Engineering Services Committee Meeting

Engineering Services Committee Committee Room- 3/10/2008- 12:45 PM Meeting ENGINEERING SERVICES 1. Approve request for authorization to make emergency Attachments repairs to the Augusta Canal at location behind 1445 Greene Street. 2. Approve funds in the amount of $51,896.62 for the cost Attachments associated with the asphalt repairs in conjunction with the recent water line replacement projects on Malvern Lane and Happy Circle. 3. Approve phase II cart implementation for the Solid Waste Attachments Department. 4. Motion to authorize condemnation of a portion of property Attachments No. 051-0-113-00-0 located at 3974 Bolton Street for 1,059 square feet of permanent easement and 553 square feet of temporary easement appraised at $585.00 necessary for the 50130 Butler Creek Collector, Belair Hills, AUD Project. 5. Authorize award of bids for Pre-purchase of Tank Cover Attachments System Equipment (Bid Item 07-178B) for the James B. Messerly WPCP Master Plan Implementation Phase 1 Project to the lowest responsive bidder. 6. Report from the Public Services Department regarding the Attachments drainage problems on Corinth Road, Blackberry Road and Scavone Road. (Referred from February 25 Engineering Services) 7. Motion to authorize condemnation of a portion of a Attachments property owned by Marcia L. Gamma: 1,602 square feet  of permanent easement and 1,999 square feet of temporary easement, PIN: 132-3-013-00-0 property address: 3722 Concord Avenue in connection with the 60107 Butler Creek East Upgrade Project, Utilities Department. 8. Motion to authorize condemnation of a portion of the Attachments following properties owned by Robert D. Parham (deceased) and Jessye Madelyn Parham (deceased): 1,000 square feet of permanent construction easement and 500 square feet of temporary easement, PIN: 052-0-141-00-0, property address: 3923 Carolyn Avenue; 1001 square feet of permanent construction easement, PIN: 052-0-140-00- 0, no temporary easement; Property address: 3921 Carolyn Avenue; 1,000 square feet of permanent construction easement and 500 square feet of temporary easement, PIN: 052-0-142-00-0, property address: 3925 Carolyn Avenue; in connection with the 50130 Butler Creek Collector - Belair Hills Estates Project, Utilities Department. 9. Motion to approve an Option for Right-of-Way between Attachments Elizabeth Carol Maile-Hill as owner, and Augusta, Georgia, as optionee, for 0.011 acre (461.84 sq. ft) in fee and 0.005 acre (209.97 sq. ft.) of permanent construction & maintenance easement for the following property located at 2809 Brickrun Way for a purchase price of $33,200.00, in connection with the Alexander Drive Project; GDOT Project No. – STP-0001-00(794), ARC Project No.: 323-04-296823215; Project Parcel 54 (Tax Map 013-1, Parcel 249). www.augustaga.gov  Engineering Services Committee Meeting 3/10/2008 12:45 PM Augusta Canal Emergency Repair behind 1445 Greene Street Department: Public Services Caption: Approve request for authorization to make emergency repairs to the Augusta Canal at location behind 1445 Greene Street. Background: The affected area is approximately 25 foot deep and 50 foot wide. The velocity of the water is continuing to cause the banks to erode. Currently there is approximately eight foot of private property that has been lost, to include an eight foot chain link fence that has fallen into the canal. Analysis: A large tree fell into the canal that caused the water from the canal to begin to divert around the tree, causing tremendous erosion on the banks. Financial Impact: Bids were solicited from four vendors, with only one responding. Cost will be approximately $48,500.00 Alternatives: 1. Approve request for authorization to make emergency repairs to the Augusta Canal at location behind 1445 Greene Street. 2. Seek formal bids and, with additional delay, the bank will continue to erode. Recommendation: 1. Approve request for authorization to make emergency repairs to the Augusta Canal at location behind 1445 Greene Street. Funds are Available in the Funds are available in SPLOST Account #327-04.1110/296- Following 81.2014. Accounts: Cover Memo Item # 1 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 1  Engineering Services Committee Meeting 3/10/2008 12:45 PM Award Change Order to Blair Construction for paving of Malvern Lane and Happy Circle Department: Augusta Utilities Department Caption: Approve funds in the amount of $51,896.62 for the cost associated with the asphalt repairs in conjunction with the recent water line replacement projects on Malvern Lane and Happy Circle. Background: Malvern Lane and Happy Circle are two locations within AUD's water system that have historically been plagued with problems. Most recently, Malvern Lane had a series of water main breaks and Happy Circle has been insufficient in size to serve the cutomers at that location. AUD utilized the existing water line replacement contract to construct new water lines at these locations. While funding for the water line construction was availabel in the water line replacement contract, additional funding is needed for the necessary roadway repairs. Analysis: Based on analysis of pavement costs of other projects, AUD feels the cost of $51,896.62 for roadway repairs is reasonable particularly considering the expedited manner required for the work completion. Financial Impact: Additional funding needed for this project is $51,896.62.00. These funds are available from the following accounts: 507043410542511080600040-5425110 Alternatives: 1. Do not approve funding for the roadway repair. Recommendation: It is recommended to approve funding. Funds are Available in the 507043410542511080600040-5425110 Following Cover Memo Item # 2 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 2  Engineering Services Committee Meeting 3/10/2008 12:45 PM Cart implementation, Phase II Department: Solid Waste Caption: Approve phase II cart implementation for the Solid Waste Department. Background: The Solid Waste Department initiated a new contract with three solid waste collection contractors to service approximately 60,000 households. The commission approved the use of 64 gallon carts in place of 18 gallon bins for recycling. The contractors worked under the assumption that Augusta would be replacing those assets based on the contract negotiations. This allowed Augusta to transition to a fully automated commingled recycling program. It makes the system more efficient as well as more user friendly to the citizens. By making it more user friendly, recycling participation should increase. The commission approved the concept of owning its own carts. This was done for several reasons. First, it provides long term benefits to the city, including running our own services in the future, should contractors cost increase dramatically. Second, by amending the billing system, a cart program will assist Augusta in auditing and locating all its assets, therefore, limiting billing discrepancies. Third, it ensures that the haulers charge us a fair price for the services provided. Finally, it will provide a uniform look within the city. In 2006, Augusta implemented phase I of the cart replacement program. We replaced approximately 32,640 garbage carts and delivered 3,790 recycling cans. Analysis: By approving phase II many positives can be identified for Augusta. First, Augusta will own its own infrastructure. This allows Augusta to have more options at the end of this contract. Should Augusta choose to re-bid this contract, then only trucks will need to be moved. Under the existing system, carts and trucks would need to be relocated, causing disruption to a portion of our customers. It further allows Cover Memo Item # 3  Augusta to enter the collection business should the contractors cost get out of hand in the future. This allows Augusta to spread its capital cost over several years, as well as mobilize assets efficiently. Second, a sound asset management program should reduce, if not eliminate discrepancies between what Augusta bills the citizens versus what we get billed by the haulers. Owning and managing our carts allows us to know which customer has our carts, and allows us to know how many carts are assigned to each hauler. This allows us to verify the bills received by the hauler, as well as bill the citizens more accurately. This system ensures competitive pricing by contractors. Replacing the carts of some contractors saves Augusta money on the day the cart is replaced. Advanced disposal charges $1.25 per cart per month, while Augusta Disposal Charges $.75 per cart per month, and Inland Services charges $.10 per cart per month. The cost per cart on a five year amortization schedule is $.96, a seven year amortization schedule is $.63 and a ten year amortization schedule is $.48 per cart per month. When we replaced Advanced Disposals carts, the contract saved an instant $387,870 per year of the contract. Finally, the city gets an improved aesthetic appeal. Neighborhoods will have the same type, style and color of cart all put out on one day. This adds value back into neighborhoods. It also allows for active communications with the public. When the carts are delivered, an information packet goes along with it. This provides the customer with do’s and don’ts as well as other key information about Augusta’s solid waste program. The Solid Waste Department recommends spending $1.5 million on carts within 2008. This will replace all of Augusta Disposals carts as well as purchase and implement more recycling carts. Our recommendation is based on the fact that the costs are almost similar (depending on the amortization schedule used), there is a limited impact to cash flow; however, it provides Augusta with a positive asset moving forward. The replacement of Inland services carts should be held until last as the benefits are noncash items. The way in which Inland bid, will in fact cost Augusta cash flow. Overall though, the savings received throughout the life of the contract will pay for the carts of Inland Services. The department finally recommends that we finance the carts over a 5 year period through GMA leasing. A cart comes with a 10 year warranty, so financing over five years does not exceed the actual life of the product. Financial Impact: The financial impact on the operating fund is anticipated to be $300,000 per year for five years. These funds were Cover Memo Item # 3  budgeted and approved within the 2008 budget. Simply put, with a cost of $.75 per month, and a warranty and lifecycle of 10 years, Augusta’s true cost for the asset is $.48 per month. Alternatives: 1. Approve phase II cart implementation. 2. Do not purchase the carts Recommendation: Approve Alternative 1. Funds are Available in the 542-04-4110/6111631 Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 3  Engineering Services Committee Meeting 3/10/2008 12:45 PM Condemnation of Property – Donald S. Walton (Yushever N. Walton) Department: Attorney Caption: Motion to authorize condemnation of a portion of property No. 051-0-113-00-0 located at 3974 Bolton Street for 1,059 square feet of permanent easement and 553 square feet of temporary easement appraised at $585.00 necessary for the 50130 Butler Creek Collector, Belair Hills, AUD Project. Background: Property is owned by Donald S. Walton awarded to Yushever N. Walton through a divorce decree. To this date, however, no deed has been recorded transferring the property into Mrs. Walton’s name. The easement will be used in conjunction with an Augusta Engineering project that has already been advertised for bid. Analysis: See background Financial Impact: $585.00 from project funds Alternatives: Recommendation: Authorize condemnation of stated portion of property for projects to proceed as scheduled. Funds are Available in the 509043420-5411120/80150130-5411120 Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4 Administrator. Clerk of Commission Cover Memo Item # 4 Attachment number 1 Page 1 of 1 Item # 4  Engineering Services Committee Meeting 3/10/2008 12:45 PM James B. Messerly WPCP Master Plan Implementation Phase 1 Project pre-purchase of Tank Cover System Equipment (Bid Item 07-178B). Department: Utilities Caption: Authorize award of bids for Pre-purchase of Tank Cover System Equipment (Bid Item 07-178B) for the James B. Messerly WPCP Master Plan Implementation Phase 1 Project to the lowest responsive bidder. Background: The Augusta Utilities Department, in order to take advantage of Augusta's tax exempt status, has prepared nine (9) bid packages for various significant equipment items for the James B. Messerly WPCP Master Plan Implementation Phase 1 Project. The Procurement Department has used those bid packages to solicit bids through the normal bidding process. Eight of these bids have previously been awarded by the Commission. This final package for Tank Cover Systems (Bid Item 07-0178B) was previously rejected because we only received one bid that was approximately $350,000 over our budget estimate. The following bids were received in response to our procurement process for Tank Cover System Equipment (Bid Item 07-178B): Conservatek Industries $1,639,900.00 Hallsten Corporation $1,197,066.00 Analysis: Our Design Engineer for ths project has reviewed both bids for completeness and determined that the low bidder, Hallsten Corporation, is complete and meets the requirements of this project. The price offered by Hallsten is below our original budget estimate and is about $500,000 less that the previously rejected bid. Financial Impact: $1,197,066.00 from 2004 bond funds (Account 511043420- 5425210/80280130-5425210). Alternatives: No alternatives recommended. Cover Memo Item # 5 Recommendation: We recommend that the Commission authorize the award of theTank Cover System Equipment (Bid Item 07-178B) to the lowest bidder, Hallsten Corporation, at a price of $1,197,066.00. Funds are Available in the 511043420-5425210/80280130-5425210 Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Administrator. Clerk of Commission Cover Memo Item # 5 Attachment number 1 Page 1 of 1 Item # 5 Attachment number 2 Page 1 of 2 Item # 5 Attachment number 2 Page 2 of 2 Item # 5  Engineering Services Committee Meeting 3/10/2008 12:45 PM Maintenance of Dirt Roads Department: Clerk of Commission Caption: Report from the Public Services Department regarding the drainage problems on Corinth Road, Blackberry Road and Scavone Road. (Referred from February 25 Engineering Services) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 6  Engineering Services Committee Meeting 3/10/2008 12:45 PM Property Condemnation-Construction of Permanent and Temporary Easement, Marcia L. Gamma Department: Attorneys Caption: Motion to authorize condemnation of a portion of a property owned by Marcia L. Gamma: 1,602 square feet of permanent easement and 1,999 square feet of temporary easement, PIN: 132-3-013-00-0 property address: 3722 Concord Avenue in connection with the 60107 Butler Creek East Upgrade Project, Utilities Department. Background: The Utilities Department has been unsuccessful in their attempts to contact the property owner and the project has to proceed according to schedule. Through indirect sources, it was learned that the property owner is not in the area. The appraisal value of the easements is $501.00. Analysis: Condemnation is required in order to acquire the easements Financial Impact: The necessary costs will be covered by the project budget. Alternatives: None practical – action is necessary to proceed with project. Recommendation: Approve the authorization to condemn. Funds are Available in the 511043420-5411120/80360107-5411120 Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7 Administrator. Clerk of Commission Cover Memo Item # 7 Attachment number 1 Page 1 of 1 Item # 7  Engineering Services Committee Meeting 3/10/2008 12:45 PM Property Condemnation–Robert D. Parham and Jessye Parham Department: Attorneys Caption: Motion to authorize condemnation of a portion of the following properties owned by Robert D. Parham (deceased) and Jessye Madelyn Parham (deceased): 1,000 square feet of permanent construction easement and 500 square feet of temporary easement, PIN: 052-0-141-00-0, property address: 3923 Carolyn Avenue; 1001 square feet of permanent construction easement, PIN: 052-0-140-00-0, no temporary easement; Property address: 3921 Carolyn Avenue; 1,000 square feet of permanent construction easement and 500 square feet of temporary easement, PIN: 052-0-142-00-0, property address: 3925 Carolyn Avenue; in connection with the 50130 Butler Creek Collector - Belair Hills Estates Project, Utilities Department. Background: Both property owners are deceased. The appraised value of the above stated easements is $1,601.00. Analysis: Condemnation is required in order to acquire the easements. Financial Impact: The necessary costs will be covered by the project budget. Alternatives: None practical – action is necessary to proceed with project. Recommendation: Approve the authorization to condemn. Funds are Available in the Account # 511043420-5411120/80150130-5411120 Following Accounts: Cover Memo Item # 8 REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Cover Memo Item # 8 Attachment number 1 Page 1 of 1 Item # 8  Engineering Services Committee Meeting 3/10/2008 12:45 PM ROW Acquisition Alexander Drive Project - Elizabeth Carol Maile-Hill Department: Attorneys Caption: Motion to approve an Option for Right-of-Way between Elizabeth Carol Maile-Hill as owner, and Augusta, Georgia, as optionee, for 0.011 acre (461.84 sq. ft) in fee and 0.005 acre (209.97 sq. ft.) of permanent construction & maintenance easement for the following property located at 2809 Brickrun Way for a purchase price of $33,200.00, in connection with the Alexander Drive Project; GDOT Project No. – STP-0001-00(794), ARC Project No.: 323-04- 296823215; Project Parcel 54 (Tax Map 013-1, Parcel 249). Background: The property owner has agreed to convey a certain right-of- way and easement to Augusta, Georgia, for the Alexander Drive project. Analysis: The purchase of the referenced property is necessary for the project to proceed according to schedule Financial Impact: The costs necessary for this purchase will be covered under the project budget. Alternatives: Deny the motion to approve the purchase of the referenced property. Recommendation: Approve the motion to purchase the referenced property. Funds are Available in the 323041110 -5411120 296823215 – 5411120 Following Accounts: Cover Memo Item # 9 REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Cover Memo Item # 9 Item # 9 Item # 9 Item # 9 Item # 9