City Council

OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 CITY GOVERNMENT OFFICIAL PROCEEDINGS OF CITY COUNCIL SAVANNAH, GEORGIA NOVEMBER 26, 2013 The regular meeting of Council was held this date at 2:00 p.m. in the Council Chambers of City Hall. The Invocation was given by Pastor Louis Johnson of Central Oak Grove Baptist Church of Hilton Head S.C, followed by the Pledge of Allegiance to the Flag. PRESENT: Mayor Edna Jackson, Presiding Mayor Pro-Tem Van Johnson, II Alderman Tony Thomas, Chairman of Council Alderman Mary Osborne, Vice-Chairman of Council Aldermen Mary Ellen Sprague, Estella Shabazz, Carol Bell, John Hall and Tom Bordeaux City Manager Stephanie Cutter City Attorney W. Brooks Stillwell ABSENT: Assistant City Attorneys William W. Shearouse & Lester B. Johnson, III MINUTES Upon motion of Alderman Johnson, seconded by Alderman Shabazz, unanimous approval was given for the Mayor to sign an affidavit and resolution for an Executive Session held today to discuss litigation where no votes were taken. (SEE RESOLUTIONS) Upon motion of Alderman Osborne, seconded by Alderman Thomas and unanimously carried the Summary/Final minutes of the City Council W ork Session/City Manager’s Briefing of November 19, 2013 and the Summary/Final minutes of the City Council meeting of November 19, 2013 were approved. PRESENTATIONS Marc Lemoine, International Institute of Municipal Clerks (IIMC) President and Deputy Clerk for City of Winnipeg, Canada appeared to discuss the IIMC and Municipal Clerks Education Foundation (MCEF) Board Meetings held at the Desoto Hilton November 21- 25, 2013. Mr. Lemoine thanked the Mayor and Council for the opportunity and all the hospitality shown towards members of IIMC and the MCEF Board of Directors. He introduced his wife Sandra Lemoine and IIMC staff member Denice Cox. Mr. Lemoine presented Mayor Jackson with a gift. Mayor Jackson thanked Mr. Lemoine, IIMC and the MCEF Board for choosing Savannah to host their meetings and presented him with a key to the City. She also thanked Dyanne Reese, Clerk of Council and staff for all the hard work done to make the reception held at City Hall a success. 1  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 LEGISLATIVE REPORTS ALCOHOLIC BEVERAGE LICENSE HEARINGS As advertised, the following alcoholic license petitions were heard. No one appeared in objection to the issuance of these licenses. Rahmatullah Hassan for Waters Market, LLC t/a Waters Market, requesting to transfer a beer and wine (package) license from Manisha Patel at 4402 Waters Avenue, which is located between E. 59th and E. 60th Streets in District 3. (New ownership/management). Alderman Bordeaux asked Mr. Hassan if he has ever held any other alcoholic beverage licenses and if he would be purchasing the business where the license will be held. Mr. Hassan replied no, this would be his first license and stated the business will be staying the same the license is being transferred to him. Alderman Bordeaux then asked Mr. Hassan he understood having an alcohol license is a privilege and not a right and comes with certain rules and regulations that he must abide by; if he doesn’t abide by those rules and regulations the license can be revoked and he will lose his business; if he promised to comply with those rules and regulations and if he could read and write the English language or have someone translate for him. Mr. Hassan responded yes. Alderman Bordeaux thanked him. Approved upon a motion of Alderman Hall, seconded by Alderman Thomas and unanimously carried per the City Manager’s recommendation. Christopher A. Scales for Publix Super Markets, Inc. No. 1186 t/a Publix Super Market No. 1186, requesting to transfer a beer and wine (package) license from Daniel T. Keefer at 11701 Abercorn Street, which is located Mercy Boulevard and Largo Drive in District 6. (New management/existing business) Alderman Bordeaux asked Mr. Scales if he has ever held any other alcoholic beverage licenses. Mr. Scales replied, no. Alderman Bordeaux then asked if he understood having an alcohol license is a privilege and not a right and comes with certain rules and regulations that he must abide by; if he doesn’t abide by those rules and regulations the license can be revoked; if he promised to comply with those rules Mr. Scales responded yes. Alderman Bordeaux thanked him. Approved upon a motion of Alderman Thomas, seconded by Alderman Bell and unanimously carried per the City Manager’s recommendation. PUBLIC HEARINGS Budget Hearing A hearing to present information and receive comments concerning the proposed 2014 Service Program and Budget. Mayor Jackson stated last week Council had the opportunity to hold the Budget Retreat and it was a success. She then referred to City Manager Stephanie Cutter for comments. City Manager Cutter stated the Proposed General Fund amount for 2014 is $171,153,273 and the total budgeted amount is $292,599,902. She then opened the hearing for public comments. Mr. Marvin Heery appeared to speak on behalf of the Homeless, he thanked Council for the confidence they placed in him to sit as a member on the Chatham- Savannah Authority for the Homeless Board. Mr. Heery stated the amount of money allocated in the Budget for the Homeless is a drop in the bucket in comparison to what is needed. He stated he understands the City doesn’t directly control the other funds but the community needs a wakeup call stating it’s time to address taxpayer savings. Mayor Jackson thanked him for appearing, she informed him grant proposals are prepared by the board he serves on and 2  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 suggested he gets with them on the requirements. She also stated the City is looking into other grant possibilities and suggested that Mr. Heery along with others continue the working for the Homeless. Alderman Johnson stated the efforts overall have been uncoordinated and disjointed. He stated he hopes Mr. Heery uses this opportunity to bring individuals to the table with ideas on how to eliminate the homelessness in the City of Savannah. In addition, as Mayor Jackson stated he has the support of the City of Savannah and he looks forward to working with him. Mr. Heery thanked Mayor Jackson and Alderman Johnson for their comments and support and stated it is about breaking down silos. Alderman Shabazz stated some of the residents in District 5 expressed their displeasure with Popular Place and University Communities which are being impacted by the DeRenne Project. They want to know if an open discussion will be held to begin a general fund to support a voluntary buyout of the residents that live on Hampstead, Popular Place and the University Community by Hunter Army Airfield. City Manager Cutter replied there is no funding allocated to support a voluntary buyout for the residents of Popular Place at this time. It is critical that the process is allowed to work. Currently, the City is in the path of the Boulevard option upon which it will go prior to engaging in buyout options. In the past, City Council did make a commitment to impacted residents that the City would make a pull at the proper time. Mayor Jackson made comments and stated she would like the City Manager to set up a meeting with the residents of Popular Place, the Department of Transportation and Alderman Shabazz. City Manager Cutter referred to Pete Shonka, Assistant City Manager for further comments. He stated there are four documents that need to be submitted before they can receive the Right of Way plans until then they cannot move further with the project. Alderman Sprague stated the residents in New Hampstead have been in limbo due to the repeated changes, she feels they simply need some type of communication about what is going on with their neighborhoods. Alderman Shabazz stated the residents don’t want to see maps or continuous drawings they want movement. Mr. Shonka state they are moving forward as quickly as they can. Mayor Jackson asked City Manager Cutter to work towards having the meeting scheduled in January 2014. Public Hearing and Second Reading of Downtown Savannah Authority Application on Behalf of the City of Savannah. The City of Savannah has requested the assistance of the Downtown Savannah Authority (DSA) by the issuance of bonds to re-finance the Downtown Savannah Authority Bonds, Series 2003 at lower interest rates to achieve debt service savings for the City. The City will enter into a contract with the DSA under which it will pledge to pay all interest and principal for the bonds. As required by state statue, the Authority in turn has made application to the City requesting the City Council’s express approval for the issuance of such bonds. The approximate amount of the new bond issue is $7.4 million. Under state statue, the Authority’s application to the City to issue such bonds must receive two readings and a public hearing before City Council. The first reading took place at the meeting of November 19. 2013. The public hearing and second reading has been advertised for the meeting of November 26, 2013. It is recommended that City Council close the public hearing and give its express approval for the DSA to issue bonds on behalf of the City of Savannah as requested by the City. Alderman Sprague asked what the bonds will be used for. City Manager Cutter replied parking specifically parking garages. Alderman Bell asked the amount of the savings. City Manager 3  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 Cutter replied about $80,000. Alderman Sprague asked when the sale will take place and if at that time will she know the exact amount of savings. City Manager Cutter responded December 12, 2013 and yes. Approved upon a motion of Alderman Johnson, seconded by Alderman Sprague and unanimously carried per the City Manager’s recommendation. ZONING HEARINGS Metropolitan Planning Commission (13-004504-ZA), recommending the creation of an O-I (Office Institutional) District for the purpose of having a district with a predominantly office and institutional orientation, including some service uses, but that does not include residential or retail uses. Establishing an O-I zoning district with appropriate land uses and development standards that are compatible with nearby residential areas and uses will provide for a district that can serve as a suitable transition between residential and more intensive commercial areas. The recommendation includes amendments to provide a district intent statement, development standards and permitted land uses, and signage size requirements. Marcus Lotson, MPC gave background information on the request. Alderman Hall asked Mr. Lotson to give him an example of an area where this would be applicable today. Mr. Lotson responded there are a number of areas, in town, such as the single family residences that were more of a neighborhood setting along Montgomery Street and Waters Avenue areas. Alderman Hall stated presently there isn’t one and asked if the Medical Arts Shopping Center would be a good example. Mr. Lotson replied yes. Alderman Hall then asked is there not enough office parks in the City of Savannah currently. Mr. Lotson replied there are no districts in the ordinance that allow office only and not retail. The purpose of the change is to establish a new district for a person that may want to establish an office without opening up the area to other uses such as retail. Alderman Sprague asked if the changes are made is there any O-I districts currently in existence. Mr. Lotson replied no, if the amendment is adopted essentially the O-I district will become available as all other zoning districts within the ordinance at that point if someone wanted to rezone to the O-I district they would have to follow normal procedures. Alderman Bordeaux stated his concerns were similar to those of Alderman Hall and asked would an example of an O-I district be Medical Arts not the shopping center but the office park for the doctors’ offices. Mr. Lotson replied yes that would be an example. Approved upon a motion of Alderman Bell, seconded by Alderman Shabazz and unanimously carried per the City Manager’s recommendation. PETITIONS Neil Dawson of Dawson Architects, representing Anthony Debreceny (Tenant) and Helen Downing (Property Owner) – Petition 120806, requesting that the City allow encroachment within the Oglethorpe Avenue right-of-way for the construction of a below-grade stairwell, and encroachment within the Bull Street right-of-way for the installation of awnings. The subject property is addressed as 151 Bull Street; more specifically, the northwest corner of the Oglethorpe Avenue and Bull Street intersection. The stairwell is designed to provide access to a below-grade interior level through an existing opening; also providing a second means of egress as required by code. The stairwell (and associated cut opening in the sidewalk) is designed as 4’- 5” wide x 8’ long, and 24” deep; leaving 8’-8” of passable sidewalk. A steel guardrail will be installed around the stairwell. Additionally, four (4) new awnings are proposed for the Bull Street façade. Each awning is designed as 8’ wide x 4’ high, with a projection of 6’-0”. The 4  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 awnings will provide 9’ of vertical clearance from the sidewalk. Recommend approval to allow encroachment within the Oglethorpe Avenue right-of-way for the construction of a below-grade stairwell and guardrail, and encroachment within the Bull Street right-of-way for the installation of awnings as requested by Neil Dawson through Petition 120806, subject to the conditions stated above. The property owner should be advised that such encroachment grants no ownership rights to the property. Approved upon a motion of Alderman Thomas, seconded by Alderman Johnson and unanimously carried per the City Manager’s recommendation. John Clegg of Barnard Architects, representing Teresa Scott Jacobson (Property Owner) – Petition 120809, requesting that the City allow encroachment within the Lincoln Street and E. Huntingdon Street Lane right-of-ways for the construction of roof eaves on a 2-story carriage house. The subject property is addressed as 225 E. Huntingdon Street; more specifically, the southwest corner of the Houston and Lincoln Street intersection. Mr. Clegg is providing plans for a 2-story carriage house to be constructed at the rear of the Jacobson property; with building façades located on the Lincoln Street and E. Huntingdon Lane property lines. The roof eaves are proposed to overhang the property line by 12” at a height of 18’-8” above ground level. Recommend approval to allow encroachment within the Lincoln Street and E. Huntingdon Street Lane right-of-ways for the construction of roof eaves over the property lines as requested by John Clegg through Petition 120809, subject to the conditions stated above. The property owner should be advised that such encroachment grants no ownership rights to the property and that, if ever required, the encroaching item(s) must be removed at the petitioner or property owner’s expense upon request of the City. Approved upon a motion of Alderman Thomas, seconded by Alderman Johnson and unanimously carried per the City Manager’s recommendation. Bob Hunt of Royal Bike Taxi (Tenant/Business Owner), with the consent of Paul Robinson Properties, LLC (Property Owner) – Petition 120772, requesting that the City allow encroachment within the Factor’s Walk right-of-way for a cantilevered lift mechanism that has already been installed. The subject property is addressed as 321 W. River Street; located on the west end of River Street adjacent to Indian Street. The lift system was designed and installed by Mr. Hunt to aid in lifting his 3-wheel bicycles from the lane into a warehouse storage area, of which the finished floor level is approximately 3’-0” above grade. According to the plans, the lift which extends over the right-of-way is designed to be pulled flush with the building façade when not in use. The lift was discovered by City staff after it had been installed, and the owner was immediately notified to submit for encroachment as well as apply for a building permit and certificate of appropriateness, all of which have been done. Recommend approval to allow encroachment within the Factor’s Walk right-of-way for a cantilevered lift mechanism, as installed, and as requested by Bob Hunt through Petition 120772, subject to the conditions stated above. The property owner should be advised that such encroachment grants no ownership rights to the property and that, if ever required, the encroaching item must be removed at the petitioner or property owner’s expense upon request of the City. Alderman Thomas asked how it happened and for City Manager Cutter to give some clarification on the issue. City Manager Cutter stated the encroachment has been completed and the petition has been submitted after the work to be approved by Council. City Manager Cutter 5  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 stated she informed City staff to educate business owners and petitioners on the process and anyone found in violation would be fined. Alderman Hall asked which direction 321 W. River Street was located. City Manager Cutter replied on the west end near Montgomery. Alderman Hall then stated this is one of those instances when you ask for forgiveness rather than permission and asked the City Manager if she thinks the requests would have been approved if it was done correctly. City Manager Cutter stated yes, she believes it would have been approved. Mayor Jackson asked is there a fine that is incurred when situations like this arise. City Manager Cutter replied yes they could go before the judge however because City staff assured her there were no problems with the encroachment she informed them to have the owner complete the petition process. Alderman Johnson stated his disapproval with the situation and stated a precedence has been set for other business owners to think it will be suitable for them to do the same. Approved upon a motion of Alderman Thomas, seconded by Alderman Shabazz and unanimously carried per the City Manager’s recommendation. ORDINANCES First Readings Budget Ordinance. An ordinance to adopt the 2014 Service Program and Budget proposed by the City Manager. Will appear on the December 12, 2013 agenda for Second Reading. Revenue Ordinance. An ordinance to raise revenue for the City of Savannah the same as was adopted and amended for 2013 with certain changes. Will appear on the December 12, 2013 agenda for Second Reading. TRAFFIC ENGINEERING REPORTS Parking Restriction on Central Avenue. Traffic Engineering has received complaints from residents in the immediate area near Oglethorpe Charter School regarding parents who are parking on the west side of Central Avenue south of Skidaway Road during sporting events, obstructing access for residents and emergency vehicles. The department has conducted an investigation, and based on the findings they have determined that there is a need to prohibit parking in this area. The school has ample off-street parking that parents may utilize during special events. Recommend that parking be prohibited along the west side of Central Avenue from Skidaway Road south to the corporate limits of the City of Savannah. Alderman Sprague asked how the access is being obstructed because there are no roads. City Manager Cutter replied the road was very narrow. Alderman Sprague then asked is sufficient parking available for the parents. City Manager Cutter replied yes. Alderman Johnson stated he’s been in the area when school has been in session and it is essentially impassable. Approved upon a motion of Alderman Bell, seconded by Alderman Sprague and unanimously carried per the City Manager’s recommendation. Ordinance to cover will be drawn up at the next meeting of Council. RESOLUTIONS 6  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 A RESOLUTION OF THE MAYOR AND ALDERMEN OF THE CITY OF SAVANNAH AUTHORIZING THE MAYOR TO SIGN AFFIDAVIT OF EXECUTIVE SESSION BE IT RESOLVED by the Mayor and Aldermen of the City of Savannah as follows: At the meeting held on the 26th day of November, 2013 the Council entered into a closed session for the purpose of discussing litigation. At the close of the discussions upon this subject, the Council reentered into open session and herewith takes the following action in open session: 1. The actions of Council and the discussions of the same regarding the matter set forth for the closed session purposes are hereby ratified; 2. Each member of this body does hereby confirms that to the best of his or her knowledge, the subject matter of the closed session was devoted to matters within the specific relevant exception(s) as set forth above; 3. The presiding officer is hereby authorized and directed to execute an affidavit, with full support of the Council in order to comply with O.C.G.A. §50-14-4(b); 17 4. The affidavit shall be included and filed with the official minutes of the meeting and shall be in a form as required by the statute. BIDS, CONTRACTS AND AGREEMENTS Upon a motion by Alderman Thomas, seconded by Alderman Bell and unanimously carried, the following bids, contracts and agreements were approved per the City Manager’s recommendations: 48-Inch I & D Water Line Relocation Engineering Services – Contract Modification No. 1 – Event No. 371. Recommend approval of Contract Modification No. 1 to Thomas & Hutton in the amount of $53,000.00. The original agreement was for consultant engineering and design services for a 48-inch water line relocation that would cross under the proposed Georgia Department of Transportation (GDOT) Jimmy DeLoach connector. The consultant services included design, bidding, construction, and close out services, in addition to the required survey to prepare easement and property acquisition plats for the relocation of the water line. The water line relocation design has been completed at this time. However, GDOT has requested that the City retain the services of Thomas & Hutton to review alternative water main relocation design plans, calculations, and reports provided by GDOT and their roadway design-build team, which includes Archer-Western and the LPA Group Incorporated. The contract modification will also include additional services such as attendance at additional meetings, correspondence, and teleconferences. The original contract amount was for $67,500.00. The total of all modifications including this one is $53,000.00. This modification will increase the total contract price to $120,500.00. Hussey, Gay, Bell & DeYoung was the only other bidder for this project, with a bid of $157,060.00. 7  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 Recommend approval of Contract Modification No. 1 to Thomas & Hutton in the amount of $53,000.00. Funds are available in the 2013 Budget Capital Improvements Projects/Other Costs/Jimmy Deloach Connector (Account No. 311-9207-52842-WT0727). Recommend approval. Dean Forest Road Landfill Leachate Processing System – Contract Modification No. 1. Recommend approval of Contract Modification No. 1 to PINCO in the amount of a reduction of $3,715.00. The original contract was for the installation of two leachate processing systems at the Dean Forest Landfill, consisting of pumps and stripping tower assemblies, and the interconnecting electrical controls and piping. This modification was caused by unknown site conditions, and includes the elimination of redundant electrical controls, modification of equipment pads and station fencing for better site access, the replacement of unsuitable soil, and the re-use of the existing electrical feed line. This modification also includes a 40 calendar day time extension, extending the final completion date to November 13, 2013. This project is now 100% complete. The original contract amount was for $410,000.00. This modification will decrease the contract price to $406,285.00. Southern Champion Construction was the only other bidder for this project, with a bid of $505,216.00. Recommend approval of Contract Modification No.1 to PINCO in the amount of a reduction of $3,715.00. Funds will be credited in the 2013 Budget Capital Improvements Projects/Other Costs/Removal of Methane from Landfill (Account No. 311-9207-52842-SA0602). Recommend approval. Crossroads Force Main and Pump Station Improvements – Event No. 1726. Recommend approval to award a construction contract to Southern Champion Construction in the amount of $2,932,000.00. The project will include the construction of approximately 6,800 linear feet of 20” PVC force main, the addition of a 20 horsepower pump at Lift Station 158, and new triplex 140 horsepower pumps at Lift Station 159. Contractors were prequalified for this project. Six contractors submitted qualifications, and all were approved to bid on the project. Of the six qualified contractors, three contractors submitted bids. Funds are available in the 2013 Budget, Capital Improvements Projects/Other Costs/Crossroads Force Main and Pump Station (Account No. 311-9207-52842-SW0624). (B)Indicates local, non- minority owned business. Recommend approval. One Ton Dump Truck – Event No. 1777. Recommend approval to procure a one ton dump truck from Wade Ford, Inc. in the amount of $31,467.00. The dump truck will be utilized by Park and Tree to replace unit 5271 which is no longer economical to operate or repair. Funds are available in the 2013 Budget, Vehicle Purchases/Vehicular Equipment (Account No. 613-9230-51515). A Pre-Bid Conference was conducted and no vendors attended. Recommend approval. 8  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 Air, Fuel and Oil Filters – Annual Contract Renewal – Event No. 1838. Recommend renewing an annual contract to procure air, fuel, and oil filters from Thermo King in the amount of $39,857.40. The filters will be utilized by Vehicle Maintenance to maintain and repair vehicles in the City's fleet. This is the second of three renewal options available. Funds are available in the 2013-2014 Budget, Internal Service Fund/Vehicle Maintenance/Vehicle Parts (Account No. 611-0000-11525). A Pre-Bid Conference was not conducted as this is an annual contract renewal. Recommend approval. HVAC and Mechanical Repairs – Annual Contract Renewal – Event No. 1841. Recommend renewing an annual contract for HVAC and mechanical repair services from Southeastern Air Conditioning Company in the amount of $75,750.00. The services will be utilized by Building Maintenance to assist staff on large projects and emergency repairs. This is the third and last renewal option available. Funds are available in the 2013-2014 Budget, General Fund/Building & Electrical Maintenance/Building Maintenance (Account No. 101-6121-51244). A Pre-Bid Conference was not conducted as this is an annual contract renewal. (D)Indicates non-local, non-minority owned business. Recommend approval. Automotive Parts – Annual Contract Renewal – Event No. 1852. Recommend renewing an annual contract to procure automotive parts from Johnson Industries in the amount of $36, 613.59 and from The Parts House in the amount of $17,097.06 for a grand total of $53,710.65. The automotive parts will be used by Vehicle Maintenance to maintain and repair the City's fleet. The low bid is being awarded for each line item. This is the second and last renewal option available. Funds are available in the 2013-2014 Budget, Internal Service Fund/Inventory Vehicle Parts, (Account No. 611-0000-11325). A Pre-Bid Conference was not conducted as this is an annual contract renewal. Recommend approval. Passenger Tires – Annual Contract Renewal – Event No. 1854. Recommend approval to renew an annual contract to procure passenger car tires from SOS Radial Tire Service, Inc. in the amount of $160,464.89. The tires will be utilized by Vehicle Maintenance to replace worn or damaged tires on the City's fleet. This is the second and last renewal option available. Funds are available in the 2013-2014 Budget, Internal Service Fund/Inventory Vehicle Parts (Account No. 611-0000-11325). A Pre-Bid Conference was not conducted as this is an annual contract renewal. Recommend approval. Drive Train Components – Annual Contract Renewal – Event No. 1857. Recommend renewing an annual contract to procure drive train components from Savannah Drive Line in the amount of $57,750.00. The drive train components will be utilized by Vehicle Maintenance to maintain and repair vehicles in the City’s fleet. This is the third and last renewal option available. 9  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 Funds are available in the 2013-2014 Budget, Internal Service Fund/inventory Vehicle Parts (Account No. 611-0000-11325). A Pre-Bid Conference was not conducted as this is an annual contract renewal. Recommend approval. Street Sweeper Replacement Brooms – Annual Contract Renewal – Event No. 1858. Recommend renewing an annual contract to procure street sweeper replacement brooms from Keystone Plastics, Inc. in the amount of $124,404.00. The replacement brooms will be used by Street Cleaning. This is the second and last renewal option available. Funds are available in the 2013-2014 Budget, Sanitation Fund-Operating/Street Cleaning/Operating Supply & Materials (Account No. 511-7104-51320). A Pre-Bid Conference was not conducted as this is an annual contract renewal. Recommend approval. Civic Center Loading Dock – Contract Modification No. 4 – Event No. 1558. Recommend approval of Contract Modifications No. 4 to Arentz General Contracting in the amount of $9,730.00. The original contract was for the construction of a loading dock at the Civic Center. This contract modification includes raising the loading dock to meet the City’s need not communicated or understood during design, adding concrete along the building per the City’s request to reduce on-going maintenance, re-routing of a sewer lateral under a new driveway because of a hidden condition, and ductile iron pipe substitution associated with the sewer lateral re-route that is required to meet code. The original contract amount was for $70,379.00. The total of all contract modifications to date including this one is $16,661.00 making the total contract price $87,040.00. The second lowest bid was $99,850.00. Recommend approval of Contract Modifications No. 4 to Arentz General Contracting in the amount of $9,730.00. Funds are available in the 2013 Budget, Capital Improvement Project/Other Cost/Civic Center Loading Dock (Account No. 311-9207-52842-CC0203). Recommend approval. Alderman Hall expressed his concern and dissatisfaction because this is the fourth modification submitted and wanted to know what happened on the front end and are they done. City Manager Cutter stated she hopes they will not have to make any further modifications to the bid. Alderman Johnson stated all details for the bid were not made clear. Alderman Hall asked who is making the contract modifications the City or the contractor. City Manager Cutter replied in this case the City requested an additional scope. Alderman Osborne asked was that not anticipated. City Manager Cutter replied it was not included in the original contract. She stated she understands Council’s concern and staff will do a better job on the front end identifying the needs of the project. Alderman Bell asked the City Manager did staff work with any professionals or technical people whether internal development or external in terms of establishing the original scope of the project. City Manager Cutter replied as the project got underway a hidden condition was exposed and this modification will allow proper access for future repairs and maintenance. Alderman Thomas stated he understands the concern from Council but wants everyone to be careful not to send the message to staff that change orders cannot be done. Mayor Jackson asked City Manager Cutter what hidden conditions mean and get the information to Council. Approved upon a motion of Alderman Bell, seconded by Alderman Sprague and unanimously carried per the City Manager’s recommendation. 10  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 Alderman Johnson asked that the following two items be removed for the purposes of reevaluation, they are significant contracts. Savannah Business Group provides these services through St. Joseph/Candler and feels the partnership which is already in existence should be utilized. Alderman Bell asked if the assessment was being restricted to SBG. Alderman Johnson stated generally locally there is already an existing partnership. Alderman Bell then stated she would like to ask that all local services should be looked at and not specifically restrict to SBG. Alderman Johnson replied his concern is this is a contract and there is a fine line that doesn’t need to be crossed without the contract ending. Alderman Bell stated she hopes the assessment is not limited to SBG because she doesn’t have a good comfort level in the company. Alderman Hall asked the City Manager if these were the lowest quotes received. City Manager Cutter replied they are renewal options. Alderman Hall asked for clarification on what Alderman Johnson is suggesting and asked why SBG wasn’t consulted in the beginning. Alderman Johnson stated this predated the relationship that was consummated with SBG. Upon a motion of Alderman Osborne, seconded by Alderman Johnson and unanimously carried to refer the items back to the City Manager for reassessment. Drug and Alcohol Testing Services – Annual Contract Renewal – Event No. 1840. Recommend renewing an annual contract for drug and alcohol testing services to Substance Abuse Testing of Savannah Inc. d/b/a as Health Awareness Enterprises in the amount of $55,465.00. The drug and alcohol testing services will be used by Risk Management and Human Resources for pre-employment, commercial driver’s license/Department of Transportation (CDL/DOT), random CDL, random safety sensitive, At Fault Accidents and For Cause testing. This is the third of four renewal options available. Funds are available in the 2013-2014 Budget General Fund/Human Resources/Medical Costs (Account No. 101-1103-51290). A Pre- Proposal Meeting was not conducted as this is an annual contract renewal. Occupational Health Services – Annual Contract Renewal – Event No. 1853. Recommend renewing an annual contract for occupational health services with Substance Abuse Testing of Savannah d/b/a/ Health Awareness Enterprises in the amount of $39,750.00. The occupational health services include, but are not limited to, pre-employment physicals, disability evaluations, and medical records reviews. These services are provided to City of Savannah applicants and current employees. The method used for procurement was the Request for Proposal (RFP), which evaluates criteria in addition to cost. The criteria evaluated as part of this RFP were qualifications, references, evaluation of the program, and fees. The contract was originally awarded to Docu Family Medicine Center. However, in November 2011, Council approved the termination of the contract with Docu Family Medicine Center when the facility failed to meet many of the RFP specifications, such as required hours of operation and reporting requirements. Council subsequently awarded the contract to Substance Abuse Testing d/b/a/ Health Awareness in November 2011. This is the second of four renewal options available. Funds are available in the 2013 - 2014 Budget, General Fund/Human Resources/Medical Costs (Account No. 101-1103-51290). 11  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 Delinquent Tax Collection Services – Annual Contract Renewal – Event No. 1846. Recommend renewing an annual contract for delinquent tax collection services from Delinquent Tax Services, Inc. The services will include the initial pursuit via standard collection notices, secondary pursuit of delinquent taxes via filing of tax executions and all legally required notices pertaining to such executions, searches for bankruptcy filings and for all entities with an interest in the property in question and the preparation of all legal notices, advertisements and abstracts required throughout the levy process. The collection process is cost neutral to the City with all costs for processing, materials, postage and services at the contractor’s expense and recovered by a flat fee from the taxpayer when delinquent accounts are paid to the City. The flat fee is $30.00 per collection with a balance of less than $50.00 and $50.00 per collection with a balance of more than $50.00. For Stage two collections (accounts at levy and tax sale status), fees will be $170.00 per collection. Delinquent real property taxes collected in 2012 were $4,920,215. The method used to procure these services was the Request for Proposal which evaluates other criteria in addition to price. The criteria evaluated as part of this RFP was experience and qualification of the submitting firm, the methodology proposed for the collection process, references from previous clients, capacity of the firm to manage the volume of accounts and fees. The recommended proposer has the ability and expertise to assist with personal property tax collection, bankruptcy administration, excess funds administration, maintains an attorney on staff, and provided superior staff experience to oversee the city account. No funds are required as this is a cost neutral service to the City. A Pre-Bid Conference was not conducted as this is an annual contract renewal. Alderman Thomas asked why this service is contracted outside and why the City isn’t performing the services. City Manager Cutter stated this is another renewal and if Council reflects back several years there was a substantial amount of delinquent taxes and this company was hired. She also stated the tax revenue is up significantly due to the efforts of this company. Because of the number of delinquent accounts open there was a need to go to an outside agency for debt collection. Alderman Thomas stated his concern is that there are a number of attorneys and agencies within the City of Savannah that perform these same services in addition there are 2,500 employees that work for the City and he believes there is someone that is capable of learning how to perform the service. Alderman Bell stated internally as a former staff person revenue collection as a whole has not been looked at, it is a very labor intensive procedure and a paralegal or legal person would have to be involved during the process. She also said instead of an automatic renewal look into a local agency performing the services. Upon a motion of Alderman Osborne, seconded by Alderman Johnson and unanimously carried to refer the items back to the City Manager for reassessment and recommendations. The following announcements were made: 12  OFFICIAL PROCEEDINGS OF SAVANNAH CITY COUNCIL MEETING November 26, 2013 Mayor Jackson announced Alderman Bell’s brother passed over the weekend and extended sympathy to her and her family. Mayor Jackson also announced the Annual Mayor’s Motorcade which will be held Wednesday, December 4, 2013 at 10:00 a.m. Donations must be new and can be brought to City Hall. They will be given to the residents at Georgia Regional Hospital located on Eisenhower Drive. Mayor’s from the 12 Districts will gather and travel motorcade style to deliver the presents. Alderman Thomas stated he received notice from concerned Savannah residents that they received False Alarm Reduction Program Notices from the City of Savannah on Letterhead. The notices are from several months prior but the residents just received them. The company it is being sent from is the City of Savannah Alarm Company in Irving, TX. Mayor Jackson asked that the situation is investigated by the City Manager and staff and report back to Council at the next meeting. Alderman Bell thanked Alderman Sprague for co-hosting the Ask an Alderman in the 4th District. She also thanked the residents in the 4th District that came out to support the event. She also announced the next event will be in District 5 in February 2014 more information will be given as the date approaches. Mayor Jackson wished everyone a very Happy Thanksgiving. Alderman Johnson stated there are many citizens throughout the community that are less fortunate and asked that they are remembered during the Thanksgiving Holiday. Mayor Jackson thanked City Manager Cutter and staff for the Budget Retreat and presenting Council with a balanced budget, she stated the retreat was organized and well planned. There being no further business, Mayor Jackson declared this meeting of Council adjourned. Dyanne C. Reese, MMC, Clerk of Council 13