Engineering Services Committee Meeting

Engineering Services Committee Commission Chamber- 10/24/2011- 12:55 PM Meeting ENGINEERING SERVICES 1. Approve Change Orders #1 and #2 on PO 190658 to Acme Attachments Moving and Storage for moving of court related offices to the new Augusta Judicial Center and John H. Ruffin Courthouse in the amount of $24,057.60 for additional services requested by court officials. The revised PO amount will be $292,432.60. 2. Consider a request from The First Tee of Augusta regarding an Attachments adjustment of their monthly water rate and report from staff regarding the water usage at other golf courses. (Referred from October 10 Engineering Services Committee) 3. Approve and accept the Resolution and Agreement (Contract) Attachments from the Georgia Department of Transportation (GDOT) for the Acquisition of Right of Way to improve the Windsor Spring Road Section V Project, CPB Change Number Ten (323- 041110-299823786). Also, approve to adopt the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and GDOT guidelines for this Project and authorize Augusta, Georgia Mayor to execute this Resolution and Agreement for the Engineering Department. www.augustaga.gov  Engineering Services Committee Meeting 10/24/2011 12:55 PM Judicial Center Move - CO 1&2 Department: Recreation, Parks and Facilities - Facilities Management Caption: Approve Change Orders #1 and #2 on PO 190658 to Acme Moving and Storage for moving of court related offices to the new Augusta Judicial Center and John H. Ruffin Courthouse in the amount of $24,057.60 for additional services requested by court officials. The revised PO amount will be $292,432.60. Background: RFP 10-168 was issued and bid using a specific furniture inventory and estimated number of file boxes and other items to move. As operations began, it became necessary to rent document storage carts for a longer time frame than initially anticipated. Furthermore, court operations elected to relocate more of their electronic filing systems than were initially included in the RFP. Analysis: The additional cart and storages rental was required due to the volume of files that had to be stored while still remaining accessible to the courts. The original building plans were based on a typical floor layout. The actual furnishings and open office systems installed were slightly different than the initial assumption and allowed for the departments to relocate additional existing equipment to increase document storage capacity. Financial Impact: The cost of the Change Orders is $24,057.60 for a revised PO of $292,432.60 funded from SPLOST monies allocated to the Judicial Center. Alternatives: 1. Approve Change Orders #1 and #2 on PO 190658 to Acme Moving and Storage for moving of court related offices to the new Augusta Judicial Center and John H Ruffin Courthouse in the amount of $24,057.60 for additional services requested by court officials. The revised PO amount will be $292,432.60. 2. Do not approve Change Orders Recommendation: #1. Approve Change Orders #1 and #2 on PO 190658 to Acme Moving and Storage for moving of court related offices to theCover newMemo Augusta Judicial Center and John H Ruffin Courthouse in the Item # 1  amount of $24,057.60 for additional services requested by court officials. The revised PO amount will be $292,432.60. Funds are Available FUNDS ARE AVAILABLE IN ACCOUNT: GL 325-05-1120; JL in the Following 209-25-1104, Object Code 5413130. Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 1 Attachment number 1 \nPage 1 Item # 1 Attachment number 1 \nPage 2 Item # 1 Attachment number 1 \nPage 3 Item # 1 Attachment number 1 \nPage 4 Item # 1 Attachment number 1 \nPage 5 Item # 1 Attachment number 1 \nPage 6 Item # 1  Engineering Services Committee Meeting 10/24/2011 12:55 PM The First Tee of Augusta Department: Clerk of Commission Caption: Consider a request from The First Tee of Augusta regarding an adjustment of their monthly water rate and report from staff regarding the water usage at other golf courses. (Referred from October 10 Engineering Services Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2 Attachment number 1 \nPage 1 Item # 2  Engineering Services Committee Meeting 10/24/2011 12:55 PM Windsor Spring Road, Phase V Department: Engineering Department-Abie L. Ladson, PE, CPESC Caption: Approve and accept the Resolution and Agreement (Contract) from the Georgia Department of Transportation (GDOT) for the Acquisition of Right of Way to improve the Windsor Spring Road Section V Project, CPB Change Number Ten (323-041110- 299823786). Also, approve to adopt the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and GDOT guidelines for this Project and authorize Augusta, Georgia Mayor to execute this Resolution and Agreement for the Engineering Department. Background: The Windsor Spring Road Section V Improvement Project was approved by the Augusta, Georgia Commission, and on April 6, 1999, Augusta, Georgia, entered into an agreement with GDOT to accept responsibility for the project preliminary engineering, right-of-way acquisition and utilities relocation. The project improvements include road widening and construction to 4 lanes with a 19’ wide raised median from just south of SR 88 in Hephzibah to Willis Foreman Road. Road improvements also include reconstructing the bridge over Norfolk Southern Railroad. The project is under the design phase and ready for Right-of-Way acquisition. Funding for the right of way is a joint effort between Augusta-Richmond County ($1,100,000) and GDOT (not to exceed $4,236,500). Augusta-Richmond County is responsible for the acquisition of the right of way and GDOT is responsible for the construction cost. The current estimated construction cost is $13,235,553 and the project is currently scheduled for letting in November 2013. Analysis: Execution of this agreement is critical for maintaining project right-of-way acquisition schedule and to receive aforementioned federal funds as programmed by the GDOT. The estimated cost for right-of-way acquisition is $5,550,000. Augusta Engineering Department (AED) has identified $1,100,000 for this purpose and has been working with GDOT and the Augusta Metropolitan Planning Organization (MPO) to find additional needed funds. On May 27, 2011, AED working with the MPO, was able to identify Cover Memo funding from GDOT to assist with the acquisition of the right of Item # 3  way. $4,500,000 is included in the MPO Transportation Improvement Plan (TIP) which is going through the approval process now. TIP has been approved at local level and approval by the state of Georgia and Federal Highway Administration is expected in the fall of 2011. These funds should become available in GDOT fiscal year 2012 (7/1/11 – 6/30/12). Financial Impact: AED has funds available in the project Right-of-Way account in an amount of $847,000 (CPB # 323-041110- 5411120/299823786). Funds are also available in the Windsor Spring Road Section IV right of way account, (CPB # 323- 041110- 5411120/299823766) in the amount of $253,000 to be transferred to the Windsor Spring Road Section V right of way account upon Commission approval of this agreement. These funds will also be used for hiring the appraisers to appraise the parcels, and using legal counsel to close all parcels. Alternatives: 1) Approve and Accept the Resolution and Agreement (Contract) from the Georgia Department of Transportation (GDOT) for the Acquisition of Right of Way to improve the Windsor Spring Road Section V Project, CPB Change Number Ten 323-041110- 299823786. Also, Approve to Adopt the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and GDOT guidelines for this Project and Authorize Augusta, Georgia Mayor to Execute this Resolution and Agreement for the Engineering Department. 2) Do not approve and delay the construction and improvements on a major transportation corridor that is vital to Augusta-Richmond County and also loose designated state and Federal funding. Recommendation: Approve Alternative Number One. Funds are Available 323-041110-5411120/299823766 & 323-041110- in the Following 5411120/299823786 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 \nPage 1 Item # 3 Attachment number 1 \nPage 2 Item # 3 Attachment number 1 \nPage 3 Item # 3 Attachment number 1 \nPage 4 Item # 3 Attachment number 1 \nPage 5 Item # 3 Attachment number 1 \nPage 6 Item # 3 Attachment number 1 \nPage 7 Item # 3 Attachment number 1 \nPage 8 Item # 3 Attachment number 1 \nPage 9 Item # 3 Attachment number 1 \nPage 10 Item # 3 Attachment number 1 \nPage 11 Item # 3 Attachment number 1 \nPage 12 Item # 3 Attachment number 1 \nPage 13 Item # 3 Attachment number 1 \nPage 14 Item # 3 Attachment number 1 \nPage 15 Item # 3 Attachment number 1 \nPage 16 Item # 3 Attachment number 1 \nPage 17 Item # 3 Attachment number 1 \nPage 18 Item # 3  Attachment number 2 \nPage 1 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 Augusta-Richmond County, Georgia CPB#323-041110-299823766 CAPITAL PROJECT BUDGET WINDSOR SPRING ROAD IMPROVEMENTS, SECTION IV (WILLIS FOREMAN RD TO TOBACCO RD) CHANGE NUMBER TEN 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#323-041110-299823766 and Change Number Ten. The funding for this project in the amount of $253,000 is needed for the Resolution and Agreement Contract from GDOT for the Acquisition of Right of Way to improve the Windsor Spring Road, Section V project. Approve to adopt the Uniform Relocation Assistane and Real Property Acquisition Policies Act of 1970 and GDOT guidelines for this project . The funding will be transferred to Section V of the project Right of Way account. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase III $ 1,560,500 Special 1% Sales Tax, Phase IV $ 600,000 $ 2,160,500 Section 3: The following amounts are appropriated for the project: By Basin By District 4th, 6th, & 8th $ 2,160,500 McBean/Spirit Crk $ 2,160,500 Section 4: 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, Deke Copenhaver, Mayor Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Item # 3 1 of 2 10/3/2011  Attachment number 2 \nPage 2 Augusta-Richmond County, Georgia CPB#323-041110-299823766 CAPITAL PROJECT BUDGET WINDSOR SPRING ROAD IMPROVEMENTS, SECTION IV (WILLIS FOREMAN RD TO TOBACCO RD) CHANGE NUMBER TEN CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB CHANGE CPB SALES TAX, PHASE III 323041110-000000-299823766 ($1,000) ($1,000) SALES TAX, PHASE III 323041110-000000-299823766 ($1,559,500) ($1,559,500) SPECIAL 1% SALES TAX, PHASE IV 324041110-000000-202824766 ($600,000) ($600,000) TOTAL SOURCES: ($2,160,500) ($2,160,500) USE OF FUNDS ADVERTISING 323041110-5233119-299823766 $1,000 $1,000 ENGINEERING 323041110-5212115-299823766 $1,248,639 $1,248,639 RIGHT OF WAY 323041110-5411120-299823766 $851,361 ($253,000) $598,361 (transferred to Section V 299823786) UTILITIES 323041110-5414510-299823766 $50,000 $50,000 SIGNAL 323041110-5414610-299823766 $5,000 $5,000 CONTINGENCY 323041110-6011110-299823766 $4,500 $4,500 TOTAL USES: $2,160,500 $1,907,500 Item # 3 2 of 2 10/3/2011