Gordon Notification Required: N/A Request: The applicant is requesting a change of zoning from Zone A (Agriculture) to Zone B-1 (Neighborhood Business). Background: This case involves a 3.69-acre lot located at 2485 Tobacco Road. The undeveloped tract is located east of the Tobacco Road and Windsor Spring Road intersection. The property is zoned A (Agricultural). A commercial node exists nearby at the Tobacco Road and Windsor Spring Road intersection. In recent years several new restaurants and retail stores have been constructed in the area. Other land uses in the immediate vicinity include a convenience store, church, mini- warehouses and single-family residences situated in the R-l (One-Family Residential), B-1 Request Propqsed Use / Activity Applicable Ordinfllss Section(s) Rezone from A to B-1 Permitted uses in the R-Zones, P-l and B-1 zones Section 21-1 (Neighborhood Business) and B-2 (General Business) zones. Large undeveloped tracts east of the property are zoned R-l (One-Family Residential) and A (Agricultural). The applicant is requesting a change of zoning from Zone A (Agricultural) to Zone B-l (Neighborhood Business) to establish a fast food restaurant. A fast food restaurant is a permitted use in the B-l (Neighborhood Business) zone. o Land Use and Zoning - The property is undeveloped and zoned A (Agricultural). Agricultural zoning limits development to stick-built single-family residences, manufactured homes and dairying, ranching, forestry and agriculture-related uses. B-1 (Neighborhood Business) zoning permits neighborhood commercial uses, such as restaurants and retail stores. The size of an individual building is limited to a maximum of 15,000 square feet (gross floor area). The front setback in a B-l zone is 40 feet. There are no required side and rear setbacks, unless the property abuts an R-Zone. Utilities - The property has access to public water and sewer. Two public water lines, measuring 14 and 16 inches in diameter, are located on Tobacco Road. A private sewer line intersects the property at the rear of the lot on the west side. A nearby public sewer line runs parallel to the property, north of the site. Environmental - The property is mostly covered by vegetation and some mature trees. No improvernents have been made to the property in recent years. The site does not contain any wetlands or floodplains. Traflic and Circulation - The property has 405 feet of frontage on Tobacco Road. Tobacco Road is an arterial street containing four fiavel lanes with a flush median tum lane. At present, the property does not have a curb-cut on Tobacco Road. In siting any curb-cut on the property, attention should be paid to potential conflicts with the Raintree Drive intersection and driveways located on both sides of Tobacco Road. Tobacco Road has average daily traffic of approximately 10,700 vehicles between Peach Orchard Road (US-25) and Windsor Spring Road (GDOT,2014). The posted speed limit is 45 mph for this section of the street. The nearest signalized intersection, Windsor Spring Road, is located approximately 720 feet west of the property. Buffer and Landscaping - Trees and other vegetation buffer the subject property from other parcels to the west and on Tobacco Road. No fences or barriers separate the property from adjacent properties to the north and east. Any development on site would have to comply with the landscaping standards in the Augusta Tree Ordinance. . Comprehensive Plan - The rezoning is consistent with the future development map and the land use policies in the Comprehensive Plan. One of the guiding policies in the Comprehensive Plan is to encourage commercial development on principal arterial highways where commercial and / or industrial development is already established. Sufficient buffers should be provided between non-residential and adjoining residential areas to minimize the impact of the commercial development. The property is situated at the edge of an established commercial node where the street transitions to mainly residential development. Fufure commercial land development on Tobacco Road, east of the site should be higNy discouraged. Project Analysis: The applicant is requesting to rezone the property to construct a fast food restaurant that would measure approximately 3,520 square feet. In addition, the site would contain a parking lot and one-way internal driveway. The site would also contain a single drive- thru, but the number of vehicle stacking from the order box to the pick-up window remains unclear. The minimum off-street parking requirement for a fast food restaurant is one (l) space for each 75 square feet of gross floor area. Only forty-five (45) off-street parking spaces are being proposed, where forty-seven (47) spaces are required. The stormwater detention pond would be located at the rear of the property. The concept plan indicates that a private road would provide access to the site. The proposed road would extend north of Tobacco Road and align with Raintree Drive. The private road and any proposed curb-cut and acceleration / deceleration lanes would have to be approved by the Augusta Engineering Department. Findings: l.The property is located the near a cornmercial node, largely zonedB-2 and B-1, at the Tobacco Road and Windsor Spring Road intersection. The commercial node has grown and expanded in recent years with the development of new restaurants and retail establishments. 3. The property is situated at the edge of the commercial node. Development of single- family residences is located south of Tobacco Road. 4. The properties to the east remain mostly undeveloped and situated in the A and R-l zones. New driveway entrances should be limited near the Tobacco Road and Windsor Spring Road intersection to improve roadway safety and reduce congestion. Tobacco Road has average daily traffic of approximately 10,700 vehicles between Peach Orchard Road (US-25) andWindsor Spring Road (GDOT,2014). 5. 6. 7. The proposal is expected to generate additional traffic to the site and surrounding area. Based on the nature, sources indicate that proposed use is expected to generate at least 1,800 trips per day. 8. The property has access to public water and sewer. 9. Any development of the property must comply with the landscape standards in the Augusta Tree Ordinance. 10. The proposal does not appeff to meet the required off-street parking requirement based on the proposed parking and the nature of the use. 11. The request is consistent with aspects of the 2008 Comprehensive Plan, which encourages infill development near established commercial nodes. l2.Traffrc Engineering advises that the development shall provide necessary ROWeasements needed for this project. 13. If the Augusta Engineering Department approves curb-cut access on the property, acceleration and deceleration lanes may be required. Preliminary Staff Recommendation: The Staff recommends approval with the following conditions: 1. Approval of the revised concept plan received 12-07-2015 limits access of the entrance driveway to a single curb-cut on Tobacco Road and provides adequate internal access for future phase development of the site (Parcel B on revised concept plan). Access and the detention pond shall be shared with Parcel B. There shall be no access to Tobacco Road from Parcel B. 2. Maintain a minimum 40 foot natural buffer along the east boundary of the property where land development and clearcutting is prohibited. 3. Prohibit convenience and liquor stores on the subject property. 4. Any development of the property shall comply with the landscape standards in the Tree Ordinance. 5. The site plan must comply with any other ordinances and regulations in effect at the time of construction. 6. Any new curb-cuts and necessary right-of-way and easements for the site are subject to approval from the Augusta Engineering Department. Note: The information included in this staff report represents the best available information at the time it is written, which is generally two weeks prior to the Planning Commission hearing at which the zoning petition is to be heard. It represents an evaluation of the facts presented by the applicant, research done by the staff, and consideration of the relevant factors in the Comprehensive Zoning Ordinance of Augusta, Georgia. New facts may emerge after the staff report is written and staff reserves the right to make an oral recommendation at the hearing based on all the information available at that time. PD&KB&RWA 'z Ei EMo2oo 6 d E E #6 E HE$2,f2daUJE 2flrh{f,:)ra>6'oEA H E2 * FU' tsl ,1j t€ EF i! tg\7 !6 I E6 !+ iE E+ E3I 5 I I t- It I I I \ \ uoaaullllre tI T Eatd Eir\I g Iu EE Id E! :\I 'flt t iil {' f, ,df- -- C)oILo@c{ *3. E.: e s+ lt E i E Ei E! 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Pro@tN Commission Meeting Agenda 12/15/2015 2:00 PM Z-15-49 Department:Planning Commission Department:Planning Commission Caption: Z-15-49 – A request from the Augusta Georgia Planning Commission to approve with the conditions below a petition by George Duehring, on behalf of Georgia Baptist Children’s Home, requesting a change of zoning from Zone A (Agriculture) to Zone B-1 (Neighborhood Business) affecting property containing approximately 3.69 acres and is known as 2485 Tobacco Road. Tax Map 142-3-032-00-0 DISTRICT 4 1. Approval of the revised concept plan received 12-07-2015 limits access of the entrance driveway to a single curb-cut on Tobacco Road and provides adequate internal access for future phase development of the site (Parcel B on revised concept plan). Access and the detention pond shall be shared with Parcel B. There shall be no access to Tobacco Road from Parcel B. 2. Maintain a minimum 40 foot natural buffer along the east boundary of the property where land development and clearcutting is prohibited. 3. Prohibit convenience and liquor stores on the subject property. 4. Any development of the property shall comply with the landscape standards in the Tree Ordinance. 5. The site plan must comply with any other ordinances and regulations in effect at the time of construction. 6. Any new curb- cuts and necessary right-of-way and easements for the site are subject to approval from the Augusta Engineering Department. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission AUGUSTA-RICHMOND COUNTY PLANNING COMMISSION REZONING STAFF REPORT Case Number:7-15-50 Hearing Date: Monday, December 7r20ls Report Prepared By: Paul DeCamp, Kevin Boyd and Bob Austin Applicant: HReal LLC Property Owner: HReal LLC Address of Property: 111 Davant Road & portions of 107 and 109 Davant Road (not located in Columbia County) Tax Parcel #: 010-0-008-00-0 & other parcels partially located in Richmond County Present Zoning: R-l (One-Family Residentiat) Commission District: 7 (Sean Frantom) Fort Gordon Notification Required: N/A Request: The applicant is requesting a change of zoning from Zone R-l (One-Family Residential) to Zone B-2 (General Business). Background: This case involves three adjoining lots at107,109 and lll Davant Road. The lots are located approximately 415 feet south of the Davant Road and Washington Road intersection. The lot at l l l Davant Road is located entirely in Richmond County. The other two lots are partially located in Columbia County. The total area of the affected parcels is roughly 0.95 acres. The lot at 1 I I Request Proposed Use / Activity Applicable Ordinance Section(s) Rezone from R-l to B-2 Permitted uses in the R-Zones, P-1, B-l and B-2 Section 22-1 Davant Road is zoned R-l (One-Family Residential), as are the portions of the other two lots located in Richmond County. Currently the lots are used as automobile sales lots. A house and accessory structure were recently demolished on the lot at 111 Davant Road. There is a mix of commercial and residential development in the area. Car dealerships and offices are the primary land uses in the B-1 (Neighborhood Business) and B-2 (General Business) zones. B-2 zoning surrounds the three lots on nearly all sides. Further south, near the Davant Road and Middleton Drive intersection, land use shifts to mostly single-family residences situated in the R-l (One-Family Residential), R-lA (One-Family Residential) and R- 1 B (One-Family Residential) zones. The applicant is requesting a change of zoning from Zone R-l (One-Family Residential) to Zone B-2 (General Business) to expand an existing automobile vehicle sales lot. An automobile vehicle sales lot is a permitted use in the B-2 (General Business) zone. o Land Use and Zontng- The property is currently zoned R-l (One-Family Residential), which limits development to single-family detached residences at a density not exceeding 2.9 units per acre. The minimum lot size in an R-1 zone is 15,000 square feet. Until recently a single-family residence and detached accessory structure were located on the lot at 1l I Davant Road. The site is now occupied by vehicles associated with the nearby car dealerships. The surfaces ofthe lots now are covered by a layer ofgravel. Changing the zoning of the property to B-2 (General Business) would allow for an automobile vehicle sales lot on the property. Additional land uses are permitted by special exception. The front setback in aB-2 (General Business) zone is 30 feet on minor or local streets. There are no required side and rear setbacks unless theB-2 zone abuts a residential zone. Utilities - The property has access to nearby public water lines. A 6-inch diameter water line runs along Davant Road. The property also has access to public sewer. Environmental - Recently, all the vegetation was removed from the lot at 111 Davant Road and replaced with gravel. This likely increases the potential for stormwater runoff since it does not appear that any detention areas exist on the property. The site does not contain any wetlands or floodplains. Traffic and Circulation - Davant Road is classified as a local street that extends for approximately 1,200 feet between Washington Road and Middleton Drive. The street has a pavement width of approximately 27 feet and right-of-way of 63 feet. The street does not contain any sidewalks, concrete curb or guffers. The three lots have access to Davant Road and a private driveway that runs north of the property. The primary function of a local road is to provide access to adjoining property for both vehicles and pedestrians. There were no traffic counts available for Davant Road. Previously-existing driveways have been removed. Buffer and Landscaping - There are no buffers or landscaping between the subject lots and adjacent properties. The lots are surounded vehicle sales lots of nearby car dealerships. o Comprehensive Plan - The rezoning is consistent with the future development map. The Comprehensive Plan suggests that existing commercial corridors provide opportunities for infill development and redevelopment. Project Analysis: The applicant is requesting to rezone the property to expand an existing automobile vehicle sales lot. Access would be provided on Davant Road and the private driveway that runs north of the property. There are no immediate plans to resurface the existing lots. No concept plan was submitted with this application. Findings: l. The property is part of a major commercial corridor that extends offof Washington Road, largely zoned B-l and B-2. 2- The property is surrounded by B-2 zorung, without restriction, on three sides.3. There has been a steady transition from residential to commercial development on Davant Road in recent years. 4. There are no traffic counts available for Davant Road. 5. The proposal is expected to generate additional traffic to the site and surroundin g area, which may involve trailers ofif-loading vehicles for display on the lots. 6. The property has access to public water and sewer. 7. There is no area for stormwater detention located within the site. 8. There are no immediate plans to make physical improvements in resurfacing the existing parking lots. 9. There are no buffers or landscaping between the subject lots and adjacent properties. 10. The request is consistent with aspects of the current 2008 Comprehensive plan which encourages infill development nearby established commercial nodes. Preliminary Staff Recommendation: The Staff recommends approval with the following conditions: t. ) Prohibit multiple-family residential uses on the property. Ensure that the property complies with all aspects of the Tree Ordinance and applicable landscaping standards standards and co-ordinate with Columbia County to ensure a consistent landscape plan. Site plan must comply with any other ordinances and regulations in effect at the time of construction. Any new curb-cuts and necessary right-of-way and easements for the site are subject to approval from the Augusta Engineering Department. 3. 4. Note: The information included in this staff report represents the best available information at the time it is written, which is generally two weeks prior to the Planning Commission hearing at which the zoning petition is to be heard. It represents an evaluation of the facts presented by the applicant, research done by the staff and consideration of the relevant factors in the Comprehensive Zoning Ordinance of Augusta, Georgia. New facts may emerge after the staff report is written and staffreserves the right to make an oral recommendation at the hearing based on all the information available at that time. PD&KB&RWA #*I .l z. 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G i.-2'o =F or .j.i5 Sr; E FFEEo i tag E E;I E i;g ;f i8g5 =: E gXp g E,e$n eFO o;;;ilfi E iES Fs lt srl_' I { \!lr1 I FtE fuq - n2e,'o- aE \':> \z^(!Ro& O)o od l'*o o .o Lo oo. od E,u o Go .,|, " 1";r'. .'." ai !.., Commission Meeting Agenda 12/15/2015 2:00 PM Z-15-50 Department:Planning Commission Department:Planning Commission Caption: Z-15-50– A request from the Augusta Georgia Planning Commission to approve with the conditions below a petition by HREAL LLC, requesting a change of zoning from Zone R-1 (One-family Residential) to Zone B-2 (General Business) affecting property containing approximately 1 acre and is known as those portions of 107 and 109 Davant Road located in Augusta- Richmond County and all of 111 Davant Road. Tax Map 010-0- 008-00-0 DISTRICT 7 1. Prohibit multiple-family residential uses on the property. 2. Ensure that the property complies with all aspects of the Tree Ordinance and applicable landscaping standards and co-ordinate with Columbia County to ensure a consistent landscape plan. 3. Site plan must comply with any other ordinances and regulations in effect at the time of construction. 4. Any new curb-cuts and necessary right-of-way and easements for the site are subject to approval from the Augusta Engineering Department. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission AUGUSTA-RICIIMOND COI'NTY PLAI\iNING COMMISSION REZONING STAFT'REPORT Case Number:7-15-51 Ilearing Date: Monday, I)ecember 712015 Report Prepared By: Paul DeCamF, Kevin Boyd and Bob Austin Applicant: Brad Sentor Property Owner: Xytex Corp Address of Propertyz l1l2 Emms6 Street & 1629 & 1631 Newberry Street Tax Parcel #: 045-2-253-00-0, 045-2-251-00-0 & 045-2-252-00-0 Present T,oniag: R-2 (Iwo-tr'amily Residential) Commission Districfi 1 (William Fennoy) Fort Gordon Notification Required: N/A Request: The applicant is requesting a change of zoning from Zone R-2 (fwo-Famity Residential) to 7.one P-l (Professional). Rezone from R-2 to P-1 Permitted uses in the P-l zone Section 20-1 Background: This case involves three adjoining parcels located on the comer of Emmett Street and Newberry Street. The property addresses are 1112 Emmett Street and 1629 and 163l Newberry Street. The vacant lots are relatively small, totaling 0.37 acres, and are zoned R-2 (Two-Family Residential). At one time the lots were occupied by single-family residences. Surrounding land uses include single-family residential development, professional offices and Tubman Altemative school. The area zoning pattern includes R-lC (One-Family Residential), R- 2 (Two-Family Residential), R-3C (Multiple-Family Residential) and P-l (Professional) zones. Some commercial properties on nearby Druid Park Avenue and Laney Walker Boulevard are zoned B-l (Neighborhood Business) and B-2 (General Business). The property is within walking distance of Paine College and the Medical District. The owner of the three lots, Xytex Corporation, operates from offices located next door at 1100 Emmett Street. Xytex was established in the 1980s, and in 2001 expanded its operations on Emmett Street. The company houses a sperm bank and offers other reproductive health services from its current location. The property at I100 Emmett Street is zoned P-I (Professional). Records indicate that Xytex acquired the three lots in 2000 and 2002. The applicant is requesting a change of zoning from Zone R-2 (Two-Family Residential) to Zone P-l (Professional) so that the company can expand operations onto the three vacant lots. The company plans to construct a 3,000 square-foot medical building, to be used primarily for storage and freight pick-ups and deliveries. o Land Use and Zoning - The three vacant lots are situated in the R-2 (Two-Family Residential) zone. After reviewing aerial maps dating back to 2007, staff was able to ascertain that single-family residential structures had been previously rernoved from the properties. The aerial maps reveal a steady decline in the number of residences on other lots in the general vicinity. In 1989, the Augusta Commission approved a petition from Xytex Corporation to rezone the property addressed at 1100 Emmett Street from Zone R-2 (Two-Family Residential) to Zone P-l (Professional) to allow for expansion of an existing medical facility. The use was nonconforming prior to approval of the request. Staffrecommended approval, citing that the majority of the property was being used for a health clinic and overall development trends that reflected the increase in the number of professional offices in the general vicinity, due in part to the proximity to the medical district. Changing the zoning of the lots to P-l (Professional) would allow for a medical office use on the property. In the P-l zone buildings are limited to maximum size of 15,000 square feet of gross floor area. The front setback in a P-l (Professional) zone is 30 feet on minor or local streets. Utilities - The property has access to public water and sewer. Two sewer lines run parallel along Emmett Street. Another sewer line, which begins between 1629 and 163l Newberry Street, is approximately 120 feet long from end to end. A public water line runs along Emmett Street and a 2-inch diameter water line runs along Newberry Street. Environmental - The property is primarily open space covered with some mature trees. No improvements have been made to the property in recent years. Fufure development of the site would likely increase the potential for stormwater runoff, since it does not appear that any detention areas exist on the property. Both streets contain storm drains to manage the potential for stormwater runoffs. The site does not contain any wetlands or floodplains. Traffic and Circulation - The comer lot has frontage on Emmett Street and Newberry Street. The remaining two lots have frontage on Newberry Street. Emmett Street and Newberry Street are identified as local streets on the functional classification map. Newberry Street is one block long and dead-ends approximately 305 feet east of the Emmett Street intersection The primary function of local roads is to provide access to adjoining property for both vehicles and pedestrians. There were no traffic counts available for either street, currently Newberry Street only provides access to one residential lot. No paved surfaces or other surface improvements exist on the lots. Driveways and curb-cuts have since been removed from the lots. Emmett Sheet has a pavement width of approximately 30 feet and right-of-way of 50 feet, while Newberry Street has a pavement width of approximately 23 feet and right-of- way of 50 feet. The streets do not contain sidewalks. Buffer and Landscaping - A 5-foot tall fence separates 1l 12 Emmett Street from 1629 and 1631 Newberry Street. A combination of a chain-link and wood privacy fence border the north boundary of the property. With the exception of a few mature trees, no screening exists to screen from nearby properties sifuated to the east. Any development on the site would have to comply with buffer and landscape standards of the Augusta Tree Ordinance. Comprehensive Plan - The rezoning is consistent with the future development map. The Comprehensive Plan suggests that existing commercial corridors provide opportunities for infill development and redevelopment. Over the years, the area has been trending more professional office, partly due to recent expansions of the medical district. Xytex Corporation has maintained a presence on the block for several decades. Emmett Street serves as the dividing line between residential and professional office development, between Pamell Street and Laney Walker Boulevard. Project Analysis: The applicant is requesting to rezone the property to expand an existing medical facility. The applicant intends to construct an approximately 3,000 square feet medical building. The new building would be placed on the two lots that face Newberry Street. The existing building and proposed addition would total less than the maximum limit 15,000 square feet ofgross floor area. The plan would also contain parking and loading spaces to allow for freight pick-ups and deliveries. The trips would occur on a weekly basis and not be disruptive to nearby residences. Newberry Street experiences light traffic flows and can easily accommodate for the occasional movement of lightweight freight trucks generated for deliveries and pick-ups. Findings: 1. The subject property is located at the intersection of Emmett Sfreet and Newberry Street.2. Records indicate that professional office uses on the block dates back for at least four decades. 3. Emmett Street serves as the dividing line of residential and professional office development, between Parnell Street and Laney walker Boulevard. 4. There has been a steady decline of residential development over the years. 5. Newberry Street experiences light traffic flows and can easily accommodate for the occasional movement of lightweight freight trucks generated for deliveries and pick-ups.6. There were no traffic counts available for this local or minor street. 7. No sidewalks exist on the two nearby streets. 8. The property has access to public water and sewer. 9. Some screening buffers the site from nearby properties, none exists from lots to the east. 10. The property must comply with aspects of the Augusta Tree Ordinance and applicable landscaping standards at the time of construction. I l. The request is consistent with aspects of the current 2008 Comprehensive plan. The area has been trending more professional office due the expansion of the Medical District. Preliminary Staff Recommendation: The Staff recommends approval with the following conditions: 1. Parking lot and security lighting must be directed away from the residential properties located to the east ofthe subject property. Ensure that the property complies with all aspects of the Tree Ordinance and applicable landscaping standards. Site plan must comply with any other ordinances and regulations in effect at the time of construction. ) 3. Note: The information includd in this staff report represents the best available information atthe time it is written, which is generally trvo weeks pri-or to the Planning Commission hearing at*hg-h the zoning petition is to be heard. It represents an evaluation of the facts presented bV t6"applicant research done by the staff, and cousideration of the relevant factors in theComprehensive 'zai 'rung Ordinance of August4 Gmrgia. New facts may emerge after the staffreport is written and staffreserves the right to make an oral recommendation at 6e hearingbased on all the information available at that time. 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FIm ^ i-**t t*-___J f--"---ltttt t!!ll!!IL_**_ J i'-*'- -1iitllr I !I I II I i I II II!-* -*. _. i f* -"*'l i!ttt,tiitt!t_-_i iiItritl L. _*__ i i-*-l l- ---l i-- --1iiiiiiL*---i i* .-- -r L - i U irU*rl:I & **F.F ffi0r"* xo ff {D*lqt @r-FT(p tDr.{. iIIII I I I ! iL--- l-"'i I iI I It_ i-*- I L** - r*.* I IL .*_ t--- Emnnett Strset I Commission Meeting Agenda 12/15/2015 2:00 PM Z-15-51 Department:Planning Commission Department:Planning Commission Caption: Z-15-51– A request from the Augusta Georgia Planning Commission to approve with the conditions below a petition by Brad Senter, on behalf of Xytex Corp., requesting a change of zoning from Zone R-2 (Two-family Residential) to Zone P-1 (Professional) affecting property containing .37 acres and is known as 1112 Emmett Street and 1629 and 1631 Newberry Street. Tax Maps 045-2-251-00-0, 045-2-252-00-0, 045-2-253- 00-0 DISTRICT 1 1. Parking lot and security lighting must be directed away from the residential properties located to the east of the subject property. 2. Ensure that the property complies with all aspects of the Tree Ordinance and applicable landscaping standards. 3. Site plan must comply with any other ordinances and regulations in effect at the time of construction. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:Motion to approve New Ownership Application: 15-63: A request by Charles Burks for an on premise consumption Liquor, Beer and Wine License to be used in connection with Grain or Shine located at 2706 Gordon Highway. There will be Dance. District 4. Super District 9. (Approved by Public Services Committee December 8, 2015) Background:This is a New Ownership Application. Formerly in the name of Stuart J. Mohr. Analysis:The applicant meet the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $4,566.00 Alternatives: Recommendation:The Planning & Development recommends approval. The R.C.S.O. recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:Motion to approve New Application: A.N. 15-64: request by Dana Faircloth for an on premise consumption Liquor, Beer and Wine License to be used in connection with Fifty Six Pub & Grub located at 4020 Mike Padgett Highway. There will be Dance. District . Super District 9. (Approved by Public Services Committee December 8, 2015) Background:This is a New Ownership Application. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $4,365.00. Alternatives: Recommendation:The Planning & Development recommends approval. The R.C.S.O. recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:Motion to approve New Ownership Application: A.N. 15- 65: request by Shaaid H. Kasim for an on premise consumption Liquor, Beer and Wine License to be used in connection with 4 SK Kasim d/b/a/ Clarion Suites located at 3038 Washington Road. District 7. Super District 10. (Approved by Public Services Committee December 8, 2015) Background:This is a New Ownership Application. Formerly in the name of Anandani Suresh. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $4,660.00. Alternatives: Recommendation:The Planning & Development recommends approval. The R.C.S.O. recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Alcohol Application Department:Planning & Development Department:Planning & Development Caption:Motion to approve New Application: 15-62: request by Clarence S. Chambliss, Jr. for an on premise consumption Liquor, Beer & Wine License to be used in connection with GTC Riverwatch, LLC located at 832 Cabela Drive. This will be a Restaurant/Entertainment Venue. There will be Sunday Sales. District 7. Super District 10. (Approved by Public Services Committee December 8, 2015) Background:This is a New Application. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $5,990.00. Alternatives: Recommendation:The Planning & Development recommends approval. The R.C.S.O. recommends approval Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission FROM: DATE: TO: CSRA REGIONAL COMMISSION 3626Walton Way Ext., Ste.300 Augusta, Georgia 30909 Andv Crosson. Executive Director. CSRA RC September L.2015 Augusta. GA. a political sub-division of the State of Georsia REF: Amendment #1 to Cooperative Asreement FY 2016 Contract Amendments: Changes in this contract, including any increase or decrease in the amount of the Subgrantee's compensation, shall be incorporated in written amendments to this contract. Amendments to this contract may be executed on behalf of CSRA RC only by the CSRA RC's Executive Director. This amendment transmits the following contract amendment on the contract referenced above: FUND CURRENT AMOUNT OF REVISED Title III Cl Local Match AoA NSI Congregate Home-Delvd NSI - State Home-Delvd NSI - SSBG Home-Delvd $ 105,484' rl,l2l 30,465 30,908 104,597 43,703 50,929 5,659 (30,465)' -0- (6,981) (2,9t7) $ 156,413 17,380' -0- 30,908 97,616 40,786 16.115 F.1r.rf.6Ca) CSRA Regional Commission 3626 Walton Way Ext., Ste. 300 Augusta, Georgia 30909 Title: Executive Director By: Date:Title: Augusta, Georgia, a political sub-division of the State of Georgia 530 Greene St. Augusta, Georgia 30901 Date- By: Amendments- Cooperative Agreement FY 2016 Commission Meeting Agenda 12/15/2015 2:00 PM Amendment #1 to Cooperative Agreement FY2016 Department:Recreation, Parks and Facilities Department Department:Recreation, Parks and Facilities Department Caption:Motion to approve Amendment #1 to the 2016 Cooperative Agreement with CSRA Regional Commission for Senior Nutrition Services for Augusta, GA. (Approved by Public Services Committee December 8, 2015) Background:The Augusta Recreation, Parks and Facilities Department operates seven senior nutrition sites throughout the county through a partnership with the CSRA Regional Commission which provides state and federal grant funds to provide 73,454 meals to senior citizens including the home delivery program. Analysis:The amendment reflects an increase in allotted funds in the amount of $16,115. Financial Impact:Augusta's match increased for Amendment #1 an additional $5,659. Alternatives:1. To approve Amendment #1 to the 2016 Cooperative Agreement with CSRA Regional Commission for Senior Nutrition Services for Augusta, GA. 2. To deny, this would result in forfeiting additional grant funds. Recommendation:1. To approve Amendment #1 to the 2016 Cooperative Agreement with CSRA Regional Commission for Senior Nutrition Services for Augusta, GA Funds are Available in the Following Accounts: 220054322 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission CONTRACT FOR GROUNDS AND LANDSCAPING MAINTENANCE AT THE AUGUSTA REGIONAL AIRPORT BETWEEN AUGUSTA GEORGIA AND DAVIS LAWN CARE, LLC i 2015 Grounds Contract SECTION 1 GENERAL CONDITIONS ................................................................................... 1 1.1 DEFINITIONS ..................................................................................................................................1 1.2 AUTHORIZED REPRESENTATIVES ...................................................................................................4 1.3 CHANGES .......................................................................................................................................4 1.4 TERM .............................................................................................................................................4 1.5 CONTRACTOR’S PERFORMANCE ...................................................................................................5 1.6 INDEPENDENT CONTRACTOR/SUBCONTRACTOR .........................................................................6 1.7 TERMINATION ...............................................................................................................................6 1.8 FORCE MAJEURE ............................................................................................................................8 1.9 AIRPORT SECURITY REQUIREMENTS .............................................................................................9 1.10 COMMERCIAL ACTIVITIES ........................................................................................................... 10 1.11 RECORDS AND AUDIT ................................................................................................................. 10 1.12 CONTINGENT FEES ...................................................................................................................... 10 1.13 RIGHTS AND REMEDIES .............................................................................................................. 11 1.14 NON-APPROPRIATIONS .............................................................................................................. 11 1.15 REPRESENTATIONS AND WARRANTIES ...................................................................................... 11 1.16 ASSIGNMENT .............................................................................................................................. 12 1.17 NOTICES ...................................................................................................................................... 12 1.18 WAIVER ....................................................................................................................................... 13 1.19 COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS ..................................................... 13 1.20 INSURANCE ................................................................................................................................. 13 1.21 PATENT INDEMNITY ................................................................................................................... 17 1.22 INDEMNIFICATION AND HOLD HARMLESS ................................................................................. 17 1.23 PERMITS ...................................................................................................................................... 18 1.24 WORK PERMITS REQUIRED ........................................................................................................ 18 1.25 NON-DISCRIMINATION ............................................................................................................... 18 1.26 HAZARDOUS MATERIALS. ........................................................................................................... 19 SECTION 2 CONTRACTOR SERVICES ................................................................................ 19 2.1 PERFORMANCE WORK STATEMENT ........................................................................................... 19 2.2 SCOPE OF SERVICES .................................................................................................................... 20 2.3 SERVICE FREQUENCY .................................................................................................................. 21 2.4 SERVICE PERFORMANCE STANDARDS .............................................................................21 ii 2015 Grounds Contract 2.4.1 AERATING AND TOP DRESSING ................................................................................. 22 2.4.2 BED MAINTENANCE COMPREHENSIVE ................................................................... 22 2.4.3 EDGE LAWNS/BEDS/GROUND COVER ...................................................................... 23 2.4.4 FERTILIZER/TREAT BEDS, LAWNS, PLANTS, AND TREES.................................... 23 2.4.5 IRRIGATION ..................................................................................................................... 24 2.4.6 LITTER CONTROL/POLICING ....................................................................................... 25 2.4.7 MOWING LAWN(S) ......................................................................................................... 25 2.4.8 PARKING LOT AND PEDESTRIAN WALKWAY MAINTENANCE .......................... 25 2.4.9 PRE-RAPID GROWTH SEASON MAINTENANCE ...................................................... 26 2.4.10 SEASONAL PLANTING .................................................................................................. 27 2.4.11 TREE MAINTENANCE TRIMMING /REMOVAL ........................................................ 27 2.4.12 TURF MANAGEMENT .................................................................................................... 28 2.4.13 MISCELLANEOUS SERVICES ....................................................................................... 28 2.5 SERVICE PERFORMANCE METHODS ..................................................................................28 2.5.1 AERATION ........................................................................................................................ 28 2.5.2 BED MAINTENANCE ...................................................................................................... 29 2.5.3 BED MULCHING .............................................................................................................. 29 2.5.4 EDGING AND TRIMMING.............................................................................................. 29 2.5.5 FERTILIZING BEDS ........................................................................................................ 30 2.5.6 FERTILIZATION LAWNS ............................................................................................... 30 2.5.7 FERTILIZING TREES, SHRUBS AND VINES ............................................................... 31 2.5.8 IRRIGATION/WATERING .............................................................................................. 32 2.5.9 LITTER CONTROL/POLICING AND TRASH REMOVAL .......................................... 32 2.5.10 TURF MANAGEMENT AND MOWING LAWN(S) ...................................................... 32 2.5.11 SHRUBS PRUNING & MAINTENANCE ....................................................................... 34 2.5.12 TREES PRUNING & MAINTENANCE ........................................................................... 35 2.5.13 WEED CONTROL ............................................................................................................. 35 2.5.14 WEED CONTROL PROGRAM ........................................................................................ 36 2.6 SERVICE AREAS ........................................................................................................................... 36 2.6.1 AREA 1: INTERIOR GARDENS AREA ......................................................................... 37 2.6.2 AREA 2: PASSENGER TERMINAL PERIMETER AREA ............................................ 37 2.6.3 AREA 3: MAIN ENTRANCE SIGN AREA .................................................................... 37 iii 2015 Grounds Contract 2.6.4 AREA 4: NORTH ENTRANCE SIGN AREA ................................................................. 37 2.6.5 AREA 5: FIXED BASE OPERATOR (FBO) AREA ....................................................... 37 2.6.6 AREA 6: WEATHER BUREAU AREA .......................................................................... 38 2.6.7 AREA 7: HANGAR ONE AREA ..................................................................................... 38 2.6.8 AREA 8: HANGAR TWO AREA .................................................................................... 38 2.6.9 AREA 9: HANGAR THREE AREA ................................................................................ 38 2.6.10 AREA 10: COMMERCIAL PARKING LOTS AREA..................................................... 38 2.6.11 AREA 11: GEORGIA STATE PATROL HANGAR AREA ........................................... 39 SECTION 3 AIRPORT’S ADMINISTRATOR DUTIES ............................................................ 39 SECTION 4 CONTRACTOR’S EMPLOYEES ......................................................................... 40 SECTION 5 CONTRACTOR’S COMPENSATION ................................................................. 40 SECTION 6 NON-PERFORMANCE .................................................................................... 41 6.1 ROUTINE WORK THAT IS NOT PERFORMED AND/OR IS PERFORMED IN AN UNACCEPTABLE MANNER ...................................................................................................................... 41 6.2 PENALTY FOR WORK THAT IS NOT PERFORMED AND/OR IS PERFORMED IN AN UNACCEPTABLE MANNER ...................................................................................................................... 42 SECTION 7 AGREEMENT .................................................................................................. 43 7.1 ENTIRE AGREEMENT ................................................................................................................... 43 7.2 GOVERNING LAW ....................................................................................................................... 43 7.3 LEGAL CONSTRUCTION ............................................................................................................... 43 7.4 PRIOR CONTRACTS SUPERSEDED ............................................................................................... 43 7.5 COUNTERPARTS .......................................................................................................................... 43 7.6 FURTHER ACTS ............................................................................................................................ 43 7.7 INSPECTION ................................................................................................................................ 44 7.8 AMENDMENTS ............................................................................................................................ 44 7.9 TEMPORARY SUSPENSION OR DELAY OF PERFORMANCE OF CONTRACT ................................ 44 7.10 USE OF AUGUSTA, GEORGIA LANDFILL ...................................................................................... 45 ATTACHMENT B REQUIRED SUBMITTALS BID SHEET INSURANCE Page 1 of 89 2015 Grounds Contract THIS CONTRACT made and entered into to be effective this 1st day of December, 2015 by and between, AUGUSTA GEORGIA, a political subdivision of the State of Georgia, acting through the AUGUSTA AVIATION COMMISSION, whose address is 1501 Aviation Way, Augusta Regional Airport at Bush Field, Augusta, Georgia 30906-9600, hereinafter called “Airport”, and Davis Lawn Care, LLC, a Georgia Limited Liability Company, whose address is 4214 Wheeler Road, Augusta, GA 30907, hereinafter called “Contractor”. WITESSETH: WHEREAS, Augusta, Georgia is the owner and operator of a full service commercial airport known as the Augusta Regional Airport; WHEREAS, Augusta, Georgia has solicited a bid for Contract Grounds and Landscaping Maintenance for the Airport; WHEREAS, the Contractor submitted a bid for said services; and WHEREAS, Augusta, Georgia, on behalf of the Airport, accepted the Contractor’s Bid for said services; OW THEREFORE, in consideration of the mutual covenants, promises, and agreements herein contained, Augusta, Georgia and the Contractor hereby agree as follows: Contractor Services shall be in accordance with the scope of services and all provisions provided herein. SECTIO 1 GEERAL CODITIOS 1.1 DEFIITIOS The following terms have the following meanings whenever used in the Contract Documents (defined below), or in related documents, the terms or pronouns used in place of them shall be defined as follows: 1.1.1 Administrator. The Airport’s representative assigned to administer this Contract and is responsible for the performance of this Contract on behalf of Airport. 1.1.2 Airport. Augusta Regional Airport. 1.1.3 Airport Executive Director. The person tasked with the day-to-day operations Page 2 of 89 2015 Grounds Contract of the Airport. 1.1.4 Aviation Commission. The Augusta Regional Airport Aviation Commission tasked with the overall administration of the Airport. 1.1.5 Augusta, Georgia or City. Augusta, Georgia Commission. 1.1.6 Change Order. A written order initiated by the Administrator or Airport Executive Director directing the Contractor to perform changes, additions, or deletions in the scope of work. 1.1.7 Contract. The written agreement between Augusta Richmond County and the Contractor for the performance of the work in accordance with the requirements of the Contract Documents. 1.1.8 Contract Documents. The Contract, General Conditions; Special Conditions, Performance Work Statement; Contractor’s Technical and Cost inclusive, together with all addenda, supplemental change orders, required exhibits, submittals and schedules. 1.1.9 Contractor. The individual, partnership, or corporation entering into this Contract with the City for the services as described herein. 1.1.10 Contractor’s Representative. Contractor’s representative in all dealings with Airport. 1.1.11 General Conditions. -The general term comprising all the directions, provisions, and requirements contained herein, entitled “General Conditions” and any Addenda, which may be issued for the Contract. 1.1.12 Hazardous Material. Hazardous material(s) means any hazardous or toxic substance, material, or waste, which is or becomes regulated by any local governmental authority or the United States Government. Hazardous Material(s) include, without limitation, any material or substance which is (i) defined as a “hazardous waste”, “extremely hazardous waste”, or “restricted hazardous waste” or similar term under any laws now or hereafter enacted by the United States or the State of Georgia or any political subdivision thereof, or (ii) designated a “hazardous substance” pursuant to the Federal Water Pollution Page 3 of 89 2015 Grounds Contract Control Act, 33 U.S.C. § 1317, or (iii) defined as a “hazardous waste” pursuant to the Federal Resource Conservation and Recovery Act, 42 U.S.C.§ 6901 et seq., or (iv) defined as a “hazardous substance” pursuant to the Comprehensive Environmental Response, Compensation and Liability Act, 42 U.S.C. § 9601 et seq. 1.1.13 Non-Performance and/or Unacceptable Work. When the Administrator determines that the Contractor has not perform routine work as described in the Performance Work Statement and/or Scope of Services in any service area, and/or that work has not been performed in accordance with Service Performance Standards and/or Service Performance Methods then appropriate penalties may be applied. 1.1.14 Performance Work Statement. Describes the manner of performing routine work, including detailed technical requirements as to labor, materials, equipment, and methods by which such work is to be performed. 1.1.15 Routine Work/Service. That work/service the Contractor normally performs as defined in the Performance Work Statement and Scope of Services for each service area and performed in accordance with Service Performance Standards or Service Performance Methods. To be acceptable, routine work must be completed in a manner that is approved by the Airport’s Administrator. 1.1.16 Scope of Services. Defines the routine work/services the Contractor shall perform under terms of contract. Contractor shall provide all necessary management, supervision, labor, tools, equipment, materials, vehicles, plants, mulch, and any other such items required to complete any or all of the following services identified herein at any and/or all of the designated Airport service areas. 1.1.17 Airport’s Secured Area. Those Airport areas, which require badged personnel or badged Contractor personnel to escort unbadged Contractor personnel at all times while in secure area. See paragraph 1.9, Airport Security Requirements. 1.1.18 Subcontractor. Any individual, partnership, or corporation who is contractually Page 4 of 89 2015 Grounds Contract bound to the Contractor to perform a specific portion of the total work package under this Contract which is limited to special projects approved by the Administrator. 1.2 AUTHORIZED REPRESETATIVES 1.2.1 Augusta, Georgia Airport’s Administrator. Airport’s Representative shall be the Airport’s Executive Director or his designee. 1.2.2 Contractor’s Representative(s). The Contractor’s representative (“Contractor’s Representative”) for all dealings with Airport shall be the Airport Director of Facilities Maintenance. Contractor’s Representative may be changed upon prior written notice delivered to Airport’s Administrator. 1.3 CHAGES 1.3.1 The City may, during the Contract period, make changes to the Scope of Work, which may result in changes to the general scope of the Contract and its provisions. 1.3.2 The Parties acknowledge that there may be additional need to perform additional grounds work in preparation for the special events, such as the Masters® Golf Tournament, and other special circumstances. 1.3.3 Written/verbal agreements, changes, or amendments to this Contract shall not be binding upon the City or the Airport unless approved and signed by the Aviation Commission in advance of performing work. 1.4 TERM 1.4.1 The term of this Contract shall commence as first written above and shall continue for a period of one (1) year from that date, unless terminated earlier by Airport as provided in this paragraph. 1.4.2 The Contract may be renewed for two (2) additional one year terms at the sole option of the City. 1.4.3 The effective date of this Contract as set forth above, shall continue through to the day prior to the commencement of the contract the following year. This Page 5 of 89 2015 Grounds Contract Contract shall: (i) terminate absolutely and without further obligation on the part of Augusta each and every December 31st, as required by O.C.G.A. § 36-60-13, as amended, unless terminated earlier in accordance with the termination provisions in Section 1.7 of this Contract: (ii) automatically renew on each January 1st, unless terminated in accordance with the termination provisions of this Agreement; and (iii) terminate absolutely, with no further renewals, on December 31, 2018, unless extended by written amendment. The Contract Time may be extended only by written renewal approved by the Aviation Commission, the Augusta, Georgia Board of Commissioners and executed by the Augusta, Georgia Mayor and the Contractor in accordance with the terms of this Contract. 1.4.4 The City shall notify the Contractor at least ninety-(90) days prior to the expiration date of its intent to renew this Contract. 1.5 COTRACTOR’S PERFORMACE 1.5.1 Contractor shall, at its own expense, furnish all necessary management, supervision, labor, technical support and other accessories and services for maintenance, and the performance of other services in the designated service areas as described in these Contract Documents. Such services shall be performed in strict accordance with the General Conditions, Scope of Services, and Performance Work Statement. 1.5.2 Contractor’s performance, as provided in said General Conditions, Scope of Services, and Performance Work Statement, shall be subject to inspection and approval by the Airport Executive Director or his designee. If the Contractor’s performance is, or becomes unsatisfactory, as determined by the Airport Executive Director, an appropriate reduction in payment due will be made from Contractor’s invoice and Contractor will be directed to correct the unsatisfactory performance. The correction of unsatisfactory work shall be at no additional cost to Airport. 1.5.3 No Partnership or Joint Venture. Nothing contained in this Contract will be deemed to create a partnership or joint venture between the City and Contractor or cause the City to be responsible for the debts or obligations of Contractor or Page 6 of 89 2015 Grounds Contract any other party. Contractor must not represent to anyone that its relationship to the City is other than as the City’s Contractor. Contractor must act as an independent agent and not as the agent of the City in performing this Contract and shall maintain complete control over its employees and all of its lower-tier suppliers and subcontractors. Nothing contained in this Contract or any lower tier purchase order or subcontract awarded by Contractor will create any contractual relationship between any lower-tier supplier or subcontractor and the City. No act or direction of the City shall be deemed to be the exercise of supervision or control of the Contractor’s performance hereunder. 1.6 IDEPEDET COTRACTOR/SUBCOTRACTOR Contractor is acting, in performance of this Contract, as an independent contractor. Personnel supplied by the Contractor or its agents or subcontractors hereunder are not the City’s or the Airport’s employees or agents and Contractor assumes full responsibility for their acts. Contractor shall be solely responsible for the payment of compensation to Contractor’s employees. The City shall not be responsible for payment of Worker’s Compensation, disability benefits, and unemployment insurance or for withholding and paying employment taxes for any Contractor employee, or Contractor’s subcontractors or agent’s employees, but such responsibility shall be solely that of Contractor. This clause of the contract does not prevent the Airport from requiring Contractor to have its employees follow normal rules and guidelines for work performance, redirecting the efforts of the employees to meet the needs of the facilities, performing safety or from requiring Contractor to perform the requirements of this Contract satisfactorily, according to the General Conditions, Scope of Services, Performance Work Statement, Service Performance Standards and Methods described herein. 1.7 TERMIATIO 1.7.1 The City may, at its sole option, terminate the Contract with or without cause at any time upon thirty-(30) day’s written notice by certified mail to the Contractor without prejudice to any other right or remedy it may have. 1.7.2 This Contract shall terminate immediately upon written notice by the City upon Page 7 of 89 2015 Grounds Contract the occurrence of any of the following circumstances: 1.7.2.1 If, with or without the Contractor’s consent, a receiver, liquidator, trustee or similar administrator is appointed to take charge of all, or substantially all, of its assets; 1.7.2.2 If either the Contractor is adjudged, or becomes bankrupt or insolvent, is unable to pay its debts as they become due, or makes an assignment for the benefit of its creditors; 1.7.2.3 Of any judicial proceedings are commenced by or on behalf of the Contractor pursuant to any bankruptcy, insolvency or debtor relief law; or 1.7.2.4 If the Contractor voluntarily or involuntarily undertakes to dissolve or wind-up its affairs. 1.7.3 The City shall be the sole judge of non-performance, which shall include any failure on the part of Contractor to accept the award, to furnish required documents, and/or to fulfill any portion of this Contract within the time stipulated or within thirty (30) days, whichever is earlier. 1.7.4 Upon failure of Contractor to perform any of its obligations hereunder and its failure to cure the default within ten-(10) days after notice thereof, the City may, at its option, terminate this Agreement and or pursue any other remedy at law or in equity. All such remedies are cumulative and may be exercised concurrently or separately. Contractor shall pay the City’s costs and expenses, including attorney’s fees, incurred by the City in exercising any of its rights or remedies hereunder or enforcing any of the terms, conditions, or provisions hereof. 1.7.5 Notice of elective termination pursuant to this Section shall be deemed effective on the third business day after the postmark date of the certified mail notice. 1.7.6 This Contract shall terminate automatically and immediately upon the closing of the Airport facilities by the City, or if the City loses the funding necessary to maintain the Contract. Cancellation will be at no cost to the City, except for services already provided. Page 8 of 89 2015 Grounds Contract 1.8 FORCE MAJEURE 1.8.1 Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of any such obligation, except the payment of money, is prevented or delayed by any cause, existing or future, which is beyond the reasonable control of the affected party, or by a strike, lockout or other labor difficulty, the settlement of which shall be within the sole discretion of the party involved. 1.8.2 Each party hereto shall give notice promptly to the other of the nature and extent of any Force Majeure claimed to delay, hinder or prevent performance of the services under this Contract. In the event either party is prevented or delayed in the performance of this obligation because of such Force Majeure, there shall be an equitable adjustment of the schedule. 1.8.3 Contractor will not be liable for failure to perform or for delay in performance because of Force Majeure, including the following: 1.8.3.1 any cause beyond its reasonable control; 1.8.3.2 any act of God; 1.8.3.3 inclement weather; 1.8.3.4 earthquake; 1.8.3.5 fire; 1.8.3.6 explosion; 1.8.3.7 flood; 1.8.3.8 strike or other labor dispute; 1.8.3.9 any shortage or disruption of or inability to obtain labor, material, manufacturing facilities, power, fuel or transportation from unusual sources, or any other transportation facility; 1.8.3.10 delay or failure to act of any governmental or military authority; 1.8.3.11 any war, hostility or invasion; Page 9 of 89 2015 Grounds Contract 1.8.3.12 any embargo, sabotage, civil disturbance, riot or insurrection; 1.8.3.13 any legal proceedings; or 1.8.3.14 failure to act by Contractor’s suppliers due to any cause which Contractor is not responsible, in whole or in part. 1.9 AIRPORT SECURITY REQUIREMETS Contractor’s employees may be required to operate in Airport’s secure areas. Contractor shall be required to obtain the Airport’s Security Identification Display Area (SIDA) badges for any employee working in the secured area. Contractor shall comply, at its own expense, with the Transportation Security Administration (TSA) and the Airport’s security requirements for the Airport including, but not limited to employee training and badges. Contractor shall cooperate with the TSA and the Airport on all security matters and shall promptly comply with any project security arrangements established by the Airport. Compliance with such security requirements shall not relieve Contractor of its responsibility for maintaining proper security for the above-noted items, nor shall it be construed as limiting in any manner Contractor’s obligation with respect to all applicable federal, state and local laws and regulations and its duty to undertake reasonable action to establish and maintain secure conditions at and around the Premises and throughout the Airport. All employees shall be properly badged and comply with all Airport safety and security rules. 1.9.1 The required grounds/landscaping work is described, by area. Any Contractor employees assigned to work in a secured area are required to be “badged” or a “badged” Contractor employee must escort them the entire time they are in these secured areas. 1.9.2 To qualify for the badge, individual must be fingerprinted and have a background investigation completed. In addition, the Airport will conduct a background inquiry and require finger printing of all individuals who will be working on the secured side of the Airport screening point. This may also include collection of appropriate criminal history information, contractual and business associations and practices, employment histories, reputation in the business community and Page 10 of 89 2015 Grounds Contract credit reports for the Contractor, as well as, its employees. 1.9.3 Contractor consents to such an inquiry and agrees to make available to the Airport such books and records the Airport deems necessary to conduct the review. 1.9.4 Contractor shall pay all costs associated with providing SIDA badges. 1.9.5 Contractor shall be responsible for any fines assessed by the Federal Aviation Administration (FAA) or TSA as a result of the actions of its employees or subcontractors. 1.10 COMMERCIAL ACTIVITIES Neither Contractor nor its employees may establish any commercial activity or issue concessions or permits of any kind to third parties for establishing activities at the Airport. 1.11 RECORDS AD AUDIT Contractor and its subcontractors shall maintain records and accounts in connection with all aspects in the performance of this Contract, including those, which will accurately document incurred costs, both direct and indirect, of whatever nature, during and for a period of three (3) years from the expiration or other termination of this Contract, unless otherwise specified by applicable law. The City may examine and copy, at all reasonable times, with advance notification, those records and accounts. Contractor shall maintain all records in a central location in Augusta, Georgia. 1.12 COTIGET FEES Contractor warrants that it has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Contract; and that Contractor has not paid or agreed to pay any company, association, corporation, firm or person, other than a bona fide employee working for Contractor, any fee, commission, percentage, gift or any other consideration contingent upon or resulting from the award or making of this Contract. For the breach or violation of this warranty and upon a finding after notice and hearing, The City may terminate the Contract and, at its discretion, may deduct from the Contract sum, or otherwise recover the full amount of any such fee, commission, percentage, gift or consideration. Page 11 of 89 2015 Grounds Contract 1.13 RIGHTS AD REMEDIES The rights and remedies of the City provided in this paragraph are not exclusive and are in addition to any other rights and remedies provided by law or under this Contract. 1.14 O-APPROPRIATIOS Notwithstanding anything contained in this Contract, if sufficient funds have not been appropriated to support continuation of this Contract for an additional calendar year or an additional term of the Contract, this Contract shall terminate absolutely and without further obligation on the part of the City at the close of the calendar year of its execution or if the City suspends performance pending the appropriation of funds. 1.15 REPRESETATIOS AD WARRATIES In order to induce the City to enter into this Contract, Contractor hereby represents and warrants that as of the date above written that: 1.15.1 Contractor is duly organized and validly existing in good standing under the laws of the state of Georgia in which it is organized, is qualified to do business in all jurisdictions in which it is operating, and has the power and authority to execute and deliver and to perform its obligations under this Contract and the documents to which it is signatory; and 1.15.2 The execution, delivery and performance by Contractor and its undersigned representative(s) of this Contract and other documents to which Contractor is a signatory do not require the approval or consent of any other person, entity or government agency and do not result in any breach of any agreement to which Contractor is a party or by which it is bound; and 1.15.3 The execution, delivery and performance by Contractor of this Contract and other documents to which it is a signatory have been duly authorized by all necessary action, and constitute legal, valid and binding obligations of Contractor, enforceable against Contractor in accordance with its terms; and 1.15.4 No action, suit or proceeding to which Contractor is a party is pending or threatened that may restrain or question this Contract, or any other document to which it is a signatory, or the enjoyment of rights or benefits contemplated Page 12 of 89 2015 Grounds Contract herein; and 1.15.5 Contractor has all State of Georgia Licenses and permits required for the performance of Landscaping and Grounds Maintenance services and shall only use properly licensed and trained persons to perform such services. 1.16 ASSIGMET Without the prior written consent of the City, Contractor may not assign, transfer or convey any of its interests under this Contract, nor delegate any of its obligations or duties under this Contract except as provided herein. 1.16.1 Consent of the City Required. Any assignment of this Contract or rights under this Contract, in whole or part, without the prior written consent of the City will be void, except that, upon ten-(10) calendar days prior written notice to the City, Contractor may assign monies due or to become due under this Contract. Any assignment of monies will be subject to proper setoffs in favor of the City and to any deductions provided for in this Contract. 1.16.2 No Relief of Responsibilities. No assignment will be approved which would relieve Contractor of its responsibilities under this Contract. 1.16.3 Parties Bound. This Contract will be binding upon and inure to the benefit of the City and Contractor and their respective successors and assigns. 1.17 OTICES 1.17.1 Delivery. All notices given by either party to the other under this Contract must be in writing and delivered by: (i) regular mail, postage prepaid; (ii) certified or registered mail; (iii) facsimile; or (iv) hand - delivery, to the parties at the addresses and facsimile numbers set forth in the Clause titled “Addresses”. 1.17.2 Receipt. Notices sent by mail will be deemed to be received upon deposit in the mail, properly addressed. Notices sent by certified or registered mail will be deemed to be received upon the date of the acknowledgment. Notices sent by facsimile will be deemed to be received upon successful transmission to the proper facsimile number. Notices delivered by hand- delivery will be deemed to be received upon acceptance by the respective party or its agent. Page 13 of 89 2015 Grounds Contract 1.17.3 Change of Address or Facsimile Number. Either party may, at any time, change its respective address or facsimile number by sending written notice to the other party of the change. 1.17.4 Addresses. To AUGUSTA, GEORGIA: To CONTRACTOR: Augusta Regional Airport Davis Lawn Care LLC Attn: Executive Director Attn: Andrew Davis 1501 Aviation Way 4214 Wheeler Road Augusta, Georgia 30906 Augusta, Georgia 30907 Telephone: (706) 7898-3236 Telephone: 706.951.1789 Fax: (706) 798-1551 Fax: 706.854.0788 With a copy to: Augusta General Counsel Augusta Richmond County Department of Law 535 Telfair St. Building 3000 Augusta, GA 30901 Fax: (706) 842-5556 1.18 WAIVER The failure of the City to seek redress for any violation of or to insist upon the strict performance of, any term of this Contract will not prevent a subsequent violation of this Contract from being actionable by the City. The provision in this Contract of any particular remedy will not preclude the City from any other remedy. 1.19 COMPLIACE WITH APPLICABLE LAWS AD REGULATIO S Contractor covenants and agrees that it, its agents and employees shall comply with all Georgia, county, state, and federal laws, Airport Rules and Regulations, and City ordinances applicable to the work to be performed under this Contract, and that it shall obtain all necessary permits, pay all license fees and taxes to comply therewith. Further, Contractor agrees that it, its agents, and employees will abide by all rules, regulations, and policies of Airport during the term of this Contract, including any renewal periods. 1.20 ISURACE 1.20.1 During the term of this Contract, Contractor shall provide, pay for, and Page 14 of 89 2015 Grounds Contract maintain with companies reasonably satisfactory to the City and the Aviation Commission, the types of insurance as set forth in the City Code, and Georgia law as the same may be amended from time to time, and as described herein. All insurance shall be issued by insurance companies eligible to do business in the State of Georgia and Best Rated A- or equivalent. In the event of a conflict between the provisions of the City Code and this Contract, the more stringent requirement shall govern. In no event shall Contractor maintain any insurance less than the requirements set forth in the City Code, as amended. 1.20.2 All liability policies of Contractor and its subcontractors shall provide coverage that includes, or has the same substantive effect as the following: 1.20.2.1 The City, the Aviation Commission, and each of its Commissioners, officers, agents, elected representatives, volunteers, and employees, in their respective capacities as such, shall be additional insured hereunder with respect to the products, premises, and operations of the named insured. 1.20.2.2 This insurance policy shall apply as primary, and any insurance and/or self-insurance as may be maintained by the City, the Aviation Commission, or its Commissioners, officers, agents, elected representatives, volunteers, and employees shall apply in excess of, and shall not contribute with insurance provided by this policy.” 1.20.2.3 This insurance shall not be materially changed, altered, canceled, or non-renewed until after thirty-(30) days advanced written notice has been given to Augusta, Georgia except that only ten-(10) days notice shall be required in the event of cancellation due to non- payment of premium.” 1.20.3 All such evidence of insurance shall be in the form of certificates of insurance satisfactory to the City and its Risk Manager, accompanied by a certified true copy of an endorsement to each policy containing the above language. Properly executed certificates of insurance shall evidence the insurance coverage and Page 15 of 89 2015 Grounds Contract limits required. The authorized representative of the insurance company shown on the certificate shall sign these certificates. The required policies of insurance shall comply with the laws of the State of Georgia. 1.20.4 If at any time the Executive Director requests a written statement from the insurance company as to any impairment to the aggregate limit, Contractor shall promptly authorize and have delivered such statement to the Aviation Commission. Contractor authorizes the Aviation Commission and/or the City’s Risk Manager to confirm with Contractor’s insurance agents, brokers, and insurance companies all information furnished. 1.20.5 The acceptance of delivery to the City and the Aviation Commission of any certificate of insurance evidencing the insurance coverage and limits required under this Contract does not constitute approval or acceptance by the City or the Aviation Commission that the insurance requirements in this Contract have been met. No operations shall commence at the Airport unless and until the required certificates of insurance are in effect and approved by the City’s Risk Manager. 1.20.6 The Contractor and the City understand, and agree that the minimum limits of the insurance herein required may, from time to time, become inadequate, and Contractor agrees that it will increase such minimum limits upon receipt of written notice defining the basis of the increase. The Contractor shall furnish the City, within sixty-(60) days of the effective date thereof, a certificate of insurance evidencing that such insurance is in force. 1.20.7 Contractor’s insurance companies or its authorized representative shall give the City and the Aviation Commission thirty (30) days prior written notice of any cancellation, intent not to renew, or material reduction in any policy’s coverage, except in the application of the Aggregate Limit Provisions. In the event of a reduction to the Aggregate Limit, it is agreed that immediate steps will be taken to have the prior Aggregate Limit reinstated. 1.20.8 If at any time, the Airport Executive Director requests a written statement from the insurance companies as to any impairment(s) to the Aggregate Limit, Page 16 of 89 2015 Grounds Contract prompt authorization and delivery of all requested information will be given to the Aviation Commission. Renewal Certificates of Insurance must be provided to the City and Aviation Commission as soon as practical but in every instance prior to expiration of current coverage. 1.20.9 The amounts and types of insurance shall conform to the following minimum requirements with the use of Insurance Service Office policies, forms, and endorsements or broader, where applicable. Notwithstanding the foregoing, the wording of all policies, forms, and endorsements must be reasonably acceptable to the City and Aviation Commission. 1.20.10 Workers’ Compensation and Employer’s Liability Insurance shall be maintained in force by Contractor during the term of this Contract for all employees engaged in the operations under this Contract. The limits of coverage shall not be less than: Workers’ Compensation Georgia Statutory Employer’s Liability $1,000,000 Limit Each Accident 1,000,000, Limit Disease Aggregate $1,000,000, Limit Disease Each Employee 1.20.11 Property Damage. Property damage liability insurance including coverage of motor vehicle, business auto liability insurance, including Hired and Non- Owned Automobile Liability with limits not less than five million dollars ($5,000,000), naming Augusta, Georgia and the Aviation Commission as an additional insured. 1.20.12 Contractor shall maintain in force throughout the term of this Contract, One million dollars ($1,000,000) in Broad Form Comprehensive General Liability insurance. 1.20.13 Automobile Liability Insurance. Covering all owned, non-owned and hired vehicles, used in connection with the work as set forth above. These policies must be endorsed to indicate that any premium, whether deposit or final, will be the sole obligation of the Contractor. Page 17 of 89 2015 Grounds Contract 1.20.14 Contractual Liability Insurance. Covering all liability arising out of the terms of the Contract Documents, in amount as indicated above. 1.20.15 The Commercial General Liability Insurance coverage as required in the paragraph above shall include those classifications, as listed in Standard Liability Insurance Manuals, which are applicable to the operations of the Contractor in the performance of this Contract. 1.20.16 Herbicide and pesticide environmental liability coverage with limits no less than five million dollars ($5,000,000). 1.20.17 Within sixty (60) days of the effective date thereof or any subsequent term, Contractor shall provide Airport with certificate(s) of insurance evidencing that such insurance as described herein be in force. Insurance binder letter(s) or a Certificate(s) of Insurance as described above must be sent to the address below with a copy to the City address in paragraph 1.17.4 above: Augusta, Georgia Risk Management 530 Greene Street Room 217 Augusta, Ga. 30901 (706) 821-2502 (Fax) 1.21 PATET IDEMITY Except as otherwise provided, the Contractor shall indemnify the City and its Board of Commissioners, officers, agents and employees against liability, including costs and expenses for infringement upon any letters or patent of the United States arising out of the performance of this Contract or out of the use or disposal by or for the account of the City of supplies furnished or construction work performed hereunder. 1.22 IDEMIFICATIO AD HOLD HARMLESS Except where, and to the extent caused by the gross negligence of Augusta- Richmond County, the Aviation Commission, their agents, employees, contractors, officers or, Contractor shall protect, defend, reimburse, indemnify, and hold Augusta, Georgia, the Aviation Commission, its members, agents, employees, and elected officers and each of Page 18 of 89 2015 Grounds Contract them, free and harmless at all times as set forth in Augusta, Georgia Code, and particularly Article 1, Chapter 3, Division 1, Section 1-3-8.5, Indemnity and Insurance, as the same may be amended from time to time, and described herein. In the event of a conflict between the provisions of Augusta- Richmond County Code and this Contract, the broader requirement shall govern. 1.23 PERMITS Contractor shall obtain and maintain at all times all necessary licenses, permits and certifications to perform the work described in the Contract. Contractor shall furnish copies of all licenses, permits, and certifications to the Administrator. 1.24 WORK PERMITS REQUIRED Contractor agrees and acknowledges that its employees and agent’s employees, as well as any subcontractors or subcontractors’ personnel, working on the Contract must be United States citizens, or must be lawfully admitted for residence and be permitted to work in the United States under the Immigration and Naturalization Act, 8 U.S.C. 1101, et seq. 1.25 O-DISCRIMIATIO The Contractor shall not discriminate against any employee, or applicant for employment, because of race, creed, religion, color, sex or national origin, marital status, physical handicap or sexual orientation. Further, Contractor agrees, for itself, its personal representatives, successors in interest, and assigns, as a part of the consideration hereof, that (1) no person on the grounds of race, color, or national origin shall be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use Airport, (2) in the furnishing of services at Airport, no person on the grounds of race, color, or national origin shall be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination, and (3) Contractor shall use Airport facilities in compliance with all other requirements imposed by or pursuant to 14 C.F.R Part 152 and Title VI of the Civil Rights Act of 1964 and 49 C.F.R, Subtitle A, Part 21, Nondiscrimination in Federally Assisted Programs of the Department of Transportation, and as such Title and Regulations may be amended. Page 19 of 89 2015 Grounds Contract 1.26 HAZARDOUS MATERIALS Contractor shall not cause or permit any Hazardous Material to be brought, kept or used in or about the Airport by Contractor, its agents, employees, subcontractors, or invitees. Without limiting the foregoing, if the presence of any Hazardous Material in the Airport caused or permitted by Contractor results in any contamination of the Airport, Contractor shall promptly take all actions at its sole expense as are necessary to return the Airport to the conditions existing prior to the introduction of such Hazardous Material to the Airport; provided that Airport ‘s approval of such actions, and the corrective actions to be used by Contractor in connection therewith, shall first be obtained. 1.26.1 Contractor shall use only pesticides that are in compliance with 7 U.S.C. §136 et seq. The Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) provides for federal regulation of pesticide distribution, sale, and use. All pesticides distributed or sold in the United States must be registered (licensed) by EPA. Before EPA may register a pesticide under FIFRA, the applicant must show, among other things, that using the pesticide according to specifications “will not generally cause unreasonable adverse effects on the environment.’’ FIFRA defines the term ‘‘unreasonable adverse effects on the environment’’ to mean: ‘‘(1) any unreasonable risk to man or the environment, taking into account the economic, social, and environmental costs and benefits of the use of any pesticide, or (2) a human dietary risk from residues that result from a use of a pesticide in or on any food inconsistent with the standard under section 408 of the Federal Food, Drug, and Cosmetic Act.’’ Contractor shall comply with the Georgia Pesticide and Use Application Act. 1.26.2 All solid waste and yard trimmings shall be disposed of in accordance with Georgia law. SECTIO 2 COTRACTOR SERVICES 2.1 PERFORMACE WORK STATEMET The Contractor shall provide comprehensive maintenance and upkeep of the grounds and landscaping on the Airport’s service areas as described herein. This shall include, but not Page 20 of 89 2015 Grounds Contract be limited to, the operation and maintenance of irrigation systems, fencing, sidewalks, parking lots, driveways, patios, plazas, benches, lawns, ground covers, steps, plantings, beds, shrubs, flowers, trees, signage, preparation for special events, policing, litter removal, emptying and maintenance of exterior trash containers, leaf collection and removal, turf management and related activities. 2.2 SCOPE OF SERVICES The Contractor shall provide all necessary management, supervision, labor, tools, equipment, materials, vehicles, plants, mulch and any other such items required to complete any or all of the following service task(s) at any or all of the designated Airport service areas. Frequency of service will not be less than specified herein. 2.2.1 Aerating and topdressing, 2.2.2 Bed Maintenance, 2.2.3 Edge lawns/beds/ground cover, 2.2.4 Fertilizing/treating beds, lawns, shrubs, and trees including application of fertilizer, pre-emergent, pesticides, herbicides and other necessary treatment(s), 2.2.5 Irrigation system maintenance/watering, 2.2.6 Litter control/policing including leaf collection and removal, 2.2.7 Mowing lawns, 2.2.8 Parking lot and pedestrian walkway maintenance apply soil sterilants, 2.2.9 Pre-rapid growth season maintenance, 2.2.10 Seasonal Planting, 2.2.11 Tree Maintenance Trimming/Removal, 2.2.12 Turf management; and 2.2.13 Miscellaneous landscaping and grounds maintenance services such as preparation for Masters© Golf Tournament support and special events as requested and approved by the Aviation Commission. Page 21 of 89 2015 Grounds Contract 2.3 SERVICE FREQUECY Contractor shall perform service tasks at least as frequently and identified in table below. 2.4 SERVICE PERFORMACE STADARDS Service tasks and functions must be performed routinely, and completed in a Service/Task Service Frequency Aerating and Top Dressing As required, at least annually Beds Maintenance Comprehensive 4 times per year Police Beds Daily Beds Prune Shrubs/hedges Annually Beds Replenish mulch and turn Spring replenish. As required/Bi-weekly routine maintenance. Beds Trim Shrubs/hedges 6 times per year Beds Weed Control Bi-weekly or as weeds appear Pre-emergent in Spring and as required routine Edge Lawns/beds/ground cover Following mowing and after edging or trimming vegetation Fertilize/treat beds ongoing Fertilize/treat lawns 3 times per year, March, July, & November Fertilize/treat plants & trees Bi-annually in March and November Irrigation/Watering A/R for effective and efficient plant health Leaf collection and removal Seasonal as required Litter Control/Policing Daily Mowing Lawns 4 to 7 day cycle during rapid growth 10 to 14 day cycle during slow growth. Parking lot and pedestrian walkway apply soil sterilants Daily and Ongoing as required Power blow parking lots Daily and following mowing & bed maintenance Power blow roadways Daily and following mowing & bed maintenance Power blow walkways Daily and following mowing & bed maintenance Pre-Rapid Growth Season Maintenance Annually between February and mid-March Seasonal Planting Ongoing as required Grass over seeding in Fall Tree Maintenance Routine A/R ongoing Turf Management Ongoing program in which the service areas are continually evaluated and appropriate action taken to present a consistent appearance. Miscellaneous Services As required for special events and general neat appearance of property, etc. Page 22 of 89 2015 Grounds Contract professional manner in order to achieve the highest level of quality necessary to maintain the appearance of Airport service areas. See Section 2.5, for Service Performance Methods. 2.4.1 AERATIG AD TOP DRESSIG Grass and turf areas shall be aerated as necessary. When poor soil conditions become evident, the Contractor shall aerate and use a top dressing material such as silica sand on these turf areas to improve the soil structure. Frequency: Aerate and top dress as necessary, at least annually. 2.4.2 BED MAITEACE COMPREHESIVE 2.4.2.1 Comprehensive bed maintenance including shrubs, hedges, and planted and unplanted beds includes: 2.4.2.1.1 fertilization of the plantings; 2.4.2.1.2 turning, refreshing, and replacement of mulch and ground cover; 2.4.2.1.3 trimming along the edges of the beds; and 2.4.2.1.4 replacement of any protective barriers. 2.4.2.2 All shrubbery and other plantings within the described service areas are the responsibility of the Contractor. The maintenance of the shrubbery/hedges also includes the maintenance of beds around the shrubbery, and other adjacent ground cover and beds within the area. 2.4.2.3 Weed control in most areas may be in the form of a pre-emergent spring application. In addition, a combination of contact sprays and minimal manual cultivation shall be required on a bi- weekly or monthly schedule. Frequency: · At least four (4) times per year comprehensive bed maintenance shall be performed for combined shrub and flowerbeds. Page 23 of 89 2015 Grounds Contract · On a daily basis, all beds shall be policed for litter and other foreign debris. · At least one (1) time per year or as needed in order to maintain an attractive appearance, all shrubs and other plantings, should be pruned. · Shrubs and other plantings should be pruned as frequently as required so that they never obstruct signage. · The mulch should be replenished each spring, or as needed due to decay or material dispersal. · As the mulch or ground cover becomes matted, it is to be turned and freshened as necessary. · At least six (6) times per year or as needed, all shrubs and other plantings, which require trimming, should be to maintain an attractive appearance. · On a bi-weekly basis, or as they appear, weeds shall be removed from the beds. · Pre- emergent in spring and bi- weekly or monthly continuous minimal manual cultivation for weed control. 2.4.3 EDGE LAWS/BEDS/GROUD COVER Contractor should edge lawns, beds and ground covers to be neat and presentable in appearance and not overhang into public areas/walkways. Frequency: · As required, to control vegetation within defined areas. · Prior to or immediately after mowing and after edging and trimming vegetation. 2.4.4 FERTILIZER/TREAT BEDS, LAWS, PLATS, AD TRE ES This includes the application of fertilizer, pesticides, herbicides, and other necessary treatments to all Service areas. The application of various chemicals shall be limited to those chemicals that are deemed acceptable by the state of Page 24 of 89 2015 Grounds Contract Georgia and federal Environmental Protection Agency and have been approved for use at Airport. Contractor shall provide MDS sheets to Administrator. The application of these chemicals shall be as follows: Frequency: · As determined by the Contractor or as needed, apply insecticide and fungicide to plant life. · Three (3) times per year in March, July, and November, apply dry fertilizer applied to lawn areas. · Two (2) times per year, in March and November apply dry fertilizer applied to plants, trees, and other plantings. · Pre-emergent in spring and bi- weekly or monthly continuous minimal manual cultivation for weed control. · On an ongoing basis during the year, apply foliage spray fertilizer. 2.4.5 IRRIGATIO 2.4.5.1 The Contractor shall be responsible for the irrigation of the lawns, shrubs, and other landscaped areas. Irrigation shall be accomplished by irrigation system, and/or manually when irrigation system is not available. Contractor is responsible for effective and efficient use of irrigation system. 2.4.5.2 Irrigation systems shall be adjusted to not water roadways, sidewalks, i.e., those areas that do not require water. 2.4.5.3 Contractor shall be responsible for troubleshooting irrigation system problems and notifying the Airport’s Administrator of any items required to return system to full operation. 2.4.5.4 Frequency: The Contractor shall continuously evaluate the need to modify the irrigation system, and shall so schedule the irrigation work on an as-needed basis for effective and efficient plant health. Page 25 of 89 2015 Grounds Contract 2.4.6 LITTER COTROL/POLICIG 2.4.6.1 Contractor personnel shall be responsible for the pickup and disposal of litter, trash, fallen leaves, and other debris from the designated service areas. Emphasis is to be placed on the policing and cleaning of areas such as parking lots, walkways, and roadways. The site shall be completely free from litter, debris, trash, leaves, and any other unwanted substances or items on the ground, in shrubs, flowerbeds, paved areas, or trees. Frequency: Litter control/policing shall be performed daily on a priority basis, prior to any other grounds functions. 2.4.6.2 Fallen leaves should be collected as necessary and removed from the Airport property. Frequency: Daily, as required during season. 2.4.7 MOWIG LAW(S) Mowing lawns includes the uniform mowing of all lawns, weed eating around obstacles, edging of all sidewalks and surface areas which abut the grass areas, and blowing off and/or removing mowing grass clippings and debris from roadways, walkways, and parking lots. Contractor shall ensure that all assigned personnel wear proper and appropriate personal protective gear, eye and hearing protection, and boots. Frequency: The frequency for grass cutting and edging will vary depending on the season. The grass should be maintained on a four (4) to seven (7) day cycle during the rapid growing season and a ten (10) to fourteen (14) day cycle in the slow growing season. The grass mowing and edging shall be on a scheduled, continuous basis to present a consistent appearance. All clippings shall be disposed of in compliance with Georgia law. 2.4.8 PARKIG LOT AD PEDESTRIA WALKWAY MAITEAC E 2.4.8.1 Contract shall power blow parking lots, roadways, and pedestrian walkways to present a clean and neat appearance and to prevent Page 26 of 89 2015 Grounds Contract tripping hazards. Debris should be collected and removed from Airport property. Frequency: Daily and following mowing and bed maintenance. 2.4.8.2 To control unwanted grass and weeds growing in the roadway cracks, walkway cracks, etc. Contractor shall apply soil sterilants to cracks in walks, islands and other paved surface areas. The application of various chemicals shall be limited to those chemicals that are deemed acceptable by the state of Georgia or federal Environmental Protection Agency and have been approved for use at an airport. Contractor shall provide MDS sheets to Administrator for all chemical used. Frequency: Daily, as needed. The Contractor shall apply soil sterilants on an ongoing basis during the year 2.4.9 PRE-RAPID GROWTH SEASO MAITEACE Activities should include: 2.4.9.1 All outlying grounds shall be checked for accumulation of debris, including branches, leaves and miscellaneous trash. Cleanup should include all service areas. 2.4.9.2 All mulch beds should be refurbished. Turn over the top layer of mulch and add material as needed, maintaining two to three inches of cover. 2.4.9.3 Conduct soil testing, on a 2 to 3 year cycle, including turf areas and shrub and planting beds. 2.4.9.4 A one-time application of dormant oil spray should be applied during this period. 2.4.9.5 Apply soil sterilants to walks, islands and other paved surface areas as needed. 2.4.9.6 Edging of all curbs, walks and mulch areas. Page 27 of 89 2015 Grounds Contract 2.4.9.7 In some areas, an initial mowing of all turf areas to remove dormant or dead accumulation of grass. 2.4.9.8 Complete seasonal planting in all prescribed areas, islands, and planters. Frequency: Depending upon conditions, seasonal commencement of activities usually begins between February and mid-March. 2.4.10 SEASOAL PLATIG This function shall take place as required to maintain seasonal flowers, winter grass etc. in all prescribed service areas, islands, planters, main entrance sign area, and north entrance sign area. Contractor shall coordinate seasonal plantings with the Airport’s Administrator. Frequency: · Ongoing as required. · Grass over seeding in fall and as required when over seeding does not provide desired results. 2.4.11 TREE MAITEACE TRIMMIG /REMOVAL Tree maintenance trimming/removal maintenance includes the trimming and removal of debris. Low tree branches should be shaped (consistent to a height of 6’0”). Dead wood should be removed and dead tree removal shall be routine. The trimming of large hedges, shrubs, bushes, trees and other plants shall be an ongoing process, which will be determined on a priority basis for trees, and as needed for other plants. 2.4.11.1 The appearance of the trees will be consistent throughout the site. The final shape of hedges and trees will be consistent with the guidelines provided by the Administrator. 2.4.11.2 Contractor shall not remove any tree except as provided by Augusta- Richmond County’s Tree Ordinances, unless directed to do so by the Administrator. Page 28 of 89 2015 Grounds Contract 2.4.11.3 Trees should be trimmed so as not to obstruct signage. Frequency: This function shall take place on a routine basis and as needed depending upon needs caused by severe weather, wind, or other occurrences to maintain desired tree standards. 2.4.12 TURF MAAGEMET Turf management shall include the uniform mowing of all lawns, weed eating around obstacles, edging of all sidewalks and surface areas, which abut the grass areas, blowing off and/or removing mowing grass clippings and debris from roadways, walkways, and parking lots and planting of seasonal grass. Frequency: Turf management is an ongoing program in which the service areas are continually evaluated and appropriate action taken to present a consistent appearance. 2.4.13 MISCELLAEOUS SERVICES 2.4.13.1 Baggage carts should be returned to the front of the main terminal when found within other service areas. 2.4.13.2 Additional landscaping services Masters Golf Tournament and other events 2.4.13.3 Other related grounds and landscaping maintenance activities as requested and approved by Aviation Commission. Frequency: Timely and as required for special events. 2.5 SERVICE PERFORMACE METHODS The following service task methods shall be followed to ensure proper grounds maintenance. 2.5.1 AERATIO 2.5.1.1 Aeration should be a standard practice in association with fertilizing, liming, and over-seeding. Care should be taken in any spring aeration so as not to interfere with a barrier layer of pre- Page 29 of 89 2015 Grounds Contract emergent chemicals. In heavy and compacted soils, it may be necessary to utilize slit aeration as the means of penetration. All turf areas shall be aerated a minimum of once per year by means of removing soil material from the ground, which includes a cylindrical core or spoon. Areas susceptible to excessive foot traffic and compaction, should be aerated a minimum of two times per year. 2.5.1.2 Prior to operation, the aeration equipment should be inspected for fluid levels, belts, drives and other operating deficiencies. A checkerboard pattern is recommended with a 3-6 inch overlap for walk behind machines and 12-18 inch overlap for towed units, to assure aeration of all turf areas. 2.5.2 BED MAITEACE Routine maintenance of shrubbery and landscape beds should include a continuing program of trash collection and removal, mulch restoration, the removal and replacement of individual plantings (seasonal planting), fertilization and weed control. 2.5.3 BED MULCHIG Mulching shall be used as a practical means to reduce evaporation, prevent excessive soil temperatures and provide an acid condition of surface soil for acid- loving plants. Peat, wood chips, decomposed sawdust, pine straw, hay and similar materials are suitable for mulching. These shall be applied in surface layers to 2 to 3 inch depths around the base of plants, extending as far from central stems as the leaf canopy. Planting beds shall be mulched completely within the defined borders of the bed. 2.5.4 EDGIG AD TRIMMIG 2.5.4.1 Edging should be completed at approximately every two to four mowings and should produce a 1/2 “by 2” trench at the transition edge. Edging should be performed around all buildings, walkways, Page 30 of 89 2015 Grounds Contract trees, shrubs, beddings, fences, walls, curbs or other fixed or permanent structures. 2.5.4.2 Prior to commencing edging or trimming, the equipment operator should check gasoline levels and other fluid levels, and inspect the trimmer for safety and performance, including trimming string spool supply, loose fittings, bolts or screws. For trimmers/edgers with rigid blades, the blade shall be kept sharp and it shall be replaced when it becomes shorter than manufacturers’ recommendations. 2.5.4.3 The equipment operators shall wear safety glasses at all times when operating a trimmer/edger. The operator shall be aware of pedestrians near the work area and shall cease edging/trimming if a pedestrian is close enough to be struck by loose material thrown by the equipment. 2.5.4.4 At no time should a rigid blade edger be used along walks with brick pavers, quarry tile, ceramic tile or other such surfaces. String trimmers shall be used in those areas. 2.5.5 FERTILIZIG BEDS Fertilization may be accomplished in the spring using a balanced controlled release fertilizer in a granular liquid form. 2.5.6 FERTILIZATIO LAWS Fertilizers shall be applied to soil to establish and maintain healthy and vigorous growth. The Contractor shall utilize commercial fertilizers, which generally contain nitrogen, phosphate, and potash. Contractor acknowledges that the amount of each element required depends upon the type of soil, the vegetation desired, and the climate and shall perform an analysis of the soil to determine the type of fertilizer necessary. 2.5.6.1 Fertilizers containing one or more of the three main elements are available commercially and the percentage of each element is Page 31 of 89 2015 Grounds Contract indicated on the tag or label of the bag. 2.5.6.2 The principal plant food elements are to be properly balanced when growing grasses and that this balance be maintained after the vegetation is established. The rate of application, therefore, should vary and should be governed by the results of soil tests and the amount of rainfall. 2.5.6.3 Improved areas require two to three pounds of nitrogen per one thousand square feet. Divide the annual amount into two applications per year when fertilizing cool season grasses on improved areas. With two applications, apply one in early spring and the other in early fall. 2.5.6.4 Contractor shall insure that fertilizing occurs prior to the foliage of trees, shrubs and ground covers takes on a yellow-tinge and the leaves become sparse and small. 2.5.7 FERTILIZIG TREES, SHRUBS AD VIES 2.5.7.1 Trees: Apply recommended fertilizer (depending upon the type of tree, condition of soil, etc.) per inch of trunk diameter at the drip line of the tree. Punch holes with a crowbar type tool about 18 inches deep at a three-foot spacing along the drip line, so the fertilizer can get to the roots. For large trees, punch holes every three feet along a circular path three feet inside the drip line, in addition to those along the drip line. Stagger holes in the two circles. 2.5.7.2 Shrubs: Apply recommended amounts of fertilizer to the shrubs, the amount depending on the size. Scatter the fertilizer at the base of the shrub, work it into the soil and then water to carry it into the soil (except in seasons of heavy rainfall). 2.5.7.3 Vines/foliage: While the foliage is dry, scatter fertilizer by hand or Page 32 of 89 2015 Grounds Contract with a broadcast spreader in quantities and types depending upon the type of vines. 2.5.8 IRRIGATIO/WATERIG Turf and bedding areas should be watered at such frequencies as weather conditions require to replenish soil moisture. Watering should be done usually in early mornings, except in periods of high winds. Watering should be of such duration as to prevent excessive moisture run-off. 2.5.9 LITTER COTROL/POLICIG AD TRASH REMOVAL 2.5.9.1 Groundskeepers shall collect and properly dispose of wind-blown paper, beverage cans and bottles, broken glass and other trash and debris. Trash should be collected in disposable plastic bags, which, when full, shall be sealed using ties or closures or by tying knots in the bags, to prevent spillage of debris. Groundskeepers shall wear gloves to protect themselves from cuts, scratches, or punctures. 2.5.9.2 At no time should mowing begin prior to completion of trash removal. 2.5.9.3 All collected trash and debris should be placed in the nearest available container, or at the appropriate pick-up point. 2.5.10 TURF MAAGEMET AD MOWIG LAW(S) Prior to commencing any mowing, equipment operators should, on a daily basis, check all fluid levels, gasoline supply, and lubrication needs. Additional inspection of belts, hoses and blades should be conducted as needed. Equipment operators shall wear safety glasses and steel-toed shoes at all times. Operators shall not leave the machine while it is running. Operators or mechanics shall not perform any adjustments or maintenance while the equipment is operating or in view of the public. 2.5.10.1 While the grass mowing is being performed, the worker shall be especially cognizant and aware of pedestrians and other traffic in the area and shall act in a courteous manner when interrupted, and Page 33 of 89 2015 Grounds Contract shall always keep the safety of the pedestrians foremost in their minds. 2.5.10.2 For maximum efficiency and to prevent damage to grasses, mower blades should be kept sharp. Avoid mower damage by keeping area free of wire, sticks, bottles, cans, rocks, branches, stumps or other harmful objects. Paper and litter should be collected prior to mowing. Operating speeds for walk behind mowers should not exceed a moderately fast walking pace, allowing the operator to continuously scan all adjacent areas. 2.5.10.3 Mowing patterns are determined by desired results and by the site layout. In each case, every corresponding cutting path should overlap the preceding lap by 3 to 6 inches for walk behind mowers, up to 12 to 18 inches for larger mowers. 2.5.10.4 Contractor shall not perform any close mowing that starves the grass roots because of inadequate top growth, permits soil moisture to evaporate more rapidly, or aids the growth of crab grass. Contractor acknowledges that shallow, weak-rooted turf provides poor cover and permits invasion of weeds. 2.5.10.5 The grass mowing shall be done to provide a uniform and consistently appearing 2 1/2 inch level of grass by removing no more than 1/3 of the length of the grass at each mowing. The grass shall not be allowed to grow to more than 3 1/2 inches. 2.5.10.6 Grass clippings may be redistributed so long as they are kept short. Operations should cut no more than 1/3 of the grass blade at each mowing. Clippings shall then be short enough to deteriorate quickly and return nutrients to the soil. A season’s worth of clippings equates to one application of commercial fertilizer. The reuse of clippings can be used as a form of recycling and a component of good solid waste management practices and shall be disposed of in accordance with Georgia law. Page 34 of 89 2015 Grounds Contract 2.5.10.7 The Contractor shall ensure cutting blades on the mowing equipment is sharp at all times. All safety devices provided with this machine and all other types of equipment will be maintained in good working condition. Equipment shall not be used and will be removed from work site when unserviceable. 2.5.10.8 During the edging procedures, no steel blade edges shall be used along sidewalks with brick pavers or other masonry-like materials. These areas shall be trimmed using weed-eaters with synthetic string, to avoid damage to the adjacent area. 2.5.11 SHRUBS PRUIG & MAITEACE 2.5.11.1 Evergreen Shrubs and Vines. Remove undesirable growth periodically. Cut dead branches back to live wood. Remove exceptionally long branches to well inside the main body of the shrub. Shrubs shall be made to remain constantly fresh, neat, and limited to relatively new wood by selection and thinning. Most shrubs should be encouraged to grow in sprays, either somewhat stiffly, or arching outward (depending on the type of shrub), covered with flowers and berries and thus obtaining the greatest natural beauty. Plants of prostrate habit, planed as ground coverage, should be forced to remain prostrate by cultivating their lateral growth and by pruning away all erect branches. 2.5.11.2 Deciduous Shrubs. Prune these immediately after the flowering stage. Old wood, easily recognizable by rougher, darker colored bark, should be pruned back or taken out entirely. These shrubs bloom on the new growth and this growth should be encouraged to reach its greatest strength and fullness before a new spring arrives. 2.5.11.3 Vines. Shall not be pruned except to remove loose ends and branches that encroach upon windows and doors and threaten to work their way under roofing tile or into trees. Vines should be lead and fastened on trellises or fences. Page 35 of 89 2015 Grounds Contract 2.5.11.4 Shrubs and vines should be maintained to permit a clear unobstructed view of all signage. 2.5.12 TREES PRUIG & MAITEACE Existing trees (except conifers) shall be pruned as needed by a qualified worker to thin out any overly dense crowns, to shorten long or weak limbs, and to remove dead, dying, diseased, or injured wood. Young trees should be pruned at planting time to compensate for loss suffered in transplanting. Shrubs and vines should be pruned to remove undesirable growth, dead branches to develop a desirable shape. 2.5.12.1 Prune trees at the time of planting to improve structure and to reduce top growth to compensate for roots lost in moving. Do not prune trees that have been pruned at the nursery. 2.5.12.2 When removing a branch, make the cut flush with the main branch. Do not leave a short stub, because the healing callus cannot close over the stub, which will decay and may prematurely injure the tree. When cutting back a branch, cut to a bud so as not to leave a stub. 2.5.12.3 Hold back the spread of the limbs by pruning as the young transplant grows until the trunk develops and becomes able to support a large crown. 2.5.11.4 Trees should be maintained to permit a clear unobstructed view of all signage. 2.5.13 WEED COTROL Weeds and brush must be controlled to permit the vigorous growth of desired plantings, to prevent erosion of drainage ways and reservoirs, to eliminate objectionable plants, and reduce fire hazard. Where it is necessary to control weeds for protection of desirable covers, complete eradication is seldom justified. Contractor may employ various techniques to control weeds. Weeds may be controlled by: 2.5.13.1 use of chemicals (herbicides); Page 36 of 89 2015 Grounds Contract 2.5.13.2 mowing and chopping; 2.5.13.3 tilling the soil; 2.5.13.4 planting the area with other types of vegetation that have superior competitive characteristics; 2.5.13.5 changing the soil’s fertility or acidity so that problem weeds will be less able to compete with the desired vegetation; and 2.5.13.6 manipulation of water level at critical times to destroy some waterweeds. 2.5.14 WEED COTROL PROGRAM Although it is usually a relatively simple matter to kill most weeds, it is often difficult to prevent their return from seed or still living portions of plants. A complete program should be developed in cooperation with specialists before weed control projects are undertaken at the Airport. 2.6 SERVICE AREAS The Contractor will provide the services described in Performance Work Statement and Scope of Services to the following areas. Airport’s areas are estimates that should be verified by Contractor. See Exhibits. Service/Task Approximate Area Area 1: Interior Gardens Area 16,699 sq. ft. Area 2: Passenger Terminal Perimeter Area 243,586 sq. ft. Area 3: Main Entrance Sign Area 4,259 sq. ft. Area 4: North Entrance Sign Area 5,504 sq. ft. Area 5: Fixed Base Operator (FBO) Area 167,278 sq. ft. Area 6: Weather Bureau Area 55,026 sq. ft. Area 7: Hangar One Area 21,317 sq. ft. Area 8: Hangar Two Area 29,270 sq. ft. Area 9: Hangar Three Area 20,845 sq. ft. Area 10: Commercial Parking Lots Area 967,383 sq. ft. Area 11: Georgia State Patrol Hangar Area 43,560 sq. ft. Page 37 of 89 2015 Grounds Contract 2.6.1 AREA 1: ITERIOR GARDES AREA Interior gardens, 16,699 sq. ft., are in the Airport’s secured area between the holding room and main Terminal. Area includes irrigation system, lawns, water feature, beds, trees, and shrubbery. 2.6.2 AREA 2: PASSEGER TERMIAL PERIMETER AREA Passenger Terminal perimeter, 243,586 sq. ft., is defined as those areas north, south, and west of main Terminal. Area includes VIP parking lot, taxi staging area, rental car staging area/overflow parking lot/credit card lot, trees, irrigation system, lawns, planted beds, shrubbery, pedestrian walkways, and main road in front of Terminal. Service area does not include shrubbery and planted beds located immediately west of Aviation Way. 2.6.3 AREA 3: MAI ETRACE SIG AREA Main entrance sign area, 4,259 sq. ft., is defined as the area around the Airport’s main entrance sign located at the intersection of Aviation Way where the road circles around and intersects Aviation Way. Area includes irrigation system, shrubbery, and planted bed (seasonal) surrounding main entrance sign. 2.6.4 AREA 4: ORTH ETRACE SIG AREA North entrance sign area, 5,504 sq. ft., is defined as the area around the Airport’s north entrance sign located at the intersection of Doug Barnard and Aviation Way. Area includes irrigation system, lawns, shrubbery, roadway, and planted bed (seasonal) surrounding north entrance sign. 2.6.5 AREA 5: FIXED BASE OPERATOR (FBO) AREA FBO, 167,278 sq. ft., is located immediately south of main terminal. Area includes mulch beds, planted beds, shrubbery, trees, irrigation system, lawns, parking lot, roadway, and pedestrian walkway. Area also includes an interior garden with planted beds, shrubbery, trees, and pedestrian walkway. Area also includes lawn inside Airport’s secured area. Page 38 of 89 2015 Grounds Contract 2.6.6 AREA 6: WEATHER BUREAU AREA Weather bureau, 55,026 sq. ft., is located at the eastern corner of the intersection of Aviation Way and Hangar Road. Area includes irrigation system, shrubbery, lawns, planted beds, trees, roadway and parking lots on both sides of Hangar Road. 2.6.7 AREA 7: HAGAR OE AREA Hangar One area, 21,317 sq. ft., is located on Hangar Road south of Weather Bureau facility. Area includes irrigation system, lawns, shrubbery, and parking lots on both sides of Hangar Road, unplanted beds, and planted beds. Area also includes lawn area immediately north of Hangar One, Gate L. 2.6.8 AREA 8: HAGAR TWO AREA Hangar Two area, 29,270 sq. ft., is located immediately south of Hangar One. Area includes irrigation system, lawns, planted beds, unplanted beds, shrubbery, and parking lot at Hangar Two, parking lot across Hangar Road, pedestrian walkway, and roadway. 2.6.9 AREA 9: HAGAR THREE AREA Hangar Three area, 20,845 sq. ft., is located immediately south of Hangar Two. Area includes irrigation system, lawns, planted beds, shrubbery, pedestrian walkway, and parking lot. Area also includes shrubbery and lawn inside Airport’s secured area. 2.6.10 AREA 10: COMMERCIAL PARKIG LOTS AREA Commercial parking area, 967,383 sq. ft., is defined as commercial parking lot located west of Aviation Way and main terminal. Except as defined in Passenger Terminal Perimeter, area includes area on both sides of Aviation Way surrounding parking area, irrigation system, lawn, trees, unplanted beds, planted beds, shrubbery, pedestrian walkways, rental car ready return parking lot, and parking lot. Aviation Way surrounds area. Page 39 of 89 2015 Grounds Contract 2.6.11 AREA 11: GEORGIA STATE PATROL HAGAR AREA Georgia State Patrol Hangar, 43,560 sq. ft., is defined as the private hangar north of air cargo building. SECTIO 3 AIRPORT’S ADMIISTRATOR DUTIES 3.1 The Airport Administrator is the person responsible for the performance of this Contract on behalf of the Airport. The Contractor will strictly and promptly follow the Administrator’s instructions in every case. The Administrator shall have free access to the materials and the work at all times for measuring and inspecting the work. The Contractor is to afford the Administrator all necessary facilities and assistance for so doing. 3.2 The Administrator will decide all questions that may arise as to the quality and acceptability of work performed, and as to the manner of performance and rate of progress of the work. The Administrator will decide all questions that may arise as to the interpretation of the Performance Work Statement, and plans relating to the work and to the fulfillment of the Contract on part of the Contractor. The Administrator will determine the amount and quality of the various kinds of work performed and materials furnished which are to be paid for under the Contract. However, such instructions shall not change the status of the Contractor from independent contractor to that of an employee or agent of the City. The Administrator or designee’s decisions upon all claims, questions, and disputes will be final and conclusive upon the parties to this Contract. 3.3 The Administrator or his designee may make temporary changes in the routine tasks or task frequencies if such changes do not increase or decrease the Contractor’s costs. Such changes shall not be considered modifications of the Contract and shall not affect the amount or method of payment to the Contractor. 3.4 The Administrator and Contractor’s Representative shall meet daily, before the start of work, to review tasked the Contractor is to perform during the day. The Administrator and Contractor’s Representative shall meet daily at the end of the workday to discuss work performed. Page 40 of 89 2015 Grounds Contract SECTIO 4 COTRACTOR’S EMPLOYEES 4.1 Contractor shall provide trained, qualified personnel to perform the duties required in accordance with the Performance Work Statement. Any Contractor employee assigned to work in the gardens located in Airport’s secure areas shall undergo a background check to receive the clearance necessary for the employee to work in “Secure Areas” without an escort. The Contractor will bear the cost for any background checks. 4. 2 Subject to controlling law, the Administrator will refuse to permit the Contractor to use any employee on this job if the Administrator reasonably deems that individual unfit to work at the Airport facilities in any respect. 4.3 Contractor shall instruct its employees that no gratuities shall be solicited for any reason whatsoever from occupants or other persons using the Airport facilities or any other person. 4.4 All Contractor employees shall strictly adhere to Airport regulations while on the Airport premises, including but not limited to Augusta, Georgia, County, and TSA and FAA regulations governing access to buildings, personal conduct, and possession of prescribed substances, parking, and traffic. The Airport reserves the right to require the removal of Contractor employees from assignment to its site. SECTIO 5 COTRACTOR’S COMPESATIO 5.1 Contractor’s annual bid amount for completion of the work as defined in the Performance Work Statement and Scope of Services, and performed in accordance with Service Performance Standards and Service Performance Methods is $67,992.00. Contractor shall be compensated on a monthly basis for the completion of services performed in each service area. The monthly amount per service area is itemized below. Any penalties for nonperformance will be deducted as described below. 5.2 Contractor shall submit a monthly invoice to Administrator for service performed under contact. Invoice shall be itemized by service area. Contractor’s compensation for satisfactorily completed work is itemized as follows: Page 41 of 89 2015 Grounds Contract 5.3 The Parties acknowledge that there may be additional need to perform additional grounds work in preparation for the special events, such as the Masters® Golf Tournament, and other special circumstances. When approved by the Aviation Commission, Contractor shall submit an invoice itemizing approved work. 5.4 Payment Term. The Airport will make every effort to insure the Contractor’s invoice is paid within thirty (30) working days after receipt of the invoice. 5.5 Contractor shall submit invoices to: Augusta Regional Airport Finance Department 1501 Aviation Way Augusta, Georgia 30906 SECTIO 6 O-PERFORMACE 6.1 ROUTIE WORK THAT IS OT PERFORMED AD/OR IS PE RFORMED I A UACCEPTABLE MAER Administrator will designate routine work as non-performance or unacceptable when any one of the following conditions exists: 6.1.1 When the Administrator determines that the Contractor has not perform routine work as described in the Performance Work Statement and/or Scope of Services in any service area, and/or that work has not been performed in accordance with Service/Task Approximate Area Annual Compensation Area 1: Interior Gardens Area 16,699 sq. ft. 12,000 Area 2: Passenger Terminal Perimeter Area 243,586 sq. ft. 9.360 Area 3: Main Entrance Sign Area 4,259 sq. ft. 2,400 Area 4: North Entrance Sign Area 5,504 sq. ft. 2,400 Area 5: Fixed Base Operator (FBO) Area 167,278 sq. ft. 8,100 Area 6: Weather Bureau Area 55,026 sq. ft. 4,800 Area 7: Hangar One Area 21,317 sq. ft. 3,600 Area 8: Hangar Two Area 29,270 sq. ft. 3,600 Area 9: Hangar Three Area 20,845 sq. ft. 3,600 Area 10: Commercial Parking Lots Area 967,383 sq. ft. 15,600 Area 11: Georgia State Patrol Hangar Area 43,560 sq. ft. 2532 Total $67,992.00 Page 42 of 89 2015 Grounds Contract Service Performance Standards and/or Service Performance Methods then the entire area’s routine work will be considered unacceptable for the month. 6.1.2 Work was not completed in a manner acceptable to the Administrator. 6.1.3 Work has not been completed in a timely manner. 6.1.4 The appearance of the service area does not meet standards as described in Performance Work Statement and Scope of Services in any service area, and/or that work has not been performed in accordance with Service Performance Standards and/or Service Performance Methods. 6.1.5 The correct frequency of routine work was not applied to service area. 6.1.6 The proper materials, tools, and/or equipment were not used. 6.1.7 The above list of conditions which determine non-performance of work is not exhaustive. 6.2 PEALTY FOR WORK THAT IS OT PERFORMED AD/OR I S PERFORMED I A UACCEPTABLE MAER When the Administrator determines that routine work in unacceptable and the Contractor has not remedied the discrepancy to the Administrator’s acceptance, the Contractor will be penalized for non-performance. Contractor’s failure to perform routine work, as set forth herein shall subject it to deductions as set forth below. Deductions shall be made from the Contractor’s itemized monthly invoice. Service/Task Penalty Area 1: Interior Gardens Area 25% of monthly fee Area 2: Passenger Terminal Perimeter Area 25% of monthly fee Area 3: Main Entrance Sign Area 25% of monthly fee Area 4: North Entrance Sign Area 25% of monthly fee Area 5: Fixed Base Operator (FBO) Area 25% of monthly fee Area 6: Weather Bureau Area 25% of monthly fee Area 7: Hangar One Area 25% of monthly fee Area 8: Hangar Two Area 25% of monthly fee Area 9: Hangar Three Area 25% of monthly fee Area 10: Commercial Parking Lots Area 25% of monthly fee Area 11: Georgia State Patrol Hangar Area 25% of monthly fee Page 43 of 89 2015 Grounds Contract SECTIO 7 AGREEMET 7.1 ETIRE AGREEMET This Contract, together with all of the attachments shall constitute the entire agreement between the parties and any prior understanding or representation of any kind preceding the date of this Contract shall not be binding upon either party except to the extent incorporated in this Contract. The Contractor’s bid is incorporated by reference into this Contract as if fully set forth herein. 7.2 GOVERIG LAW This Contract will be construed under Georgia law, including the Georgia Uniform Commercial Code; all remedies available under that code are applicable to this Contract. Contractor and the City fix jurisdiction and venue for any action brought with respect to this Contract in Augusta, Georgia. 7.3 LEGAL COSTRUCTIO If any provision contained in this Contract is held to be invalid, illegal or unenforceable, that invalidity, illegality or unenforceability will not affect any other provision of this Contract and this Contract will be construed as if the invalid, illegal or unenforceable provision had never been contained in this Contract. 7.4 PRIOR COTRACTS SUPERSEDED This Contract and the attachments constitute the sole and only agreement between Contractor and the City with respect to the subject matter of this Contract and supersede any prior understandings or written or oral contracts respecting the subject matter of this Contract. 7.5 COUTERPARTS This Contract may be executed concurrently in one or more counterparts, each of which will be deemed an original, but all of which will together constitute one Contract. 7.6 FURTHER ACTS Airport and Contractor each agrees to perform any additional acts and execute and Page 44 of 89 2015 Grounds Contract deliver any additional documents as may reasonably be necessary in order to carry out the provisions and affect the intent of this Contract. 7.7 ISPECTIO The City may, at reasonable times, inspect the part of the plant, place of business, or work site of a contractor or subcontractor or subunit thereof which is pertinent to the performance of any contract awarded or to be awarded by Augusta, Georgia. 7.8 AMEDMETS 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 the City’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 from recovering payment for such unauthorized goods or services. Accordingly, Contractor agrees that if it provides goods or services to the City 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 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.” 7.9 TEMPORARY SUSPESIO OR DELAY OF PERFORMACE OF COTRACT To the extent that it does not alter the scope of this Contract the City may unilaterally order a temporary stopping of the work, or delaying of the work to be performed by the Contractor under this Contact. Page 45 of 89 2015 Grounds Contract 7.10 USE OF AUGUSTA, GEORGIA LADFILL Contractor shall dispose of all debris, trash, trimmings and limbs from the Airport will be transported to and disposed of at the Augusta, Georgia Solid Waste Landfill in accordance with local and state regulations. The Contractor shall provide evidence of proper disposal through manifests, which shall include the types of material disposed of, the name and location of the disposal facility, date of disposal and all related fees. REMAIDER OF PAGE ITETIOALLY LEFT BLAK Page 46 of 89 2015 Grounds Contract I WITESS WHEREOF, the parties hereto have caused this Contract to be executed by their appropriate officials, to be effective December 1, 2015. COTRACTOR: DAVIS LAW CARE, LLC. BY: Andrew Davis Title: Member/Manager AIRPORT APPROVED: AUGUSTA AVIATIO COMMISSIO BY: ______________________________ Cedric Johnson Title: Chairman APPROVED AS TO FORM: ___________________________________ County Attorney COUTY Hardie Davis, Jr Title: Mayor . Attest: _________________________ Clerk: __________________________ (Seal) Attest: _________________________ Clerk: __________________________ (Seal) Page 47 of 89 Grounds Contract Page 48 of 89 Grounds Contract Page 49 of 89 Grounds Contract Page 50 of 89 Grounds Contract Page 51 of 89 Grounds Contract Page 52 of 89 Grounds Contract Page 53 of 89 Grounds Contract Page 54 of 89 Grounds Contract Page 55 of 89 Grounds Contract Page 56 of 89 Grounds Contract Page 57 of 89 Grounds Contract Page 58 of 89 Grounds Contract Page 59 of 89 Grounds Contract Page 60 of 89 Grounds Contract Page 61 of 89 Grounds Contract Page 62 of 89 Grounds Contract Page 63 of 89 Grounds Contract Page 64 of 89 Grounds Contract Page 65 of 89 Grounds Contract Page 66 of 89 Grounds Contract Page 67 of 89 Grounds Contract Page 68 of 89 Grounds Contract Page 69 of 89 Grounds Contract Page 70 of 89 Grounds Contract ATTACHMET B Page 71 of 89 Grounds Contract Page 72 of 89 Grounds Contract Page 73 of 89 Grounds Contract Page 74 of 89 Grounds Contract Page 75 of 89 Grounds Contract Page 76 of 89 Grounds Contract REQUIRED SUBMITTALS Page 77 of 89 Grounds Contract Page 78 of 89 Grounds Contract Page 79 of 89 Grounds Contract Page 80 of 89 Grounds Contract Page 81 of 89 Grounds Contract Page 82 of 89 Grounds Contract Page 83 of 89 Grounds Contract Page 84 of 89 Grounds Contract Page 85 of 89 Grounds Contract BID SHEET Page 86 of 89 Grounds Contract Page 87 of 89 Grounds Contract ISURACE FORMS Page 88 of 89 Grounds Contract Page 89 of 89 Grounds Contract Commission Meeting Agenda 12/15/2015 2:00 PM Grounds and Landscaping Contract with Davis Lawn Care Department:Augusta Regional Airport Department:Augusta Regional Airport Caption:Motion to approve accepting the Grounds and Landscaping Contract with Davis Lawn Care LLC as approved by the Augusta Aviation Commission Meeting on October 29, 2015. (Approved by Public Services Committee December 8, 2015) Background:Augusta Regional Airport currently has a contract with Augusta Lawn and Turf, LLC to provide airport grounds and landscaping services. This contract expired May 31, 2015 and the Airport is currently doing a month to month contract. After following the Procurement Department’s Request for Proposal policies and procedures to obtain a new contract, we received four (4) compliant bids. Davis Lawn Care LLC offered the lowest bid. Term of new contract is one year, with two additional one-year options at the discretion of the city. Contractor's annual compensation is $67,922.00 ($5,660.17 per month). Analysis: Financial Impact:Annual Contract is $67,922.00 Alternatives:Deny Recommendation:We recommend the Committee Accept Funds are Available in the Following Accounts: 551081113-5212999 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission October 30, 2015 Ms. Sharon Dottery Transit Contract Manager Augusta Public Transit 1535 Fenwick Street Augusta, GA 30904 Dear Sharon, Thank you for your interest in purchasing Three (3) 40’ LF DIESEL buses using your options off the Athens, GA contract 00680. Please reference the Price Summary dated October 30, 2015 for a detailed outline of your specifications as per your request. Gillig is pleased to quote the following prices: 40’ LF DIESEL BUSES $430,472.00 EACH This price is valid for Thirty (30) days. Prices do NOT include taxes or license fees and is FOB Augusta, GA. Final production schedule of your buses will be determined upon receipt of purchase order. Should you have any additional questions, please do not hesitate to contact me and Thank You for your continued support for Gillig and our products. Sincerely, Butch Sibley Regional Sales Manager Gillig LLC 510-589-9430 bsibley@gillig.com PRICE SUMMARY 10-30-2015 AUGUSTA PUBLIC TRANSIT, GA OPTIONS OFF ATHENS, GA (3) 40' LOW FLOOR DIESEL SERIAL NUMBER : TBD ATHENS, GA CONSORTIUM RFP 00680 BASE 40' DIESEL PRICE 7-17-2014 $405,131.00 ACTION ITEM COST BASE Cummins '13 ISL 280 HP Diesel Engine INCL BASE Philips Temro Block Heater INCL BASE Standard Transit Styling INCL BASE Spin On Filter Supplied by Engine Manufacturer INCL BASE Magnetic Engine Oil Drain INCL BASE Delco MT 42 Electric INCL BASE Modine E-Fan INCL BASE Niehoff C803 (500 Amp for Electric Radiator) INCL BASE Allison B400R, GEN IV INCL BASE Hub Piloted Wheels INCL BASE Axles with Grease Seals INCL BASE Engler (Stemco) Mechanical without Tenths and without Guard INCL BASE S-Cam Drum Brakes wih Wabco ABS System INCL BASE Automatic Traction Control INCL BASE (6) Ful Polished Acola Aluminum Wheels w/ Durabright Finish $2,646.00 BASE Customer Supplied Tires INCL BASE Douglas Steering Column (Standard Steering Column) INCL BASE Emco Wheaton Posi Lock 105 (Flip Cap or Twist Cap) INCL BASE Electrical Gauges @ Rear Run Box (Total 3 Guages) INCL BASE Rear Hand Throttle Control INCL BASE SKF, HCT_2000 Duraguard Air Dryer INCL BASE (2) Deka 8 D Batteries INCL BASE (2) Anderson Jump Start Connector INCL BASE Lift-U Ramp (LU-18), Front Door INCL CHANGE T/K HVAC w/ X430 Compressor & EMP Brushless Motors $3,521.00 BASE MCC Driver's Heater - Brushless Motor, Left Foot Vent, 1/4 Turn Valves INCL BASE 34" Rear Door (Air Open / Spring Close (Full Driver's Control) INCL BASE 44" Tall with Key Lock and (2) 5/16' Square Key Locks INCL BASE Interior Passenger Information Board (2) OBIC T15 INCL ADD (4) Innocom Schedule Holders (17. each x 4) $68.00 BASE USSC ALX3 W/ Headrest and 3-Point Seatbelt (Orange) $201.00 BASE AMSECO 6468 Passenger Seats INCL BASE Hinged Rear Setee INCL BASE AMSECO ARM and Dual Auto Lok INCL BASE Pull Cords (Neutral or Yellow) with Touch Pad at Wheelchair Location INCL BASE Wrap Around Fiberglass Drivers Barrier INCL BASE Stainless Steel Vertical Stachions, Door Handles, Hand Rails, Modesty Panel Tubes INCL CHANGE Ricon Standard Frame - Full Fixed ($805.00) BASE (4) Dialite LED Headlights (High & Low Beam) INCL PRICE SUMMARY 10-30-2015 AUGUSTA PUBLIC TRANSIT, GA OPTIONS OFF ATHENS, GA (3) 40' LOW FLOOR DIESEL SERIAL NUMBER : TBD ACTION ITEM COST BASE (2) Red LED Brake Lamps Mounted to Bottom of HVAC Door INCL BASE 2-Way Radio Power Circuit and Antenna Cable INCL BASE Digital Recorders DR700 with GPS, WLAN and Interior LED Sign INCL CHANGE Twin Vision Amber 100% LED Front, Curbside, & Rear Run Signs ($1,200.00) BASE Farebox Power and Ground Circuit INCL BASE Greenwood Plywood w/ RCA Flooring INCL BASE Transpec Manual Hatch at Front and Rear Position INCL CHANGE B&R 8 x 15 , 2-Piece Remote Control, Heated, Both Sides $572.00 BASE I/O Controls, Dinex G3 System INCL BASE Cole Hersee #12063 Electrical Tow Connector INCL BASE Roller style with Pull String Release INCL CHANGE Delete Fogmaker Fire Suspression ($1,800.00) BASE Apollo (8) Camera System INCL ADD Sportworks Black Powder Coated Bike Rack $1,114.00 ADD Bloodborn Pathogens Kit $35.00 BASE Fire Extinguisher and Safety Triangle Kit INCL BASE Air Pressure, Speedometer, Engine Oil Press, Engine Coolant, and Voltmeter INCL BASE Diesel Exhaust Fluid Guage INCL BASE Williams Controls 45 degree Throttle Pedal (non adjustable) INCL BASE Five Paint Passes INCL ADD Roof Numbers $125.00 BASE (2) Maintenance Manuals INCL BASE (25) Driver's Handbook INCL BASE (2) Parts Manuals INCL BASE (2) Electrical Schematics INCL BASE (2) Vendor Manuals INCL BASE Standard Warranty Coverages INCL ADD 24 Hour (3 days) Gillig provided Technical Training Class at Customer Property $5,000.00 AUGUSTA PUBLIC TRANSIT CHANGES $9,477.00 ATHENS CONSORTIUM 40' DIESEL BASE BUS PRICE 7-17-2014 $405,131.00 DELIVERY $5,562.00 AUGUSTA PUBLIC TRANSIT 40' LF DIESEL BUS PRICE 7-2014 $420,170.00 PPI 1413 ADJUSTMENT PER CONTRACT 235.6 (SEPT'15) / 232.1 (OCT'14) = 1.50 % $6,302.00 SPARES AND TOOLING BUDGET $4,000.00 AUGUSTA PUBLIC TRANSIT 40' LF DIESEL BUS PRICE 10-30-2015 $430,472.00 Commission Meeting Agenda 12/15/2015 2:00 PM Purchase of Heavy Duty Transit Coaches, Spare Parts, and Training Department:Augusta Public Transit Department:Augusta Public Transit Caption:Motion to approve the purchase of three (3) transit coaches, spare parts, and training from GILLIG LLC in the amount of $1,291,416.00. (Approved by Public Services Committee December 8, 2015) Background:This request is for the authorization to purchase three (3) heavy duty transit coaches, associated spare parts, and training from GILLIG LLC. The Transit Department is requesting approval to enter into a contract with GILLIG LLC for the purchase of three (3) transit coaches at a cost of $430,472.00 each for a total purchase price not to exceed $1,291,416.00 The pricing for these buses was awarded through a competitive bid process. GILLIG LLC was determined to be the most responsive and responsible bidder. The bid process was a “Consortium Bid” initiated and awarded by the Athens-Clarke County Transit Department in Athens Georgia. This bid was for a five (5) year contract for a maximum purchase of 164 buses during the term of the contract. Augusta’s Public Transit Department was one of five (5) State of Georgia small transit agencies that participated in this bid process. One of the benefits of a “Consortium Bid” process is often the price discounts that can be achieved through volume purchases. The City of Augusta has been authorized to purchase up to twelve (12) coaches during this contract which runs through 2019. Analysis:These buses will replace aging buses that exceeded the 10 year/350,000 mile useful life established by the Federal Transit Administration. These older 2004 model year buses will have accumulated between 400K and 500K by the time the new buses arrive at the end of 2016 or beginning of 2017. As buses age reliability decreases while the cost of maintenance rises. The newer buses will be more environmentally friendly and contain newer technologies that will provide better efficiency and customer convenience. After negotiations and the completion of a cost analysis, the cost proposed by GILLIG was considered to be fair and reasonable. Financial Impact:This purchase will be funded with local and federal grant funds from the Transit Department’s 2015 Capital Budget. The allocated funding breakdown is: Funding Source: FTA Grant GA-90-X300 Total Split Federal Local $332,271 80/20 $265,816.80 $66,454.20 FTA Grant GA-90-X307 Total Split Federal Local $539,146 80/20 $431,316.00 $107,829.00 SPLOST VI Total Split Federal Local $420,000 00/100 $0.00 $420,000.00 Grand Total $1,291,416 $697,132.80 $594,283.00 Alternatives:Purchase of these coaches could be delayed and continue to operate the older buses. However, do to the age of these buses, maintenance costs will increase and reliability will decrease. Additionally, if we do not use the funds approved by the federal government in a timely manner we risk losing the funds. The funding for these coaches was approved by the federal government in 2010 & 2011. Recommendation:Approve the purchase contract with GILLIG LLC. Funds are Available in the Following Accounts: FTA Grants and SPLOST VI REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Rural 5311 Program Grant Department:Augusta Public Transit Department:Augusta Public Transit Caption:Motion to renew the Sec. 5311 Rural Transit grant application between the Georgia Department of Transportation (GDOT) and Augusta, Georgia for July 1, 2016 to June 30, 2017. (Approved by Public Services Committee December 8, 2015) Background:The Augusta-Richmond County Commission annually approves Augusta Public Transit’s Sec. 5311 Rural Transit grant application for providing rural transportation service to the citizens of Augusta-Richmond County. Analysis:The renewal of this contract will allow Augusta Public Transit to continue providing Rural transportation service to the citizens of Rural Augusta-Richmond County. Financial Impact:The Augusta-Richmond County share of the budget for the grant period beginning July 1, 2016 to June 30, 2017 is approximately $157,815. The allocated funding breakdown is: Split Federal State Local Capital $158,384 80/10/10 $126,707 $15,838 $ 15,839 Operation $283,951 50/50 $141,975 $ 0.00 $141,976 $442,335 $268,682 $15,838 $157,815 Alternatives:Deny Request Recommendation:Approve the submission of the grant. Funds are Available in the Following Accounts: Rural Transit Budget for 2016 and ½ of 2017. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Therapeutic Massage Operators Application Department:Planning & Developmnet Department:Planning & Developmnet Caption:Motion to approve a request by Jing Zhao for a Therapeutic Massage Operators License to be used in connection with Jing Salon LLC located at 103 Shartom Drive. District 7. Super District 10. (Approved by Public Services Committee December 8, 2015) Background:This is a New Ownership Application. Formerly in the name of Yajie Qu. Analysis:The applicant meets the requirements of the City of Augusta's Ordinance regulating Therapeutic Massage. Financial Impact:The applicant will pay a fee of $141.00 Alternatives: Recommendation:Planning & Development recommends approval. The R.C.S.O. recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Law Administrator Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Cancell December 28 committee mtg. Department: Department: Caption:Motion to approve the cancellation of the December 28, 2015 Special Called and committee meetings and refer all agenda items to the January 5, 2016 regular meeting. Background:Ordinance 7434 Analysis: Financial Impact:N/A Alternatives: Recommendation: Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Motion to approve the renegotiation of the ADP contact for Health and Welfare services to exclude Participant Call Center services Department:Human Resources Department:Human Resources Caption:Motion to approve the renegotiation of the ADP contact for Health and Welfare services to exclude Participant Call Center services. (Approved by Administrative Services Committee December 8, 2015) Background:Currently Augusta GA’s HR Department is answering the vast majority of employee calls and inquiries that should and could otherwise be handled by ADP. Augusta GA has not seen a return on investment in that we have not fully utilized the maximum number of call intake by ADP pursuant to the current contract (largely in part due to the fact that employees prefer to contact HR rather than ADP). USI is capable and ready to assume full responsibility of this process which could save Augusta Ga potentially approximately $80,000 annually. In 2014, ADP did not offer the opportunity to Augusta GA to carve out the Participant Call Center services. The only option was to maintain the current contract as established or cancel the entire Health and Welfare contract. On September 4, 2015, ADP provided the option to Augusta GA to carve out the Participant Call Center reducing the contract from $344,068.51 to $263,631.60 for 2016. Analysis:It would be cost effective to Augusta GA if this function was maintained by USI which provides consulting services for our Health and Welfare contracts. Financial Impact:It would be in the best interest of Augusta GA to use the USI Benefit Resource Center which could save Augusta approximately $80,000 annually. This is advantageous for the following reasons: 1). Augusta GA is currently paying USI for the Benefit Resource Center service, however, it is not being utilized. USI is very familiar with Augusta GA’s Health and Welfare plans. 2). The potential ROI could save Augusta Ga approximately $80,000 annually. Alternatives:Continue to allow ADP to provide Health and Wellness Services and continue to incur cost of approximately $344,068.51 with no ROI, or proceed with cancelling the contract and bring all services in-house. Recommendation:Approve Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Compliance Director Department: Department: Caption:Discuss filling the position of Compliance Director. (Requested by Commissioner Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Invitation To Bid Sealed bids will be received at this office until Friday, October 9, 2015 at 11:00 a.m. for furnishing: Bid Item 15-215 Full Size Vans for Fleet Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair 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, 535 Telfair 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 Friday, September 25, 2015 @ 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 placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle September 3, 10, 17, 24, 2015 Metro Courier September 9, 2015 Revised: 1/8/2015 Vendors Attachment B E-Verify Number SAVE Form 5.00 VEHICLE REQUIREMENTS COST MODEL COST MODEL 5.01 12 Passenger Van $29,385.00 350X2Z $28,540.00 350X2Z 5.02 15 Passenger Van $30,150.00 350X2Z $29,292.00 350X2Z 5.03 Cargo Van 8,600 GVW $24,595.00 150E1Z $23,453.00 150E1Z 5.04 Cargo Van 9,000 GVW $26,192.00 250RZZ $25,179.00 250R2Z 5.05 Cargo Van 9,500 GVW $28,035.00 350W2Z $26,967.00 350W2Z 5.06 Rear Air Conditioning (Car V) 5.07 Power Driver's Seat(Pass Vn) 5.08 Power's Driver's Seat(Cg Vn) 5.09 Cruise Control 5.10 Tilt Steering Wheel 5.11 Factory Tinted Glass 5.12 Trailer towing prep package 5.13 Trailer toe mirrors 5.14 Rear step bumper 5.15 Diesel engine, min 190HP 94460 Standard $350.00 $425.00 $200.00 Standard $3,550.00 Bid #15-215 Full Size Vans for Augusta, Georgia - Fleet Management Bid Opening Date: Friday October 9, 2015 at 11:00 a.m. $950.00 No Bid $350.00 $285.00 Total Number Specifications Mailed Out: 29 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 Allen Virgil Ford 6790 Mt Zion Blvd Morrow, GA 30260 OPTIONAL ITEMS: $600.00 $545.00 $750.00 $425.00 Yes $330.00 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 Yes 314470 YesYes $300.00 Standard $60.00 Standard $5,110.00 Page 1 of 4 Vendors Bid #15-215 Full Size Vans for Augusta, Georgia - Fleet Management Bid Opening Date: Friday October 9, 2015 at 11:00 a.m. Total Number Specifications Mailed Out: 29 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 Allen Virgil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 5.16 Carpeted Fl Cov - 12 pass vn $1,400.00 $350.00 Page 2 of 4 Vendors Bid #15-215 Full Size Vans for Augusta, Georgia - Fleet Management Bid Opening Date: Friday October 9, 2015 at 11:00 a.m. Total Number Specifications Mailed Out: 29 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 Allen Virgil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 5.17 Carpeted Fl cov - 15 pass vn 5.18 Dri & Pass rub flr mats 5.19 Rear insulation kit 5.20 CNG/LPG gaseous prep pkge 6.01 Fire extinguisher 6.02 Outlet receptacle 6.03 Trailer hitch 6.04 Trailer wiring 6.05 Running board 6.06 Partition, front 6.07 Window guards-12 pass van 6.08 Window guards-15 pass van 6.09 Door lock disable 7.01 Backup alarm 7.02 Corner Lighting 7.03 LED top mount light 7.04 Light bar 7.05 Siren 7.06 Control center $240.00/96D $1,400.00 N/A $340.00 $275.00 $275.00 $150.00 $15.00 Included $4,090.00 $4,190.00 $1,775.00 $450.00 $487.00 $535.00 $1,700.00 $425.00 $750.00 $475.00 6.00 SPECIALTY ITEMS INSTALLED: $50.00 $50.00 $475.00 $70.00 $375.00 $70.00 $275.00 $60.00 $525.00 $425.00 $70.00 $150.00 $325.00 $3,100.00 $3,100.00 $75.00 $120.00 $445.00 7.00 ALERT WARNING SYSTEMS: $130.00 Page 3 of 4 Vendors Bid #15-215 Full Size Vans for Augusta, Georgia - Fleet Management Bid Opening Date: Friday October 9, 2015 at 11:00 a.m. Total Number Specifications Mailed Out: 29 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 Allen Virgil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 Approximate Delivery Time 14-16 weeks10-12 weeks The following vendor did not respond: Bobby Jones Ford / 3480 Wrightsboro Rd / Augusta, GA 30919 Page 4 of 4 Commission Meeting Agenda 12/15/2015 2:00 PM 2015 - Recreation Vans Department:Fleet Management - Finance Department Department:Fleet Management - Finance Department Caption:Motion to approve requests from the Augusta Recreation Department for the replacement of three E350 work detail vans using 2015 Capital Outlay. (Bid Item 15-215) (Approved by Finance Committee December 8, 2015) Background:Two vans were approved by the Augusta Commission in July 2015, a purchase order was issued and an order placed with Bobby Jones Ford; however, the manufacturer stopped receiving orders which included those ordered by Fleet Management. These vans were 994131-a 1998 Ford E350 work detail van with 81,849 miles and 984132 – a1998 Ford E350 with 80,414 miles . In addition, 994429 – a 2000 Dodge 3500 with 84,664 miles is in need of replacement due to mounting maintenance charges and excessive wear. Vans purchased in 1998-2000 are showing serious problems with rust in the underside of the vehicle to the extent that the floor boards are rusting through causing a serious safety issue, see photographs attached.. Vehicle evaluations and bid tab sheets are attached for your review Analysis:The Procurement Department published competitive bids using the Demand Star application for the 2016 full size vans. The results are as follows: Bid 15-215 for the full size vans were as follows: Allan Vigil Ford = $35,960.00 each; Wade Ford = $35,750.00 each. Financial Impact:The 3 work detail vans will cost $35,750.00 each for a total of $107,250.00. The funds will be provided by the 2015 City Capital outlay account. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation: Approve the purchase of 3 work detail vans and declare the replaced vehicles as surplus and available for auction Funds are Available in the Following Accounts: 2015 Capital Outlay:272-01-6440/54-22110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM 2015- RCSO Vans Department:Finance Department - Fleet Management Division Department:Finance Department - Fleet Management Division Caption:Motion to approve a request from the Richmond County Sheriff’s Office for the replacement of 2-E350 prisoner transport vans using Phase VI Sales Tax funds. (Approved by Finance Committee December 8, 2015) Background:The Richmond County Sheriff’s Office would like to request replacement of 2 older prisoner transport vans to shuttle inmates around the local area as well as long distant transport. The designated vehicles in need of replacement are 974031- a 1998 Ford E350 van with 159,206 miles and excessive wear, and 994138 – a1999 Ford E350 van with 158,149 miles and excessive wear. These vans are becoming less reliable particularly as it applies to the long distance transport requirements of this section. Vehicle evaluations and bid tab sheets are attached for your review. Analysis:The Procurement Department published competitive bids using the Demand Star application for the 2016 full size vans. The results are as follows: Bid 15-215: Allan Vigil Ford = $37,992.00 each; Wade Ford = $37,887.00 each. Financial Impact:The 2 prisoner transport vans will cost $37,887.00 each for a total of $75,774.00. The funds will be provided by the Phase VI Sales Tax Account. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 2 prisoner transport vans and declare the replaced vehicles as surplus and available for auction Funds are Available in the Following Special Local Option Sales Tax (SPLOST) VI-Public Safety Accounts:Vehicles. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Funding for Arts in the Heart Department:Administrator Department:Administrator Caption:Motion to approve a request for funding in the amount of $25,000 from the Greater Augusta Arts Council for the support of the 2015 Arts in the Heart Festival. (Approved by Finance Committee December 8, 2015) Background:Augusta has historically provided financial support to the Arts in the Heart Festival. This festival has a proven track record of success and provides a positive economic impact to the area. Funding in the same amount was provided in 2014. Analysis: Financial Impact:Funds for this request are available in general fund contingency. Alternatives: Recommendation:approve request Funds are Available in the Following Accounts: General fund contingency 101-10-1110/6011110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission 1 STATE OF GEORGIA ) ) RICHMOND AUGUSTA ) MEMORANDUM OF UNDERSTANDING REGARDING REIMBURSEMENTS FOR SPLOST PROJECTS This AGREEMENT made and entered into this ____ day of November, 2015, between Augusta, Georgia, acting by and through the Augusta Commission, a political subdivision of the State of Georgia (hereinafter referred to as “Augusta”), and the Downtown Development Authority of Augusta-Richmond County, a public body corporate and politic of the State of Georgia, (hereinafter referred to as the “Authority”); WITNESSETH: WHEREAS, the voters of Augusta, Georgia on June 16, 2009 approved the imposition of the Special Purpose Augusta One Percent Sales and Use Tax (“SPLOST VI”), and designated the use of the proceeds of said tax for certain capital outlay projects, as defined on O.C.G.A. §48-8- 111(a); and WHEREAS, the designated capital outlay projects included eligible projects to be identified and constructed by Authority within the Downtown Development Area, as that term is defined in O.C.G.A. §36-42-3 in order to promote trade, commerce, industry and employment in Augusta (the “Downtown Projects”); and WHEREAS the proceeds of said SPLOST VI tax in the amount of $1,200,000 are now available for the Downtown Projects; and WHEREAS, the Augusta Commission desires to contract with Authority to have the above described capital outlay projects constructed and to agree to a method for payment for such projects. NOW, THEREFORE, for and in consideration of the mutual covenants and agreements between the parties, it is agreed as follows: 1. Augusta agrees to appropriate the sum of $1,200,000 to Authority for the purpose of constructing the Downtown Projects, such sums to be expended as provided herein. 2. Authority shall cause the Downtown Projects, or phases thereof, to be designed and constructed by Authority at such times as Authority deems appropriate, in order to promote trade, commerce, industry and employment, with the cost of same to be paid by Authority. Upon the completion of one or more phases of a Project, and upon presentation of such supporting documentation evidence of the completion and payment as requested by the Augusta Finance Department, Augusta shall reimburse Authority the costs paid for the Project, or phase thereof, not to exceed the amount appropriated for the Downtown Projects. 2 3. Authority agrees that any funds that it may receive pursuant to this Agreement solely and exclusively for the construction of Downtown Projects. 4. In consideration of the disbursement of said funds, Authority shall observe all conditions that the law and/or this Agreement imposes on the use of said funds, which shall include, but not be limited to, the following: a) Authority shall only use the proceeds in connection with the capital outlay projects described in this Agreement and no other; and b) Authority covenants not to use said monies as part of its maintenance and operation budget nor for any purpose not authorized by O.C.G.A. §48-8-111(a). 5. Authority acknowledges that the projects must be used for the promotion and recruitment of trade, commerce, industry and employment in Augusta, Georgia. 6. In contracting for and constructing the Downtown Projects, Authority shall utilize a procurement/purchasing policy reasonably acceptable to Augusta or comply with the purchasing policies of Augusta, Georgia regarding the advertising for bids, the securing of bids, and payment, performance bonds, and contracting. Payments to any sub-contractor employed by Authority shall be made directly by Authority, subject to Augusta’s audit and approval. If the total project costs exceed the amount funded by Augusta, Authority shall provide proof of other funding sources to cover the excess prior to commencement of construction. Payments by Authority to sub-contractors shall be made only upon presentation of verified invoices. 7. Augusta enters this contract to promote economic development through a project to be operated or constructed by an eligible authority. 8. Augusta and any auditors employed by Augusta shall have the right to verify and audit the expenditures of Authority and the Project, sufficient to determine that the monies are being appropriately spent for the Project, in accordance with Georgia laws that govern the expenditures of Special Purpose Local Option Sales Tax monies. Official representatives of Augusta may inspect the official records of Authority, which relate to this project, at reasonable times and upon reasonable notice to Authority. 9. Each of the parties hereto warrants and represents to the other that it will comply with all the requirements of the laws of the State of Georgia. 10. This Agreement constitutes the entire agreement between the parties as to the matters described herein and may not be amended except by a written instrument, signed by each party’s duly authorized officers. IN WITNESS WHEREOF, Augusta and Authority have caused these presents to be executed by their respective, duly authorized officials, on the date entered above. 3 Augusta, Georgia By: ________________________________________ Mayor ATTEST: By: _______________________________________ Clerk of Commission Seal Downtown Development Authority of Augusta-Richmond County By: ________________________________________ As its ___________________________________ ATTEST: ____________________________________________ As its________________________________________ Commission Meeting Agenda 12/15/2015 2:00 PM MOU with Downtown Development Authority Department:Administrator Department:Administrator Caption:Motion to approve Memorandum of Understanding with Downtown Development Authority for SPLOST projects. (Approved by Finance Committee December 8, 2015) Background:SPLOST VI included $1,200,000 in funding for the Downtown Development Authority for capital improvement projects downtown. The DDA is currently designing enhancements to the Riverwalk project. This MOU authorizes the DDA to proceed with utilizing the available SPLOST VI funds for this and other capital improvement projects downtown. Analysis:This MOU is similar to the format utilized with other agencies for implementation of SPLOST projects. Financial Impact:Funding is available in SPLOST VI. Alternatives:Delay implementation of the SPLOST projects. Recommendation:Approve the Memorandum of Understanding with the Downtown Development Authority regarding reimbursements for SPLOST projects. Funds are Available in the Following Accounts: SPLOST VI REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Request to Continue GPS Tracking Service Subscription SkyBitz (formerly SignalTrac/GPS North America) Department:Risk Management/Fleet Management Department:Risk Management/Fleet Management Caption:Motion to approve the continuation of the GPS annual tracking service subscription with SkyBitz. (Approved by Finance Committee December 8, 2015) Background:The Vehicle Oversight Program and the purchase of the GPS Tracking units through GPS North America were approved by the Commission in November 2008 with additional units approved in June 2009. The current number of units totals 462. In 2015 GPS North America merged with SkyBitz. Analysis:Entering our eighth year of service. The GPS units were intended to modify the driving behavior of our workforce, that goal has been reached and is being maintained. Employees continue to drive at much lower speeds around town as well as on the interstate highways. At this time it is felt that removal of these units would be counterproductive to the gains made thus far. In order to continue to influence employees’ driving behavior it would be to management’s advantage to retain this resource in order to continue monitoring the driving habits of our employees. General fund vehicles and Fire fund vehicles continue to show a slight decrease in fuel usage. One of our largest departments, Augusta Utilities, shows a greater decrease in fuel usage than the other funds. Monitoring of their vehicles has become integrated into their daily activity and they show more consistent use of the system throughout the month. Additionally, the Utilities Department is looking to integrate the GPS system into their Work Order system allowing for a more efficient operation. The Augusta Commission requested Augusta Departments place greater emphasis on the GPS Vehicle Oversight Program especially in the area of vehicle location. Some other areas of monitoring include speed and unnecessary idle time. A procedure approved by the Commission is currently in the testing stages with several departments. Beginning in 2016 the Commission should begin to see quarterly summary reports of activity involving this program. Financial Impact:The merger of GPS North America and SkyBitz is bringing a reduction in Augusta’s cost for this program. Annual sustainment for tracking has been $144,000 for 462 units. That cost will be reduced by $2.00/unit for an annual savings of over $11,000. Total request $134,000 Alternatives:Do not approve the request and remove the GPS units from service. Recommendation:Approve the continuation of the GPS Tracking Service through 2020 with SkyBitz for $11,064.90/monthly rate. Funds are Available in the Following Accounts: 611-01-5211/5316210 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission MEMORANDUM OF UNDERSTANDING (MOU) between The Richmond County Sheriff’s Office and Accountability Courts The Richmond County Sheriff’s Office is clarifying compliance requirements related to the Drug Abuse Education and Treatment fund. The DATE fund has approximately $140,000.00 and the Richmond County Sheriff’s Office will do a 50/50 split with the Richmond County Accountability Court; therefore, $70,000.00 of the funding will go to the Accountability Court. The Sheriff’s Office is requesting to continue the 50/50 split agreement at the cap of $70,000.00. The funds for the Accountability Court would be capped at $70,000 unless funding went below 2015 levels and the Accountability Court funds would be reduced accordingly. Judge Sheriff David Watkins Richard Roundtree _________________________________ _____________________________________ Date _____________ Date ____________ Commission Meeting Agenda 12/15/2015 2:00 PM Approve revised allocation of Drug Alcohol Treatment and Education (DATE) proceeds Department:Finance Department:Finance Caption:Motion to approve the revised use of Drug Alcohol Treatment and Education (DATE) proceeds per the MOU between Sheriff Roundtree and Judge Watkins. Background:Use of revenue collected from DATE fine surcharges is limited to several specific qualifying expenditures defined by the enabling legislation. Historically Augusta has designated the use of that revenue to partially offset the cost of the current CHAMPS program and the former DARE program operated by the Sheriff's department . Judge Watkins has requested that a portion of this revenue in the amount of $70,000 be redirected to provide funding for the Accountability Court. Analysis:While the Accountability Court is a qualified use of the surcharge, it was unknown how the CHAMPS program would be sustained if a portion of its funding was removed. Sheriff Roundtree has identified replacement funding within his 2016 budget. A MOU between the Sheriff and Judge Watkins was signed agreeing to the terms of the proposed revenue split. However, control of the revenue resides with the governing body (Commission) and any use of those funds must be approved at that level. Financial Impact:There is no impact to the total level of the budget. This would be a reallocation of existing funding sources and uses. Alternatives:leave allocation as is, with no increase for Accountability Court Recommendation:Approve the MOU between Sheriff Roundtree and Judge Watkins which increases the level of funding for Accountability Court, offset by reductions absorbed by the Sheriff's budget. Funds are Available in the Following Accounts: $70,000 increase to Accountability Court $70,000 decrease to Sheriff's budget REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Vacation Buy Back Department:Clerk of Commission Department:Clerk of Commission Caption:Consider employees' buy back of annual leave for the 2015 fiscal year. (No recommendation from Finance Committee December 8, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Augusta-Richmond County, Georgia Bridge Repair and Restoration Change Number Two BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is authorized to CPB#371-041110-T13041222 to award the construction contract to JHC Corp for the 7th Street Bridge over the Augusta Canal Bridge Repair in the amount $1,468,821.00 upon receipt of signed contracts and proper bonds. Funding is available in the TIA project budget account and SPLOST VI. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. 150,000$ TIA Construction 561,799$ SPLOST VI 907,022$ 1,618,821$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Honorable Hardie Davis, Jr., Mayor PLEASE DO NOT PROCESS THIS COPY. ONCE ITEM IS APPRVED AN ORIGINAL WILL BE FORWARDED FOR PROCESSING. QUESTIONS PLEASE CALL EXT 5070. CPB#371-041110-T13041222 CAPITAL PROJECT BUDGET 7th Street Bridge over the Augusta Canal TIA Funds 1 of 2 11.20.2015 Augusta-Richmond County, Georgia CPB#371-041110-T13041222 CAPITAL PROJECT BUDGET 7th Street Bridge over the Augusta Canal CPB AMOUNT NEW SOURCE OF FUNDS CPB CPB TIA Funds (150,000)$ (150,000)$ 371-041110-T13041222 TIA Construction 371-041110-T13041222 (561,799)$ (561,799)$ SPLOST (907,022)$ (907,022)$ TOTAL SOURCES: (150,000)$ (1,468,821)$ (1,618,821)$ USE OF FUNDS ENGINEERING 371-041110-5212115-T13041222 150,000$ 150,000$ TIA CONSTRUCTION 371-041110-5414210-T13041222 1,468,821$ 1,468,821$ TOTAL USES:150,000$ 1,468,821$ 1,618,821$ Invitation to Bid Sealed bids will be received at this office on Tuesday, November 10, 2015 @ 3:00 p.m. for furnishing: Bid Item #15-224 7th Street Bridge Over Augusta Canal (Bridge Replacement) for Engineering Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $40.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Thursday, September 24, 2015. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid/Telephone Conference will be held on Wednesday, October 21, 2015, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. If you choose to teleconference there is a $35.00 fee. The call-in telephone number is 1-888-331-7677 (U.S. & Canada) and 713-9366995 (International). Call one of the dial-in numbers at least five (5) minutes prior to conference. Make the $35.00 check payable “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901. All questions must be submitted in writing by fax to 706-821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, October 23, 2015 @ 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 60 days after time has been called on the date of opening. A 10% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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 September 24, October 1, 8, 15, 2015 Metro Courier September 30, 2015 Revised: 1/12/2015 VENDORS E. R. SNELL CONTRACTOR 5102 PIERCE COURT EVANS, GA 30809 JHC CORPORATION 1029 N PEACHTREE PKWY # 359 PEACHTREE CITY, GA 30269 Attachment "B" YES YES E-Verify # 22114 413897 SAVE Form YES YES Bid Bond YES YES BASE BID TOTAL $1,507,959.15 $1,468,821.00 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 8 Total Electronic Notifications (Demandstar): 148 Mandatory Pre-Bid/Telephone Conference: 4 Total packages submitted: 2 Total Noncompliant: 0 The following vendors submaitted a statement of "No Bid": BEAMS SITE PREP / 1456 EDGEFIELD ROAD / NORTH AUGUSTA, SC 29860 BLAIR CONSTRUCTION / PO BOX 770 / EVANS, GA 30809 Bid Opening Bid Item #15-224 7th Street Bridge Over Augusta Canal (Bridge Replacement) for Augusta, Georgia - Engineering Department Bid Due: Tuesday, November 10, 2015 @ 3:00 p.m. Page 1 of 1 Commission Meeting Agenda 12/15/2015 2:00 PM 7th Street Bridge over Augusta Canal ( Bridge Replacement)TIA #15-224 Department:Abie L. Ladson, Director Department:Abie L. Ladson, Director Caption:Motion to approve award of Construction Contract to JHC Corporation in the amount of $1,468,821.00 for Transportation Investment Act (TIA) Project, 7th Street Bridge over Augusta Canal (Bridge Replacement) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid Item 15-224) (Approved by Engineering Services Committee December 8, 2015) Background:7th Street Bridge over Augusta Canal (Bridge Replacement) Project is one (1) of fifty (50) City of Augusta, Georgia TIA (aka TSPLOST) projects. It is bridge replacement project. The existing structure is not meeting current standards. The project consists of reconstructing the bridge by replacing existing structure with box culvert structure. Work also includes relocation of waterline and other utilities that are located within project limits. Analysis:Bids were received on November 10, 2015 with JHC Corporation being the low bidder. The bid results are as follow: CONTRACTORS BID 1. E.R. Snell Contractor $1,507,959. 2. JHC Corporation $1,468,821.00 It is the recommendation of the Engineering Department to award this project to JHC Corporation. Financial Impact:Funds are allowable in Project TIA funds and Engineering SPLOST VI funds upon Commission approval. Alternatives:1). Approve award of Construction Contract to JHC Corporation in the amount of $1,468,821.00 for Transportation Investment Act (TIA) Project, 7th Street Bridge over Augusta Canal (Bridge Replacement) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. 2). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Project TIA Funds ($561,799.07) and SPLOSTVI ($907,021.93) 371-04-1110-T130412222 - $561,799.07 328-04-1110-211828102 - $800,000 328-04-1110-211828012 - $107,021.93 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM MOU for Jones Street Alley project Department:Engineering Department:Engineering Caption:Motion to approve Memorandum of Understanding with Downtown Development Authority for Jones Street Alley project. (Approved by Engineering Services Committee December 8, 2015) Background:At the August 18, 2015, meeting, the Commission approved a project on Jones Street Alley from McCartan to James Brown Boulevard, to create a one-way street, to create additional parking spaces, and to make related street improvements. The Commission approved a budget in the amount of $100,000 for this project. Analysis:In order to expedite the completion of the work, the Engineering Department recommends utilizing the existing DDA contract with Cranston Engineering, for the James Brown Boulevard streetscape project, to complete the design work for the Jones Street Alley improvements. Financial Impact:Funds in the amount of $28,967.50 for this MOU are available in the Jones Street Alley project account. Alternatives:Delay construction and have Engineering Department manage the project in-house. Recommendation:Approve the Memorandum of Understanding with the Downtown Development Authority for the Jones Street Alley project. Funds are Available in the Following Accounts: Available in the TIA Discretionary Fund account for the Jones Street Alley project. REVIEWED AND APPROVED BY: Procurement Finance Law Administrator Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is set up and authorized to CPB#371-041110/T13048130 and to award the Construction Contract for the Old Waynesboro Road over Spirit Creek (Bridge Replacement) to E.R. Snell Contraction in the amount of $3,978,534.40 contingent upon receipt of signed contracts and proper bonds. Funding is available in the project TIA account and SPLOST. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. 165,000$ 150,800$ 2,621,010$ SPLOST 1,357,525$ 4,294,335$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Honorable Hardie Davis, Jr., Mayor TIA Construction CPB#371-041110/T13048130 CAPITAL PROJECT BUDGET Old Waynesboro Road Over Spirit Creek - Bridge Replacement TIA Design TIA Discretionary Change Number Two Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks 1 of 3 11.19.2015 Augusta-Richmond County, Georgia CPB#371-041110/T13048130 CAPITAL PROJECT BUDGET Old Waynesboro Road Over Spirit Creek - Bridge Replacement 2 of 3 11.19.2015 Augusta-Richmond County, Georgia CPB#371-041110/T13048130 CAPITAL PROJECT BUDGET Old Waynesboro Road Over Spirit Creek - Bridge Replacement CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB TIA Funds (165,000)$ (165,000)$ 371-04-1110-5212115/T13048130 TIA Discretionary Funds (150,800)$ (150,800)$ TIA Funds 371-04-1110-5414110/T13048130 (2,621,010)$ (2,621,010)$ SPLOST VI (1,357,525)$ (1,357,525)$ TOTAL SOURCES: (315,800)$ (3,978,535)$ (4,294,335)$ USE OF FUNDS ENGINEERING 371-04-1110-5212115/T13048130 315,800$ 315,800$ ENGINEERING 371-04-1110-5414110/T13048130 3,978,535$ TOTAL USES:315,800$ 3,978,535$ 4,294,335$ 3 of 3 11.19.2015 Invitation to Bid Sealed bids will be received at this office on Wednesday, November 4, 2015 @ 3:00 p.m. for furnishing: Bid Item #15-223 Old Waynesboro Road Over Spirit Creek (Bridge Replacement) for Engineering Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from ARC Southern. The fees for the plans and specifications which are non-refundable are $285.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.e-arc.com) at no charge through ARC Southern (706 821-0405) beginning Thursday, August 24, 2015. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid/Telephone Conference will be held on Tuesday, October 20, 2015, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. If you choose to teleconference there is a $35.00 fee. The call-in telephone number is 1-877-331-7677 (U.S. & Canada) and 713-936-6995 (International). Call one of the dial-in numbers at least five (5) minutes prior to conference. Make the $35.00 check payable “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901. All questions must be submitted in writing by fax to 706-821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Thursday, October 22, 2015 @ 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 60 days after time has been called on the date of opening. A 10% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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 September 24, October 1, 8, 15 2015 Metro Courier September 30, 2015 Revised: 1/12/2015 Bid Opening Bid Item #15-223 Old Waynesboro Road Over Spirit Creek (Bridge Replacement) for Augusta, Georgia - Engineering Department Bid Due: Wednesday, November 4, 2015 @ 3:00 p.m. VENDORS E. R. SNELL CONTRACTOR 5102 PIERCE COURT EVANS, GA 30809 Attachment "B"YES E-Verify #22114 SAVE Form YES Bid Bond YES BID TOTAL $3,978,534.40 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 147 Mandatory Pre-Bid Conference/Telephone Conference Attendees: 3 Total packages submitted: 1 Total Noncompliant: 0 The following vendors submitted a statement of "NO BID": BEAMS CONTRACTING / 15030 ATOMIC ROAD / BEECH ISLAND SC 29842 JHC CORPORATION / 1029 N PEACHTREE PKWY # 359 / PEACHTREE CITY, GA 30269 Page 1 of 1 Yvonne Gentry DBE Director TO: FROM: DATE: SUBJECT: MEMORANDUM Abie Ladson, Engineering Yvonne Gentry, Coordinat ", /MDisadvantaged Business Entd[flri$ Department November 17,2015 REVIEW AND APPROVAL OF REGOMMMENDED CONTRACTOR Bad#15-223 old waynesboro Road over spirit creek (Bridge Replacement) This memo is to transmit the review and concurrence of compliance by E.R. Snell Gontractor. The Augusta, Georgia code requires a contractor to meet the assign LSBOP Utilization goal orprovide evidence of completing good faith efforts The goal established for Old Waynesboro Road over Spirit Creek (Bridge Replacement) project is8%. The bidder/offeror was unable to meet the goal and has satisiied the good fiiin irorts required by Augusta Richmond County. The next phase of this process will be for the DBE Department to work with the bidder/offeror todevelop a plan of action to increase their proposed committed LSBOP Utilization goal. The bidder/offeror has agreed to work in cooperation with the DBE Department if awarded flie project. The goal setting methodology included the following factors based on good faith efforts of thecontractor:. The project total estimated costo Value of the scope of work where availability exists. Maximum participation to be achieved through locally owned small business Contractor must prepare and submit a monthly utilization report with each pay request to theDBE Department. lf you have questions, prease contact me at (706) 921-2406'. Disadvantaged Business Enterprise Department 530 Greene Street - Room 6008 - Augusta GA 30901-4414 (706) 821-240c- Fax (706) s2t-4228 WWW.AUGUSTAGA.GOV Commission Meeting Agenda 12/15/2015 2:00 PM Old Waynesboro Road over Spirit Creek ( Bridge Replacement) Department:Abie L. Ladson, Director Department:Abie L. Ladson, Director Caption:Motion to approve award of Construction Contract to E.R. Snell Contractor in the amount of $3,978,534.40 for Transportation Investment Act (TIA) Project, Old Waynesboro over Spirit Creek (Bridge Replacement) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Approved by Engineering Services Committee December 8, 2015) Background:Old Waynesboro Bridge Road over Spirit Creek Bridge Replacement Project is one (1) of fifty (50) City of Augusta, Georgia TIA (aka TSPLOST) projects. It is bridge replacement project. The existing structure is structurally deficient and does not meet current standards. The project consists of enhancing structural integrity of the structure by reconstructing the bridge. Work also includes construction of bike lanes, sidewalks, and curb & gutter. Analysis:Bids were received on November 4, 2015 with E.R. Snell being the low bidder. The bid results are as follow: CONTRACTORS BID 1. E.R. Snell Contractor $3,978,534.40 Note: Only one bid was received. It is the recommendation of the Engineering Department to award this project to E.R. Snell Contractor, Inc. Financial Impact:Funds are allowable in Project TIA funds and Engineering SPLOST VI funds upon Commission approval. Alternatives:1). Approve award of Construction Contract to E.R. Snell Contractor in the amount of $3,978,534.40 for Transportation Investment Act (TIA) Project, Old Waynesboro over Spirit Creek (Bridge Replacement) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. 2). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Recommendation:Approve Alternative Number One Funds are Available in the Following Accounts: Project TIA Funds ($2,621,009.15) and SPLOSTVI ($1,357,525.25) 371-04-1110-T13048130-$2,621,009.15 328-04- 1110-211828801-$800,000 328-04-1110-211828012-$557,525 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is set up and authorized to CPB#371041110-T13047216 to award the Construction Contract to E.R. Snell Contractor in the amount of $898,707.65 for the Scotts Way Over Rae's Creek - Bridge Replacement contingent upon receipt of signed contracts and proper bonds. Funding is available in TIA project budget account number. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. 100,780$ 31,810$ TIA Construction 898,708$ 1,031,298$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Honorable Hardie Davis, Jr., Mayor Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department CPB#371-041110/T13047216 CAPITAL PROJECT BUDGET Scotts Way Over Rae's Creek _ Bridge Replacement TIA Design TIA Design Change Number Two PLEASE DO NOT PROCESS THIS COPY. ONCE ITEM IS APPRVED AN ORIGINAL WILL BE FORWARDED FOR PROCESSING. QUESTIONS PLEASE CALL EXT 5070. Page 1 of 2 11.19.2015 Augusta-Richmond County, Georgia CPB#371-041110/T13047216 CAPITAL PROJECT BUDGET Scotts Way Over Rae's Creek _ Bridge Replacement CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB TIA Funds ($132,590) ($132,590) 371-04-1110-5212115/T13047216 TIA Construction 371-04-1110-5414110/T13047216 ($898,708) ($898,708) TOTAL SOURCES: ($132,590) ($898,708) ($1,031,298) USE OF FUNDS ENGINEERING 371-04-1110-5212115/T13047216 $132,590 $132,590 ENGINEERING 371-04-1110-5414110/T13047216 $898,708 $898,708 TOTAL USES:$132,590 $898,708 $1,031,298 Page 2 of 2 11.19.2015 Invitation to Bid Sealed bids will be received at this office on Thursday, November 12, 2015 @ 3:00 p.m. for furnishing: Bid Item #15-233 Scotts Way Over Raes Creek (Bridge Replacement) for Engineering Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $60.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Thursday, October 1, 2015. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid/Telephone Conference will be held on Friday, October 23, 2015, @ 10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. Make the $35.00 check payable “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901. All questions must be submitted in writing by fax to 706-821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, October 27, 2015 @ 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 60 days after time has been called on the date of opening. A 10% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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 October 1, 8, 15, 22, 2015 Metro Courier October 7, 2015 Revised: 1/12/2015 VENDORS BEAMS CONTRACTING 15030 ATOMIC ROAD BEECH ISLAND SC 29842 E. R. SNELL CONTRACTOR 5102 PIERCE COURT EVANS, GA 30809 JHC CORPORATION 1029 N PEACHTREE PKWY # 359, PEACHTREE CITY, GA 30269 L. C. WHITFORD 3765 Francis Circle Alpharetta, GA 30004 Bid Opening Bid Item #15-233 Scotts Way Over Raes Creek (Bridge Replacement) for Augusta, Georgia - Engineering Department Bid Due: Thursday, November 12, 2015 @ 3:00 p.m. Total Number Specifications Mailed Out: 25 Mandatory Pre-Bid/Telephone Conference: 4 Total packages submitted: 3 Total Noncompliant: 0no bidAttachment "B"YES YES YES E-Verify #22114 413897 121206 SAVE Form YES YES YES Bid Bond YES YES YES BASE BID TOTAL $898,707.65 $1,328,313.10 $1,243,018.17no bidPage 1 of 1 Commission Meeting Agenda 12/15/2015 2:00 PM Scotts Way over Raes Creek (Bridge Replacement) TIA 15-233 Department:Abie L. Ladson, Director Department:Abie L. Ladson, Director Caption:Motion to approve award of Construction Contract to E.R. Snell Contractor in the amount of $898,707.65 for Transportation Investment Act (TIA) Project, Scotts Way over Raes Creek (Bridge Replacement) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds. (Bid Item 15- 233) (Approved by Engineering Services Committee December 8, 2015) Background:Scotts Way over Raes Creek (Bridge Replacement) Project is one (1) of fifty (50) City of Augusta, Georgia TIA (aka TSPLOST) projects. It is bridge replacement project. Existing structure is old and showing signs of spalling on the deck sections and is not meeting current standards. The project consists of enhancing structural integrity of the structure by reconstructing the bridge. Work also includes replacement of approximately 100’ of asphalt and curb and gutter on either end of the bridge. Analysis:Bids were received on November 12, 2015 with RHC Corporation being the low bidder. The bid results are as follow: CONTRACTORS BID 1. RHC Corporation $1,328,313.10 2. ER Snell Contractor $898.707.65 3. L.C. Whitford $1,243,018.17 It is the recommendation of the Engineering Department to award this project to E.R. Snell Contractor. Financial Impact:Funds are allowable in Project TIA funds. Alternatives:1). Approve award of Construction Contract to E.R. Snell Contractor in the amount of $898,707.65 for Transportation Investment Act (TIA) Project, Scotts Way over Raes Creek (Bridge Replacement) as requested by AED. Award is contingent upon receipt of signed contracts and proper bonds.2). Do not approve and find alternative to complete the project and meet TIA project completion schedule. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Project TIA Funds REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 12/15/2015 2:00 PM Minutes Department: Department: Caption:Motion to approve the minutes of the regular meetings of the Commission held November 17, 2015, December 1, 2015 and Special Called Meetings held December 1 and 8, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Pension Committee Department: Department: Caption:Motion to approve adoption of the revised Adoption Agreements, General Addendum, and Service Credit Purchase Agreement for the GMEBS I Plan. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Pension Committee Department: Department: Caption:Motion to approve a request to add loans to the Richmond County Commission’s 457 Plan. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Pension Committee Department: Department: Caption:Motion to approve the Restatement and Termination of Augusta- Richmond County Planning Commission’s Georgia Municipal Association 401(a) Defined Contribution Plan. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Appointment District 7 Department: Department: Caption:Motion to approve the appointment of Ann Helms to the Citizens Small Business Advisory Committee representing District 7. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Legislative Appointment Historic Preservation Commission Department: Department: Caption:Motion to ratify the Augusta-Richmond County Legislative Delegation's appointment of Dr. Russell R. Moores to the ARC Historic Preservation Commission. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Appt. Tax Assessor Board Department: Department: Caption:Motion to approve the appointment of Mr. Frank Middleton to Board of Tax Assessors to fill the seat held by Bernard Johnson. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 12/15/2015 2:00 PM Affidavit Department: Department: Caption:Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: