HomeMy WebLinkAbout06-15-09 PacketPage 1 of 4
Milton City Hall
City Council Chambers
13000 Deerfield Parkway, Suite E
Milton, GA 30004
Persons needing special accommodations in order to participate in any City
meeting should call 678-242-2500.
CITY OF MILTON, GEORGIA
Joe Lockwood, Mayor
CITY COUNCIL
Karen Thurman
Julie Zahner Bailey
Bill Lusk
Burt Hewitt
Tina D’Aversa
Alan Tart
Monday, June 15, 2009 Regular Council Meeting Agenda 6:00 PM
INVOCATION
1) CALL TO ORDER
2) ROLL CALL
3) PLEDGE OF ALLEGIANCE (Led by the Mayor)
4) APPROVAL OF MEETING AGENDA (Add or remove items from the agenda)
(Agenda Item No. 09-877)
5) PUBLIC COMMENT
6) CONSENT AGENDA
1. Approval of the June 1, 2009 Regular Meeting Minutes.
(Agenda Item No. 09-878)
(Jeanette Marchiafava, City Clerk and Clerk of the Court)
2. Approval of Financial Statements for the period ending May 2009.
(Agenda Item No. 09-879)
(Stacey Inglis, Finance Manager)
3. Approval of the City Hall Space/Facility Needs Analysis agreement with Consultant
Lyman, Davidson Dooley, Inc ($12,800.00).
(Agenda Item No. 09-880)
(Chris Lagerbloom, City Manager)
7) REPORTS AND PRESENTATIONS
1. Presentation from Milton Public Safety Fund – Grant Presentation.
(Presented by Jan Fowler, Member of the Milton Public Safety Fund Committee)
2. Proclamation “Amateur Radio Week”.
MILTON CITY COUNCIL REGULAR MEETING AGENDA JUNE 15, 2009 – 6:00 PM
Page 2 of 4
Milton City Hall
City Council Chambers
13000 Deerfield Parkway, Suite E
Milton, GA 30004
Persons needing special accommodations in order to participate in any City
meeting should call 678-242-2500.
(Accepted by North Fulton Amateur Radio League (NFARL) President, Mack McCormick)
3. Granicus Demo Streaming Presentation.
(Presented by Kelley Christy, IT Manager)
8) FIRST PRESENTATION (none)
9) PUBLIC HEARINGS
SECOND PUBLIC HEARING
1. Approval of an Ordinance to Adopt Amendments to the Fiscal 2009 Budget for Each
Fund of the City of Milton, Georgia Amending the Amounts Shown in Each Budget as
Expenditures, Amending the Several Items of Revenue Anticipations, Prohibiting
Expenditures to Exceed Appropriations, and prohibiting Expenditures to Exceed Actual
Funding Available.
(Agenda Item No. 09-871)
(Presented by Stacey Inglis, Finance Manager)
ALCOHOL BEVERAGE LICENSE APPLICATIONS
2. Approval of Alcohol Beverage License Application for N & L Restoration d/b/a Cans
Taqueria…Tequila Bar located at 12635 Crabapple Road, Suite 320, Milton, Georgia.
The applicant is Larry Stepp for consumption on the premises of wine, malt beverage,
and distilled spirits.
(Agenda Item No. 09-881)
(Presented by Stacey Inglis, Finance Manager)
3. Approval of Alcohol Beverage License Application for Gray Doster, LLC d/b/a ‘cue
located at 13700 Highway 9, Suite 300, Milton, Georgia. The applicant is Paul J. Doster
for consumption on premises – wine/malt beverage.
(Agenda Item No. 09-882)
(Presented by Stacey Inglis, Finance Manager)
10) ZONING AGENDA
1. U09-01 / VC09-01, 13120 Arnold Mill Road, by Frank Schaffer, The Landscape Group,
Inc. - To obtain a use permit for a landscaping business on 1.74 acres at a density of
3,908.04 square feet per acre (Article 19.4.27). Applicant is also requesting 3-part
concurrent variance:
1) To delete the 50’ buffer and 10’ improvement setback along the west property line
from the right-of-way for a distance of 140’ (12H.3.1 Section C.1).
2) To delete the 50’ buffer and 10’ improvement setback along the east property line
from the right-of-way for a distance of 140’ (12H.3.1 Section C.1).
3) To allow a sign located less than 10’ from the right-of-way (Article 33 Section 21.C).
(Agenda Item No. 09-813)
(First Presentation on March 2, 2009.) (Deferred on May 18, 2009.)
(Presented by Alice Wakefield, Community Development Director)
MILTON CITY COUNCIL REGULAR MEETING AGENDA JUNE 15, 2009 – 6:00 PM
Page 3 of 4
Milton City Hall
City Council Chambers
13000 Deerfield Parkway, Suite E
Milton, GA 30004
Persons needing special accommodations in order to participate in any City
meeting should call 678-242-2500.
2. U09-02/VC09-02 - 15150 Birmingham Hwy, Application by Robb Nestor to obtain a use
permit for a landscaping business on 3.926 acres at a density of 387.92 square feet per
acre (Article 19.4.27). Applicant is also requesting concurrent variance to allow access
from a local street (Article 19.4.27.B.1).
(Agenda Item No. 09-836) (First Presentation on April 13, 2009, deferred on April 27, 2009.)
(Presented by Alice Wakefield, Community Development Director)
3. RZ09-02 - Text amendment to amend Article 22.3.1 Variances: Variance Considerations
(Agenda Item No. 09-869) (First Presentation on June 1, 2009)
(Presented by Alice Wakefield, Community Development Director)
4. RZ09-03 - Text amendment to amend Article 33 Signs: Section 11 Considerations.
(Agenda Item No. 09-870) (First Presentation on June 1, 2009)
(Presented by Alice Wakefield, Community Development Director)
11) UNFINISHED BUSINESS
1. Approval of an Ordinance to Adopt Amendments to the Fiscal 2009 Budget for Each
Fund of the City of Milton, Georgia Amending the Amounts Shown in Each Budget as
Expenditures, Amending the Several Items of Revenue Anticipations, Prohibiting
Expenditures to Exceed Appropriations, and prohibiting Expenditures to Exceed Actual
Funding Available. (First Presentation and 1st Public Hearing on June 1, 2009, 2nd Public
Hearing June 15, 2009.)
(Agenda Item No. 09-871)
(Presented by Stacey Inglis, Finance Manager)
12) NEW BUSINESS
1. A Resolution Establishing the City of Milton Community Identification Sign
Program.
(Agenda Item No. 09-883)
(Presented by Alice Wakefield, Community Development Director)
2. Approval of a change order in the amount of $392,200.00 revising the City of Milton
and CH2MHILL contract for additional services for National Pollutant Discharge
Elimination System (NPDES) Permit Compliance for 2009.
(Agenda Item No. 09-884)
(Presented by Carter Lucas, Principal Engineer)
3. Approval of a Contract for Surveys of Bethwell and Crabapple Community Center
Properties for $2,125 and for Birmingham Park for $10,822.
(Agenda Item No. 09-885)
(Presented by Carter Lucas, Principal Engineer)
MILTON CITY COUNCIL REGULAR MEETING AGENDA JUNE 15, 2009 – 6:00 PM
Page 4 of 4
Milton City Hall
City Council Chambers
13000 Deerfield Parkway, Suite E
Milton, GA 30004
Persons needing special accommodations in order to participate in any City
meeting should call 678-242-2500.
4. Approval of a Task Order for Citywide Bridge Inventory and Inspection Study with URS
for $32,517.26.
(Agenda Item No.09- 886)
(Presented by Carter Lucas, Principal Engineer)
13) MAYOR AND COUNCIL REPORTS
14) STAFF REPORTS
15) EXECUTIVE SESSION (If needed)
16) ADJOURNMENT
(Agenda Item No. 09-887)
The minutes will be
Provided
electronically
City of Milton
13000 Deerfield Parkway Suite 107G Milton, Georgia 30004
1
To: Honorable Mayor and City Council Members
From: Stacey Inglis, Finance Manager
Date: Submitted on June 5 for June 15, 2009 City Council Meeting
Agenda Item: Financial Status Report for Period 8 – May 2009
OVERVIEW and FINANCIAL HIGHLIGHTS:
General Fund
Revenue collections for the General Fund totaling $5,409,167 are approximately 1.77%
lower than anticipated for the eighth period of the fiscal year. Total expenditures to-date
are $11,701,912 and are 4.4% less than expected.
Capital Project Fund
Expenditures within this fund continue to occur on a project-by-project basis. With a
total project expenditure budget of $6,135,740, capital expenditures-to-date total
$1,173,936.
FINANCIAL OPERATIONS:
Tree Replacement Fund: Balance: $12,800
Sidewalk Replacement Fund: Balance: $0
City of MiltonSTATEMENT OF REVENUES & EXPENDITURESGeneral FundFor the Period Ending May 2009Actual BudgetedVarianceover/(under)Actual BudgetedVarianceover/(under)Property Tax 9,703,991 8,983 20,117 (11,135) 603,887 830,597 (226,710)Motor Vehicle Tax 449,867 34,210 37,489 (3,279) 292,739 224,934 67,805Intangible Tax 208,516 0 17,376 (17,376) 86,870 121,634 (34,765)Real Estate Transfer Tax 47,671 0 3,973 (3,973) 16,666 27,808 (11,142)Franchise Fees 1,400,000 0 0 0 964,486 700,000 264,486Local Option Sales Tax 4,007,230 402,306 333,936 68,370 1,877,873 2,003,615 (125,742)Alcohol Beverage Excise Tax 254,000 22,988 21,167 1,822 147,666 148,167 (501)Business & Occupation Tax 650,000 11,863 6,500 5,363 567,613 617,500 (49,887)Insurance Premium Tax 773,200 0 0 0 0 0 0Financial Institution Tax 30,000 0 0 0 20,511 30,000 (9,489)Penalties & Interest 22,000 5,534 0 5,534 49,183 20,000 29,183Alcohol Beverage Licenses 120,000 4,500 4,500 0 110,955 114,000 (3,045)Other Non-Business Permits/Licenses 13,070 1,658 1,089 569 12,088 8,713 3,375Zoning & Land Disturbance Permits 80,000 334 6,667 (6,333) 27,493 53,333 (25,840)Building Permits 100,000 (344) 8,333 (8,677) 39,387 66,667 (27,280)Other Charges for Service 271,557 11,394 17,602 (6,208) 222,344 197,818 24,526Municipal Court Fines 457,636 32,436 38,136 (5,701) 287,355 305,091 (17,736)Interest Earnings 54,000 450 4,500 (4,050) 46,156 36,000 10,156Contributions & Donations 0 6,014 0 6,014 6,114 0 6,114Oth R38 8024388335529 78366729 116Current Month Year-to-DateAnnual BudgetRevenueOther Revenue38,8024388335529,78366729,116Other Financing Sources 4,191,896 0 0 0 0 0 0Total Revenue 22,873,436 542,765 521,469 21,296 5,409,167 5,506,543 (97,376)Actual BudgetedVarianceover/(under)Actual BudgetedVarianceover/(under)Mayor and Council 401,299 33,615 29,018 4,597 188,617 240,727 (52,111)Clerk of the Council 698,319 61,808 72,615 (10,806) 467,415 469,492 (2,077)City Manager 338,764 13,950 16,991 (3,041) 107,639 151,708 (44,069)General Administration 2,414,872 181,960 194,374 (12,414) 1,580,725 1,556,625 24,100Information Technology 976,842 82,249 81,403 845 652,053 651,228 825Municipal Court 537,180 52,056 44,280 7,776 359,395 357,048 2,346Public Safety 6,618,358 449,155 502,820 (53,665) 3,873,839 4,311,611 (437,772)Public Works 2,942,599 170,732 189,342 (18,609) 1,470,803 1,507,733 (36,930)Parks & Recreation 203,619 10,918 11,302 (384) 50,946 48,163 2,783Community Development 1,816,752 146,089 145,563 527 1,133,539 1,129,502 4,038Debt Service - Capital Lease Payment 709,395 0 0 0 709,394 709,395 (1)Debt Service - TAN Payment 33,600 0 0 0 33,590 33,600 (10)Operating Transfer to Capital Projects Fund 4,001,896 0 0 0 1,000,473 1,000,474 (1)Operating Transfer to Capital Grant Fund 293,940 0 0 0 73,485 73,485 0Operating Transfer to Operating Grant Fund 21,010 0 0 0 0 0 0Operating Transfer to Confiscated Assts Fd 73,845 0 0 0 0 0 0Operating Reserve 791,145 0 0 0 0 0 0Total expenditures 22,873,436 1,202,533 1,287,707 (85,173) 11,701,912 12,240,792 (538,879)Net Income/(Loss)(659,768) (6,292,745)Fund Balance - Beginning7,127,688Fund Balance - Ending834,943Operating Expenditures Annual BudgetCurrent Month Year-to-Date6/5/2009
Original
Budgeted
Amounts
Current Period
Actuals
Year-to-Date
Actuals
Variance with
Final Budget -
Positive (Negative)
REVENUES
Contributions & Donations -$ -$ -$ -$
Interest Revenues - - - -
Holiday Card Sales - - 405 405
Total revenues -$ -$ 405$ 405$
EXPENDITURES
Current:
Special Events 40,000$ 4,137$ 18,091$ 21,909$
Total Expenditures 40,000$ 4,137$ 18,091$ 21,909$
OTHER FINANCING SOURCES (USES)
Transfers in from Hotel/Motel Tax Fund 40,000$ 3,631$ 27,190$ (12,810)$
Total other financing sources and uses 40,000$ 3,631$ 27,190$ (12,810)$
Net change in fund balances -$ 9,504$
Fund balances - beginning 3,356 3,356
City of Milton
Special Events Fund
Statement of Revenues, Ependitures, and Changes in Fund Balances - Budget and Actual
For the Period Ended May 31, 2009
Fund balances - ending 3,356$ 12,860$
Original
Budgeted
Amounts
Current Period
Actuals
Year-to-Date
Actuals
Variance with
Final Budget -
Positive (Negative)
REVENUES
-$ -$ -$ -$
Total revenues -$ -$ -$ -$
EXPENDITURES
Current:
Public Safety 73,845$ -$ -$ 73,845$
Total Expenditures 73,845$ -$ -$ 73,845$
OTHER FINANCING SOURCES (USES)
Transfers in from General Fund 73,845$ -$ -$ (73,845)$
Total other financing sources and uses 73,845$ -$ -$ (73,845)$
Net change in fund balances -$ -$
Fund balances - beginning - -
Fund balances - ending -$ -$
City of Milton
Confiscated Assets Fund
Statement of Revenues, Ependitures, and Changes in Fund Balances - Budget and Actual
For the Period Ended May 31, 2009
g
Original
Budgeted
Amounts
Current Period
Actuals
Year-to-Date
Actuals
Variance with
Final Budget -
Positive (Negative)
REVENUES
Wireless 911 Fees 570,000$ 49,911$ 405,106$ (164,894)$
Total revenues 570,000$ 49,911$ 405,106$ (164,894)$
EXPENDITURES 0
Current:
Public Safety 530,000$ 1,765$ 407,019$ 122,981$
Total Expenditures 530,000$ 1,765$ 407,019$ 122,981$
OTHER FINANCING USES
Unallocated 40,000$ -$ -$ 40,000$
Total other financing sources and uses 40,000$ -$ -$ 40,000$
Net change in fund balances -$ (1,913)$
Fund balances - beginning - -
Fund balances - ending -$ (1,913)$
City of Milton
E-911 Fund
Statement of Revenues, Ependitures, and Changes in Fund Balances - Budget and Actual
For the Period Ended May 31, 2009
Original
Budgeted
Amounts
Current Period
Actuals
Year-to-Date
Actuals
Variance with
Final Budget -
Positive (Negative)
REVENUES
Intergovernmental Revenues
State Grant -Operating Cat-Indirect 147,047$ 28,491$ 53,026$ (94,021)$
Total revenues 147,047 28,491$ 53,026$ (94,021)$
EXPENDITURES
Current:
Public Safety 168,057$ -$ -$ 168,057$
Total Expenditures 168,057$ -$ -$ 168,057$
Excess of revenues over expenditures (21,010) 28,491 53,026 74,036
OTHER FINANCING SOURCES (USES)
Transfers in from General Fund 21,010$ -$ -$ (21,010)$
Total other financing sources and uses 21,010$ -$ -$ (21,010)$
Net change in fund balances - 53,026
Fund balances - beginning 2,670 2,670
Fund balances - ending 2,670$ 55,696$
City of Milton
Operating Grant Fund
Statement of Revenues, Ependitures, and Changes in Fund Balances - Budget and Actual
For the Period Ended May 31, 2009
g ,,
Original
Budgeted
Amounts
Current Period
Actuals
Year-to-Date
Actuals
Variance with
Final Budget -
Positive (Negative)
REVENUES
Taxes
Hotel/Motel Taxes 55,000$ 3,631$ 27,190$ (27,810)$
Total revenues 55,000$ 3,631$ 27,190$ (27,810)$
OTHER FINANCING SOURCES (USES)
Transfers out to General Fund (15,000) -$ -$ 15,000$
Transfers out to Special Events Fund (40,000) (3,631) (27,190) 12,810
Total other financing sources and uses (55,000)$ (3,631)$ (27,190)$ 27,810$
Net change in fund balances - -
Fund balances - beginning - -
Fund balances - ending -$ -$
City of Milton
Hotel/Motel Tax Fund
Statement of Revenues, Ependitures, and Changes in Fund Balances - Budget and Actual
For the Period Ended May 31, 2009
Original
Budgeted
Amounts
Current Period
Actuals
Year-to-Date
Actuals
Variance with
Final Budget -
Positive (Negative)
REVENUES
Charges for Service
Infrastructure Maintenance Fee 60,000$ 1,765$ 24,049$ (35,951)$
Landfill Host Fees 190,000 38,848 88,730 (101,270)
Tree Recompense - - 12,800 12,800
Interest Revenue 5,000 - - (5,000)
Sidewalk Replacement Account 70,558 - - (70,558)
Total revenues 325,558 40,613$ 125,579$ (199,979)$
EXPENDITURES
Capital Outlay
Unallocated: -$ -$ -$ -$
City Council 180,000 - - 180,000
Public Safety 502,957 14,593 303,290 199,667
Public Works 3,419,953 - 870,142 2,549,811
Parks & Recreation 1,721,933 - 504 1,721,429
Community Development 310,897 - - 310,897
Total Capital Outlay 6,135,740$ 14,593$ 1,173,936$ 4,961,804$
City of Milton
Capital Project Fund
Statement of Revenues, Ependitures, and Changes in Fund Balances - Budget and Actual
For the Period Ended May 31, 2009
py ,,$,$,,$,,$
Excess of revenues over expenditures (5,810,182) 26,020 (1,048,356) (5,161,783)
OTHER FINANCING SOURCES (USES)
Transfers in from General Fund 4,001,896$ -$ 1,000,473$ (3,001,423)$
Budgeted Fund Balance 1,808,286 - - (1,808,286)
Total other financing sources and uses 5,810,182 - 1,000,473 (4,809,709)
Net change in fund balances - (47,883)
Fund balances - beginning 535,115 535,115
Fund balances - ending 535,115$ 487,232$
Original
Budgeted
Amounts
Current Period
Actuals
Project-to-Date
Actuals
Variance with
Final Budget -
Positive (Negative)
REVENUES
Intergovernmental Revenues
State-Capital-Direct Grant 960,000$ -$ 29,452$ (930,548)$
Total revenues 960,000 -$ 29,452$ (930,548)$
EXPENDITURES
Capital Outlay
Public Works 1,903,240 - 152,062 1,751,178
Total Capital Outlay 1,903,240$ -$ 152,062$ 1,751,178$
Excess of revenues over expenditures (943,240) - (122,610) 820,630
OTHER FINANCING SOURCES (USES)
Transfers in from General Fund 293,940$ -$ 73,485$ (220,455)$
Budgeted Fund Balance 649,300 - - (649,300)$
Total other financing sources and uses 943,240$ -$ 73,485$ (869,755)$
Net change in fund balances - (49,125)
Fund balances - beginning 695,078 695,078
City of Milton
Capital Grant Fund
Statement of Revenues, Ependitures, and Changes in Fund Balances - Budget and Actual
For the Period Ended May 31, 2009
Fund balances - ending 695,078$ 645,953$
City of Milton
13000 Deerfield Parkway Suite 107C Milton, Georgia 30004
To: Honorable Mayor and City Council Members
From: Chris Lagerbloom, City Manager
Date: May 29, 2009 for the June 15th, 2009 Council Meeting
Agenda Item: Approval of the City Hall Space/Facility Needs Analysis agreement with
Consultant Lyman Davidson Dooley, Inc. ($12,800.00).
Recommendation:
The Staff recommends Council to award the $12,800.00 City Hall Space/Facility Needs Analysis
contract to Lyman Davidson Dooley, Inc.
Background:
The City published an RFP for a City Hall Space/Facility Needs Analysis. We received twenty
four bids that were opened and evaluated. Lyman Davidson Dooley, Inc. was ranked the
highest based on the evaluation criteria.
Discussion:
Attachments:
Attached is the City Hall Space/Facility Needs Analysis contract signed by Lyman Davidson
Dooley, Inc.
Concurrent Review
Legal Review by Paul Higbee
h
i ,,ity of Milton
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is effective as of this i 1TH day of MAY, 2009, by and
between the CITY OF MILTON, a municipal corporation of the State of Georgia, acting by
and through its governing authority, the Mayor and Council of the City of Milton ("City"),
and Lyman Davidson Dooley, Inc., a Georgia Corporation, ("Consultant"), collectively
referred to as the "Parties".
WITNESSETH THAT:
WHEREAS, the City desires to retain Consultant to provide certain services
generally described as FY09 City Hall Space/Facility Needs Analysis 09-CM02 (the
"Work"); and
WHEREAS, the City finds that specialized knowledge, skills, and training are
necessary to perform the Work contemplated under this Agreement; and
WHEREAS, the Consultant has represented that it is qualified by training and
experience to perform the Work; and
WHEREAS, the Consultant desires to perform the Work under the terms and
conditions set forth in this Agreement; and
WHEREAS, the public interest will be served by this Agreement; and
NOW, THEREFORE, the Parties hereto do mutually agree as follows:
I. SCOPE OF SERVICES AND TERMINATION DATE
A. Proiect Description
FY09 City Hall Space/Facihty Needs Analysis.
B. The Work
The Work to be completed under this Agreement (the "Work") consists of Exhibit A
and the Consultants response (Exhibit B). In the event of a conflict among the terms of this
Agreement, Exhibit A and Exhibit B, the term that is most advantageous to the City shall
govern.
PG.1
���� CAy d Mgm
C. Schedule, Completion Date, and Term of Agreement
Consultant warrants and represents that it will perform its services in a prompt and
timely manner, which shall not impose delays on the progress of the Work. This Agreement
shall commence as of the date first written above, and the Work shall be completed within
one hundred and twenty days of effective date or sooner.
H. WORK CHANGES
A. The City reserves the right to order changes in the Work to be performed
under this Agreement by altering, adding to, or deducting from the Work. All such changes
shall be incorporated in written change orders executed by the Consultant and the City. Such
change orders shall specify the changes ordered and any necessary adjustment of
compensation and completion time. if the Parties cannot reach an agreement on the terms for
performing the changed work within a reasonable time to avoid delay or other unfavorable
impacts as determined by the City in its sole discretion, the City shall have the right to
determine reasonable terms and the Consultant shall proceed with the changed work.
B. Any work added to the scope of this Agreement by a change order shall be
executed under all the applicable conditions of this Agreement. No claim for additional
compensation or extension of time shall be recognized, unless contained in a written change
order duly executed on behalf of the City and the Consultant.
C. The City Manager has authority to execute without further action of the City
of Milton Mayor and Council, any number of change orders so long as their total effect does
not materially alter the terms of this Agreement or materially increase the total amount to be
paid under this Agreement, as set forth in Section III(B) below. Any such change orders
materially altering the terms of this Agreement or increasing the total amount to be paid
under this Agreement in excess of $25,004 must be approved by resolution of the City of
Milton Mayor and Council.
III. COMPENSATION AND METHOD OF PAYMENT
A. City agrees to pay the Consultant for the services performed and costs
incurred by Consultant upon certification by the City that the services were actually
performed and costs actually incurred in accordance with the Agreement. Compensation for
services performed and reirnbursement for costs incurred shall be paid to the Consultant upon
receipt and approval by the City of invoices setting forth in detail the services performed and
costs incurred. Invoices shall be submitted on a monthly basis, and such invoices shall reflect
PG. 2
charges incurred versus charges budgeted. Any material deviations in tests or inspections
performed, times or locations required to complete such tests or inspections and like
deviations from the Work described in this Agreement shall be clearly communicated to the
City before charges are incurred and shall be handle through change orders as described in
Section II above. The City shall pay the Consultant within thirty (30) days after approval of
the invoice by City staff.
B. The total amount paid under this Agreement as compensation for services
performed and reimbursement for costs incurred shall not, in any case, exceed $12,800.00
except as outlined in Section II(C) above. The compensation for services performed shall be,
based upon a flat fee (fixed price).
C. Reimbursement for costs incurred shall be limited as follows. Long distance
telephone and telecommunications, facsimile transmission, normal postage and express mail
charges, photocopying time shall be at cost. Supplies and outside services, transportation,
lodging, and meals and shall be at cost plus no more than a 10% administrative burden.
Automobile mileage shall be no more than the current deductible rate set by the Internal
Revenue Service.
IV. COVENANTS OF CONSULTANT
A. Expertise of Consultant
Consultant accepts the relationship of trust and confidence established between it and
the City, recognizing that the City's intention and purpose in entering into this Agreement is
to engage an entity with the requisite capacity, experience, and professional skill and
judgment to provide the services in pursuit of the timely and competent completion of the
Work undertaken by Consultant under this Agreement.
B. Budgetary Limitations
Consultant agrees and acknowledges that budgetary limitations are not a justification
for breach of sound principals of Consultant's profession and industry. Consultant shall take
no calculated risk in the performance of the Work. Specifically, Consultant agrees that, in
the event it cannot perform the Work within the budgetary limitations established without
disregarding sound principals of Consultant's profession and industry, Consultant will give
written notice immediately to the City.
C. City's Reliance on the Work
The Consultant acknowledges and agrees that the City does not undertake to approve
PG. 3
A.
or pass upon matters of expertise of the Consultant and that; therefore, the City bears no
responsibility for Consultant's services performed under this Agreement. The Consultant
acknowledges and agrees that the acceptance of designs, plans, and specifications by the City
is limited to the function of determining whether there has been compliance with what is
required to be produced under this Agreement. The City will not, and need not, inquire into
adequacy, fitness, suitability or correctness of Consultant's performance. Consultant further
agrees that no approval of designs, plans, or specifications by any person, body or agency
shall relieve Consultant of the responsibility for adequacy, fitness, suitability, and correctness
of Consultant's professional and industry standards or for performing services under this
Agreement in accordance with sound and accepted professional and industry principals.
D. Consultant's Reliance of Submissions by the Ci
Consultant must have timely information and input from the City in order to perform
the services required under this Agreement. Consultant is entitled to rely upon information
provided by the City, but Consultant shall be required to provide immediate written notice to
the City if Consultant knows or reasonably should know that any information provided by the
City is erroneous, inconsistent, or otherwise problematic.
E. Consultant's Representative
Ben Starks shall be authorized to act on Consultant's behalf with respect to the Work
as Consultant's designated representative.
F. Assignment of Agreement
The Consultant covenants and agrees not to assign or transfer any interest in, nor
delegate any duties of this Agreement, without the prior express written consent of the City.
As to any approved subcontractors, the Consultant shall be solely responsible for reimbursing
them and the City shall have no obligation to them.
G. Responsibility of Consultant and Indemnification of City_
The Consultant covenants and agrees to take and assume all responsibility for the
services rendered in connection with this Agreement. The Consultant shall bear all losses and
damages directly or indirectly resulting to it on account of the performance or character of
the services rendered pursuant to this Agreement. Consultant shall defend, indemnify and
hold harmless the City, its officers, boards, commissions, elected officials, employees and
agents from and against any and all claims, suits, actions, liability, judgments, damages,
losses, and expenses, including but not limited to, attorney's fees, which may be the result of
willful, negligent or tortuous conduct arising out of the Work, performance of contracted
services, or operations by the Consultant, any subcontractor, anyone directly or indirectly
employed by the Consultant or subcontractor or anyone for whose acts the Consultant or
subcontractor may be liable, regardless of whether or not the offending act is caused in part
by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge,
PG. 4
r.
or otherwise reduce any other right or obligation of indemnity which would otherwise exist
as to any party or person described in this provision. In any and all claims against the City or
any of its agents or employees, by any employee of the Consultant, any subcontractor,
anyone directly or indirectly employed by the Consultant or subcontractor or anyone for
whose acts the Consultant or subcontractor may be liable, the indemnification obligation set
forth in this provision shall not be limited in any way by any limitation on the amount or type
of damages, compensation or benefits payable by or for the Consultant or any subcontractor
under workers' or workmen's compensation acts, disability benefit acts or other employee
benefit acts. This obligation to indemnify and defend the City, its members, officers, agents,
employees and volunteers shall survive termination of this Agreement.
H. Independent Contractor
Consultant hereby covenants and declares that it is engaged in an independent
business and agrees to perform the services as an independent contractor and not as the
agent or employee of the City. The Consultant agrees to be solely responsible for its own
matters relating to the time and place the services are performed; the instrumentalities,
tools, supplies and/or materials necessary to complete the services; hiring of Consultants,
agents or employees to complete the services; and the payment of employees, including
compliance with Social Security, withholding and all other regulations governing such
matters. The Consultant agrees to be solely responsible for its own acts and those of its
subordinates, employees, and subcontractors during the life of this Agreement. Any
provisions of this Agreement that may appear to give the City the right to direct
Consultant as to the details of the services to be performed by Consultant or to exercise a
measure of control over such services will be deemed to mean that Consultant shall
follow the directions of the City with regard to the results of such services only.
I. Insurance
(1) Requirements:
The Consultant shall have and maintain in full force and effect for the
duration of this Agreement, insurance insuring against claims for
injuries to persons or damages to property which may arise from or in
connection with the performance of the Work by the Consultant, its
agents, representatives, employees or subcontractors. All policies shall
be subject to approval by the City Attorney to form and content. These
requirements are subject to amendment or waiver if so approved in
writing by the City Manager.
(2) Minimum Limits of Insurance:
Consultant shall maintain limits no less than:
(a) Comprehensive General Liability of $1,000,000 combined single limit
per occurrence for bodily and personal injury, sickness, disease or
PG. 5
death, injury to or destruction of property, including loss of use
resulting there from.
(b) Comprehensive Automobile Liability (owned, non -owned, hired) of
$1,000,004 combined single limit per occurrence for bodily and
personal injury, sickness, disease or death, injury to or destruction of
property, including loss of use resulting therefrom.
(c) Professional Liability of $1,000,000 limit for claims arising out of
professional services caused by the Consultant's errors, omissions, or
negligent acts.
(d) Workers' Compensation limits as required by the State of Georgia and
employers Liability limits of $1,000,000 per accident.
(3) Deductibles and Self -Insured Retentions:
Any deductibles or self-insured retentions must be declared to and approved
by the City.
(4) Other Insurance Provisions:
The policy is to contain, or be endorsed to contain, the following provisions:
(a) General Liability and Automobile Liability Coverage.
(i) The City, its officials, employees, agents and volunteers are to
be covered as insured as respects: liability arising out of
activities performed by or on behalf of the Consultant; products
and completed operations of the Consultant; premises owned,
leased, or used by the Consultant; automobiles owned, leased,
hired, or borrowed by the Consultant. The coverage shall
contain no special limitations on the scope of protection
afforded to the City, its officials, employees, agents or
volunteers.
(ii) The Consultant's insurance coverage shall be primary
noncontributing insurance as respects to any other insurance or
self-insurance available to the City, its officials, employees,
agents or volunteers. Any insurance or self-insurance
maintained by the City, its officials, employees or volunteers
shall be excess of the Consultant's insurance and shall not
contribute with it.
(iii) Any failure to comply with reporting provisions of the policies
shall not affect coverage provided to the City, its officials,
PG. 6
employees, agents or volunteers.
(iv) Coverage shall state that the Consultant's insurance shall apply
separately to each insured against whom claim is made or suit
is brought, except with respect to the limits of the insurer's
liability.
(v) Coverage shall be provided on a "pay on behalf' basis, with
defense costs payable in addition to policy limits. There shall
be no cross liability exclusion.
(vi) The insurer agrees to waive all rights of subrogation against the
City, its officials, employees, agents and volunteers for losses
arising from work performed by the Consultant for the City.
(vii) All endorsements to policies shall be executed by an authorized
representative of the insurer.
(b) Workers' Compensation Coverage.
The insurer will agree to waive all rights of subrogation against the City, its
officials, employees, agents and volunteers for losses arising from work
performed by the Consultant for the City.
(c) All Coverages.
(i) Each insurance policy required by this clause shall be endorsed
to state that coverage shall not be suspended, voided, canceled,
reduced in coverage or in limits except after thirty (30) days
prior written notice by certified mail, return receipt requested,
has been given to the City.
(ii) Policies shall have concurrent starting and ending dates.
(S) Acceptability of Insurers:
Insurance is to be placed with insurers with an A.M. Bests' rating of no less than A:
VII.
(6) Verification of Coverage:
Consultant shall furnish the City with certificates of insurance and
endorsements to the policies evidencing coverage required by this clause prior
to the start of work. The certificates of insurance and endorsements for each
insurance policy are to be signed by a person authorized by that insurer to
bind coverage on its behalf The certificate of insurance and endorsements
PG. 7
shall be on a form utilized by Consultant's insurer in its normal course of
business and shall be received and approved by the City prior to execution of
this Agreement by the City. The City reserves the right to require complete,
certified copies of all required insurance policies, at any time. The Consultant
shall provide proof that any expiring coverage has been renewed or replaced
at least two (2) weeks prior to the expiration of the coverage.
(7) Subcontractors:
Consultant shall include all subcontractors as insured under its policies or
shall furnish separate certificates and endorsements for each subcontractor.
All coverage for subcontractors shall be subject to all of the requirements
stated in this Agreement, including but not limited to naming the parties as
additional insured.
(8) Claims -Made Policies:
Consultant shall extend any claims -made insurance policy for at least six (6)
years after termination or final payment under the Agreement, whichever is
later.
(9) City as Additional Insured and Loss P
The City shall be named as an additional insured and loss payee on all policies
required by this Agreement.
J. Employment of Unauthorized Aliens Prohibited
It is the policy of City that unauthorized aliens shall not be employed to perform work
on City contracts involving the physical performance of services. Therefore, the City shall
not enter into a contract for the physical performance of services within the State of Georgia,
unless the Contractor shall provide evidence on City -provided forms, attached hereto as
Exhibits "E" and "F" that it and Contractor's subcontractors have within the previous twelve
(12) month period conducted a verification of the social security numbers of all employees
who will perform work on the City contract to ensure that no unauthorized aliens will be
employed. The City Manager or his/her designee shall be authorized to conduct an
inspection of the Contractor's and Contractor's subcontractors' verification process to
determine that the verification was correct and complete. The Contractor and Contractor's
subcontractors shall retain all documents and records of its verification process for a period
of three (3) years following completion of the contract. This requirement shall apply to all
contracts for the physical performance of services where more than three (3) persons are
employed on the City contract.
The City Manager or his/her designee shall further be authorized to conduct periodic
inspections to ensure that no City Contractor or Contractor's subcontractors employ
unauthorized aliens on City contracts. By entering into a contract with the City, the
PG. 8
�(yaiy a rawN,
Contractor and Contractor's subcontractors agree to cooperate with any such investigation by
making its records and personnel available upon reasonable notice for inspection and
questioning. Where a Contractor or Contractor's subcontractors are found to have employed
an unauthorized alien, the City Manager or his/her designee may order the Contractor to
terminate or require its subcontractor to terminate that person's employment immediately and
to report same to the Department of Homeland Security. The Contractor's failure to
terminate the employee, or otherwise cooperate with the investigation may be sanctioned by
termination of the contract, and the Contractor shall be liable for all damages and delays
occasioned by the City thereby.
Compliance with the requirements of O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 is
mandatory.
Contractor agrees that the employee -number category designated below is applicable
to the contractor.
500 or more employees.
100 or more employees.
_X_ Fewer than 100 employees_
Contractor agrees that, in the event the Contractor employs or contracts with any
subcontractor(s) in connection with this Agreement, the Contractor will secure from the
subcontractor(s) such subcontractor(s') indication of the above employee -number category
that is applicable to the subcontractor.
Contractor's compliance with the requirements of O.C.G.A. § 13-10-91 and Rule
300-10-1-.02 shall be attested by the execution of the contractor's affidavit attached as
Exhibit "E."
The above requirements shall be in addition to the requirements of State and federal
law, and shall he construed to be in conformity with those laws.
K. Records, Reports and Audits
(1) Records:
(a) Records shall be established and maintained by the Consultant in
accordance with requirements prescribed by the City with respect to all
matters covered by this Agreement. Except as otherwise authorized,
such records shall be maintained for a period of three years from the
date that final payment is made under this Agreement. Furthermore,
records that are the subject of audit findings shall be retained for three
years or until such audit findings have been resolved, whichever is
later.
PG. 9
(AY .,I I.H.,
.� 4
(b) All costs shall be supported by properly executed payrolls, time
records, invoices, contracts, or vouchers, or other official
documentation evidencing in proper detail the nature and propriety of
the charges. All checks, payrolls, invoices, contracts, vouchers, orders
or other accounting documents pertaining in whole or in part to this
Agreement shall be clearly identified and readily accessible.
(2) Reports and Information:
Upon request, the Consultant shall furnish to the City any and all statements,
records, reports, data and information related to matters covered by this
Agreement in the form requested by the City.
(3) Audits and Inspections:
At any time during normal business hours and as otiten as the City may deem
necessary, there shall be made available to the City for examination all
records with respect to all matters covered by this Agreement. The Consultant
will permit the City to audit, examine, and make excerpts or transcripts from
such records, and to audit all contracts, invoices, materials, payrolls, records
of personnel, conditions of employment and or data relating to all matters
covered by this Agreement.
L. Conflicts of Interest
Consultant agrees that it shall not engage in any activity or conduct that would result
in a violation of the City of Milton Code of Ethics.
M. Confidentiality
Consultant acknowledges that it may receive confidential information of the City and
that it will protect the confidentiality of any such confidential information and will require
any of its subcontractors, consultants, and/or staff to likewise protect such confidential
information. The Consultant agrees that confidential information it receives or such reports,
information, opinions or conclusions that Consultant creates under this Agreement shall not
be made available to, or discussed with, any individual or organization, including the news
media, without prior written approval of the City. The Consultant shall exercise reasonable
precautions to prevent the unauthorized disclosure and use of City information whether
specifically deemed confidential or not.
N. Compliance with Laws Reaulatinta Illeeal Aliens
The United States Congress enacted the Immigration Reform and Control Act of 1986
(IBCA), P.L. 99-603, which required the former Immigration and Naturalization Service
(now the Department of Homeland Security) to establish a system for verifying the
PG. 10
�� i
immigration status of non -citizen applicants for, and recipients of, certain types of federally
funded benefits, and to make the system available to Federal, State, and local benefit -issuing
agencies and institutions that administer such benefits.
The Consultant covenants and declares that it is enrolled in the Basic Employment
Verification Pilot Program, and that it has verified the employment eligibility of all its
employees utilizing such program. Consultant shall likewise require all subcontractors or
sub -consultants to verify the employment eligibility of all their respective employees
utilizing the Basic Employment Verification Pilot Program. Consultant shall provide
documentation prior to commencing work under this Agreement, in a form acceptable to the
City, affirming the Consultant's compliance with this Section.
O. Licenses, Certifications and Permits
The Consultant covenants and declares that it has obtained all diplomas, certificates,
licenses, permits or the like required of the Consultant by any and all national, state, regional,
City, local boards, agencies, commissions, committees or other regulatory bodies in order to
perform the services contracted for under this Agreement. All work performed by Consultant
under this Agreement shall be in accordance with applicable legal requirements and shall
meet the standard of quality ordinarily expected of competent professionals.
P. Key Personnel
All of the individuals identified in Exhibit "C" are necessary for the successful
prosecution of the Work due to their unique expertise and depth and breadth of experience.
There shall be no change in Consultant's Project Manager or members of the project team, as
listed in Exhibit "C", without written approval of the City. Consultant recognizes that the
composition of this team was instrumental in the City's decision to award the work to
Consultant and that compelling reasons for substituting these individuals must be
demonstrated for the City's consent to be granted. Any substitutes shall be persons of
comparable or superior expertise and experience. Failure to comply with the provisions of
this section shall constitute a material breach of Consultant's obligations under this
Agreement and shall be grounds for termination. Consultant shall not subcontract with any
third party for the performance of any portion of the Work without the prior written consent
of the City. Consultant shall be solely responsible for any such subcontractors in terms of
performance and compensation.
Q. Authority to Contract
The Consultant covenants and declares that it has obtained all necessary approvals
of its board of directors, stockholders, general partners, limited partners or similar
authorities to simultaneously execute and bind Consultant to the terms of this Agreement,
if applicable.
R. Ownership of Work
r PG. 11
• [::ty nE 1Aii•:m
All reports, designs, drawings, plans, specifications, schedules, work product and
other materials prepared or in the process of being prepared for the services to be
performed by the Consultant ("materials") shall be the property of the City and the City
shall be entitled to full access and copies of all such materials. Any such materials
remaining in the hands of the Consultant or subcontractor upon completion or termination
of the work shall be delivered immediately to the City. The Consultant assumes all risk
of loss, damage or destruction of or to such materials. If any materials are lost, damaged
or destroyed before final delivery to the City, the Consultant shall replace them at its own
expense. Any and all copyrightable subject matter in all materials is hereby assigned to
the City and the Consultant agrees to execute any additional documents that may be
necessary to evidence such assignment.
V. COVENANTS OF THE CITY
A. Right of Entry
The City shall provide for right of entry for Consultant and all necessary equipment to
City of Milton, in order for Consultant to complete the Work.
B. City's Representative
Chris Lagerbloom shall be authorized to act on the City's behalf with respect
to the Work as the City's designated representative.
VI. TERMINATION
A. The City shall have the right to terminate this Agreement for any reason
whatsoever by providing written notice thereof at least five (5) calendar days in advance of
the termination date. The Consultant shall have no right to terminate this Agreement prior to
completion of the Work, except in the event of the City's failure to pay the Consultant within
thirty (30) days of Consultant providing the City with notice of a delinquent payment and an
opportunity to cure.
PG. 12
S Oily !+fh1i1-
.
B. Upon termination, City shall provide for payment to the Consultant for
services rendered and expenses incurred prior to the termination date.
C. Upon termination, the Consultant shall: (1) promptly discontinue all services
affected, unless the notice directs otherwise; and (2) promptly deliver to the City all data,
drawings, reports, summaries, and such other information and materials as may have been
generated or used by the Consultant in perfon-ning this Agreement, whether completed or in
process, in the form specified by the City.
D. The rights and remedies of the City and the Consultant provided in this
Section are in addition to any other rights and remedies provided under this Agreement or at
law or in equity.
VII. NO PERSONAL LIABILITY
No member, official or employee of the City shall be personally liable to the
Consultant or any successor in interest in the event of any default or breach by the City or for
any amount which may become due to the Consultant or successor or on any obligation
under the terms of this Agreement. Likewise, Consultant's performance of services under
this Agreement shall not subject Consultant's individual employees, officers or directors to
any personal liability. The Parties agree that their sole and exclusive remedy, claim, demand
or suit shall be directed and/or asserted only against Consultant or the City, respectively, and
not against any employee, officer, director, or elected or appointed official.
VIII. ENTIRE AGREEMENT
This Agreement constitutes the complete agreement between the Parties and
supersedes any and all other agreements, either oral or in writing, between the Parties with
respect to the subject matter of this Agreement. No other agreement, statement or promise
relating to the subject matter of this Agreement not contained in this Agreement shall be
valid or binding. This Agreement may be modified or amended only by a written document
signed by representatives of both Parties with appropriate authorization.
IX. SUCCESSORS AND ASSIGNS
Subject to the provision of this Agreement regarding assignment, this Agreement
PG. 13
shall be binding on the heirs, executors, administrators, successors and assigns of the
respective Parties.
X. APPLICABLE LAW
If any action at law or in equity is brought to enforce or interpret the provisions of
this Agreement, the rules, regulations, statutes and laws of the State of Georgia will control.
XI. CAPTIONS AND SEVERABILITY
The caption or headnote on articles or sections of this Agreement are intended for
convenience and reference purposes only and in no way define, limit or describe the scope or
intent thereof, or of this Agreement nor in any way affect this Agreement. Should any
article(s) or section(s), or any part thereof, later be deemed unenforceable by a court of
competent jurisdiction, the offending portion of the Agreement should be severed and the
remainder of this Agreement shall remain in full force and effect to the extent possible.
XII. BUSINESS LICENSE
Prior- to conurieneement of the setMees to be provided heFeundef, Comultwit shall
aWy to the City for- a business license, pay the applieable busin�s lieense fee, and maintain
said business -license dur=ing tbo-tew-m- of this Agr-eement- See attached copy of business
license.)
X111. NOTICES
A. Communications Relating to Dai1y Activities
All communications relating to the day-to-day activities of the Work shall be
exchanged between Chris Lagerbloom for the City and Ben Starks for the Consultant.
B. Official Notices
PG. 14
� l�cay a Mes�c.,
C ��
All other notices, writings or correspondence as required by this Agreement shall be
in writing and shall be deemed received, and shall be effective, when: (1) personally
delivered, or (2) on the third day after the postmark date when mailed by certified mail,
postage prepaid, return receipt requested, or (3) upon actual delivery when sent via national
overnight commercial carrier to the Parties at the addresses given below, unless a substitute
address shall first be furnished to the other Parties by written notice in accordance herewith:
NOTICE TO THE CITY shall be sent to:
City Manager
City of Milton
13000 Deerfield Parkway, Suite 107f
Milton, Georgia 30004
NOTICE TO THE CONSULTANT shall be sent to:
Lyman Davidson Dooley, Inc.
1640 Powers Ferry Rd.
Building 1, Suite 100
Marietta, GA 30067
XIV. WAIVER OF AGREEMENT
The City's failure to enforce any provision of this Agreement or the waiver in a
particular instance shall not be construed as a general waiver of any future breach or default.
XV. SOVEREIGN IMMUNITY
Nothing contained in this Agreement shall be construed to be a waiver of the
City's sovereign immunity or any individual's qualified good faith or official immunities.
XVI. FORCE MAJEURE
Neither the City nor Consultant shall be liable for their respective non -negligent or
non -willful failure to perform or shall be deemed in default with respect to the failure to
perform (or cure a failure to perform) any of their respective duties or obligations under this
Agreement or for any delay in such performance due to: (a) any cause beyond their
respective reasonable control; (b) any act of God; (c) any change in applicable governmental
rules or regulations rendering the performance of any portion of this Agreement legally
impossible; (d) earthquake, fire, explosion or flood; {e} strike or labor dispute, excluding
PG. 15
`�r � Lily d Mltan
strikes or labor disputes by employees and/or agents of CONSULTANT; (t) delay or failure
to act by any governmental or military authority; or (g) any war, hostility, embargo, sabotage,
civil disturbance, riot, insurrection or invasion. In such event, the time for performance shall
be extended by an amount of time equal to the period of delay caused by such acts and all
other obligations shall remain intact.
IN WITNESS WHEREOF the City and the Consultant have executed this
Agreement effective as of the date the City Manager executes this Agreement on behalf of
the City.
[SIGNATURES ON FOLLOWING PAGE]
PG. 16
Approved as to form:
f ,
City Attorney
CONSULTANT:
LAU�l
By: Rowland Davidson, AIA
Its: President
[CORPORATE SEAL]
SIGNED, SEALED, AND DELIVERED
in the presence of:
-� VeL4-4,J
Notary Public
[NOTARY SEAL]
My Commission Expires:
CITY OF MILTON
Notary Pudic, Cobb Coaniy, Georgia
14 Corni:65.5ion Expires.lune 10, 2041
By:
Its:
SIGNED, SEALED, AND DELIVERER
•�� r.� Mriie�i�
[CITY SEAL]
PG. 17
in the presence of
Witness
Notary Public
[NOTARY SEAL]
My Commission Expires:
A PG. 18
EXHIBIT "A"
gm
FY09 City Hall
space -facility .
r PG. 19
-- -- CITY OF MILTON
City of Milton REQUEST FOR PROPOSAL
(THIS IS NOT AN ORDER)
RFP Number: RFP Title:
49-CM02 FY09 CITY HALL SPACE/FACILITY NEEDS ANALYSIS
RFP Due Date and Time:
March 23th,2009 2:00pm local time
ISSUING DEPARTMENT INFORMATION
Procurement Office Contact: Issue Date:
Rick Pearce I February 25th, 2009
City of Milton
13000 Deerfield Pkwy, Suite 107G
Milton, Ga. 30004
Phone. 678-242-2500
Fax: 678-242-2499
Website: www.cityofmiltonga.us
N INSTRUCTIONS TO OFFERORS
Return Proposal to:
Mark Face of Envelope/Package:
City of Milton
Bid Number: 09-CM02
Attn: Rick Pearce, Purchasing Office
Name of Company or Firm
13000 Deerfield Pkwy
Suite 107G
Milton, Ga. 30004
p... ----.-_._.-._. -.-- .. ._-. _._
S ecial Instructions:
Deadline for Written Questions
March 10th, 2409 0 5:00 PM
Email(preferred) questions to Rick Pearce at
rick_pearceC cityofmiltony-a.us or Fax
questions Attn: Rick Pearce at 678-242-2199
OFFERORS MUST COMPLETE THE FOLLOWING
Offeror Name/Address:
Authorized Offeror Signatory:
(Please print name and sign in ink)
Offeror FAX Number:
Offeror Phone Number:
Offeror Federal I.D. Number:
Offeror E-mail Address:
OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE
TABLE OF CONTENTS
Offeror's RFP Checklist................................................................................................
DisclosureForm............................................................................................................
Proposalletter..............................................................................................................
Scheduleof Events.......................................................................................................
Section 1: Project Overview and Instructions...........................................................
Section 2: RFP Standard Information.........................................................................
Section 3: Scope of Project.........................................................................................
Section 4: Offeror Qualifications................................................................................
Section5: Cost Proposal.............................................................................................
Section 6: Evaluation Criteria.....................................................................................
Section 7: Standard Contract Information.................................................................
Appendix A: Standard Contract.................................................................................
Appendix B: Submittal Requirements Summary.......................................................
CFFEROR'S RFP CHECKLIST
The 10 Most Critical Things to Keep in Mind
When Responding to an RFP for the City of Milton
1. Read the entire document. Note critical items such as: mandatory requirements;
supplies/services required; submittal dates; number of copies required for submittal;
funding amount and source; contract requirements (i.e., contract performance security,
insurance requirements, performance and/or reporting requirements, etc.).
2. Note the procurement officer's name, address, phone numbers and e-mail
address. This is the only person you are allowed to communicate with regarding the
RFP and is an excellent source of information for any questions you may have.
I Attend the pre -proposal conference if one is offered. These conferences provide an
opportunity to ask clarifying questions, obtain a better understanding of the project, or to
notify the City of any ambiguities, inconsistencies, or errors in the RFP.
4. _ Take advantage of the "question and answer" period. Submit your questions to the
procurement officer by the due date listed in the Schedule of Events and view the
answers given in the formal "addenda" issued for the RFP. All addenda issued for an
RFP are posted on the City's website and will include all questions asked and answered
concerning the RFP.
5. Follow the format required in the RFP when preparing your response. Provide point -
by -point responses to all sections in a clear and concise manner.
6. Provide complete answers/descriptions. Read and answer all questions and
requirements. Don't assume the City or evaluation committee will know what your
company capabilities are or what items/services you can provide, even if you have
previously contracted with the City. The proposals are evaluated based solely on the
information and materials provided in your response.
7. Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.
8. Check the City website for RFP addenda. Before submitting your response, check the
City website at http://www.cityotmiItonga.us/ and
http://ssi.doas.state.ga.us/PRSapp/PR index.jsp to see whether any addenda were
issued for the RFP. If so, you must submit a signed cover sheet for each addendum
issued along with your RFP response.
9. Review and read the RFP document again to make sure that you have addressed all
requirements. Your original response and the requested copies must be identical and be
complete. The copies are provided to the evaluation committee members and will be
used to score your response.
10. Submit your response on time. Note all the dates and times listed in the Schedule of
Events and within the document, and be sure to submit all required items on time. Late
proposal responses are never accepted.
hls checklist is provided for assistance only and should not be submitted with Offeror's Res onse.
City of Milton
IQS)
CITY OF MILTON DISCLOSURE FORM
MUST BE RETURNED WITH BID
This form is for disclosure of campaign contributions and family member relations with City of Milton
officials/ernploy ees.
Please complete this form and return as part of your RFP package when it is submitted.
Name of Offeror
Name and the official position of the Milton Official to whom the campaign contribution was made (Please use
a separate form for each official to whom a contribution has been made in the past two (2) years.)
List the dollar amount/value and description of each campaign contribution made over the past two (2) years
by the Applicant/Opponent to the named Milton Official,
Amount/Value Description
Please list any family member that is currently (or has been employed within the last 12 months) by the City of
Milton and your relation:
City of Milton
City of Milton
FY09 CITY HALL SPACEIFACILITY NEEDS ANALYSIS
RFP# 09-CM02
PROPOSAL LETTER
(Bidder to sign and return with proposal)
We propose to furnish and deliver any and all of the deliverables and services named in the Request for
Proposal (RFP) regarding the City of Milton FY09 City Hall space/facility needs analysis.
It is understood and agreed that we have read the City's specifications shown or referenced in the
RFP and that this proposal is made in accordance with the provisions of such specifications. By our written
signature on this proposal, we guarantee and certify that all items included meet or exceed any and all such
City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or
exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and
informalities, and to make an award in the best interest of the city.
PROPOSAL SIGNATURE AND CERTIFICATION
I certify that this proposal is made without prior understanding, agreement, or connection with any corporation,
firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all
respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal
Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of
the proposal and certify that I am authorized to sign far my company. I further certify that the provisions of the
Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated
in any respect.
Authorized Signature
Print/Type Name
Print/Type Company Name
Here
Date
SCHEDULE OF EVENTS
EVENT
DATE
RFP Issue Date............................................................................. February 251", 2009
Deadline for Receipt of Written Questions ...................................... March 101h 2009
Posting of Written Answers by City to Websites ........................ March 16 ?D09
RFP Response Due Date (2:00pm local time) ..................................March 231" 2DD9
Estimated Date for Oral Presentations .............................. Week of March 301h, 2009
Estimated Date for RFP Award... ............. .............................. Week of April 61h 2009
SECTION 7: PROJECT OVERVIEW AND UCTIONS
1.0 BACKGROUND AND STATEMENT OF INTENT
Incorporated December 1, 2005, the City of Milton is committed to mainta unique quality of life for its
constituents, while efficiently delivering essential services to residents anases in a community -
interactive environment. Milton is a distinctive community embracing smJe and heritage, while
preserving and enhancing our rural character. The City of Milton's forty tcployees are currently housed
in leased office space located at 13000 Deerfield Parkway. It is the City'o provide a permanent home
for City Hall. The location and the facility should create a "presence" for ffnment offices, while
maintaining the rural, small-town character of the area.
The City of Milton, (hereinafter referred to as "the City") invites you to subposal for a City Hall
spacelfacility needs analysis. A more complete description of the service for this project is provided in
Section 3, Scope of Project. Proposals submitted in response to this solicust comply with the
instructions and procedures contained herein. It is important to note that 11g offeror will not be
prohibited from bidding on future projects associated with City of Milton plew City Hall.
1.1 SINGLE POINT OF CONTACT
From the date this Request for Proposal (RFP) is issued until an offeror id and the selection is
announced by the procurement office, offerors are not allowed to come with any City staff or
elected officials regarding this }procurement, except at the direction 'earce. Any unauthorized
contact may disqualify the offeror from further consideration. Contact info )r the single point of contact
is as follows:
Procurement Office: Rick Pearce
Address: 1300 Deerfield Parkway, Milton, GA 30004
Telephone Number: 678-242-2511
Fax Number: 678-242-2499
E-mail Address: rick.pearce@cityofmiltonga.us
1.2 REQUIRED REVIEW
1.2.1 Review RFP. Offerors should carefully review the instructi'datory requirements,
specifications, standard terms and conditions. and standard contract set i RFP and promptly notify the
procurement office identified above via e-mail of any ambiguity, inconsist,luly restrictive specifications,
or error which they discover upon examination of this RFP.
1.2.2 Form of Questions. Offerors with questions or requiring cin or interpretation of any
section within this RFP must address these questions via fax or e-mail (p'o the procurement office
referenced above on or before March 10t" 2009. Each question must prod reference to the section,
page, and item in question. Questions received after the deadline may nt"Jdered.
1.2.3 City's Answers. The City will provide an official written aAl questions on or about
March 16"'. 2009. The City's response will be by formal written addendur ier form of interpretation,
correction, or change to this RFP will not be binding upon the City. Any ft en addendum will be posted
alongside the posting of the RFP at httr).,//www.cityofmiltonga.us/ and
http://ssl.doas.state.cia.us/PRSapp/PR index.lsp. Offerors must sign and iy addendum with their RFP
response.
1.2.4 Standard Contract. By submitting a response to this RFP, offeror agrees to acceptance of the
City's standard contract. Much of the language included in the standard contract reflects requirements of state
law. Requests for exceptions to the standard contract terms, or any added provisions must be submitted to the
procurement office referenced above by the date for receipt of writtenle-mailed questions or with the offeror's
RFP response and must be accompanied by an explanation of why the exception is being taken and what
specific effect it will have on the offeror's ability to respond to the RFP or perform the contract. The City
reserves the right to address non -material, minor, insubstantial requests for exceptions with the highest scoring
offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to
the standard terms and conditions and standard contract language will be addressed in any formal written
addendum issued for this RFP and will apply to all offerors submitting a response to this RFP.
1.2.5 Mandatory Requirements. To be eligible for consideration, an offeror must meet the intent of
all mandatory requirements. The City will determine whether an offeror's RFP response complies with the
intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP
may be subject to point reductions during the evaluation process or may be deemed non-responsive.
1.3 PRE -PROPOSAL CONFERENCE
None
1.4 SUBMITTING A PROPOSAL
1.4.1 Organization of Proposal.
Two, separate proposals shall be prepared by interested firms: a "technical proposal," and a "cost proposal".
(See section 5 for cost proposal)" One (1) original and four (4) copies of each proposal should be provided to
the City before the requested due date. Proposals shall include the following;
Technical Proposal:
a) City of Milton request for proposal cover page (information entered and signed: first page of this document)
b) City of Milton Disclosure form (signed)
c) City of Milton Proposal letter (information entered)
d) Technical Submittal (Maximum of twenty 20 single sided pages (ten pages if double -sided) -
Minimum of 11 point font
Stapled or spiral -bound. No binders
• Cover letter — introductory remarks and proposal summary — no longer than two pages.
• Scope of work —Describe the firm's plans to provide the requested services —a narrative description of
the proposed methodology to be used to accomplish the required tasks. Provide a scope of work for
the delivery of the final product. The scope shouid contain sufficient detail as to allow identification by
the City of all items of work required and the associated deliverables.
• Key personnel — include resumes of key personnel to be involved in this project and a list identifying the
role of each.
• Related projects — Description of past and current projects similar to this project, including the degree of
involvement of your firm and/or personnel assigned to the project.
• Background and experience -- Include a brief history of your firm, a list of any proposed subcontractors,
accompanied by their staff resumes, experience, and a description of the work they are proposing to
provide on this project.
V References -- Include names, titles, and all contact information for clients for whom your firm has
performed similar work.
a Project schedule — include timeline for processes from kick-off meeting to completion.
Cost Proposal:
See section 5
Offerors must organize their proposal into sections that follow the format of section 1.4.1 and Section 5.0.
1_.4.2 Failure to Comply with Instructions. Offerors failing to comply with these instructions may be
subject to point deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may
disqualify from further consideration any proposals that do not follow this RFP format, are difficult to
understand, are difficult to read, or are missing any requested information.
1.4.3 Copies Required and Deadline for Receipt of Proposals. Two, separate proposals shall be
prepared by interested firms: a "technical proposal," and a "cost proposal."One original and four (4) copies of
each proposal should be provided to the City. Proposals must be received at the receptionist's desk prior
to 2:00PK local time, March 2;n 2009. Facsimile or emailed responses to requests for proposals are
not acceptable.
1.4.4 Late Proposals. Regardless of cause, late proposals will not be accepted and will
automatically be disqualified from further consideration. It shall be the offeror's sole risk to assure delivery
to the receptionist's desk at the designated office by the designated time. Late proposals will not be opened
and may be returned to the offeror at the expense of the offeror or destroyed if requested.
1.5 OFFEROR'S CERTIFICATION
1.5.1 Understanding of Specifications and Requirements. By submitting a response to this RFP,
offeror agrees to an understanding of and compliance with the specifications and requirements described in
this RFP.
1.5.2 Offer in Effect for 120 Days. A proposal may not be modified, withdrawn or canceled by the
offeror for a 120 -day period following the deadline for proposal submission as defined in the Schedule of
Events, or receipt of best and final offer, if required, and offeror so agrees in submitting the proposal.
1.6 COST OF PREPARING A PROPOSAL
1.6.1 City Not Responsible for Preparation Costs. The costs for developing and delivering
responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely
the responsibility of the offeror. The City is not liable for any expense incurred by the offeror in the preparation
and presentation of their proposal.
1.6.2 All Timely Submitted Materials Become City Property. All materials submitted in response to
this RFP become the property of the City of Milton and are to be appended to any formai documentation, which
would further define or expand any contractual relationship between the City and offeror resulting from this
RFP process.
SECTION 2: RFP STANDARD INFORMATION
2.0 AUTHORITY
This RFP is issued under the authority of the City of Milton. The RFP process is a procurement option allowing
the award to be based on stated evaluation criteria. The RFP states the relative importance of all evaluation
criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.
2.1 OFFEROR COMPETITION
The City encourages free and open competition among offerors. Whenever passible, the City will design
specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to
satisfy the City's need to procure technically sound, cost-effective services and supplies.
2.2 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION
2.2.1 Public Information. All information received in response to this RFP, including copyrighted
material, is deemed public information and will be made available for public viewing and copying after the time
for receipt of proposals has passed, and the award has been made, with the following four exceptions: (1)
bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and
documented; (2) matters involving individual safety as determined by the City of Milton; (3) any company
financial information requested by the City of Milton to determine vendor responsibility, unless prior written
consent has been given by the offeror; and (4) other constitutional protections.
2.2.2 _ Procurement Officer Review of Proposals. Upon opening the proposals received in response
to this RFP, the procurement office will review the proposals and separate out any information that meets the
referenced exceptions in Section 2.2.1 above, providing the following conditions have been met:
• Confidential information is clearly marked and separated from the rest of the proposal.
• The proposal does not contain confidential material in the cost or price section.
• An affidavit from an offeror's legal counsel attesting to and explaining the validity of the trade secret claim
is attached to each proposal containing trade secrets. Counsel must use the City of Milton "Affidavit for
Trade Secret/Private Information" forms in requesting information remain confidential. This affidavit form is
available by contacting the Department of Finance, ProcurementlPurchasing Team (678) 297-0060.
Information separated out under this process will be available for review Only by the procurement office, the
evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs
and fees associated with defending a claim for confidentiality in the event of a "right to know" (open records)
request from another party.
2.3 CLASSIFICATION AND EVALUATION OF PROPOSALS
2.3.1 Initial Classification of Proposals as Responsive or Nonresponsive. All proposals will
initially be classified as either "responsive" or "nonresponsive". Proposals may be found nonresponsive any
time during the evaluation process or contract negotiation if any of the required information is not provided; the
submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the
proposal is not within the plans and specifications described and required in the RFP. If a proposal is found to
be nonresponsive, it will not be considered further.
2.3.2 Determination of Responsibility. The procurement office will determine whether an offeror
has met the standards of responsibility. Such a determination may be made at any time during the evaluation
process and through contract negotiation if information surfaces that would result in a determination of
nonresponsive
2.3.3 Evaluation of Proposals. The evaluation committee will evaluate the remaining proposals and
recommend whether to award the contract to the highest scoring offeror or, if necessary, to seek
discussion/negotiation or a best and final offer in order to determine the highest scoring offeror. All responsive
proposals will be evaluated based on stated evaluation criteria_ In scoring against stated criteria, the City may
consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP
responses in terms of differing price, quality, and contractual factors. These scares will be used to determine
the most advantageous offering to the City.
2.3.4 Completeness of Proposals. Selection and award will be based on the offeror's proposal and
other items outlined in this RFP. Submitted responses may not include references to information located
elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials
presented by offerors outside the formal response or subsequent discussion/negotiation or "best and final
offer," if requested, will not be considered, will have no bearing on any award, and may result in the offeror
being disqualified from further consideration.
2.3.5 Achieve Passing Score. NIA
2.3.6 Opportunity for Discussion/Negotiation and/or Oral Presentation/Product_ Demonstration.
After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with
one or more offerors should clarification or negotiation be necessary. Offerors may also be required to make
an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer.
In either case, offerors should be prepared to send qualified personnel to Milton, Georgia to discuss technical
and contractual aspects of the proposal. Oral presentations and product demonstrations, if requested, shall be
at the offeror's expense.
2.3.7 Best and Final Offer. The "Best and Final Offer" is an option available to the City under the
RFP process which permits the City to request a "best and final offer" from one or more offerors if additional
information is required to make a final decision. Offerors may be contacted asking that they submit their "best
and final offer," which must include any and all discussed and/or negotiated changes. The City reserves the
right to request a "best and final offer" for this RFP, if any, based on price/cost alone.
2.3.8 Evaluation Committee Recommendation for Contract Award. The evaluation committee will
provide a written recommendation for contract award.
2.3.9 Reguest for Documents Notice. Upon concurrence with the evaluation committee's
recommendation for contract award, the procurement officer may issue a "Request for Documents Notice" to
the highest scoring offeror to obtain the required insurance documents, contract performance security, and any
other necessary documents. Receipt of the "Request for Documents Notice" does not constitute a contract and
no work may begin until a contract signed by all parties is in place.
2.3.10 Contract Negotiation. The procurement officer and/or city department representatives may
begin contract negotiation with the responsive and responsible offeror whose proposal achieves the highest
score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the
highest scoring offeror fails to provide necessary documents or information in a timely manner, or fails to
negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest
scoring offeror,
2.3.11 Contract Award. Contract award, if any, will be made to the highest scoring offeror who
provides all required documents and successfully completes contract negotiation.
2.4 RIGHTS RESERVED
Whiie the City has every intention to award a contract as a result of this RFP, issuance of the RFP in no way
constitutes a commitment by the City of Milton to award and execute a contract. Upon a determination such
actions would be in its best interest, the City, in its sole discretion, reserves the right to:
• cancel or terminate this RFP;
■ reject any or all proposals received in response to this RFP;
• waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have
significant impact on any proposal;
■ not award if it is in the best interest of the City not to proceed with contract execution; or
■ If awarded, terminate any contract if the City determines adequate funds are not available.
SECTION 3: SCOPE OF PROJECT
Objectives
Produce a space needs analysis for City Hall, taking into consideration: operational functions,
workflow, adjacencies required to achieve maximum operational efficiency, use of currently available
technology, storage, safety and security, disabled accessibility, parking, and projected future
requirements.
Provide building footprint options to include site characteristics needed to accommodate a building with
sufficient parking and future growth.
Provide project cost estimate for the building facility based upon the space needs analysis. It is
understood that site development costs will not be included in the estimate.
Scope of Work
• Review existing facility and operations and consult with City Manager and staff to develop a list of
functions/operations to be housed in the proposed facility.
• Interview City Manager and staff to establish current procedures and any future initiatives (ex. court,
public safety, and public meeting space) and note interactions between departments.
Review characteristics of City government operations to identify special facility requirements.
Establish facility program to identify special requirements, adjacencies, storage, and expansion
capabilities.
• Establish site program to identify desirable characteristics for potential sites: amount of land needed,
utilities, transportation features/access, etc.
+ Develop three draft alternative concept building floor plans for review and consideration.
• Prepare cost estimates for the following:
Capital construction cost (site development and building)
o Projected annual facility operations and maintenance costs
• Building program
• Schematic facility and "generic" site plan
SECTION 4: OFFEROR QUALIFICATIONS
4.0 CITY'S RIGHT TO INVESTIGATE
The City may make such investigations as deemed necessary to determine the ability of the offeror to provide
the supplies and/or perform the services specified.
4.1 OFFEROR INFORMATIONAL REQUIREMENTS
Firms interested in providing the consulting services described in this RFP should be able to demonstrate
experience and staff expertise in these areas:
+ Design and construction of municipal facilities of similar size and scope.
+ Planning and feasibility studies for local government facilities.
+ Program development for municipal facilities.
Knowledge of applicable codes and regulations regarding construction and operation of similar
municipal facilities.
+ Environmentally sensitive site design.
SECTION 5: COST PROPOSAL
I�
rcity of Milton
MUST BE RETURNED WITH BID
❑ne (1) original and four (4) copies of the cost proposal shall be submitted in a separately sealed envelope
before the required deadline. The offerors cost proposal shall be a fixed price/ lump sum amount and
signed by and authorized agent of the company, please include a rate schedule if additional work is
requested that is associated with the RFP. This is for informational purposes and is not part of the evaluation.
There is no maximum page limit to section 5.0.
Print/Type Company Name Here:
Fixed Price offer for RFP bid 09 -CM2 (FY09 CITY HALL SPACE/FACILITY NEEDS ANALYSIS)
A
Proposed rate per hour schedule if additional work is requested associated with the RFP.
Authorized Signature
Print/Type Name
Print/Type Company Nasse Here
Date
SECTION 6: EVALUATION CRITERIA
6.0 EVALUATION CRITERIA
The evaluation committee will review and evaluate the offers according to the following criteria:
• A selection team for the City will initially evaluate and score all technical proposals received.
• Proposals not meeting the minimum technical requirements and those who are non-responsive will not
be considered.
• A short list of proposers will be developed based upon the highest scores on the technical evaluation.
Those short-listed will be asked to present their proposals to the selection team.
Proposal Evaluation Criteria
Initial evaluation
• Proposed methodology and scope 20%
• Qualifications of firm and assigned personnel 20%
• Related projects experience 20%
Final Evaluation
• Presentation 15%
Fixed price (Section 5.0) 25%
SECTION 7: STANDARD CONTRACT INFORMATION
7.1 STANDARD CONTRACT
The City's standard contract is attached to this document as Appendix A. Offerors should notify the City of any
terms within the standard contract that either preclude them from responding to the RFP or add unnecessary
cost. This notification must be made by the deadline for receipt of written/e-mailed questions or with the
offeror's RFP response. Any requests for material, substantive, important exceptions to the standard contract
will be addressed in any formal written addendum issued by the procurement officer in charge of the
solicitation. The City reserves the right to address any non -material, minor, insubstantial exceptions to the
standard contract with the highest scoring offeror at the time of contract negotiation.
7.2 ADDITIONAL CONTRACT PROVISIONS AND TERMS
This RFP and any addenda, the offeror's RFP response, including any amendments, a best and final offer, any
clarification question responses, and any negotiations shall be included in any resulting contract. The City's
standard contract, attached as Appendix A, contains the contract terms and conditions which will form the
basis of any contract negotiated between the City and the highest scoring offeror. The contract language
contained in Appendix A does not define the total extent of the contract language that may be negotiated. In
the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along
with any attachments prepared by the City, will govern in the same order of precedence as listed in the
contract.
7.5 SUBCONTRACTORS
The highest scoring offeror will be the prime contractor if a contract is awarded and shall be responsible, in
total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposal. The City
reserves the right to approve all subcontractors. The Contractor shall be responsible to the City for the acts
and omissions of all subcontractors or agents and of persons directly or indirectly employed by such
subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further,
nothing contained within this document or any contract documents created as a result of any contract awards
derived from this RFP shall create any contractual relationships between any subcontractor and the City.
7.6 GENERAL INSURANCE REQUIREMENTS
See section 4.0 of the contract in Appendix A.
7.7 COMPLIANCE WITH WORKERS' COMPENSATION ACT
The Contractor is required to supply the City of Milton with proof of compliance with the Workers'
Compensation Act while performing work for the City. Neither the Contractor nor its employees are employees
of the City. The proof of insurance/exemption must be received by the City of Milton within 10 working days of
the Request for Documents Notice and must be kept current for the entire term of the contract.
CONTRACTS WILL NOT BE ISSUED TO VENDORS WHO FAIL TO PROVIDE THE REQUIRED
DOCUMENTATION WITHIN THE ALLOTTED TIME FRAME.
7.8 COMPLIANCE WITH LAWS
The Contractor must, in performance of work under this contract, fully comply with all applicable federal, state,
or local laws, rules and regulations, including the Civil Rights Act of 1964, the Age Discrimination Act of 1975,
the Americans with Disabilities Act of -1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting
or subcontracting by the Contractor subjects subcontractors to the same provision. The Contractor agrees that
the hiring of persons to perform the contract will be made on the basis of merit and qualifications and there will
be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or
mental disability, or national origin by the persons performing the contract.
7.11 CONTRACT TERMINATION
See section 5.0 of the contract in Appendix A.
APPENDIX A: STANDARD CONTRACT
Reference only
City of Milton
CONTRACT AGREEMENT
RFP #09-CM1
Legal Organ
For
Newspaper Legal Notices and Advertisements
This Agreement made and entered into this day of , in the year 2009; by and between
The City of Milton, Georgia, having its principle place of business at 13000 Deerfield Parkway Suite
107G, Milton GA 30004 and the having its principle place of business at
WHEREAS, the City of Milton has caused Request for Proposals (09-CM1) to be issued
soliciting proposals from qualified contractors to furnish all items, labor services, materials and
appurtenances called for by them in accordance with this proposal. Selected Contractor is required
to provide the services as called for in the Scope of Services; and
WHEREAS, the Contractor submitted a proposal in response to the RFP; and
WHEREAS, the Contractor's proposal was deemed by the City of Milton to be the proposal
most advantageous to the City;
NOW THEREFORE, in consideration of the mutual covenant and promises contained herein,
the parties agree to compensation of for services to be provided as follows:
1.0 Scope of Work
The Contractor agrees to provide all Services and comply with all requirements specified in the RFP,
attached hereto and incorporated herein by reference as Exhibit "A," and provide those Services as
may additionally be specified in the Contractor's proposal in accordance with the terms and
conditions of this agreement. Said specifications are hereby made a part of this agreement by
reference.
2.0 Independent Contractor
2.1. The Contractor shall be an independent Contractor. The Contractor is not an employee, agent
or representative of the City of Milton. The successful Contractor shall obtain and maintain, at the
Contractor's expense, all permits, license or approvals that may be necessary for the performance of
the services. The Contractor shall furnish copies of all such permits, licenses or approvals to the City
of Milton Representative within ten (14) days after issuance of Notice to Proceed.
2.2 Inasmuch as the City of Milton and the Contractor are contractors independent of one another
neither has the authority to bind the other to any third person or otherwise to act in any way as the
representative of the other, unless otherwise expressly agreed to in writing signed by both parities
hereto. The Contractor agrees not to represent itself as the City's agent for any purpose to any party
or to allow any employee of the Contractor to do so, unless specifically authorized, in advance and in
writing, to do so, and then only for the limited purpose stated in such authorization. The Contractor
shall assume full liability for any contracts or agreements the Contractor enters into on behalf of the
City of Milton without the express knowledge and prior written consent of the City.
3.0 Indemnification
The Contractor agrees to indemnify, hold harmless and defend the City from and against any and all
liabilities, suits, actions, legal proceedings, claims, demands, damages, costs and expenses
(including attorney's fees) rising out of any act or omission of the Contractor, its agents,
subcontractors or employees in the performance of this Contract.
4.0 Insurance
(1) Requirements:
The Consultant shall have and maintain in full force and effect for the duration of
this Agreement, insurance insuring against claims for injuries to persons or
damages to property which may arise from or in connection with the performance
of the Work by the Consultant, its agents, representatives, employees or
subcontractors. All policies shall be subject to approval by the City Attorney to
form and content. These requirements are subject to amendment or waiver if so
approved in writing by the City Manager.
(2) Minimum Limits of Insurance:
Consultant shall maintain limits no less than:
(a) Comprehensive General Liability of $1,000,000 combined single limit per
occurrence for bodily and personal injury, sickness, disease or death, injury to or
destruction of property, including loss of use resulting there from.
(b) Comprehensive Automobile Liability (owned, non -owned, hired) of $1,040,000
combined single limit per occurrence for bodily and personal injury, sickness,
disease or death, injury to or destruction of property, including loss of use
resulting there from.
(c) Professional Liability of $1,000,040 limit for claims arising out of professional
services caused by the Consultant's errors, omissions, or negligent acts.
(d) Workers' Compensation limits as required by the State of Georgia and employers
Liability limits of $1,000,000 per accident.
(3) Deductibles and Self -Insured Retentions:
Any deductibles or self-insured retentions must be declared to and approved by the
city.
(4) Other Insurance Provisions:
The policy is to contain, or be endorsed to contain, the following provisions:
(a) General Liability and Automobile Liability Coverage.
(i) The City, its officials, employees, agents and volunteers are to be covered
as insured as respects: liability arising out of activities performed by or on
behalf of the Consultant; products and completed operations of the
Consultant; premises owned, leased, or used by the Consultant;
automobiles owned, leased, hired, or borrowed by the Consultant. The
coverage shall contain no special limitations on the scope of protection
afforded to the City, its officials, employees, agents or volunteers.
(ii) The Consultant's insurance coverage shall be primary noncontributing
insurance as respects to any other insurance or self-insurance available to
the City, its officials, employees, agents or volunteers. Any insurance or
self-insurance maintained by the City, its officials, employees or
volunteers shall be excess of the Consultant's insurance and shall not
contribute with it.
(iii) Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City, its officials, employees, agents or
volunteers.
(iv) Coverage shall state that the Consultant's insurance shall apply separately
to each insured against whom claim is made or suit is brought, except with
respect to the limits of the insurer's liability.
(v) Coverage shall be provided on a "pay on behalf" basis, with defense costs
payable in addition to policy limits. There shall be no cross liability
exclusion.
(vi) The insurer agrees to waive all rights of subrogation against the City, its
officials, employees, agents and volunteers for losses arising from work
performed by the Consultant for the City.
(vii) All endorsements to policies shall be executed by an authorized
representative of the insurer.
(b) Workers' Compensation Coverage.
The insurer will agree to waive all rights of subrogation against the City, its officials,
employees, agents and volunteers for iosses arising from work performed by the
Consultant for the City.
(c) All Coverages.
(i) Each insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled, reduced in
coverage or in limits except after thirty (30) days prior written notice by
certified mail, return receipt requested, has been given to the City.
(ii) Policies shall have concurrent starting and ending dates.
(5) Acceptability of Insurers:
Insurance is to be placed with insurers with an A.M. Bests' rating of no less than ANIL
(6) Verification of Coverage:
Consultant shall furnish the City with certificates of insurance and endorsements to the
policies evidencing coverage required by this clause prior to the start of work. The
certificates of insurance and endorsements for each insurance policy are to be signed
by a person authorized by that insurer to bind coverage on its behalf. The certificate of
insurance and endorsements shall be on a form utilized by Consultant's insurer in its
normal course of business and shall be received and approved by the City prior to
execution of this Agreement by the City. The City reserves the right to require
complete, certified copies of all required insurance policies, at any time. The Consultant
shall provide proof that any expiring coverage has been renewed or replaced at least
two (2) weeks prior to the expiration of the coverage.
(7) Subcontractors:
Consultant shall include all subcontractors as insured under its policies or shall furnish
separate certificates and endorsements for each subcontractor. All coverage for
subcontractors shall be subject to all of the requirements stated in this Agreement,
including but not limited to naming the parties as additional insured.
(8) Claims -Made Policies:
Consultant shall extend any claims -made insurance policy for at least six (6) years after
termination or final payment under the Agreement, whichever is later.
(9) City as Additional Insured and toss Payee:
The City shall be named as an additional insured and loss payee on all policies required
by this Agreement.
5.0 Termination
5.1 Any other provisions of this agreement notwithstanding, each party has the right to terminate
this Agreement if the other party breaches or is in default of any obligation hereunder which default or
breach is incapable of cure or which, being capable of cure, has not been cured within thirty (30) days
after receipt of written notice of such default (or such additional cure period as the non -defaulting
party may authorize). In addition, the City may terminate this Agreement for convenience upon thirty
(30) days written notice to the Contractor.
5.2 The City of Milton may terminate the agreement immediately without prejudice to any other
right of action or remedy if the Contractor:
5.2.1 Becomes insolvent, makes a general assignment for the benefit of creditors, files a voluntary
petition of bankruptcy, suffers or permits the appointment of a receiver for its business or assets, or
becomes subject to any proceeding under any bankruptcy or insolvency law, whether domestic or
foreign, or has wound up or liquidated, voluntarily or otherwise. In the event that any of the above
events occur, the Contractor shall immediately notify the City of Milton of each occurrence.
5.2.2 After five (5) days written notice fails to:
a) Maintain the required insurance, or;
b) In any other manner to perform the requirements of the RFP.
6.0 Compliance with All Laws and Licenses
The Contractor must obtain all necessary licenses and comply with local, state and federal
requirements. The Contractor shall comply with all laws, rules and regulations of any governmental
entity pertaining to its performance under this Agreement.
7.0 Assignment
The Contractor shall not assign or subcontract the whole or any part of this Agreement without the
City of Milton's prior written consent.
8.0 Amendments in Writing
No amendments to this Agreement shall be effective unless it is in writing and signed by duly
authorized representatives of the parties.
9.0 Drug -Free and Smoke -Free Work Place
9.1 A drug-free and smoke-free work place will be provided for the Contractor's employees during
the performance of this Agreement; and
9.2 The Contractor will secure from any subcontractor hired to work in a drug-free and smoke-free
work place a written certification so stating and in accordance with Paragraph 7, subsection B of the
Official Code of Georgia Annotated Section 50-24-3.
9.3 The Contractor may be suspended, terminated, or debarred if it is determined that:
9.3.1 The Contractor has made false certification herein; or
9.3.2 The Contractor has violated such certification by failure to carry out the requirements of Official
Code of Georgia Annotated Section 50-24-3.
10.0 Governing Law
This Agreement shall be governed in all respects by the laws of the State of Georgia.
11.0 Policy on Hiring of Non -Resident Aliens
It is the policy of City that unauthorized aliens shall not be employed to perform work on City
contracts involving the physical performance of services. Therefore, the City shall not enter into a
contract for the physical performance of services within the State of Georgia, unless the Contractor
shall provide evidence on City -provided forms, attached hereto as Exhibits "E" and "F" that it and
Contractor's subcontractors have within the previous twelve (12) month period conducted a
verification of the social security numbers of all employees who will perform work on the City contract
to ensure that no unauthorized aliens will be employed. The City Manager or his/her designee shall
be authorized to conduct an inspection of the Contractor's and Contractor's subcontractors'
verification process to determine that the verification was correct and complete. The Contractor and
Contractor's subcontractors shall retain all documents and records of its verification process for a
period of three (3) years following completion of the contract. This requirement shall apply to all
contracts for the physical performance of services where more than three (3) persons are employed
on the City contract.
The City Manager or his/her designee shall further be authorized to conduct periodic
inspections to ensure that no City Contractor or Contractor's subcontractors employ unauthorized
aliens on City contracts. By entering into a contract with the City, the Contractor and Contractor's
subcontractors agree to cooperate with any such investigation by making its records and personnel
available upon reasonable notice for inspection and questioning. Where a Contractor or Contractor's
subcontractors are found to have employed an unauthorized alien, the City Manager or his/her
designee may order the Contractor to terminate or require its subcontractor to terminate that person's
employment immediately and to report same to the Department of Homeland Security. The
Contractor's failure to terminate the employee, or otherwise cooperate with the investigation may be
sanctioned by termination of the contract, and the Contractor shall be liable for all damages and
delays occasioned by the City thereby.
Compliance with the requirements of G.C.G.A. § 13-10-91 and Rule 300-10-1-.02 is
mandatory.
Contractor agrees that the employee -number category designated below is applicable to the
contractor.
500 or more employees.
100 or more employees.
Fewer than 100 employees.
Contractor agrees that, in the event the Contractor employs or contracts with any
subcontractor(s) in connection with this Agreement, the Contractor will secure from the
subcontractor(s) such subcontractor(s') indication of the above employee -number category that is
applicable to the subcontractor.
Contractor's compliance with the requirements of O.C.G.A. § 13-10-91 and Rule 300-10-1-.02
shall be attested by the execution of the contractor's affidavit attached as Exhibit "E."
The above requirements shall be in addition to the requirements of State and federal law, and
shall be construed to be in conformity with those laws.
12.0 Inclusion of documents
The Referenced RFP, any addenda thereto, and the Contractor's Proposal submitted in response
thereto, including any best and final offer, are incorporated in this Agreement; form an integral part of
this agreement; and, are attached hereto as follows:
ATTACHMENTS:
RFP Number: 09-CM02
Addendum Numbers:
Contractor's Proposal identified as:
In the event of a conflict in language between this Agreement and the foregoing documents
incorporated herein, the provisions and requirements set forth in this Agreement shall govern. In the
event of a conflict between the language of the RFP, as amended, and the Contractor's proposal, the
language in the former shall govern.
13.0 Entire Agreement
This Agreement constitutes the entire Agreement between the parties with respect to the subject
matter contained herein; all prior agreements, representations, statements, negotiations, and
undertakings are suspended hereby. Neither party has relied on any representation, promise, nor
inducement not contained herein.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed by
their duly authorized officers as of the day and year set forth next to each signature.
Approved as to form:
City Attorney
CONSULTANT:
By:
Its:
SIGNED, SEALED, AND DELIVERED
in the presence of:
[CORPORATE SEAL]
Witness
Notary Public
[NOTARY SEAL]
My Commission Expires:
CITY OF MILTON
By:
Its:
SIGNED, SEALED, AND DELIVERED
in the presence of:
Witness
Notary Public
[NOTARY SEAL]
My Commission Expires:
[CITY SEAL]
STATE OF GEORGIA
EXHIBIT "E"
CONTRACTOR AFFIDAVIT AND AGREEMENT
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-
91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of
Milton has registered with and is participating in a federal work authorization program, in accordance
with the applicability provisions and deadlines established in O.C_G_A_ § 13-10-91.
The undersigned further agrees that, should it employ or contract with any subcontractor(s) in
connection with the physical performance of services pursuant to this contract with the City of Milton,
contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. §
13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 in the form attached hereto
as Exhibit "1." Contractor further agrees to maintain records of such compliance and provide a copy
of each such verification to the City of Milton at the time the subcontractor(s) is retained to perform
such service.
EEV 1 Basic Pilot Program User Identification Number
BY: Authorized Officer or Agent Date
(Contractor Name)
Title of Authorized Officer or Agent of Contractor
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
DAY OF , 200_
Notary Public
My Commission Expires:
STATE OF GEORGIA
CITY OF MILTON
EXHIBIT "F"
SUBCONTRACTOR AFFIDAVIT
By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-
10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical
performance of services under a contract with (name of contractor) on behalf of the City of Milton has
registered with and is participating in a federal work authorization program, in accordance with the
applicability provisions and deadlines established in O.C.G.A. § 13-10-91.
EEV 1 Basic Pilot Program User Identification Number
BY: Authorized Officer or Agent Date
(Subcontractor Name)
Title of Authorized Officer or Agent of Subcontractor
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
DAY OF 200
Notary Public
My Commission Expires:
APPENDIX B: SUBMITTAL REQUIREMENTS SUMMARY
5.1 Submittal Requirements: One (1) original four (4) copies of each Proposal.
Technical Proposal:
1 _ City of Milton Request for Proposal Cover page (First page of this document/must be signed)
2. City of Milton Disclosure form
3. Proposal letter
4. Technical submittal (see section 1.4.1)
5. Applicable Addenda Acknowledgement (if any)
Cost Proposal:
See section 5.0
EXHIBrr "B"
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LDD Bid
response.pdf
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Dooley, Inc.
March 23. 2009
Mr. Hick Pearce
Procurement Office
13000 Deerfield Parkway
Suite 107-6
Milton. GA 30004
l E: Request for Proposals. FV09 - Cite of Milton City Hall Space 1 Facility Needs Analysis
[]ear Mr. Pearce:
Hie Team of Lyman Davidson Doolev, Inc_ (LD)D) and WAIden, Ashworth & Associates, Inc. is
pleased it) submit ocir prollessional design Proposal for the City of Milton - C'itN l laII Space " Facility
Needs Analysis located in Milton. Georgia. We have had the privilege: of working oat numerous
�roxcI'll lie itt proiects for variott5 State agencies since our Inc eptIoil, and we would like the opporlunity
to vvo}rk �v itli the City of Milton. For almost three decades. Walden. Ashwomh & Associates. Inc. has
provided a full range ol'rngineering service-,; to industry, commercial and residential developers and
state and local govcrnntents, rl'hei.r proficssionals and technical support specialists are skilled In the
planning and design oi' site development, establishing site progranis to idcntify niorc desirable
charuCteF-istics liar potential sites, the aFnount of land needed, utilities. transportation features and access
as vvch as schematic facility and F�7encric site planning,. No matter where we linv e practiced aFC.[1FteCLu1't.
[.14) always tries to emphasize a strong sense of place. civic pride and commercial value to -each of our
clients. Our feam's goal is to deliver expertise that blends the vest in design with a deep understandins-,
cif lata] context. cuMire and client needs.
Char fcarn's background in designing these facilities gives Its a unigne knowledge of the requirements
necessary to complete these projects successfully. LDD's staff' includes 65 professionals of which (8)
are LED accredited professionals. We are also members of t. SG13C and seek to enhance the
env ironment. If you choose to design a 1,f:ED Certified project, our scant has the experience and
expertise to accomplish what ever rating yotl should desire. Below is a short listing ofsome of out -
team's facilities for which we have provided prolessiona[ pro}grainming, design and construction
administration services as well as LEA. -I'D Certification:
Newton County feasibility Study Im the Civic Center, Covington, Georgia
Ilartov, County C'iv'ic Center. Ca rte rsviIle, C.acorgia (LEER Silver Pending)
A hrnnti Center. Vdcstern Kentucky l' niversity. Bowling Careen. Kentucky
Cherokee County Feasibility Study, Canton. Georgia
Atiler icus-SLIIntCT Cauttty Aquatic Feasibility Study, Americus, Georgia F
First Baptist Church of Atlanta Conference & Council Feasibility Study. Atlanta. (;A
Mr. Rick Pearce
March 23. 2009
Pa,-3-
zT
We believe that our l Caul of experts that Nve have chosen for tic City of Milton City Ila€I Space '
Facility Needs Analysis will provide the Cite of Milton v-vith the ideal team, Please consider the
following advantages:
I -)D, serving as the Architect of Rtcord %%ill he hands on during the critical period during
construetion- It is besteftcial to the City that we can respond quickly to issues during the
Contract Administration phase of the work
'rhe design team has completed multiple projects that are 1.FED certified, and we have (8)
1.1:1.1) accredited professionals ort staff'
I I l€ f has assembled the best team of supporting constsltatnts to design your project, and our
ream has a proven track record of successfully completing similar projects
Ot€r Cost Consultant - Gleeds USA has worked With tss ost numerous pro,iccis to maintain
cornstructi011 cool budgets Uri these very Qo1nplu.r fascilities
1..171) has a I-lr11 service Interior Design Studio to select finishes and furniture for your project
LM utilizes a combination of project management sollwarc and critical path scheduling to
maintain the design Schedule and meet your deadlines
We etre: thrilled ttt submiI our proposal for your review. and we Ice conttdtnt in our abilities to serve as
your design team. Thank you again for the opportunity to submit our qualifteat i[nn5.
5sncerely.
Lyman ❑avidso t Dooley, We.
Stc4'e€ r. 1.Vl natft. A l . CC'S
SenXr Principal'
Scope of Work
Key Persorrncl
Related Projects
Background and Experience
References
`. ; Project Schedule
Lyman Davidson Dooley, Inc.
CITY OF MILTON
City of Milton REQUEST FOR PROPOSAL
(THIS IS NOT AN ORDER
RFP Number: RFP Title:
09-CM02 FY09 CITY HALL SPACE/FACILITY NEEDS ANALYSIS
RFP Due Date and Time:
Marcie 23th,2009 2:00pm local time
i
ISSUING DEPARTMENT INFORMATION _
Procurement Office Contact: Issue Date:
Rick Pearce February 25th2009
City of Milton Phone: 678-242-2500
13000 Deerfield Pkwy, Suite 107G Fax: 878-242-2499
Milton, Ga. 34004 Website: www.cityofmiltonga.us
INSTRUCTIONS TO OFFERORS
Return Proposal to:
Mark Face of Envelope/Package.-
nvelope/Package:City
Cityof Milton
Bid Number: 09-CM02
Attn: Rick Pearce, Purchasing Office
Name of Company or Firm
13000 Deerfield Pkwy
Suite 107G
Milton, Ga. 30004
Special Instructions: — --
Deadline for Written Questions
March 10h,.K009 0 5:001PM
Email(preferred) questions to Rick Pearce at
rick.ncarcc@citvofnniltorrna.us or Fax
questions Attn: stick Pearce at 678-242-2499
OFFERORS MUST COMPLETE THE FOLLOWING
_
Offeror Name/Address: Lyman Davidson Dooley, Inc. Authorized Offeror Signatory:
1640 Powers Ferry Road
Building 1, Suite 100 f \nJ
Marietta, GA 30067 Steve Lyrrin. CCS, Senior Principal
Ptease nta and si n in ink
Offeror Phone Number:
Offeror FAX Number:
(770) 850-8494
(770) 956-9030
Offeror Federal I.D. Number: 458-1802784
Offeror E-mail Address: Iymans Iddi-ati cam
davidsonr@lddi-atl. cam
st8rksb@_)1dd i-at1. corn
OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE
City of Milton
CITY OF MILTON DISCLOSURE FORM
MUST BE RETURNED WITH BID
This form is for disclosure of campaign contributions and family member relations with City of Milton
off icialslemployees.
Please complete this form and return as part of your RFP package when it is submitted.
Name of Offeror Lyman Davidson Dcoiey, Inc.
Naine and the official position of the Milton Official to whom the campaign contribution was made (Please use
a separate form for each official to whom a contribution has been made in the past two (2) years.)
Lyman Davidson Dooley. Inc. has never made any carnpaigne contributions to the City of Milton
List the dollar amount/value and description of each campaign contribution made over the past two (2) years
by the Applicant/Opponent to the named Milton Official.
Amount/Value Description
Lyman Davidson Dooley, Inc has never made any campaigns contributions to the City of Milton
Please list any family member that is currently (or has been employed within the last 12 months) by the City of
Milton and your relation:
Lyman Davidson Dooley, inc- has never made any campaigne contributions to the City of Milton
City of Milton
City of Milton
FY09 CITY HALL SPACE/FACILITY NEEDS ANALYSIS
RFP# 09-CM02
PROPOSALLETTER
(Bidder to sign and return with proposal)
We propose to turnish and deliver any and all of the deliverables and services named in the Request for
Proposal (RFP) regarding the City of Milton FY99 City Hail space/facility needs analysis.
It is understood and agreed that we have read the City's specifications shown or referenced in the
RFP and that this proposal is made in accordance with the provisions of such specifications. By our written
signature on this proposal, we guarantee and certify that all items included meet or exceed any and all such
City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or
exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and
informalities, and to make an award in the best interest of the city.
PROPOSAL SIGNATURE AND CERTIFICATION
I certify that this proposal is made without prior understanding, agreement, or connection with any corporation,
firm, or person submitting a proposal for the same materials, supplies. equipment, or services and is in all
respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal
Law and can result in fines, prison sentences. and civil damage awards. i agree to abide by all conditions of
the proposal and certify that I am Authnrized to sign for my company. I further certify that the provisions of the
Official Code of Georgia Annotated, Sections 45-10-20 et, serf. have not been violated and will not be violated
in any respect.
r
Authorized Signature .' ,X _ --- Date March 23, 2009
Print/Type Name Steven G. L rTan AA, CC Senior Principal
Print/Type Company Name Here i*jc bjidson Dooley, Inc
City of Milton
ACKNOWLEDGEMENT
RECEIPT OF ADDENDUM #1
RFP 09-CM02
Upon receipt of documents, please email, fax or mail this page to:
City of Milton
Attn: Rick Pearce, Purchasing Office
13000 Deerfield Pkwy
Suite 107G
Milton, GA 30004
Phone: 678-242-2511
Fax. 678-242-2499
Email; rick-pearcy(g cit of niltoliga.us
This must be received by the purchasing office before the due date of
the RFP.
I hereby acknowledge receipt of documents pertaining to the above referenced RFP.
COMPANY NAME:
Lyman Davidson Dooley, Inc.
CONTACT PERSON: Steven U. Lyman, AIA, CCS, Senior Principal or Ben Starks
ADDRESS• 1840 Powers Furry Read, Building 1, Suite 100
CFI Y:
Marietta
STATE: Georgia ZIP•
PHONE: (770) 850-8494 FAX: (77U) 966-0030
EMAIL ADDRESS: lymans@lddi-atl.com or starksb@iddi-atl-com
Signature
ADDENDUM #1 RFP 09-CA102
Uv @ Wkw§
30087
March 23, 2009
Date
e A 17 1 - "IS OP: cii \ ill k
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I I
LDD utilizes a unique "on-site workshop" as a means to establish a clear understanding of a project for the
owner and design team. This process of documenting the project needs will immerse each member of the team
and the owner into the project. All key issues including site parameters, Functional space requirements, the
architectural and interior character of the facility and staffing requirements will be identified, analyzed and
documented.
1 yy
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-p,.� ;':.ill i. ..,, '. i+.Ei ', '. :• ,i t:.t it i?1'. •',it Ci'. `9;� }a4:f i�a:i 13 i z ..v:'L! 13ii:7i1..
The hard data that is collected at the "on-site workshops" is then entered into a programming spreadsheet that
will calculate the subject needs and estimate construction dollars for the project. Diagrams such as Adjacency
Diagrams and Block Diagrams will he created to visually define the space analysis. This information will serve
LLS the foul:damon for the final prograyn doo:l.ttnt•aft that will establish the: criteria by which design concepts and
ultimately the final design will be evaluated.
i; :. i'.'.; ,, .. s•.ii•. =s! iiti =;•i =• si?fi il. its ist�;'p'.f I S[ [ {EtFfi
Security will be a key issue for this facility and although a single point of entry may not be practicable for this
facility, there will be key locations where public will need to enter the facility and the Owner users would he
separate from the general public. Departments may also require having entry points from other departments,
sty those issues will need to be discussed.
p'.`' ;:.i;'�;. i.+..fi;�., i'*Sa:�.r�?kY! ?_. 3i�:,�it3i`:i �i's.i3:.ii t[v3;:3i-�ItiLilSs ,![�jei�l-i}[iti. �.itrl'>t�:;l' �il�•.i �:><�3.tra�ii',Et +.ails.il+sllt?['..
l._DD has proven to be a leading firm experience in the design and construction industry throughout Georgia
and the Southeast. Our team will work with the client 1 owner 1 user to determine the unique needs of the pro-
posed structure and bring knowledge of up-to-date design trends and current building materials to this project.
Fascd on well-founded wictitific standards, I.EED Cmphasizcs state-of-the-art strategies for sustainable site
development, water savings energy efficiency, snaterials selection and indoor environmental quality. The LEED
prograin recognizes achio'rernezats and promotes expertise in green building through a comprehensive system
offering project certification, professional accreditation, training and practical resources.
• i.sits.-•ir �_ #•:: r Esiz'1ii `r lii: cif -ill : c ii,s.i :. =..4 i i;,l9c s f i+ 1t1{.4 Elil:t? �lf:i �-.iEilE.=iiia[ s:{ 1,3l3i� 3i.'� efz [i, iiPl�i? is -..
is ']�•-.{.. ...??'+s.. �i .:E:!k[". i .t<. :- i'i[.
Walden, Ashworth & Associates, Inc. (1WA&A) will establish a list of required and desirable elements for po-
tential sites for City Hall, as well as, expansion capabilities for future needs.
Lyman Davidson Dooley, Inc.
Some of the required elements would include: a safe and easily accessible location; roadways capable of han-
dling the vehicular traffic generated by employees, customers and vendors; utilities to support building needs;
and additional land for future expansion. Desirable elements would include: access to public transportation for
employees and customers and proximity to other city departments such as Parks, Streets & Utility Maintenance,
Vehicle Maintenance, etc.
Jr<lh cm)":111 billidiw" flo"). 11L.;J1, if )I- rc% i A Alld c.tzIiLidCr.tT.1110-
Once the program is established and the department adjacencies are determined the block plans and uses of
space can be analysis to see if certain spaces could be used for many functions. Example- the municipal court
space could also be a space used by Mayor and City council for public meetings. LDD plans to work with the
city to develop three concept plans of the proposed building then choose one plan to develop further with site
plan.
Capital construction cost (site development and building)
Projected annual Facility operations and maintenances cost.
Cast Estimating
Dependable cost estimating is essential to the successful planning and design of any construction project. Accu-
rate estimates provide vital feasibility and budgetary data from project inception through completion of the de-
sign and development process. As experienced cost experts we will work with you to prevent over -expenditure
or underutilization of your construction dollars by providing meaningful cost information for the three draft
alternative concept building floor plans. Our professionals will assess and manage casts before your project
reaches the marketplace, minimizing the possibility for costly surprises. Gleeds will provide a cost estimate for
each of the three schemes.
Asset Whole life Costing
Once the most feasible plan is chosen, we will provide estimates for the capital construction cost and the pro-
jected annual facility operations and maintenance costs. Whole Life Costing is gradually being recognized as
one of the most important methods of evaluation for effective property investment decisions. We recognize that
clients must now make decisions based on quadruple bottom line assessment criteria. These include environ --
mental, social, economic and political factors. Our collection and presentation of data for assessment is vital
to appropriate decision making. We have developed a number of assets whole life cost models that are able to
model the on-going physical periodic whole life replacement of assets over periods up to 25 years.
Life Cycle Costing (LCC) studies enable decisions to be made beyond the short-term comparison of pure capital
cost expenditure. LCC assessment is a method of making long-term decisions. The technique allows the prop-
erty cost consultant to use tried and tested models to assess the planned maintenance expenditure. Life Cycle
Costing studies also enable the wider aspects of energy usage and facilities management operation costs to be
considered in the decision making process. Clients operating costs can outweigh initial capital cost within only
a few years. 'Therefore, component selection and FM Management is a key issue when assessing overall value,
Lyman Davidson Dooley, Inc.
Cost Estimating Competencies:
Careful quantification of all material, labor and equipment resources
g Scrupulous research
= Calculation of unit rags based on data gathered from recognized industry sources
A Cost estimating experience for more than $.34 billion in projects worldwide
Expert cost control services
v Multi track reconciliation expertise
Benefits of effective Cost Estimating:
Computerized preparation of feasibility estimates and detailed cast plans
Monitoring of costs as the design progresses
Adherence to cost -limits identified in the Project Budget
Regular cost reports to complement your accounting }procedures
Using; an excel document and base From the data collected from the workshop. LDD proposed to createan excel
dozcument that has room sim, amount of rooms needed and an estimated cost of that room. LEED will also af-
fect the use of those spaces too, so a LEED scorecard will be part of this }process so that both the program and
the LEED categories can dovetail within one another.
Walden, Ashworth & Associates, Inc. (WA&A) will prepare a generic site plan based upon the conceptual floor
plan chosen by the City of Milton. The site plan will denote all of the desirable and required elements neces-
sary to support the facility including vehicular parking, loading/unloading spaces, storm water management,
transportation access, necessary utilities, lighting and landscaping.
Lyman Davidson Dooley, Inc,
Mr Rowland Davidson, AIA, ASID, has over 30 of experience and will act as the Senior Principal for the
City of Milton project. He will create a consortium, along with the expertise of the Government Studio Direc-
tor, ilr. Ben Starks, and each of our engineers and consultants to provide this project with the most qualified
team to affect this facility of leading technology and design.
EDUCATION:
Bachelor of Architecture 1978; College of Architecture, University of Kentucky & European Design Program
PROJECT EXPERIENCE:
■ Newton County feasibility Study for the Civic Center, Covington, Georgia
• Bartow County Civic Center; Cartersville, Georgia (LEED Silver Pending)
■ Alumni Center, Western Kentucky University, Bowling Green, Kentucky
• Cherokee County Feasibility Study, Canton, Georgia
■ Americus -Sumter County Aquatic Feasibility Study, Arrtericus, Georgia
• Hirst Baptist Church of Atlanta Conference & Council Feasibility Study, Atlanta, Georgia
■ Georgia DNR Coastal Resources Headquarters Building, Brunswick, GA
■ Newton County Office Complex, Covington, GA
• Georgia DNR Wildlife Resources Headquarters Building, Walton County, GA
• US Fish & Wildlife Open End Contract, Various Locations, Southeastern US
!' . ? .,. 8 li:i•.... I ?�.. is ...`.. , i:il,..�t! +.i+i..i;i':
Mr. lien Starks will function as Government Studio Director for your project. A twelve year ten tire. ns; a'Pr"*fr,s-
slrmal'architer't-1Las f Iven Mr. Starks the necessary experience to manage and coordinate the team throughout
all phases of challenging design projects such as this. This involvement and the role of key point -of -contact will
allow Mr. Starks to be informed on the status of the project during all phases and communicate phase -by -phase
project updates to Mr. Davidson, Principal -in -Charge, and the Owner 1 Program Manager.
EDUCATION:
Bachelor of Architecture 1991; College of Architecture; University of Kentucky
PROJECT EXPERIENCE:
• Newton County Feasibility Study for the Civic Center, Covington, Georgia
• Bartow County Civic: [elder, Cartersville, Georgia (LEER Silver Pending)
• Cherokee County Feasibility Study, Canton, Georgia
■ Americus -Sumter County Aquatic Feasibility Study, Americus, Georgia
• Georgia DNR Coastal Resources Headquarters Building, Brunswick, GA
■ Newton County Office Complex, Covington, GA
■ Georgia DNR Wildlife Resources Headquarters Building, Walton County, GA
US Fish & Wildlife Open End Contract, Various Locations, Southeastern US
• US Fish and Wildlife Office Building, Eufaula (LEED Principals), At,
• DNR Wildlife Resources Division Data Center and Offices (LEED), Walton County, GA
mom
Lyman Davidson Dooley, inc.
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Newton Counry Feasibility Study
Civic 1 Convention 1 I Iotcl 1 Administration
Newton County, Georgia
Newton County
Hotel: 67,350 sf; Convention: 17,400 sf
Civic: 29,995 sf; Total: 114,745 sf
Mr. Ray McFadden, ]r., PF
Project Manager - Newton County
1113 Usher Street
Covington, GA 300114
(678)625-1642
The Newton County Civic Center was a study
to see if a 100 -key Hotel, 17, 400 square foot
Convention Hall and a 30,000 square foot the-
ater could be constructed on the remaining, land
the County had left over from the new County
Administration Building. The County was in
a joint -venture with a national Idotel chain de-
veloper re) protide a facility to he connrc-te d to
the recently built Administration Building.
The Convention rooms were to be housed
within the footprint of the new Hotel, which
was a mulit•level structure. Ir would house a
main ballroom relatively 10,000 square feet
with several smaller hreakout meeting roonis.
The estimated budget for the facility was
$14M nest including the cost of u,nstnscrion of
the new hotel.
Funding for the facility was not achievable
because the lkveloper chose not to Partner
with the County to construct this facility. The
County is searching for another developer to
Partner with.
Newton County Feasibility Study
Civic / Convention / Hotel / Administration
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Newton Counry Feasibility Study
Civic 1 Convention 1 I Iotcl 1 Administration
Newton County, Georgia
Newton County
Hotel: 67,350 sf; Convention: 17,400 sf
Civic: 29,995 sf; Total: 114,745 sf
Mr. Ray McFadden, ]r., PF
Project Manager - Newton County
1113 Usher Street
Covington, GA 300114
(678)625-1642
The Newton County Civic Center was a study
to see if a 100 -key Hotel, 17, 400 square foot
Convention Hall and a 30,000 square foot the-
ater could be constructed on the remaining, land
the County had left over from the new County
Administration Building. The County was in
a joint -venture with a national Idotel chain de-
veloper re) protide a facility to he connrc-te d to
the recently built Administration Building.
The Convention rooms were to be housed
within the footprint of the new Hotel, which
was a mulit•level structure. Ir would house a
main ballroom relatively 10,000 square feet
with several smaller hreakout meeting roonis.
The estimated budget for the facility was
$14M nest including the cost of u,nstnscrion of
the new hotel.
Funding for the facility was not achievable
because the lkveloper chose not to Partner
with the County to construct this facility. The
County is searching for another developer to
Partner with.
Newton County Feasibility Study
Civic / Convention / Hotel / Administration
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Cherokee County Feasibility Study
Conference and Administration Center
Cherokee County, Georgia
I Cherokee County
60,000 sf
Mr. Jerry Cowper
_ --
� � County Manager
i Cherokm Cmunty
H
i' �. �. 90 North Street
Canton CSA 30114
(678) 493-6000
The Cherokee County Con ferencc and Admin-
istration Center was a study for a new facility
within the Heart of Downtown Canton, Georgia.
The facility was to ]ruse lobi largr ballruujiu, and
adminstrative spaces and the County Curnmission -
ers could hold their County rneerin&n within the
main meeting room. The total complex was to be
60,(M square feet with an adjacent parking deck
to support the facility. No budget or estimation of
cost was conducted for this site because the geo-
tcehnical drillitig cr.r,ductcd proved that the sire
had very bad soils, thus malting construction of
this facility not feasible on this particular site.
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Conference and Administration Center
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Western Kentucky University Feasibility Study
Alumni Center
Bowling Green, KY
we''tcgll KtlaUlla U1t1YCrz'lty
60,000 sf
WKII Alumni Center
Western Kentucky University
I Big Red Way
Bowling Grecii, ICY
The site is developed as an edge condition for the university tam pus
m the north. A circulation datum reaches through the building, and
,ubscyuenfly across the sire_ This datuns links the building to parking
:Ind ultimately, at the other end, the building to the campus fabric.
Fhe building is composed of limestone and: prc-cast concrete masonry
along with glass and aluminum curtain walls. A long brise--soleil is
Used to filter the sunlight to the interior of the building while creat-
ing an animated silhouette for the interior lighting seen at night. This
t 60,000 sf facility is designed to house the Western Kentucky liniver•
city Alumni Association. The program for the building describes office
spaces for the fuuctiou of the asso6auon ierel€, as well as large Multi
i purpose meeting halls and support spaces to accornmodate alumni or
corn mercia I functions_ Along with these primary elements the building
program calls for a Museum, Library, Board Meeting R(x)in and vari-
ous spaces for informal gatherings and entertaining. Another large ale -
meet of the prograin is a "bed and breakfast" style hotei facility, which
would be used to hoarse visiting alumni and/or dignitaries as well as
6usineas travelers visiting the arta. This is located toward the rear of
the site to afford it more privacy.
Western Kentucky University
Alumni Center Feasibility Study
Ah
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Lyman Davidson Dooley, Inc. (LDD), a Partner -owned S -Corporation,
incorporated in the State of Georgia since 19W, offers a full -range of
services including land planning, building site planning, Feasibility stud-
ies, architectural design, interior design, and space planning that will ad-
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dress and meet the needs and goals of the City of Milton. LDD believes
■ ■ ■m�i
that it is our professional responsibility to offer buildings and spaces that
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positively influence those people who occupy them and their surrounding
community. Mr. Rowland Davidson, AIA, ASID, Senior Principal
and
Mr. Ben Starks, Government Studio Director will serve as your points -of-
contact. Mr. Davidson is a registered and licensed Architect in rhe State
of Georgia.
Mr. Davidson and Mr. Starks are both located in our Marie - located at 1640 Powers Ferry Road, Build-
ing 1, Suite 100, Marietta, Gcorgia 30067. Our main office phone number is (770) 8.50-8494 and the Fax
number is (770) 956-9030. Their email addresses are as fellows. davidsonr@lddi-atl.com and starksb@lddi-
arl.corn. Our company web site is also a good resource for information tlddi-architects.comj. This year LDD
celebrated its ? 1 th Anniversary. Our first office was established in Atlanta, Georgia and we have grown our
business steadily into four other office locations (Nashville, TN, Tarnpa, FL, Lexington, KY and Auburn, AL.).
The Atlanta office will complete all the tasks associated with your project and we will commit the manpower
of over 40 employees. LDD currently has a staff of over 65+ full-time professionals company -wide should we
need to draw upon more staff for your project. Since its inception, LDD has developed a strategic plan for
growth that has enabled us to attract top professionals in specialty areas of design. We are organized in a Studio
structure based on design teams that focus on specific markets such as: Recreation, Education, Church, Cor-
porate, Government, Healthcare, Retail, Mixed -Use and Interiors. Each Studio is led by a Studio Director that
guides the team throughout the design process and brings exceptional experience and expertise to rheic specific
area of design. Each Studio Director is supported by Project Managers, Team Leaders, and Designers. Each
of our in-hf3use personnel as well as our consulrants have been chosen for their years of expertise working on
similar government design facilities. The experience and strong qualifications of the LDD Team will prov=ide
the foundation for a solid project design 1 management team for the City of Milton. Profiles of our consultants
are on the following pages. You will learn how our team will function as a synergistic team - the end result will
provide the City of Milton with the highest level of comprehensive architectural and engincering services that
will successfully address your project needs and requirements.
Since its establishment In 1981., cz d, z-' ,,i i!. �, lir,:. , engineering and planning practice has
been }used on providing quality services while meeting the client's time and cost budgets. Their experienced
staff, which includes both engineers and a landscape architect, is lead by business -oriented management in
seeking; the most cost-effective design compatible with project requirements. For almost three decades, Walden,
Ashworth & Associates, Inc. has provided a full range of engineering services to industry, commercial and resi-
dential developers and state and local governments. Their staff of professional and technical support specialists
arc skilled in the planning and design of site development, establishing site programs to identify more desirable
characteristics For potential sites, the amount of land needed, utilities, transportation features and access as
well as schematic facility and generic site planning as well as wastewater collection systems, water distribution
systems, drainage facilities, high and low hazard darns and other water resources projects.
Lyman Davidson Dooley, Inc.
Tlwir staffing; allows the firm to offer single -source responsibility for assignments ranging from small studies to
iiuflti - II IiIli011 dollar p1701ects. Walden will be providing civil cugineering services on your pruicct.
Registered Professional Engineer in the states of Georgia, Alabama, North Carolina, and Tennessee
Bachelor of Civil Engineering, Georgia Institute of Technology
Mr. Walden has served as President of Walden, Ashworth & Associates, Inc. since its beginning in January of
1982. In this capacity he is responsible for the overall work performed by the company. Mr. Walden has had
over thirty-nine (39) years of experience in the planning and design of projects for governmental, industrial,
commercial and private clients. He has extensive experience in the design of high hazard dams including hy-
draulics and hydrology and has developed several computer models for the design of storrn water management
systems and the determination of water surface profiles in natural streams. He is frequently consmited by rather
engineers on their water resources projects particularly on projects that include either existing or proposed
dams. Mr. Walden is an affiliate member of the Association of State Dams Safety Officials and was the first
engineer to be recognized by the Georgia Safe Dams Program as meeting their requirements for "Engineer- of
Record" status for designing high hazard (Category 1) darns for Hydrology/Hydraulics. Mr. Walden has consid-
erable experience in designing and managing projects for local and state government agencies. Many of these
projects included the disciplines of architecture, civil, strucrural and mechanical engineering. He has extensive
professional experience including over 32 years of project management experience with projects having a con-
struction value ranging from a thousand dollars to over $42 million dollars.
Bachelor of Civil Engineering Technology, Southern College of Technology, Marietta, Ga
Mr. Hardin has served as vice-president with Walden, Ashworth & Associates, Inc. since April 1999, and has
been with the company for a total of fourteen (14) years. He is responsible for design and plan preparation, as
well as, client and jurisdictional coordination. He has more than twenty four (24) years of experience in plan-
ning and design of civil engineering projects for governmental and private development clients, with particular
emphasis on site development, roadway construction, underground utility design and upgrades, and adaptation
of construction with existing features to economize construction costs. Mr. Hardin has participated in and
supervised the design of many commercial, residential, industrial, and municipal utility projects in much of the
United States. He has worked with most of the jurisdictional agencies for the projects he has worked on and has
a broad background with utilizing various computer-aided design packages for plan preparation, hydrological
and hydraulics analysis, and survey coordination. He has extensive experience in site analysis, land planning
ane{ preliminary engineering for adaptation of difficult existing features. He has designed several utility upgrade
projects for the Cobb County Water System, as well as working on many private development projects over
the past Fourteen ( 14) years. He has designed many new cornmercial and shopping center projects all over the
country, and works well with jurisdictional agencies to properly permit and construct projects with many dif-
ferent regional requirements.
Vilest Point Industrial Campus - Complete 2007
Georgia State Financing and Investment Commission
Consulting engineering for design of 642 acre industrial campus
Lyman Davidson Dooley, Inc.
Huustori County ❑aw Study - Complete 2001, Georgia Department of Natural Resources
Parks, Recreation and Historic Sites - Study to evaluate the feasibility of constructing a new dam 1 take in the
proposed new state park in Houston County
General Coffee State Park - Complete 1993, Georgia Department of Natural Resources
Parks, Recreation and Historic Sites Division - Study to determine the feasibility of constructing a water feature
for ion boats and canoes on Seventeen Mile River in General Coffee State Park
Panoia Mountain State Park Visitor's Center - Complete 1989, Georgia Department of Natural Resources
Parks, Recreation and Historic Sites Division - Complete architectural and engineering for addition of 3,500
square feet of Audio-visual Roan, Teaching Classroom and Computer Classroom to the Panola Mountain State
Park Visitor's Center
Florence Marina State Park Cottages - Complete 1989, Georgia Department of Natural Resources
Parks, Recreation and Historic Sires Division - Complete architectural and engineering design services for Flor-
ence Marina State Park Cottages
Generic Environmental Assessment - Complete 1991, Georgia Department of Natural Resources
Walden, Ashworth & Associates, Inc, served as a sub -contractor for Camp Dresser McKee, Inc. in developing
Guidelines for the Development of Water Supply Reservoirs - Generic Environmental Assessment
was Founded in 1885 and has been a pre-eminent global provider of independent construction advice
to Owners for over 120 years. Gleeds established a presence in the developing North American market by ac-
quiring; a majority shareholding in Atlanta-based construction consultant Castell Marks International, founded
in 1984, to form Gileeds USA Inc. In the millennium, the two firms joined forces to unite the global strength
of Gleeds with the American reputation and experience of Castell Marks. U.S. operations expanded in 2004
with the opening; of a new office in Denver, Colorado and again in 2006 with the recent opening; of an office in
Greenville, South Carolina. Key sectors for the United States market include criminal justice, education, recre-
arinn, healthcare, hospitality, faith teased and commercial projects. They combine their global knowledge and
expertise with our understanding of the local market to make sure clients receive the best advice regardless of
culture and cross border interests.
Robert Smirh is a senior project consultant with over 25 years experience providing program management, cost
management, project planning/scheduling and resolution 1 litigation support services. Robert worked with in-
ternational and national general contractors prior to joining a well known construction consulting Firm where
he completed numerous projects throughout the United States. He brings a wide range of project knowledge
to the Gleeds team having completed large-scale projects in the government sectors, healthcare, research &
development, commercial, industrial, retail, hospitality, and education. Robert is proficienr in scheduling and
schedule analysis using Primavera Systems P3, SureTrak and Microsoft Project. Additional experience includes
collaborative project controls software such as Prolog, Constructware and Expedition (Primavera Systems).
Lyman Davidson Dooley, Inc.
i �It•c.•d� i'€'c�jrct I°x�re.ricncr
Dawson County Sheriff's Office & Adult Detention Center, Dawson County, GA
Newton County Administrative Office Complex, Covington, GA
Gwinnett County Police Headquarters Annex & E-911 Center, Gwinnett County, CA
Hall County Jail & Law Enforcement Center, Hall County, CA
DeKalb County Jail tit Sheriff's Headquarters, Decatur, GA
Sumter County Youth Detention. Facility, Sumter County, GA
Cobb County Additions to Youth Detention Facility, Smyrna, GA
DeKalb County Additions to Youth Detention Facility, Decatur, GA
Clayton County Courthouse and _jail Facility, Clayton County, CA
Columbia County Courthouse and Jail Facility, Columbia County, GA
Gwinnett County juvenile Detention Facility, Gwinnett County, GA
Fayette County justice Center, Jail & Sheriff's Facility, Fayette County, CA
Cherokee County Sheriff's Department & Jail, Woodstock, GA
Newton County Law Enforcement Center, Copia-igton, GA
Cobb County Adult Detention Facility Expansion, Smyrna, CA
University of Georgia Learning Center, Athens, GA
RadiaLion Hardened 11111,Cg'ra€eel Circuits Facility, Sandia National Labs, Albuquerque, NM
Electronic Warfare laboratory & Hangar Facility, Point Mugu, CA
Lyman Davidson Dooley, Inc.
Illi '�: Rcfcwtlo.•
Georgia DNR Wildlife Resources
Contact: Mr. David Freedman
Chief Engineer, Engineering & Construction Section
Department of Natural Resources
2 Martin I.uther King Jr. Drive
Fast Tower, Suite 1352
Atlanta, GA 30334
Ph: (444) 656 6531
Newton County Administrative Complex
Contact: Mr. Raymond 1. McFadden, Jr., P.E.
Project Manager
Newton County
1113 Usher Street
Covington, GA 30014
Ph: (678) 625-1642
Bartow County Convcrntion Ccntcr
COHL-act: Ibis. Ellen Archer
Executive Director
Cartersville -Bartow County Convention and Visitors Bureau
One Friendship Plaza
Cartersville, GA 30120
Ph: (770) 387-1357
Lyman Davidson Dooley, Inc.
LDD uses Microsoft Project Software to help manage design projects within our company. Utilization of this
software allows our Project Managers an optimum level of efficiency which presents a huge henefit not only
to the team in accomplishing various project tasks, but to the client in completing the project within the set
schedule and budget. Use of this software allows us to generate a project plan by assessing where an addi-
tional resource should he placed to achieve the greatest impact, and by establishing a phase -by -phase man-hour
schedule to budget and track the labor needed to hit key deadline dates. The software is highly customizable,
allowing 1.DD to either adopt the "out-of-the-box" version or tailor it as necessary. Through customization, we
can integrate existing project management processes into the tool and standardize the way it is used throughout
the company. Microsoft Project is compatible with our in-house accounting software, Wind2, as well as the
Microsoft Office Suite of programs that includes Excel and Word. As with our in-house CAD Standards, the
software is designed to allow our Project Managers to focus on managing their projects and not software which
i ssi sts them.
Proposed Schedule of Services:
One day interview of key staff for needs assessment
This meeting would be an all day "work shop" and have all the key staff and heads of depart
ments would need to attend this meeting.
One week from the workshop submit our proposed program summary
Our proposed program excel document will be submitted to the City for review and corn
meets. We propose three days of review by staff for comments.
.. Prepare three different schemes of floor plans (Three Weeks)
Once the program has been agreed to and signed off by the City, then our team is prepared to
develop three sperate schemes for the City to review and make comments from.
Cost estimates will be included for each scheme.
Selection of one concept floor plan for to be used in a generic site plan. (one week)
Submit concept floor pian and generic site plan approved by the City to cost estimator for pricing S 1
week)
Annual Facility cost base from a similar size bldg based from technical data. (two weeks)
Lyman Davidson Dooley, Inc.
EXHIBIT "B" Continued
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+: nattarl a+a meam III do Bean rhe pn rnct3larx of the ,ityx ul unrl for the lxujat.
F,ud rif Exhihit "A"
A PG. 23
7
EXHIBIT "C"
Key Personnel
Benjamin K. Starks
Rowland Davidson
n PG. 24
EXHIBIT "D"
/ . PG. 25
EXHIBIT "E"
STATE OF GEORGIA
CITY OF MILTON
CONTRACTOR AFFIDAVIT AND AGREEMENT
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A.
§ 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting
with the City of Milton has registered with and is participating in a federal work
authorization program, in accordance with the applicability provisions and deadlines
established in O.C.G.A. § 13-10-91.
The undersigned further agrees that, should it employ or contract with any subcontractor(s) in
connection with the physical performance of services pursuant to this contract with the City
of Milton, contractor will secure from such subcontractor(s) similar verification of
compliance with O.C.G.A. § 13-10-91 on the Subcontractor Affidavit provided in Rule 300-
10-01-.08 in the form attached hereto as Exhibit "I." Contractor further agrees to maintain
records of such compliance and provide a copy of each such verification to the City of Milton
at the time the subcontractor(s) is retained to perform such service.
PROS 1586
EEVPilot Program er Identification Number
"Q -
BY: Authorized Officer or Agt Date
(Contractor Name) A J^oj
President
Title of Authorized Officer or Agent of Contractor
Rowland Davidson
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
J QDAY OF 1200'T
Notary Public
My Commission Exppire
Notary Public, Cobb'du y, orgia
MX commkOon ExFil 05 4WO 10, 20W
PG. 26
-r ? l:ly of 4fywn
f.1'f
STATE OF GEORGIA
CITY OF MILTON
SUBCONTRACTOR AFFIDAVIT
By executing this affidavit, the undersigned subcontractor verities its compliance with
O.C.G.A. § 13-10-91, stating afi nnatively that the individual, firm or corporation which is
engaged in the Physical performance of services under a contract with (name of contractor)
on behalf ofthe City of Milton has registercd with and is Participating in a federal work
authorization program, in accordance with the applicability provisions and deadlines
established in O.C.G.A. § I3-10-91.
NIL511
E%F/"/ic lot Program User Identi.fication M-unber
A Inc,Brized Officer or Agent Date
(Subcontractor Name)
Title of Authorized Officer or Agent of Subcontractor
Printed Nanic ofAuthori7ed OfTccr or Agent
SUBSCRIBED AND SWORN
Bt R) MEONT STHE
l r J Y OF 141.1
200
My Commission Ex�ires: NAA1cYCi.V kEy
NOTARY11MC, RI1.TON COWN GEORGIA
W COMMISSION 6fIRES � UY93Mff
PG. 27
.... COSS COUNTY 60"
-
t-OCCUPA70NAL TAX CERTIFICAT
191 LAWRENCE ST. MARIETTA, GEORGIA 30060-:1692
(77 -8410
BUSINESS LOCATIONN _BLE
CERTIFICATE NUMBER
DATE ISSUE[? FAR
.PQF3 Y
��n� 1. � � •
ERTIFICr� s=x
. ..,..; • A EXPIRES
�
;If v
—
IL^�
k.
- CLASSIFI DE
- : , : • . ... cATlow c
L
�. TYPE
CERTIFICATE MUST: BE DISPLAYED:
THIS CERTIFICATE IS NOT VALID IF OWNERSHIP OR BUSINESS LOCATION C HAIVC'iPS
PROFESSIONALS & ATTORNEYS AT LAW ARE NOT REQUIRED TO DISPLAY
BUSINESS DESCRIPTION
'CLASSIFICATION CODE CLASSIFICATION NAME
'. %'X )
s
E E B 0 2 2009
JAN 2 ; �
UUSIN
AMOUNT
3 2 1) 17 '0
.� � J i.�
4332 `' "' "' 4312 4314 4316 4318 SUB TOTAL $
PENALTY $ i l.i is
INTEREST $ 'f `
TOTAL $ " .2 0 0y
BUSINESS LICENSE DIVISION MANAGER AUTHORIZED INITIALS Form #0 017434
IMPORTANT NOTICE
1. Interest as provided by law will be imposed for failure to renew certificate prier to expiration date.
2. Please document to Cobb County Business License Office when business goes out of business.
3. Please provide written notification of any change in address or ownership change. A fee of $10 will be charged to reprint certificate.
4. Please contact the business license office if you have not received a renewal notice two weeks prior to expiration of certificate.
5. Interest can not be waived despite failure to receive renewal notice. Contact the business license office for fee information.
ORDINANCE NO. _____
STATE OF GEORGIA
FULTON COUNTY
AN ORDINANCE OF THE MAYOR AND COUNCIL OF THE CITY OF MILTON,
GEORGIA, TO ADOPT AMENDMENTS TO THE FISCAL 2009 BUDGET FOR
EACH FUND OF THE CITY OF MILTON, GEORGIA AMENDING THE
AMOUNTS SHOWN IN EACH BUDGET AS EXPENDITURES, AMENDING
THE SEVERAL ITEMS OF REVENUE ANTICIPATIONS, PROHIBITING
EXPENDITURES TO EXCEED APPROPRIATIONS, AND PROHIBITING
EXPENDITURES TO EXCEED ACTUAL FUNDING AVAILABLE.
BE IT ORDAINED by the City Council of the City of Milton, GA while in a
regular Council meeting on June _____, 2009 at 6:00 p.m. as follows:
WHEREAS, the City Manager of the City of Milton has presented
amendments to the fiscal year 2009 Budget to the City Council on each of the
various funds of the City; and
WHEREAS, each of these budget amendments results in a balanced
budget, so that anticipated revenues equal proposed expenditures for each fund;
and
WHEREAS, the amended fiscal year 2009 budget provides a financial
plan for the government, establishing appropriations for each operating
department in order to extend services.
NOW, THEREFORE BE IT ORDAINED that this budget amendment,
“Exhibit A” attached hereto and by this reference made a part hereof this
ordinance shall be the City of Milton’s amended fiscal year 2009 budget; and
BE IT FURTHER ORDAINED that this budget be and is hereby approved
and the several items of revenues shown in the budget for each fund in the
amounts anticipated are adopted and that the several amounts shown in the
budget for each fund as proposed expenditures are hereby appropriated to the
departments named in each fund; and
BE IT FURTHER ORDAINED that the expenditures shall not exceed the
appropriations authorized by this budget or amendments thereto provided; that
expenditures for the fiscal year shall not exceed actual funding available.
ADOPTED AND APPROVED this ____ day of June, 2009.
CITY OF MILTON, GEORGIA
By: ________________________
Mayor Joe Lockwood
_________________________ ________________________
Councilmember Karen Thurman Councilmember Tina D’Aversa
_________________________ ________________________
Councilmember Julie Zahner Bailey Councilmember Burt Hewitt
_________________________ ________________________
Councilmember Bill Lusk Councilmember Alan Tart
Attest:
_______________________________
Jeanette R. Marchiafava, City Clerk
(SEAL)
First Reading ____________________
Second Reading __________________
City of Milton, Georgia
Fiscal Year 2009
Summary of Departmental Budget Amendments #1
Fiscal Year 2009 Budget Amendment #1
2
The goal of the fiscal year 2009 budget amendment is to revise departmental budgets and interfund transfers based
on activity-to-date and future projections. The intent of the amendment is to offset revenue shortfalls the City is
experiencing as a result of the current economic environment.
GENERAL FUND
The General Fund is the principal operating fund of the government and is used to facilitate current year operations.
General Fund revenues have unrestricted use. Expenditure requests are categorized into two categories:
Salary/Benefits and Maintenance/Operating. Salary / benefits line items include salaries, overtime, vacation pay,
retirement and other associated payroll expenditures. The maintenance/ operating category includes expenditures
related to operational line items such as, supplies, professional fees, training, dues/fees, travel, utilities,
communications, machinery & equipment, etc.
GENERAL FUND SUMMARY:
Revenue Appropriation Decrease (1,492,860)
Expenditure Appropriation Decrease (1,492,860)
Net Revenue/(Expenditure) Requests:-
Revenue Amendments:
Current economic conditions have had a detrimental effect on several of the revenue sources. Collection trends
indicate a 6.5% decrease in initial projections. The table on page 3 shows the necessary amendments to the
revenues. The most significant changes are explained below:
• When the projections for the FY 2009 budget were compiled, the anticipated collection rate for 2009 property
taxes was 93%. However, given the prior year collection rate of 89%, a decrease of approximately $1 million
for Real and Personal Property Taxes (Current Year) is suggested.
• A decrease of almost ($524,000) in Current Year Utility Taxes is necessary due to an error in the tax digest.
Based on the Georgia Department of Revenue, last year’s digest for the utility property within Milton
inadvertently included property located elsewhere within the County. The error was corrected on this year’s
digest greatly reducing the amount of taxes owed to the City.
• Since the collection rate for last year’s property taxes was expected to be higher than 89%, the FY 2009
Prior Year Property Tax was projected at a low rate. A combined increase of $435,000 is being suggested
based on actuals in the Real and Personal Prior Year Property Tax line items.
• The franchise fees collected from Georgia Power and Sawnee EMC this fiscal year were considerably higher
than the two previous years. An increase of $300,000 is being suggested.
• Local Option Sales Taxes are trending almost 13% lower than this time last year. A decrease of ($607,000)
is recommended.
• Currently, only 82% of Milton’s businesses have renewed their business licenses. Collection efforts are
underway to encourage the remaining active businesses to renew; however, because of business closings
and lower than anticipated license fees, a decrease of ($70,000) is suggested.
Fiscal Year 2009 Budget Amendment #1
3
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
TAXES
Current Yr Property Taxes-Real $ 8,700,000 $ - $ 8,700,000 $ (970,000) $ 7,730,000
Current Yr Property Taxes-Utility 576,277 52,364 523,913 (523,728)52,549
Prior Yr Property Taxes-Real 241,407 506,753 (265,346)408,593 650,000
Current Yr Prop Taxes-Personal 173,394 0 173,394 (33,394) 140,000
Motor Vehicle Tax 449,867 258,529 191,338 70,133 520,000
Intangible Tax 208,516 86,870 121,646 (38,516) 170,000
Prior Yr Prop Taxes-Personal 12,913 35,788 (22,875)27,087 40,000
Real Estate Transfer Tax 47,671 16,666 31,005 (17,671)30,000
Franchise Fees 1,400,000 964,486 435,514 300,000 1,700,00
Local Option Sales Tax 4,007,230 1,475,566 2,531,664 (607,230) 3,400,000
Alcohol Beverage Excise Tax 254,000 124,705 129,295 0 254,00
Business & Occupation Tax 650,000 555,749 94,251 (70,000) 580,000
Insurance Premium Tax 773,200 0 773,200 76,800 850,000
Financial Institution Tax 30,000 20,511 9,489 (7,000)23,000
Penalties & Interest-Real Prop 15,000 40,892 (25,892)27,000 42,000
Penalties & Interest-Pers Prop 3,000 859 2,141 (2,000)1,000
Penalties & Interest-Business Lic 4,000 1,898 2,102 0 4,00
LICENSES & PERMITS
Alcohol Beverage Licenses 120,000 106,455 13,545 (9,000) 111,000
Advertising Fee 0 895 (895)895 89
Pouring Permit 6,650 3,445 3,205 0 6,650
Solicitation Permit 420 20 400 0 420
Zoning & Land Use Permits 30,000 3,716 26,284 (25,000)5,000
Application Fees 0 0 0 (20,000) (20,000)
Land Disturbance 40,000 16,344 23,656 0 40,000
Modification 2,000 950 1,050 0 2,000
Variance 8,000 6,150 1,850 0 8,000
Seasonal & Special Events 0 120 (120)120 120
Sign Permits 6,000 5,951 49 1,000 7,00
Building Permits 100,000 39,731 60,269 (30,000)70,000
NPDES Fees 0 706 (706)706 70
CHARGES FOR SERVICES
Finance Admin Fee 57,000 63,225 (6,225)13,000 70,000
Court Admin Fee 172,292 82,830 89,462 (25,000) 147,292
Maps & Cert Letters 2,000 475 1,525 (1,000)1,000
Plan Review Fees 20,000 36,629 (16,629)25,000 45,000
Open Records Fees 860 155 706 0 860
Development Bond Fee 1,200 350 850 0 1,200
Election Qualifying Fee 3,330 0 3,330 0 3,33
Accident Reports 6,354 3,457 2,898 0 6,354
Expungement Fees 300 250 50 0 30
Alarm Registration 0 5,375 (5,375)5,500 5,50
False Alarms 4,000 10,075 (6,075)10,000 14,000
Fire Plan Review 2,000 751 1,249 (600)1,400
Fire Inspection 600 293 308 0 600
Background Check Fees 1,500 6,170 (4,670)5,500 7,00
Bad Check Fees 120 210 (90)140 26
FINES & FORFEITURES
Fines & Forfeitures 455,636 252,677 202,959 (55,636) 400,00
Ordinance Fines 2,000 2,243 (243)500 2,50
INVESTMENT INCOME
Interest Revenue 24,000 6,200 17,800 (15,000)9,000
Tan Proceeds Interest 0 180 (180)180 180
Realized Gain/Loss on Investmt 30,000 11,168 18,832 (10,000)20,000
MISCELLANEOUS REVENUE
Merchandise & Products 1,000 0 1,000 (1,000)0
Insurance Proceeds-Pub Sfty 0 2,321 (2,321)2,321 2,32
Insurance Proceeds-PW 0 1,440 (1,440)1,440 1,44
Other Misc Revenue 37,802 25,672 12,130 0 37,802
OTHER FINANCING SOURCES
Operating Transfers In-Htl/Mtl Fd 15,000 0 15,000 (7,000)8,000
Budgeted Fund Balance 4,176,896 0 4,176,896 0 4,176,89
TOTAL REVENUES $ 22,873,436 $ 4,838,260 $ 18,035,176 $ (1,492,860) $ 21,380,576
FY 2009
REVENUE SOURCE
0
0
0
5
0
6
0
0
0
0
0
0
0
1
0
6
Fiscal Year 2009 Budget Amendment #1
4
Expenditure Amendments:
The recommended expenditure amendments are presented on the following pages by department.
GENERAL FUND EXPENDITURES SUMMARY
DEPARTMENT BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Mayor & Council 401,299 155,714 245,585 (56,170) 345,129
City Clerk 698,319 445,905 252,414 (950) 697,369
City Manager 338,764 89,736 249,028 (104,630) 234,134
General Administration 2,414,872 1,555,553 859,319 (29,751) 2,385,121
IT 976,842 651,211 325,631 18,000 994,842
Municipal Court 537,180 343,667 193,513 (9,473) 527,707
Public Safety:-
Administration 1,050,376 416,685 633,691 (151,556) 898,820
Police 1,836,308 870,428 965,880 (55,244) 1,781,064
Fire 3,599,424 1,993,392 1,606,032 94,882 3,694,306
EMS Operations 132,250 66,125 66,125 - 132,250
Public Works 2,942,600 1,285,186 1,657,414 (545,668) 2,396,932
Parks & Recreation 203,619 42,371 161,248 (20,000) 183,619
Community Development 1,816,752 1,129,208 687,544 (73,552) 1,743,200
Debt Service 742,995 742,984 11 - 742,995
Other Financing Sources/(Uses) 5,181,836 1,073,958 4,107,878 (558,748) 4,623,088
Total Expenditures 22,873,436 10,862,122 12,011,314 (1,492,860) 21,380,576
FY 2009
Fiscal Year 2009 Budget Amendment #1
5
MAYOR AND COUNCIL
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Salaries $ 157,375 $ 53,608 $ 103,767 $ (37,121) $ 120,254
Stipend:
Thurman 2,720 0 2,720 0 2,72
Zahner Bailey 2,720 0 2,720 0 2,72
Lusk 2,720 0 2,720 0 2,72
Hewitt 2,720 0 2,720 0 2,72
D'Aversa 2,720 1,125 1,595 0 2,72
Tart 2,720 487 2,233 0 2,72
Lockwood 3,720 2,251 1,469 0 3,72
Group Insurance 7,286 0 7,286 (5,053)2,233
401A SS Match 5,902 2,010 3,892 (1,393)4,509
FICA Medicare 2,197 748 1,449 (518)1,679
401A 1% Match to 457B 564 0 564 (395)169
Pension 2,559 0 2,559 (2,006)55
Unemployment Insurance 1,840 916 924 0 1,840
Worker's Comp 1,150 1,024 126 1,150 2,30
Flexible Spending 300 0 300 0 300
Professional Fees 74,500 23,025 51,475 (12,500)62,000
Rental Land & Buildings 100,466 66,812 33,654 0 100,466
Communications 1,000 0 1,000 666 1,66
Advertising 600 75 525 0 60
Travel 13,465 317 13,148 0 13,465
Education & Training 8,155 1,100 7,055 0 8,15
General Supplies 500 1,013 (513)1,000 1,50
Food/Meals 700 282 418 0 70
Promotional 2,000 639 1,361 0 2,00
Non-recurring 700 283 417 0 70
TOTAL $ 401,299 $ 155,714 $ 245,585 $ (56,170) $ 345,129
BUDGET AMENDMENT NOTES
Account Name
1. Worker's Comp To cover adjusted costs based on payroll audit 1,150
2. General Supplies Purchased poinsettias for City holiday decorations 1,000
Total Increase 2,150$
3. Salary & Benefits Vacant Executive Aid position (46,486)
4. Professional Fees To reflect contract costs for ADA Coordinator (12,500)
5. Communications Vacant Executive Aid position 666
Total Decrease (58,320)$
TOTAL MAYOR & COUNCIL BUDGET AMENDMENTS (56,170)$
ACCOUNT
DESCRIPTION
FY 2009
Amendment Reason
INCREASE
DECREASE
0
0
0
0
0
0
0
3
0
6
0
5
0
0
0
0
Fiscal Year 2009 Budget Amendment #1
6
CITY CLERK
BUDGET ACTUALS AS
OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Regular Employees $ 83,861 $ 44,512 $ 39,349 $ - $ 83,861
Group Insurance 7,920 4,871 3,049 0 7,92
401A SS Match 3,145 1,669 1,476 0 3,14
FICA Medicare 1,171 612 559 0 1,17
401A 1% Match 839 138 701 0 83
Pension 3,807 725 3,082 (1,065)2,742
Unemployment Insurance 230 223 7 0 23
Worker's Comp 115 131 (16)115 23
Flexible Spending 300 0 300 0 30
Professional Fees - Contracted 498,714 332,476 166,238 0 498,71
Rental Land & Buildings 30,140 20,044 10,096 0 30,140
Communications 700 667 33 0 70
Travel 2,000 1,116 884 0 2,00
Dues/Fees 250 72 178 0 25
Education/Training 1,500 641 859 0 1,50
Maintenance Contracts 1,300 0 1,300 0 1,30
General Supplies 600 348 253 0 60
Food/Meals 500 101 399 0 50
Other Equipment 61,227 37,560 23,667 0 61,227
TOTAL EXPENDITURES $ 698,319 $ 445,905 $ 252,414 $ (950) $ 697,369
BUDGET AMENDMENT NOTES
Account Name
1. Worker's Comp To cover adjusted costs based on payroll audit 115
Total Increase 115$
2. Pension To reflect actual pension costs (1,065)
Total Decrease (1,065)$
TOTAL CITY CLERK BUDGET AMENDMENTS (950)$
ACCOUNT
DESCRIPTION
FY 2009
Amendment Reason
INCREASE
DECREASE
0
5
1
9
0
0
0
4
0
0
0
0
0
0
0
Fiscal Year 2009 Budget Amendment #1
7
CITY MANAGER
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Salaries and Wages $ 246,061 $ 64,418 $ 181,643 $ (82,043) $ 164,018
Car Allowance 7,200 1,108 6,092 (2,548)4,652
Group Insurance 17,032 1,342 15,690 (9,196)7,836
401A (SS match)9,227 2,457 6,770 (3,024)6,203
FICA Medicare 3,435 893 2,542 (1,152)2,283
401A 1% Match to 457B 2,461 125 2,336 (1,393)1,068
Pension 11,171 725 10,446 (7,361)3,810
Unemployment Insurance 460 445 15 215 675
Worker's Compensation 2,250 2,097 153 2,097 4,347
Flexible Spending 600 502 98 0 600
Temporary Housing 6,000 5,333 667 0 6,000
Rental Land & Buildings 10,047 6,681 3,366 0 10,047
Communications 2,400 231 2,169 0 2,40
Printing 0 31 (31)200 200
Travel 7,900 125 7,775 (2,000)5,900
Dues/Fees 7,520 2,350 5,170 325 7,84
Education/Training 2,500 711 1,789 0 2,50
General Supplies 0 162 (49)1,000 500
Natural Gas 2,500 0 2,500 0 2,50
Food/Meals 0 (113)500
Machinery 0 0 0 250 25
TOTAL EXPENDITURES $ 338,764 $ 89,736 $ 249,028 $ (104,630) $ 234,134
BUDGET AMENDMENT NOTES
Account Name
1. Worker's Comp To cover adjusted costs based on payroll audit 2,097
2. Printing To cover the cost of printing business cards 200
3. Dues/Fees Add fees for GCCMA and GACP 325
4. General Supplies To cover projected costs for the remainder of the year 1,000
5. Machinery Cell phone for Assistant City Manager 250
Total Increase 3,872$
6. Salary & Benefits Vacant Assistant City Manager position (106,502)
7. Travel Bring budget in line with projected costs (2,000)
Total Decrease (108,502)$
TOTAL CITY MANAGER BUDGET AMENDMENTS (104,630)$
Amendment Reason
INCREASE
DECREASE
ACCOUNT
DESCRIPTION
FY 2009
0
5
0
0
0
Fiscal Year 2009 Budget Amendment #1
8
GENERAL ADMINISTRATION
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Administrative Fees 44,350 38,184 6,166 8,000 52,
Professional Fees 39,150 50,771 (11,621)15,389 54,
Legal Fees 180,000 68,325 111,675 0 180,
Professional Fees - Contracted 1,828,617 1,219,078 609,539 0 1,828,617
Rental Land & Buildings 55,256 36,747 18,509 0 55,
Insurance:
Umbrella Liability 50,000 0 50,000 (50,000)0
General Liability 34,608 28,650 5,958 0 34,
Law Enforcement Liability 9,737 7,568 2,169 0 9,
Public Officials Liabiltiy 70,609 55,602 15,007 0 70,
Automobile Liability 26,592 20,940 5,652 0 26,
Property & Equipment Liability 3,899 3,185 714 0 3,
Automobile Physical Damage 10,839 8,549 2,290 0 10,839
Boiler & Machinery 708 579 129 0
Claims and Adjustments 15,000 8,107 6,893 0 15,
Police Animal Mortality 1,260 994 266 0 1,260
Crime/Fidelity 1,837 1,449 388 0 1,
Unallocated 15,000 0 15,000 0 15,
Communications 10,500 4,867 5,633 0 10,
Advertising 1,900 756 1,144 3,000 4,
Printing 6,270 1,169 5,101 2,500 8,
Travel 900 0 900 (900)
Dues & Fees 590 0 590 (590)0
Education & Training 800 0 800 (800)0
General Supplies 0 32 (32)100 100
Furniture & Fixtures 6,200 0 6,200 (6,200)0
Machinery & Equipment 250 0 250 (250)0
TOTAL EXPENDITURES $ 2,414,872 $ 1,555,553 $ 859,319 $ (29,751) $ 2,385,121
BUDGET AMENDMENT NOTES
Account Name
1. Administrative Fees 5,000
2. Administrative Fees Include a retirement cost study 3,000
3. Professional Fees Fees for completing FY 2007 audit 12,740
4. Professional Fees To cover various fees not budgeted 649
5. Professional Fees To cover the anticipated cost of tax bill mailing fees 2,000
6. Advertising Recruitment ads for open positions 3,000
7. Printing To cover the anticipated cost of tax bill mailing 2,500
8. General Supplies Ordered deposit slips 100
Total Increase 28,989
9. Umbrella Liability (50,000)
10. Travel, Dues & Fees,
Education & Training (2,290)
11. Furniture & Fixtures (6,200)
12. Machinery & Equipment Transfer cost of cell phone to City Manager's department (250)
Total Decrease (58,740)$
TOTAL GENERAL ADMIN BUDGET AMENDMENTS (29,751)$
ACCOUNT
DESCRIPTION
FY 2009
Amendment Reason
INCREASE
DECREASE
Flexible spending administration costs higher than
anticipated
Excess liability insurance is included in the monthly
payment to CH2M Hill
Cut because this is included in the City Manager's
department
Filing cabinets and bookshelf orders placed on hold
350
539
000
256
608
737
609
592
899
708
000
837
000
500
900
770
0
Fiscal Year 2009 Budget Amendment #1
9
INFORMATION TECHNOLOGY
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Professional Fees $ - $ - $ - $ 18,000 $ 18,000
Professional Fees - Contracted 966,795 644,530 322,265 0 966,79
Rental Land & Buildings 10,047 6,681 3,366 0 10,047
TOTAL $ 976,842 $ 651,211 $ 325,631 $ 18,000 $ 994,842
BUDGET AMENDMENT NOTES
Account Name
1. Professional Fees
18,000
Total Increase 18,000$
TOTAL INFO TECHNOLOGY BUDGET AMENDMENTS 18,000$
ACCOUNT
DESCRIPTION
FY 2009
Amendment Reason
INCREASE
The formula in the original budget document failed to pick
up the budget request for the high speed data connection
with Alpharetta's 911 center
5
Fiscal Year 2009 Budget Amendment #1
10
MUNICIPAL COURT
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Regular Employees $ 55,500 $ 37,981 $ 17,519 $ 1,279 $ 56,779
Stipend 4,800 2,400 2,400 0 4,80
Group Insurance 0 0 0 0 0
401A (SS match)1,886 1,424 462 243 2,129
FICA Medicare 702 3,025 (2,323)2,585 3,28
401A 1% Match 0 0 0 0 0
Pension 0 0 0 0 0
Unemployment Insurance 690 703 (13)460 1,150
Worker's Compensation 230 164 66 460 690
Flexible Spending 0 0 0 0 0
Professional Fees 31,250 6,172 25,078 (15,000)16,250
Professional Fees - Contracted 332,476 221,650 110,826 0 332,476
Rental Land & Buildings 100,466 66,812 33,654 0 100,466
Communications 5,080 2,372 2,708 0 5,08
Travel 2,000 177 1,823 0 2,00
Dues & Fees 600 0 600 0 600
Education & Training 500 0 500 0 500
General Supplies 0 128 (50)500 200
Food/Meals 300 300 (78)0 60
Uniforms 0 351 (351)500 50
Furniture & Fixtures 500 0 500 (500)0
Other Equipment 200 7 193 0 20
TOTAL $ 537,180 $ 343,667 $ 193,513 $ (9,473) $ 527,707
BUDGET AMENDMENT NOTES
Account Name
1. Salary & Benefits 5,027
2. General Supplies Ordered deposit slips and badges 500
3. Uniforms Purchased uniforms for bailiffs 500
Total Increase 6,027$
4. Professional Fees Transfer cost of bailiffs to Salaries & Benefits (15,000)
5. Furniture & Fixtures Do not need additional furniture (500)
Total Decrease (15,500)$
TOTAL MUNICIPAL COURT BUDGET AMENDMENTS (9,473)$
Amendment Reason
INCREASE
DECREASE
Include the expense for two bailiffs (initially budgeted in
Professional Fees)
ACCOUNT
DESCRIPTION
FY 2009
0
7
0
0
0
0
0
Fiscal Year 2009 Budget Amendment #1
11
PUBLIC SAFETY ADMINISTRATION
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Salaries $ 348,994 $ 161,145 $ 187,849 $ (36,309) $ 312,685
Salaries/Overtime 1,000 17 983 (500)50
Group Insurance 37,926 16,600 21,326 (10,000)27,926
401A SS Match 13,087 5,833 7,254 (1,572)11,515
FICA Medicare 4,872 2,155 2,717 (609)4,263
401A 1% Match 3,490 658 2,832 (1,413)2,077
Pension 15,844 2,175 13,669 (9,029)6,815
Unemployment Insurance 1,150 1,476 (326)326 1,476
Worker's Comp 5,500 7,127 (1,627)5,500 11,000
Flexible Spending 1,500 1,500 0 4,450 5,950
Relocation 0 2,500 (2,500)2,500 2,500
Professional Fees 52,285 11,191 41,094 (25,000)27,285
Equipment R & M 3,500 0 3,500 0 3,500
Vehicles R & M 75,000 30,881 44,119 0 75,000
Rental Land/Buildings 30,140 17,520 12,620 0 30,140
Rental Equip & Vehicles 1,000 0 1,000 0 1,000
Communications 8,232 2,092 6,140 0 8,232
Advertising 5,000 932 4,068 0 5,000
Printing 11,000 1,722 9,278 0 11,000
Travel 4,300 4,825 (525)1,500 5,800
Dues & Fees 790 545 245 0 79
Education & Training 3,150 318 2,832 (1,500)1,650
Maintenance Contract 140,725 86,988 54,559 0 140,725
General Supplies 7,800 3,241 4,559 0 7,800
Gasoline/Diesel 262,041 52,988 209,053 (80,000) 182,041
Food/Meals 1,750 432 1,318 0 1,750
Uniforms 2,500 33 2,468 0 2,500
Furniture & Fixtures 1,000 1,068 (68)100 1,100
Other Equip/Cell Phone Repl 500 207 293 0 500
Other Equipment/ Hardware 6,300 519 5,781 0 6,300
TOTAL EXPENDITURES $ 1,050,376 $ 416,685 $ 634,512 $ (151,556) $ 898,820
BUDGET AMENDMENT NOTES
Account Name
1. Worker's Comp 5,500
2. Flexible Spending 4,450
3. Relocation Cost for relocating the Fire Chief 2,500
4. Travel 1,500
5. Furniture & Fixtures Ordered filing cabinets 100
Total Increase 14,050
6. Salaries & Benefits (59,106)
7. Professional Fees (25,000)
8. Education & Training (1,500)
9. Gasoline/Diesel Initially budgeted for $4/gallon (80,000)
Total Decrease (165,606)$
TOTAL PUBLIC SFTY ADMIN BUDGET AMENDMENTS (151,556)$
ACCOUNT
DESCRIPTION
FY 2009
Amendment Reason
INCREASE
To cover adjusted costs based on payroll audit
DECREASE
Eliminated Public Safety Director position
Cut City Hall Security Implementation
Transfer funds to Travel to cover anticipated costs
Transfer funds from Group Insurance for those employees
that opt out of medical/dental insurance, but receive
additional contribution to their flexible spending account
Transfer funds from Education & Training to cover
anticipated travel costs
0
0
Fiscal Year 2009 Budget Amendment #1
12
POLICE
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Salaries $ 1,144,451 $ 556,313 $ 588,138 $ (50,000) $ 1,094,451
Termination Liability 3,000 0 3,000 0 3,00
Overtime 60,000 23,973 36,027 (12,500)47,500
Holiday 56,057 41,824 14,233 12,500 68,557
Group Insurance 175,787 61,335 114,452 (45,000) 130,787
401A SS Match 42,917 23,374 19,543 0 42,917
FICA Medicare 13,564 8,454 5,110 2,400 15,964
401A 1% Match 11,179 3,936 7,243 (2,300)8,879
Pension 50,758 15,949 34,809 (16,000)34,758
Tuition Reimbursement 21,000 1,017 19,983 (12,000)9,000
Unemployment Insurance 7,130 5,587 1,543 1,200 8,33
Worker's Comp 38,600 44,791 (6,191)44,791 83,391
Flexible Spending 7,500 7,500 0 17,625 25,125
Professional Fees 8,733 2,860 5,873 0 8,73
Professional Fees-Investigations 3,800 0 3,800 0 3,80
Rental Land & Buildings 5,023 2,919 2,104 0 5,02
Communications 42,433 9,904 32,529 (12,960)29,473
Travel 7,000 493 6,507 0 7,00
Dues & Fees 1,150 135 1,015 0 1,150
Education & Training 12,200 11,345 855 2,000 14,200
Maintenance Contracts 33,546 5,040 28,506 0 33,546
General Supplies 25,240 2,754 22,486 (5,000)20,240
Uniforms 23,500 10,882 12,618 0 23,500
Furniture & Fixtures 600 600 0 0 600
Cell Phones 1,200 196 1,004 0 1,20
Weaponry 10,640 10,605 35 3,600 14,240
Motorola Radios 4,900 17,862 (12,962)20,000 24,900
Misc Equipment-Investigations 24,400 780 23,620 (3,600)20,800
TOTAL $ 1,836,308 $ 870,428 $ 965,880 $ (55,244) $ 1,781,064
BUDGET AMENDMENT NOTES
Account Name
1. Worker's Comp 44,791
2. Flexible Spending 17,625
3. Education & Training To cover anticipated expenditures 2,000
4. Weaponry 3,600
5. Motorola Radios Additional radios needed 20,000
Total Increase 88,016
6. Salaries & Benefits (109,700)
7. Tuition Reimbursement (12,000)
8. Communications (12,960)
9. General Supplies Cut supplies costs for new employees (5,000)
10. Misc Equip-Investigations (3,600)
Total Decrease (143,260)$
TOTAL POLICE BUDGET AMENDMENTS (55,244)$
ACCOUNT
DESCRIPTION
FY 2009
Amendment Reason
INCREASE
To cover adjusted costs based on payroll audit
Transfer funds from Group Insurance for those employees
that opt out of medical/dental insurance, but receive
additional contribution to their flexible spending account
Reallocate funds from radar units to Weaponry to cover the
cost of the gun racks
Purchased gun racks for vehicles
DECREASE
Vacant position on hold until next fiscal year
Only a small number of employees have taken advantage
of this benefit
Cut GCIC budget since this is included in the 911 IGA with
Alpharetta
0
0
3
0
3
0
0
Fiscal Year 2009 Budget Amendment #1
13
FIRE
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Salaries & Wages $ 2,140,546 $ 1,265,258 $ 875,288 $ 80,000 $ 2,220,546
Termination Liability 5,000 0 5,000 0 5,000
Overtime 75,000 20,652 54,348 0 75,000
Holiday 99,416 77,323 22,093 3,500 102,916
Group Insurance 331,014 157,024 173,990 0 331,014
401A SS Match 80,270 51,122 29,148 10,000 90,270
FICA Medicare 29,882 15,820 14,062 700 30,582
401A 1% Match 21,405 6,425 14,980 (4,351)17,054
Pension 95,681 33,347 62,334 (27,576)68,105
Tuition Reimbursement 25,000 1,750 23,250 (15,000)10,000
Unemployment Insurance 13,111 12,069 1,042 0 13,111
Worker's Comp 53,000 57,524 (4,524)57,524 110,524
Flexible Spending 14,100 15,500 (1,400)28,400 42,500
Professional Fees 42,000 11,110 30,890 0 42,000
Equipment Repair & Maint 48,415 3,608 44,807 0 48,415
Facilities Repair & Maint 12,000 5,601 6,399 0 12,000
Grounds Repair & Maint 5,700 0 5,700 0 5,700
Rental Land & Buildings 225,296 175,634 49,662 0 225,296
Rental Equip & Vehicles 650 543 107 0 650
Communications 21,200 12,520 8,680 1,500 22,700
Travel 5,000 308 4,692 0 5,000
Dues & Fees 4,375 150 4,225 0 4,375
Education & Training 10,450 4,751 5,699 0 10,450
Maintenance Contracts 3,850 1,611 2,239 (800)3,050
General Supplies-Suppression 25,000 13,506 11,494 0 25,000
General Supplies-Prevention 6,360 0 6,360 0 6,360
Water/Sewage 4,500 3,051 1,449 0 4,500
Natural Gas 20,394 12,568 7,826 0 20,394
Electricity 19,113 13,823 5,290 0 19,113
Food/Meals 1,000 40 960 0 1,000
Telecommunications 2,771 900 1,871 0 2,771
Uniforms 97,660 17,367 80,293 0 97,660
Furniture & Fixtures-Prevention 2,000 2,000 0 0 2,000
Computer/Software 19,015 0 19,015 (19,015)0
Computer/Hardware-Prevention 2,500 0 2,500 0 2,500
Other Equipment 36,000 0 36,000 (20,000)16,000
Other Equipment-Cell Phones 750 485 265 0 750
TOTAL $ 3,599,424 $ 1,993,392 $ 1,606,032 $ 94,882 $ 3,694,306
BUDGET AMENDMENT NOTES
Account Name
1. Salaries & Benefits 62,273
2. Worker's Comp 57,524
3. Flexible Spending 28,400
4. Communications To cover anticipated cell phone/wireless card costs 1,500
Total Increase 149,697
5. Tuition Reimbursement (15,000)
6. Maintenance Contracts (800)
7. Computer/Software (19,015)
8. Other Equipment (20,000)
Total Decrease (54,815)$
TOTAL FIRE BUDGET AMENDMENTS 94,882$
ACCOUNT
DESCRIPTION
FY 2009
Amendment Reason
INCREAS
E
To cover the costs of two positions left out of original
budget in error
Transfer funds from Group Insurance for those employees
that opt out of medical/dental insurance, but receive
additional contribution to their flexible spending account
To cover adjusted costs based on payroll audit
Reallocated the budget for the advanced life support
system to Capital Projects Fund
DECREASE
Only a small number of employees have taken advantage
of this benefit
Cut maintenance on air & light system - not needed due to
IGA with Alpharetta
Cost for Firehouse software was budgeted in Capital
Projects Fund
Fiscal Year 2009 Budget Amendment #1
14
PUBLIC WORKS
BUDGET ACTUALS
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Professional Fees $ 138,000 $ 46,186 $ 91,814 $ (57,168) $ 80,832
Professional Fees - Contracted 2,324,768 1,057,739 1,267,029 (395,000) 1,929,768
Equipment R&M 49,448 0 49,448 (8,200)41,248
Grounds R & M 0 0 0 0 0
Pothole R&M 85,000 0 85,000 (85,000)0
Rental Land & Buildings 28,884 16,790 12,094 0 28,884
Other Purchased Service 0 0 0 0 0
Printing 8,500 0 8,500 (8,500)
Contract Labor/Maint Contracts 0 0 0 0 0
General Supplies 2,000 216 1,784 0 2,00
Electricity 300,000 155,322 144,678 0 300,00
Machinery & Equipment 6,000 8,934 (2,934)8,200 14,200
TOTAL EXPENDITURES $ 2,942,600 $ 1,285,186 $ 1,657,414 $ (545,668) $ 2,396,932
BUDGET AMENDMENT NOTES
Account Name
1. Machinery & Equipment 8,200
2. Professional Fees 24,050
3. Professional Fees 23,782
Total Increase 56,032
4. Pothole Repairs (85,000)
5. Professional Fees Speed zoning requests were perfomed in-house (25,000)
6. Professional Fees-Contracted Additional snow and ice control not needed (50,000)
7. Equipment Repairs & Maint Reallocate funds to Machinery & Equipment to cover the c
0
0
0
o (8,200)
Transfer the following appropriations for the NPDES project to the Capital Projects Fund:
8. Professional Fees (40,000)
9. Professional Fees (40,000)
10. Professional Fees-
Contracted (245,000)
11. Professional Fees-
Contracted (100,000)
12. Printing NPDES education and outreach pamphlet (3,500)
13. Printing Streamside cleanup and storm drain markers (4,000)
14. Printing Annual report to EPD (1,000)
Total Decrease (601,700)$
TOTAL PUBLIC WORKS BUDGET AMENDMENTS (545,668)$
ACCOUNT
DESCRIPTION
Amendment Reason
INCREASE
Funds transferred from Equipment Repairs & Maintenance
to cover the cost of portable radar signs
FY 2009
Reallocated funds from the Crabapple Study line item in
the Capital Projects Fund to cover the cost of the Solid
Waste Management Plan
Participated in the transportation study being performed by
ARC
Included in CH2M Hill contract costs
DECREASE
Outfall screening and water quality
Flood plain mapping
Inventory and inspection of storm water assets, including
some cleaning
Program Management
Fiscal Year 2009 Budget Amendment #1
15
PARKS AND RECREATION
BUDGET ACTUALS AS
OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Professional Fees $ 77,000 $ 3,159 $ 77,000 $ (32,000) $ 45,000
Professional Fees - Contracted 71,863 17,909 53,954 0 71,863
Facility R & M 0 7,931 (7,931)12,000 12,000
Grounds R&M 30,000 0 30,000 0 30,000
Rental Land & Buildings 1,256 835 421 0 1,256
Water Sewage 3,200 553 2,647 0 3,200
Natural Gas 1,900 1,044 856 0 1,900
Electricity 18,400 10,940 7,460 0 18,400
TOTAL $ 203,619 $ 42,371 $ 164,407 $ (20,000) $ 183,619
BUDGET AMENDMENT NOTES
Account Name
1. Facility Repairs & Maint 12,000
Total Increase 12,000
2. Professional Fees (32,000)
Total Decrease (32,000)$
TOTAL PARKS & REC BUDGET AMENDMENTS (20,000)$
FY 2009
ACCOUNT
DESCRIPTION
DECREASE
Eliminated the budget for the installation of a well at Bell
Memorial Park
Amendment Reason
INCREASE
To cover potential costs of maintaining facilities
Fiscal Year 2009 Budget Amendment #1
16
COMMUNITY DEVELOPMENT
BUDGET ACTUALS AS
OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Professional Fees $ 105,000 $ - $ 105,000 $ (58,000) $ 47,000
Professional Fees - Contracted 1,611,726 1,074,484 537,242 0 1,611,726
Rental Land & Buildings 70,326 46,769 23,557 0 70,326
Dues/Fees 1,000 0 1,000 0 1,00
Education/Training 3,000 0 3,000 0 3,00
General Supplies 300 1,587 (1,287)2,000 2,300
Food/Meals 400 0 400 0 40
Furniture/Fixtures 25,000 4,809 20,191 (20,000)5,00
NPDES Equipment 0 1,559 (1,559)2,448 2,448
TOTAL EXPENDITURES $ 1,816,752 $ 1,129,208 $ 687,544 $ (73,552) $ 1,743,200
BUDGET AMENDMENT NOTES
Account Name
1. General Supplies 2,000
2. NPDES Equipment 2,448
Total Increase 4,448
3. Professional Fees (15,000)
4. Professional Fees (8,000)
5. Professional Fees (15,000)
6. Professional Fees Eliminated budget for Highway 9 LCI application (20,000)
7. Furniture/Fixtures Cut the remaining budget for filing cabinets and shelves (20,000)
Total Decrease (78,000)$
TOTAL COMMUNITY DEV. BUDGET AMENDMENTS (73,552)$
ACCOUNT
DESCRIPTION
FY 2009
Amendment Reason
INCREASE
Additional funding needed for various supplies for
committees
Offset revenue received for NPDES fees that are required
to be expended for particular NPDES related items
DECREASE
Historic preservation ordinance performed in-house
Tree preservation ordinance performed in-house
Bring budget for Highway 9 design guidelines in line with
expected costs
0
0
0
0
Fiscal Year 2009 Budget Amendment #1
17
OTHER FINANCING USES
BUDGET ACTUALS AS
OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
Unallocated $ 791,145 $ - $ 791,145 $ (607,411) $ 183,734
Op Transfer Out to Cap Proj Fd 4,001,896 1,000,473 3,001,423 186,243 4,188,139
Op Transfer Out to Cap Grant Fd 293,940 73,485 220,455 (73,278) 220,662
Op Transfer Out to Op Grant Fd 21,010 0 21,010 9,543 30,553
Op Transfer Out to Conf Asts Fd 73,845 0 73,845 (73,845)0
TOTAL $ 5,181,836 $ 1,073,958 $ 4,107,878 $ (558,748) $ 4,623,088
BUDGET AMENDMENT NOTES
Account Name
1.Op Transfer Out to Cap Proj Fd 186,243
2.Op Transfer Out to Op Grant Fd 9,543
Total Increase 195,786
3. Unallocated (607,411)
4. Op Transfer Out to Cap Grant
Fd (73,278)
5.Op Transfer Out to Conf Asts Fd (73,845)
Total Decrease (754,534)$
TOTAL OFU BUDGET AMENDMENTS (558,748)$
See notes for Capital Grant Fund
See notes for Confiscated Assets Fund
ACCOUNT
DESCRIPTION
FY 2009
Amendment Reason
INCREASE
See notes for Capital Projects Fund
See notes for Operating Grant Fund
DECREASE
The reserves were fully funded in FY 2008
Fiscal Year 2009 Budget Amendment #1
18
SPECIAL EVENTS FUND
This fund accounts for the expense of the hotel/motel excise taxes mentioned above. It is also used to track the
outflow related to the donations collected for the various special events the City currently has.
SPECIAL EVENTS FUND
BUDGET ACTUALS
AS OF 5/08/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
REVENUES:
Interest Revenue -$ -$ -$ -$ -$
Donations 0 0 0 0 0
Op Transfer In-Hotel/Motel Tax Fd 40,000 19,386 20,614 0 40,000
TOTAL REVENUES 40,000$ 19,386$ 20,614$ -$ 40,000$
BUDGET ACTUALS
AS OF 4/27/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
EXPENDITURES:
Professional Fees $ 10,500 $ 2,383 $ 8,117 $ - $ 10,500
Rental Equip & Vehicle 6,500 2,435 4,065 0 6,500
Advertising 5,100 719 4,381 (2,000)3,100
Printing 4,700 4,803 (103)2,000 6,70
General Supplies 6,000 3,125 2,875 0 6,00
Food/Meals 4,200 337 3,863 0 4,20
Machinery & Equip 3,000 0 3,000 0 3,000
TOTAL EXPENDITURES $ 40,000 $ 13,802 $ 26,198 $ - $ 40,000
BUDGET AMENDMENT NOTES
Account Name
1. Printing 2,000
Total Increase 2,000
2. Advertising (2,000)
Total Decrease (2,000)$
TOTAL SPECIAL EVENTS FD BUDGET AMENDMENTS -$
ACCOUNT
DESCRIPTION
FY 2009
FY 2009
ACCOUNT
DESCRIPTION
DECREASE
Transfer fund to Printing
Amendment Reason
INCREASE
Reallocated funds from Advertising to cover printing costs
for Christmas in Crabapple event
0
0
0
Fiscal Year 2009 Budget Amendment #1
19
CONFISCATED ASSETS FUND
This fund was created to account for the expenditures and revenues from the activities of a narcotics detective. Due
to budget constraints, it has been decided to put the hiring of this detective on hold.
CONFISCATED ASSETS FUND
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
REVENUES:
Op Transfers In from General Fund 73,845$ 73,845$ (73,845)$ -$
TOTAL REVENUES 73,845$ -$ 73,845$ (73,845)$ -$
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
EXPENDITURES:
Salaries $ 43,803 $ 43,803 $ (43,803) $ -
Holiday 2,527 2,527 (2,527)0
Group Insurance 7,004 7,004 (7,004)0
401A SS Match 1,643 1,643 (1,643)0
FICA Medicare 611 611 (611)0
401A 1% Match 438 438 (438)0
Pension 1,989 1,989 (1,989)0
Tuition Reimbursement 0 0 0 0
Unemployment Insurance 230 230 (230)0
Worker's Comp 1,400 1,400 (1,400)0
Flexible Spending 300 300 (300)0
Professional Fees 0 0 0 0
Communications 3,500 3,500 (3,500)0
Travel 500 500 (500)0
Dues & Fees 0 0 0 0
Education & Training 500 500 (500)0
General Supplies 500 500 (500)0
Uniforms 500 500 (500)0
Vehicles 8,400 8,400 (8,400)0
TOTAL EXPENDITURES $ 73,845 $ - $ 73,845 $ (73,845) $ -
ACCOUNT
DESCRIPTION
FY 2009
FY 2009
ACCOUNT
DESCRIPTION
Fiscal Year 2009 Budget Amendment #1
20
EMERGENCY 911 FUND
The wireless 911 fees collected from wireless communication providers are required to be spent solely on the
operations of a 911 center. To account for the collections and expenditures associated with these fees, the
Emergency 911 Fund was created.
EMERGENCY 911 FUND
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
REVENUES:
Wireless 911 Fees 570,000$ 355,983$ 214,017$ 570,000$
TOTAL REVENUES 570,000$ 355,983$ 214,017$ -$ 570,000$
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
EXPENDITURES:
Communications -$ 11,579$ (11,579)$ 24,000$ 24,000$
Maintenance Contract (IGA Alph)530,000 393,675 136,325 530,000
Unallocated 40,000 0 40,000 (24,000)16,000
TOTAL EXPENDITURES $ 570,000 $ 405,254 $ 164,746 $ - $ 570,000
BUDGET AMENDMENT NOTES
Transfer funds from Unallocated account to cover the monthly cost of high speed data connection with Alpharetta
TOTAL EMERGENCY 911 FD BUDGET AMENDMENTS -$
FY 2009
FY 2009
ACCOUNT
DESCRIPTION
ACCOUNT
DESCRIPTION
Fiscal Year 2009 Budget Amendment #1
21
OPERATING GRANT FUND
The Operating Grant Fund is used to account for certain budgeted items that receive funding from individual grants
and that aren’t classified as “capital”. These funds are appropriated on an annual basis.
Currently, there is only one grant-funded item: the Department of Homeland Security’s Staffing for Adequate Fire and
Emergency Response (SAFER) grant. This is a reimbursement type grant where requests are submitted quarterly for
the salaries and benefits of three firefighters. This program started June 21, 2008. A budget amendment is requested
to decrease the expected revenues and expenditures based on the grant specs.
OPERATING GRANT FUND
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
REVENUES:
SAFER Grant 147,047$ 24,535$ 122,512$ (41,259)$ 105,788$
Op Transfer In from General Fd 21,010 0 21,010 14,439 35,449
TOTAL REVENUES 168,057$ 24,535$ 143,522$ (26,820)$ 141,237$
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
EXPENDITURES:
Public Safety:
Salaries & Wages $ 168,057 $ 168,057 $ (26,820) $ 141,237
TOTAL EXPENDITURES $ 168,057 $ - $ 168,057 $ (26,820) $ 141,237
BUDGET AMENDMENT NOTES
$ (26,820)
TOTAL OP GRANT FUND BUDGET AMENDMENTS (26,820)$
Adjust budget to accurately account for revenues and expenditures pertaining to SAFER grant
FY 2009
ACCOUNT
DESCRIPTION
FY 2009
ACCOUNT
DESCRIPTION
Fiscal Year 2009 Budget Amendment #1
22
HOTEL/MOTEL TAX FUND
The Hotel/Motel Tax Fund is used to account for the excise tax revenues collected from any hotel or motel located
within the City limits. The taxes are required to be spent on tourism-related programs or events (i.e., Christmas in
Crabapple, Milton Roundup, City newsletter, etc.)
The current trending pattern reveals a decline in this revenue source, therefore, an adjustment of ($7,000) is being
recommended.
HOTEL/MOTEL TAX FUND
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
REVENUES:
Hotel/Motel Taxes 55,000$ 55,000$ (7,000)$ 48,000$
Interest Earned
TOTAL REVENUES 55,000$ -$ 55,000$ (7,000)$ 48,000$
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
EXPENDITURES:
Op Transfer Out to General Fd 15,000$ 15,000$ (7,000)$ 8,000$
Op Transfer Out to Special Ev Fd 40,000 23,559 16,441 40,000
TOTAL EXPENDITURES $ 55,000 $ 23,559 $ 31,441 $ (7,000) $ 48,000
BUDGET AMENDMENT NOTES
Decrease budget due to downward trend in hotel/motel tax collections (7,000)$
TOTAL HTL/MTL TAX FUND BUDGET AMENDMENTS (7,000)$
ACCOUNT
DESCRIPTION
FY 2009
FY 2009
ACCOUNT
DESCRIPTION
Fiscal Year 2009 Budget Amendment #1
23
Capital Projects Fund
The Capital Projects Fund is used to track revenues and expenditures associated with capital construction,
acquisition and maintenance. Appropriations in Capital Projects Fund are on a project-length basis and do not expire
until the project is complete. According to the City’s budgetary policies, a major capital project generally is defined as
an expenditure that has an expected useful life of more than 3 years with an estimated total cost of $50,000 or more,
or an improvement/addition to an existing capital asset. The amendments to this fund are explained below and is
followed by the budget spreadsheet on the next page:
BUDGET AMENDMENT NOTES
REVENUES
1. Increase Tree Recompense to match collections 12,800
2. Decrease Interest Revenue due to current trends (3,000)
3. Adjusted Operating Transfers in from the General Fund for:
-Transfer NPDES project to Capital Projects Fund 433,500
-Transfer appropriations for Advanced Life Support Equip from General Fund 50,000
-Decrease due to various projects being eliminated (259,927)
-Used prior year's fund balance (40,330)
-Additional funds needed from General Fund to offset shortfall of Interest Revenues 3,000
4. Increased Budgeted Fund Balance to used prior year's fund balance 40,330
236,373
EXPENDITURES
Account Name
1. City Hall Assessment 12,800
2. Advanced Life Support Equip 50,000
3. Pavement Management Combining the resurfacing accounts into one line 1,965,000
4. NPDES Permit Compliance Moved this project from the General Fund 433,500
5. Tree Recompense Increased expenditure to match revenue received to-date 12,800
Total Increase 2,474,100
6. Council Chamber
Improvements (100,000)
7. Chambers Audio/Visual
Upgrade Cut project (80,000)
8. Fire Record Mgmt Software Decreased to reflect actual expenditures (2,727)
9. Air & Light Cascade System (90,000)
10. Resurface & Patch
Artials/Collectors Transferred to Pavement Management (965,000)
11. Resurface Local Roads Transferred to Pavement Management (1,000,000)
Total Decrease (2,237,727)$
TOTAL CAPITAL PROJ FD BUDGET AMENDMENTS 236,373$
Transferred $20,000 from General Fund and increased up
to $50,000 to cover anticipated costs
Cut project
Total Amendment
to Revenues
Not needed since the City has access to two of these
system through IGA with Alpharetta
Amendment Reason
INCREASE
Contracted with external vendor to assess the needs and
requirements for a permanent city hall
DECREASE
Fiscal Year 2009 Budget Amendment #1
24
CAPITAL PROJECTS FUND
BUDGET ACTUAL AS OF
4/27/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
REVENUES:
Infrastructure Maintenance Fee $ 60,000 $ 22,739 $ 37,261 $ - $ 60,000
Sidewalk Replacement 70,558 0 70,558 0 70,558
Tree Recompense 0 12,800 (12,800)12,800 12,8
Landfill Use Fees 190,000 88,730 101,270 0 190,000
Interest Revenue 5,000 0 5,000 (3,000)2,000
Op Transfer In from General Fd 4,001,896 1,000,473 3,001,423 186,243 4,188,139
Budgeted Fund Balance 1,808,286 0 1,808,286 40,330 1,848,616
TOTAL REVENUES $ 6,135,740 $ 1,124,742 $ 5,010,998 $ 236,373 $ 6,372,113
BUDGET ACTUAL AS OF
4/27/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
EXPENDITURES:
City Council:
Council Chambers
Improvements $ 100,000 $ - $ 100,000 $ (100,000) $ -
Chambers Audio/Visual
Upgrade 80,000 0 80,000 (80,000)0
City Hall Assessment 0 0 0 12,800 12,800
Public Safety:0 0 0 0 0
Fire Station Improvements 40,929 17,200 23,729 0 40,929
New Vehicles 42,220 25,308 16,912 0 42,2
Vehicle Reserve 55,966 0 55,966 0 55,966
Police Record Mgmt Software 200,000 183,023 16,977 0 200,000
Furniture & Fixtures 10,540 2,590 7,950 0 10,540
Fire Record Mgmt Software 63,302 60,575 2,727 (2,727)60,575
Air & Light Cascade System 90,000 0 90,000 (90,000)0
Advanced Life Support Equip 0 0 0 50,000 50,000
Public Works:0 0 0 0 0
Crabapple Study 70,000 21,783 48,217 0 70,0
Construction Inspectors 75,000 0 75,000 0 75,000
Gravel Roads Maintenance 376,000 198,645 177,355 0 376,0
Stormwater Maintenance 223,953 0 223,953 0 223,953
Pavement Management 0 549,964 (549,964)1,965,000 1,965,000
Traffic Calming 70,000 14,404 55,596 0 70,0
Bridge Repairs-Landrum Rd 320,000 31,558 288,442 0 320,000
Resurface & Patch
Artials/Collectors 965,000 0 965,000 (965,000)0
Resurface Local Roads 1,000,000 0 1,000,000 (1,000,000)0
Re-Striping 120,000 48,485 71,515 0 120,0
Edge of Pavement Program 50,000 0 50,000 0 50,000
Bridge Replacement Program 50,000 0 50,000 0 50,000
Sidewalks 100,000 0 100,000 0 100,0
NPDES Permit Compliance 0 0 0 433,500 433,500
Parks & Recreation:0 0 0 0 0
Stormwater Mgmt at Park 15,000 0 15,000 0 15,000
Park Improvements 298,699 504 298,195 0 298,699
Milton Trails 200,000 0 200,000 0 200,000
Land Acquisition & Park
Enhancement 1,208,234 0 1,208,234 0 1,208,2
Community Development:0 0 0 0 0
Comprehensive Plan 160,897 0 160,897 0 160,897
Arnold Mill Corridor Study 150,000 0 150,000 0 150,000
Tree Recompense 0 0 0 12,800 12,800
TOTAL EXPENDITURES 6,135,740$ 1,154,040$ 4,981,700$ 236,373$ 6,372,113$
FY 2009
ACCOUNT
DESCRIPTION
ACCOUNT
DESCRIPTION
FY 2009
00
20
00
00
00
00
00
34
Fiscal Year 2009 Budget Amendment #1
25
CAPITAL GRANT FUND
The Capital Grant Fund is considered to be a capital project fund that accounts for capital grants used to finance
major capital projects.
CAPITAL GRANT FUND
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
REVENUES:
Transportation Master Plan 400,000 11,952 388,048 (40,000) 360,000
GDOT HPP Funds 560,000 560,000 560,000
AED Units 00
Bathroom Renovation 17,500 (17,500)17,500 17,500
Interest Revenue 0 0 0 0
Realized Gain on Investments
Firemans Fund Grant 0 0
Op Transfer In from General Fd 293,940 73,485 220,455 (73,278) 220,662
Budgeted Fund Balance 649,300 0 649,300 45,778 695,078
TOTAL REVENUES 1,903,240$ 102,937$ 1,800,303$ (50,000)$ 1,853,240$
BUDGET ACTUAL
AS OF 5/8/09
BUDGET
BALANCE
REQUESTED
BUDGET
AMENDMENTS
FINAL
BUDGET
EXPENDITURES:
Public Safety:
AED Units 0 0 0
Public Works:
Transportation Master Plan 500,000 92,872 407,128 (50,000) 450,000
Birmingham & Providence 809,490 809,490 809,490
Arnold Mill @ New Providence 593,750 593,750 593,750
Parks & Recreation:
Bathroom Renovation 0 0 0
TOTAL EXPENDITURES $ 1,903,240 $ 92,872 $ 1,810,368 $ (50,000) $ 1,853,240
BUDGET AMENDMENT NOTES
REVENUES
(40,000)
2. Increase the grant funds for the Bathroom Renovation received this fiscal year 17,500
3. Adjusted Operating Transfers in from the General Fund for:
-Lower than anticipated costs for the transportation master plan (10,000)
-Used prior year's fund balance (45,778)
-Offset the receipt of the grant funds for the bathroom renovation (17,500)
4. Increased Budgeted Fund Balance to used prior year's fund balance 45,778
(50,000)
EXPENDITURES
Account Name
5. Transportation Master Plan (50,000)
Total Decrease (50,000)$
TOTAL CAPITAL GRANT FD BUDGET AMENDMENTS (50,000)$
1. Decrease the reimbursement amount scheduled to receive for the Transportation Master
Plan based on contract costs
FY 2009
ACCOUNT
DESCRIPTION
FY 2009
ACCOUNT
DESCRIPTION
Total Amendment to Revenues
Amendment Reason
DECREAS
E
Project contract amounts to $449k
City of Milton
13000 Deerfield Parkway, Suite 107, Milton, Georgia 30004
1
To: Honorable Mayor and City Council Members
From: Stacey Inglis, Finance Manager
Date: Submitted on May 26, 2009 for June 15, 2009 City Council Meeting
Agenda Item: Approval of the Issuance of an Alcohol Beverage License to N & L Restoration,
LLC d/b/a Cans Taqueria…Tequila Bar 12635 Crabapple Rd Ste. 320
City Manager’s Office Recommendation:
Approve the issuance of an Alcohol Beverage License to N &L Restoration d/b/a Cans
Taqueria…Tequila Bar for consumption on the premises of wine, malt beverage and distilled
spirits.
Background:
City of Milton Ordinance Chapter 7 allows for the issuance of Alcohol Beverage Licenses to
businesses that properly submit application for and meet all the legal requirements to hold such
license.
Discussion:
Staff has processed the application for the following business and recommends issuance of the
applicable license:
Business Name: N & L Restoration LLC. d/b/a Cans Taqueria…Tequila Bar
Owner(s) Name: Larry Stepp
Business Address: 12635 Crabapple Rd Ste. 320
Type of License to be Issued: Consumption on Premises – Wine/Malt Beverage/Distilled Spirits
Concurrent Review:
Chris Lagerbloom, City Manager
Deb Harrell, Chief of Police
Alice Wakefield, Director of Community Development
City of Milton
13000 Deerfield Parkway, Suite 107, Milton, Georgia 30004
1
To: Honorable Mayor and City Council Members
From: Stacey Inglis, Finance Manager
Date: Submitted on May 26, 2009 for June 15, 2009 City Council Meeting
Agenda Item: Approval of the Issuance of an Alcohol Beverage License to Gray Doster, LLC
d/b/a ‘cue 13700 Highway 9 Ste. 300
City Manager’s Office Recommendation:
Approve the issuance of an Alcohol Beverage License to Gray Doster, LLC d/b/a ‘cue for
consumption on the premises of wine and malt beverage.
Background:
City of Milton Ordinance Chapter 7 allows for the issuance of Alcohol Beverage Licenses to
businesses that properly submit application for and meet all the legal requirements to hold such
license.
Discussion:
Staff has processed the application for the following business and recommends issuance of the
applicable license:
Business Name: Gray Doster, LLC d/b/a ‘cue
Owner(s) Name: Paul J. Doster
Business Address: 13700 Highway 9 Ste. 300
Type of License to be Issued: Consumption on Premises – Wine/Malt Beverage
Concurrent Review:
Chris Lagerbloom, City Manager
Deb Harrell, Chief of Police
Alice Wakefield, Director of Community Development
City of Milton
13000 Deerfield Parkway, Suite 107 Milton, GA 30004
To: Honorable Mayor and City Council Members
From: Alice Wakefield, Community Development Director
Date: June 3, 2009, for Submission onto the June 15, 2009, City Council
Meeting
Agenda Item: U09-01/VC09-01 – Use Permit for a Landscape Business and 3 part concurrent
variance for 13120 Arnold Mill Road – The Landscape Group, Inc.
CMO (City Manager’s Office) Recommendation:
It is the City Manager’s recommendation is to recommend a deferral, unless a revised site plan
is submitted to the Community Development Department prior to the Mayor and City Council
Meeting.
Background:
At the April 27, 2009 Mayor and City Council Meeting, U09-01/VC09-01 was deferred until the
May 18, 2009 meeting based on unresolved issues regarding the location of the existing well
and above ground storage tank in relation to the septic tank and lines. It has been determined
by Staff that the Fulton County Public Works Department does not serve this property as the
water line stops at Ranchette Road south of this property.
Discussion:
Since the April 27, 2009 Council meeting Staff has been informed by the Fulton County Health
Department that no permitted plans for the septic tank/field and well on the subject site was
found. The Health Department states that the applicant should hire a septic contractor to
determine the size of the tank. Staff has provided the Health Department with the maximum
occupancy load for the 800 square foot office. Based on this number, it will be determined what
size tank will be required.
Also, the applicant is hiring a contractor to determine the size of the tank so that a determination
will be made what improvements will be required for the septic system. The applicant has stated
that the well tank can be relocated into the existing warehouse building.
The applicant is continuing to work on a revised site plan based on input from the Mayor and
City Council at the April 27, 2009 meeting and information resulting from the septic contractor
and the Health Department. This item was deferred again at the May 18, 2009 Mayor and City
Council Meeting based on the lack of information from the Fulton County Health Department.
Staff has received information since that time from the County. This information was given also
to the applicant so that they could provide a revised site plan to be reviewed at the June 15,
2009 City Council meeting. As of the date of this memo, the applicant has not submitted a
revised site plan to the Community Development Department. Therefore, Staff recommends that
unless a revised site plan is submitted shortly, this item be deferred.
City of Milton
13000 Deerfield Parkway, Suite 107 Milton, GA 30004
Alternatives:
The Mayor and City Council may choose to hear this request or defer it to a future date.
Concurrent Review:
Chris Lagerbloom, City Manager
Ken Jarrard, City Attorney
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 1 of 15
U09-02/VC09-02
PETITION NUMBER(S):
U09-02
VC09-02
PROPERTY INFORMATION
ADDRESS 15150 Birmingham Highway
DISTRICT, LAND LOT 2/2, 821
OVERLAY DISTRICT Northwest Fulton Overlay
EXISTING ZONING AG-1
ACRES 3.926
EXISTING USE Landscaping Business
PROPOSED USE Use Permit for Landscaping Business (Article 19.4.27)
OWNER Robb Nestor
ADDRESS 15150 Birmingham Highway
Milton, Georgia 30004
INTENT
To obtain a use permit for a landscaping business on 3.926 acres at a density of
387.92 square feet per acre (Article 19.4.27). Applicant is also requesting a 3
part concurrent variance 1) to allow access from Taylor Road, a local street
(Article 19.4.27.B.1), 2) to allow the existing structures, gravel drive and septic
system to encroach into the 50-foot undisturbed buffer and 10-foot
improvement setback along the south property line as shown on the site plan
(Article 12H.3.1.C.1 and 3) to allow the existing structures along the south
property line as shown on the site plan to remain within the 50-foot setback
adjoining the AG-1 District (Article 19.4.27.B.3.).
Parts 2 and 3 of the concurrent variance were added after the original
submission and public hearings at the Planning Commission and Mayor and City
Council. This item has been re-advertised and posted per the requirements of
the Zoning Ordinance.
After further discussion with the applicant, it was determined that a new survey is
needed to locate the existing buildings that were built after the date of the
current survey. It will be on the June 23, 2009 Planning Commission Meeting and
scheduled to be back to the July 20, 2009 City Council Meeting.
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 2 of 15
U09-02/VC09-02
COMMUNITY DEVELOPMENT DEPARTMENT RECOMMENDATION
U09-02 -- APPROVAL CONDITIONAL
VC09-02 -- APPROVAL CONDITIONAL
CITY OF MILTON PLANNING COMMISSION RECOMMENDATION - MARCH 24, 2009
U09-02 -- APPROVAL CONDITIONAL
VC09-02 -- APPROVAL CONDITIONAL
The Planning Commission strongly urged the applicant to fix the privacy fence
along Taylor Road to match with the older fence and extend it down to the
ground.
MAYOR AND CITY COUNCIL MEETING – APRIL 27, 2009
U09-02 – DEFERRAL TO ALLOW ADDITIONAL CONCURRENT VARIANCES
VC09-02 – DEFERRAL TO ALLOW ADDITIONAL CONCURRENT VARIANCES
COMMUNITY DEVELOPMENT DEPARTMENT RECOMMENDATION – MAY 26, 2009
U09-02 – DEFERRAL TO ALLOW APPLICANT TO SUBMIT REVISED SURVEY
VC09-02 – DEFERRAL TO ALLOW APPLICANT TO SUBMIT REVISED SURVEY
CITY OF MILTON PLANNING COMMISSION RECOMMENDATION – MAY 26, 2009
U09-02 – DEFERRAL TO ALLOW APPLICANT TO SUBMIT REVISED SURVEY TO THE JUNE
23, 2009 PLANNING COMMISSION MEETING
VC09-02 – DEFERRAL TO ALLOW APPLICANT TO SUBMIT REVISED SURVEY TO THE
JUNE 23, 2009 PLANNING COMMISSION MEETING
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 3 of 15
U09-02/VC09-02
LOCATION MAP
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 4 of 15
U09-02/VC09-02
ZONING MAP
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 5 of 15
U09-02/VC09-02
SITE PLAN – January 26, 2009
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 6 of 15
U09-02/VC09-02
NORTHWEST VIEW OF SITE
PROPOSED TAYLOR ROAD ENTRANCE
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 7 of 15
U09-02/VC09-02
EASTERN SIDE OF PROPERTY
NORTHERN SIDE OF PROPERTY AT TAYLOR ROAD
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 8 of 15
U09-02/VC09-02
SOUTHERN SIDE OF SUBJECT SITE
SUBJECT SITE:
The subject site is a 3.926 acre tract of agriculturally zoned land located at the
southwest corner of the Birmingham Highway and Taylor Road intersection. The
subject site is developed with a 780 sq. ft. house built in 1951, a 500 sq. ft. barn
built in 1995, and a 243 sq. ft. greenhouse built in 1995. It is located within the
Agricultural, Forestry and Mining Land Use designation on the Focus Fulton 2025
Comprehensive Land Use Plan.
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 9 of 15
U09-02/VC09-02
SITE PLAN ANALYSIS
Based on the applicant’s site plan submitted to the Community Development
Department on January 26, 2009, Staff offers the following considerations:
Northwest Fulton Overlay District
BUILDING SETBACKS
Article 5.1.3.C of the Milton Zoning Ordinance requires a minimum front yard of
60 feet along Birmingham Highway and Taylor Road. A minimum side yard of 25
feet is required along the south property line. Staff notes that triangular lots do
not have a rear yard. It appears that the applicant has met these requirements.
Article 12H.3.5 Section C.2 of the Northwest Overlay District requires a maximum
30-feet building setback from the edge of the required landscape strip and/or
easements for all properties and lots located adjacent to public rights-of-way
and from 0 to 400 feet from an intersection. In Staff’s opinion, it appears that the
applicant has met this requirement. There are no additional structures proposed
on the site.
Article 19.4.27.B.3 of the Milton Zoning Ordinance, Use Permit Standards requires
all use areas/structures other than parking and pedestrian walkways shall be
located at least 50 feet from any adjoining residential district or AG-1
(Agricultural) district. There are existing buildings and a driveway that
encroaches into a portion of the required 50 foot setback. Staff
BUILDING HEIGHT
Article 12H.3.5 Section D.1 of the Northwest Fulton Overlay District requires a
maximum height limit of two stories with the maximum height 30 feet from
average-finished grade to the bottom of the roof eave. It appears that the
applicant meets this requirement.
LANDSCAPE STRIPS AND BUFFERS
Article 12H.3.1 Section A.1 states that all properties shall provide a minimum 10
foot-wide landscape strip along all public streets. It appears that the applicant
meets this requirement.
Furthermore, Article 12H.3.1 Section C.1 of the Northwest Overlay District requires
a fifty (50) foot-wide undisturbed buffer and a 10’ improvement setback which
shall be located adjacent to all AG-1 zoning districts and all property zoned,
used, or developed for residential uses. Staff notes that the applicant is exempt
from this requirement due to existing conditions.
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 10 of 15
U09-02/VC09-02
SCREENING AND FENCING
An opaque fence/gate is located along Taylor Road. This fence is permitted
pursuant to Article 12H.3.2.A which allows opaque fences for loading areas. The
Design Review Board recommended additional plantings along this area but
the Public Works Department required the applicant to clear the vegetation
along this fence to allow for safe sight distance along Taylor Road. The
applicant is willing to finish the newer portion of the fence to the ground.
PARKING REQUIREMENTS
The following chart illustrates the parking required by Article 18 of the City of
Milton Zoning Ordinance for the proposed use:
Proposed Use Minimum Requirement Spaces Provided
• Warehouse
(243 sq. ft. + 500 sq. ft.)
Total 743 sq. ft.
• 1 space per 2,000 sq. ft. of
building area (3 spaces)
1 space required
• 120’ x 30’ pad
Staff notes that the applicant is providing a 120’ x 30’ parking pad, which meets
the required one (1) space required per Article 18 of the City of Milton Zoning
Ordinance. It also appears that the site plan is in compliance with the
landscape and layout requirements of Article 12H(2).4. Section B.6.
ARBORIST
The applicant has no plans to remove any trees on the subject site. Overall, the
site is heavily vegetated with small caliper hardwoods and pines. Where the
plantings are sparse, additional plantings will be required to meet the buffer
standards. There are two specimen trees on the southeast portion of the site:
1- 28” Oak
1- 37” Oak
They both are in healthy condition and will not be affected by the project.
USE PERMIT CONSIDERATIONS
In the interest of the public health, safety and welfare, the Mayor and City
Council may exercise limited discretion in evaluating the site proposed for a use,
the Mayor and City Council shall consider each of the following as outlined in
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 11 of 15
U09-02/VC09-02
Article 19.2.4 of the Zoning Ordinance; Use Permit Considerations. Staff has
reviewed said items pertaining to the subject use, and, offers the following
comments:
A. Whether the proposed use is consistent with the land use or economic
development plans adopted by the Mayor and City Council:
Provided the applicant complies with the Recommended Conditions of
this petition and the Use Permit requirements of Article 19.4.27 of the
Zoning Ordinance, the proposed development is consistent with the intent
and following policies of the Comprehensive Plan:
• Encourage development consistent with the surrounding scale,
transition of densities and uses, and Comprehensive Plan policies,
where appropriate.
• Encourage compatible institutional uses in neighborhoods and
communities.
B. Compatibility with land uses and zoning districts in the vicinity of the
property for which the use permit is proposed;
If developed in accordance with Staff’s Recommended Conditions and
the provisions of the Zoning Ordinance, the proposed landscape business
may be compatible with other land uses in the surrounding area. Staff
notes that on August 17, 2007, Milton City Council approved a use permit
for a landscaping business at 15386 Birmingham Highway (U07-01).
Location Parcel /
Zoning
Petition
Zoning / Name Approved
Density/Min.
Heated Floor
Area
West 1 (AG-1) Agricultural
Undeveloped
1 u/a
North 2 (AG-1) Agricultural
Single-family homes
1 u/a
East 3 (AG-1) Agricultural
Single-family homes
1 u/a
South 4 (AG-1) Agricultural
Single-family homes
1 u/a
Southwest 5 (AG-1) Agricultural
Undeveloped
1 u/a
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 12 of 15
U09-02/VC09-02
C. Whether the proposed use may violate local, state and/or federal statutes,
ordinances or regulations governing land development;
The proposed use does not violate any known local, state and/or federal
statutes, ordinances or regulations governing land development.
D. The effect of the proposed use on traffic flow, vehicular and pedestrian,
along adjoining streets;
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 13 of 15
U09-02/VC09-02
The proposed use will not generate a significant increase in traffic, but the
Public Works Staff recommends that only one entrance be utilized at
Taylor Road. Staff notes that the applicant has requested a concurrent
variance to allow access to the property from Taylor Road, a local street.
Staff is in support of this variance due to safety concerns and the high
volume of traffic on Birmingham Highway. Therefore, Staff recommends
APPROVAL CONDITIONAL of VC09-02.
E. The location and number of off-street parking spaces;
Article 18.2.1 requires the applicant to provide 1 parking space per 2,000
square feet of warehouse space. Article 19.4.10 requires the applicant to
locate parking outside of the minimum 60-foot front yard building setback.
The applicant’s site plan indicates a parking area which is 120’ by 30’. It
appears that the applicant has met the requirements set out by Article
18.2.1 and is located outside the 60-foot front yard building setback.
F. The amount and location of open space;
The applicant’s site plan indicates that approximately three-fourths of the
site is undeveloped. It appears that the applicant has sufficient open
space on the property.
G. Protective screening;
If developed in accordance with the requirements of the Zoning
Ordinance and the Northwest Fulton Overlay Zone, the buffer and
landscape strip requirements and the existing screening around the
structures will provide adequate screening for the business. Staff notes
that the property is heavily planted along all property lines.
H. Hours and manner of operation;
The applicant states that the hours of operation range from 7:00-9am to 6-
6:30pm depending on the season. This business has 6-8 employees. The
applicant states that this location is merely a holding place for plants,
materials, and two trucks used for jobs.
I. Streetscape lighting;
At the time of the issuance of a City of Milton Business License, the site
shall be in compliance with Article 12H.3.4 of the Northwest Fulton Overlay
District regarding outdoor lighting. Staff notes that the subject site’s
required buffers, and existing screening, will help mitigate the impact of
any possible lights on the adjacent properties. Staff notes that the
applicant does not have any plans for additional lighting on the property.
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 14 of 15
U09-02/VC09-02
J. Ingress and egress to the property.
The applicant’s site plan indicates one curb cut on Birmingham Highway
and one curb cut on Taylor Road. If the concurrent variance is granted,
Staff recommends that landscape business vehicles only access the site
through the Taylor Road entrance. This will be reflected in the
recommended conditions.
PUBLIC INVOLVEMENT
On February 25, 2009 the applicant was present at the Community Zoning
Information Meeting held at the Milton City Hall. There was no one at the
meeting.
Public Comments – Staff has received no phone calls or e-mails regarding this
request.
City of Milton Design Review Board Meeting – March 3, 2009
Replace wooden privacy fence with 4 board horse fence and gate,
Screen fence with a mix of evergreens,
No additional curb cuts along Birmingham Highway,
No expansion of current use (no additional clearing),
Business should not be open to the public,
No signage.
Public Participation Plan and Report
The applicant has met the requirements of the Public Participation Plan. The
applicant will be required to submit the public participation report 7 business
days prior to the Planning Commission meeting and an update 7 business days
prior to the Mayor and City Council meeting.
CONCLUSION
Staff finds that the proposed landscape business may be compatible with
surrounding uses if developed with the attached conditions. Staff is in support of
the requested concurrent variance to allow access to a local street due to
safety and the high volume of traffic on Birmingham Highway. Therefore, Staff
recommends APPROVAL CONDITIONAL of U09-02 and APROVAL CONDITIONAL
OF VC09-02.
Prepared by the Community Development Department for the
Planning Commission on June 15, 2009
6/4/2009 Page 15 of 15
U09-02/VC09-02
RECOMMENDED CONDITIONS
If this petition is approved by the Mayor and City Council, it should be approved
USE PERMIT for a landscape business (Article 19.4.27.) CONDITIONAL subject to
the owner’s agreement to the following enumerated conditions. Where these
conditions conflict with the stipulations and offerings contained in the Letter of
Intent, these conditions shall supersede unless specifically stipulated by the
Mayor and City Council.
1) To the owner’s agreement to restrict the use of the subject property as
follows:
a) Landscape business within the existing house, warehouse, and
greenhouse at a density of 387.92 square feet per acre or 1523
square feet, whichever is less.
2) To the owner’s agreement to abide by the following:
a) To the site plan received by the Milton Community Development
Department on January 8, 2009. Said site plan is conceptual only
and must meet or exceed the requirements of the Zoning
Ordinance and these conditions prior to the approval of a City of
Milton Business Permit. Unless otherwise noted herein, compliance
with all conditions shall be in place prior to the issuance of the first
Certificate of Occupancy.
b) The business shall not provide retail services.
3) To the owner’s agreement to the following site development
considerations:
a) Not to expand the existing business and/or clearing of site.
b) No signs permitted except for temporary standard informational
signs permitted in the AG-1 (Agricultural) district.
4) To the owner’s agreement to abide by the following requirements,
dedication and improvements:
a) Provide only one entrance each on Birmingham Hwy and Taylor
Road.
b) Birmingham Highway entrance may not be used by landscape
business vehicles and trucks.
c) To allow access from Taylor Road. (VC09-01)
City of Milton
13000 Deerfield Parkway, Suite 107 Milton, GA 30004
To: Honorable Mayor and City Council Members
From: Alice Wakefield, Community Development Director
Date: June 2, 2009, for Submission onto the June 15, 2009, City Council
Meeting
Agenda Item: Text Amendments to Article 22, “Appeals” (RZ09-02) and Article 33, “Signs”
(RZ09-03) of the City of Milton Zoning Ordinance.
CMO (City Manager’s Office) Recommendation:
To approve RZ09-02 and RZ09-03 in regards to variance considerations for signs in both the
Appeals and Sign portions of the Zoning Ordinance.
Background:
At the January 21, 2009 Mayor and City Council Meeting, a text amendment to Article 22,
“Variances” was approved. One change was the variance consideration when evaluating sign
variances. Once this amendment was approved, the sign variance consideration in Article 33,
Signs was inconsistent. These amendments correct this inconsistency as well as implementing
recommendations of the Planning Commission within the sign considerations.
Discussion:
At the Planning Commission meeting on March 24, 2009, the Planning Commission requested
to concurrently hear Article 22, Appeals with Article 33 based on recommendations that would
apply to both Articles.
The Planning Commission recommended deleting the first “only” and inserting “only” after may.
The Planning Commission recommended deleting “minimum” and not replacing it. Staff’s
recommendation is to delete “minimum” and replace it with “maximum” to provide clarity.
Alternatives:
The Mayor and City Council may choose to approve, deny or defer this text amendment to
Article 22, Appeals and Article 33, Signs.
Concurrent Review:
Chris Lagerbloom, City Manager
Ken Jarrard, City Attorney
MILTON ZONING ORDINANCE
RZ09-02 – Text Amendment to Article 22
Mayor and City Council Meeting – June 15, 2009
1
ADOPTED BY THE CITY OF MILTON CITY COUNCIL
DECEMBER 21, 2006
AMENDED JANUARY 21, 2009
ARTICLE XXII
APPEALS
22.3.1. VARIANCE CONSIDERATIONS. A Variance must be based upon credible
evidence submitted at a public hearing before the Board of Zoning Appeals
demonstrating compliance with paragraphs A-D.
A. Relief, if granted would not offend the spirit or intent of the Ordinance; and
B. There are such extraordinary and exceptional situations or conditions
pertaining to the particular piece of property that the literal or strict
application of the Ordinance would create an unnecessary hardship due to
size, shape or topography or other extraordinary and exceptional situations or
conditions not caused by the variance applicant; and
C. Relief, if granted would not cause a substantial detriment to the public good
and surrounding properties; and
D. That the public safety, health and welfare are secured, and that substantial
justice is done.
22.3.1.1 SIGN VARIANCE CONSIDERATION. Relief only to the Sign
Ordinance may only be granted where existing foliage or structures bring about a
hardship whereby a sign meeting minimum maximum letter size, square footage and
height requirements cannot be read from an adjoining public road.
Comment [rhm1]: Staff recommended to replace
minimum with maximum. Staff’s opinion is that this
will make the standard clear to applicants. PC
recommended that neither minimum or maximum be
used.
ADOPTED BY THE MILTON CITY COUNCIL DECEMBER 21, 2006
AMENDED ON APRIL 19, 2007
AMENDED ON SEPTEMBER 6, 2007
AMENDED ON APRIL 27, 2009
CITY OF MILTON ZONING ORDINANCE
1
RZ09-03 – Text Amendment to Article 33
Mayor and City Council –June 15, 2009
ARTICLE XXXIII
Signs
Section 11: Variance.
A. Limitations
The Board of Zoning Appeals shall be allowed to grant variances to this Article
B. Timing
The Board of Zoning Appeals shall hear and decide upon a variance within eighty
(80) days of the submission of a complete and accurate application.
C. Procedure
Except as modified by this Article, the procedures for requesting a variance from
the standards of this Article shall be the same procedures as that for seeking a variance from
the City’s ordinances regulating zoning.
D. Standards
Relief only to the Sign Ordinance may only be granted where existing foliage or structures
bring about a hardship whereby a sign meeting minimum maximum letter size, square
footage and height requirements cannot be read from an adjoining public road.
Comment [rhm1]: Staff recommended to
replace minimum with maximum. Staff’s opinion is
that this will make the standard clear to applicants.
PC recommended that neither minimum or
maximum be used.
RESOLUTION NO. ______
STATE OF GEORGIA
COUNTY OF FULTON
A RESOLUTION ESTABLISHING THE CITY OF MILTON COMMUNITY
IDENTIFICATION SIGN PROGRAM
BE IT RESOLVED by the City Council of the City of Milton, Georgia, while in regular session
on the ____ day of _________, 2009 at 6:00 PM, as follows:
WHEREAS, the City of Milton incorporated December 1, 2006, is committed to maintain a
unique quality of life while efficiently delivering essential services to residents and businesses in
an interactive community environment; and
WHEREAS, the City of Milton seeks to strengthen its sense of uniqueness without
compromising the rural, pastoral, and equestrian nature of the City; and
WHEREAS, the City of Milton maintains exclusive authority to install, maintain, and remove
all signs in the city right-of-way, in a manner consistent with all federal, state, and local laws;
and
WHEREAS, the City of Milton recognizes that the use of community identification signs as a
means of communication may promote economic development of established or unique areas of
the City of Milton without compromising the rural, pastoral, and equestrian nature of the City;
and
WHEREAS, the City of Milton seeks to provide guidance as to when and where the installation
of community identification signs would be appropriate; and
WHEREAS, the City of Milton seeks to ensure that community identification signs do not
create visual clutter, create a traffic or pedestrian safety hazard, or detract from a city-wide sense
of community unity;
NOW, THEREFORE, BE IT RESOLVED BY THIS COUNCIL OF THE CITY OF MILTON,
GEORGIA, AND IT IS RESOLVED BY THE AUTHORITY OF SAID COUNCIL.
By passage of this resolution, the City of Milton establishes the City of Milton Community
Identification Sign Program as follows:
DEFINITIONS
1. “Community Identification Sign(s)” – Banner(s) displayed on City-owned light
poles, in the City right-of-way designed to acknowledge distinct and unique
commercial areas in the City of Milton.
2. “Established or unique areas” – Crabapple Crossroads (as defined in the City of
Milton Overlay); Birmingham Crossroads (as defined in the City of Milton Overlay);
and the Highway 9 Commercial Corridor.
PERMITTED USES
3. Community Identification Signs shall be used to identify and promote established or
unique areas of the City of Milton.
4. Community Identification Signs shall be used to beautify established or unique areas
and reflect community recognition and pride, as well as local activities and events.
5. Community Identification Signs shall only be permitted within the City right-of-way
and the City of Milton shall erect them pursuant to the City’s sign ordinance.
6. The City of Milton shall retain ownership of all Community Identification Signs.
7. Business organizations, or other private groups, may request the City to consider the
placement of a Community Identification Sign based on a promise to donate funding
necessary to fabricate, install, and maintain the sign, and contingent on approval of
the proposed Community Identification Sign by the Mayor and City Council.
8. Community Identification Signs may be installed at any entry, crossroads, or other
focal point of a community or business area. Community Identification Signs shall be
allowed only on arterial and major collector streets as defined by the City of Milton
Comprehensive Plan.
9. Community Identification Signs shall:
a. Not create traffic, pedestrian, or other safety hazards;
b. Comply with all State traffic guidelines and statutes;
c. To the extent possible, be integrated with traffic calming devices and the existing
streetscape; and
d. Be compatible with the areas in which they are being proposed, in terms of the
size, type, massing, proportions, and location.
10. All Community Identification Signs and supporting structures shall be securely
installed and maintained in a good state of repair.
APPLICATION AND REVIEW PROCESS
11. All Applications for a Community Identification Sign must be proposed by a
substantial number of persons or a group, such as a business association or local
chamber of commerce, which is willing to fund the fabrication, installation, and
maintenance of the signs.
12. All Applications must be made in writing on a form prepared by the City of Milton
Community Development Department, and must include:
a. The Application Form;
b. A written plan detailing the proposed Community Identification Sign locations;
c. A sketch of the proposed Community Identification Sign, to scale, showing the
square foot are per sign and proposed color scheme;
d. A site plan, to scale, including boundaries and the areas where the proposed
Community Identification Sign will be placed;
e. The name, address, telephone number, and other contact information of the sign
contractor; and
f. The proposed budget for the fabrication, installation, and maintenance of the
proposed Community Identification Sign.
13. All Applications shall undergo a comprehensive review by the City of Milton
Departments of Community Development, Building Plan Review, and Public Works
as well as the City of Milton Design Review Board. The City of Milton shall review
all Applications for size, scale, mass, context, potential impact on traffic operations,
and public safety, as well as any other criteria deemed appropriate. The City of
Milton will conduct at least one public hearing on the Application before a
recommendation is made to the Mayor and City Council.
14. The City of Milton Design Review Board will review the Application and issue a
final recommendation to the Mayor and City Council. The Mayor and City Council
will then approve or deny the Application.
REMOVAL OF SIGNS AND OTHER PROVISIONS
15. Community Identification Signs may be removed by or on behalf of the City of
Milton for reasons of blight, poor maintenance, public safety and welfare, or any
other reason deemed appropriate by the Mayor and City Council.
16. Removal shall only occur after the surrounding community has been notified of the
pending removal and given an opportunity for input, unless the Community
Development Director or Public Works Director determines that the presence of the
Community Identification Sign creates a safety hazard.
17. The Mayor and the City Council reserve the right to remove any Community
Identification Sign without cause.
18. The Director of Public Works, the Director of Community Development, the Design
Review Board, the Mayor, and the City Council each may impose appropriate
conditions on proposed Community Identification Signs, as required to reduce visual
cluster or visual blight, and to maximize pedestrian and vehicular traffic.
19. All criteria set forth in this resolution represents the minimum standards for the
Community Identification Sign Program.
Duly adopted this ____ day of _________, 2009.
MILTON CITY COUNCIL
____________________________________
Joe Lockwood, Mayor
____________________________________
Karen Thurman, Councilmember
____________________________________
Julie Zahner Bailey, Councilmember
____________________________________
William C. Lusk, Councilmember
____________________________________
Burt Hewitt, Councilmember
____________________________________
Tina D’Aversa, Councilmember
____________________________________
Alan Tart, Councilmember
Attest:
______________________________
Jeanette R. Marchiafava, City Clerk
City of Milton
13000 Deerfield Parkway Suite 107C Milton, Georgia 30004
To: Honorable Mayor and City Council Members
From: Carter Lucas, PE, Principal Engineer
Date: June 1, 2009 for the June 15, 2009 City Council meeting
Agenda Item: Revision to contract for additional services relating to NPDES permit compliance for
2009
Background:
The City of Milton operates a Municipal Separate Storm Sewer System (MS4) under a permit issued
through the National Pollution Discharge Elimination System (NPDES) program. This permit allows the
city to discharge stormwater into waters of the State of Georgia provided the program meets specific
operating goals and standards. The permit sets forth specific standards that must be met each calendar
year in order to maintain compliance with the permit and the standards of Section 404 of the Federal
Clean Water Act. In addition, the city is required to comply with stormwater requirements established by
the Metropolitan North Georgia Water District (MNGWD).
Discussion:
In January 2008, the City of Milton was issued a Phase II Municipal Separate Storm Sewer System (MS4)
National Pollution Discharge Elimination System (NPDES) permit to discharge stormwater into waters of
the State of Georgia. As such, the City must meet specific program operating goals and standards.
Specific goals must be met in six key areas: public education and outreach, public
involvement/participation, illicit discharge detection and elimination, construction site stormwater runoff
control, post-construction stormwater management and pollution prevention/good housekeeping for
municipal operations. In addition to these specific NPDES permit requirements, the City is also required
to meet the requirements of the Metropolitan North Georgia Water Planning District (MNGWPD), which
include industrial inspections, completion of the MS4 inventory, floodplain mapping, and Total
Maximum Daily Load (TMDL) plan implementation.
The increase in the contract amount is for the additional services required to implement and administer
the City’s requirements for their Municipal Separate Storm Sewer System to maintain compliance with
NPDES permit GA610000 and the MNGWD requirements. In accordance with the attached scope of
services the following tasks will be provided:
1. Public education and outreach
2. Public involvement and participation
3. Illicit discharge detection and elimination
4. MS4 inventory
5. Post-construction stormwater management
6. Scheduled MS4 operation and maintenance
7. Pollution prevention
8. MNGWD requirements
9. Future flood plain mapping
City of Milton
13000 Deerfield Parkway Suite 107C Milton, Georgia 30004
Attachments:
Revision to contract for additional services for 2009 NPDES permit and MNGWD stormwater
requirements.
Scope of Services
1000 Abernathy Road NE, Suite 1425
Atlanta, GA 30328
Attn: Kurt Knapp/Sr. Procurement Manager
Phone: 678/512.3100
Fax: 678/512-3399
Request for Additional Services
Revision to Contract
Revision Number 349867
Revision Dated 06/01/2009
Project Number 349867.03
Page 1 of 10
City of Milton
13000 Deerfield Pkwy, Suite 107D
Milton, GA Duluth, GA 30004
Contact: City Manager
Tel: 678/242-2500
Compensation
1. Amount of this Revision $392,200
Lump Sum/Fixed
Price (See Note)
Contract: City Operations Services 2009 Stormwater Nonpoint Source Pollution Program
The following revisions are hereby made to the Contract identified by the date above:
City of Milton hereby increases the contract amount for services related to the 2009
Stormwater Nonpoint Source Pollution Program in support of NDPES Permit Number
GA610000 in accordance with the attached Scope of Work dated May 18, 2009.
Note: CH2M HILL to invoice City of Milton a total of $392,200 over four (4) months:
September 1, 2009 $98,050; October 1, 2009 $98,050; November 1, 2009 $98,050; December 1, 2009
$98,050.
Schedule: Services through December 2009 (Lump Sum/Fixed Price of $392,200).
All other terms and conditions of the Contract remain unchanged.
City of Milton City of Milton
Signed
By
Signed
By
Name and Title
City Manager
Name and Title
Finance Director
CH2M HILL, Inc. CH2M HILL, Inc.
Signed
By
Signed
By
Name and Title
Project Delivery Director
Name and Title
Pat Crook
Program Director
2
2009 Stormwater Nonpoint Source Pollution Program
in support of NPDES Permit No. GA610000, City of Milton, Georgia
May 18, 2009
Purpose
This scope is to perform the tasks necessary for the City of Milton to be to be in compliance the
City’s National Pollutant Discharge Elimination System (NPDES) Phase II Municipal Separate
Storm Sewer System (MS4) Permit.
This Scope of Services is for services through December 31, 2009. The work covers tasks that
must be completed to satisfy 2009 permit requirements. This effort is divided into ten primary
tasks:
1. Public Education and Outreach
2. Public Involvement/ Participation
3. Illicit Discharge and Detection and Elimination
4. MS4 Inventory
5. Post-Construction Stormwater Management
6. Scheduled MS4 Operation and Maintenance
7. Pollution Prevention/ Good Housekeeping
8. Metropolitan North Georgia Water Planning District Requirements
9. Floodplain Study
10. Project Management
Background
In January 2008, the City of Milton was issued a Phase II Municipal Separate Storm Sewer
System (MS4) National Pollution Discharge Elimination System (NPDES) permit to discharge
stormwater into waters of the State of Georgia. As such, the City must meet specific program
operating goals and standards. Specific goals must be met in six key areas: public education
and outreach, public involvement/participation, illicit discharge detection and elimination,
construction site stormwater runoff control, post-construction stormwater management and
pollution prevention/good housekeeping for municipal operations. In addition to these specific
NPDES permit requirements, the City is also required to meet the requirements of the
Metropolitan North Georgia Water Planning District (MNGWPD), which include industrial
inspections, completion of the MS4 inventory, floodplain mapping, and Total Maximum Daily
Load (TMDL) plan implementation.
A stormwater conveyance system consists of connected structures that collect stormwater at
one or more locations and discharge it at a single outfall, typically to a stream or drainage
channel. The system’s structures include pipes, manholes, catch basins, culverts, and open
channels. As part of the NPDES Phase II MS4 Permit, the City must develop and implement
an extensive nonpoint source pollution program described above.
Discharges of untreated and unmitigated stormwater to the separate storm sewer system
contribute to increased nonpoint source pollution and degradation of receiving waters. Nonpoint
source pollution is increased from spills, dumping and improper connections to the storm sewer
system from residential, industrial, commercial or institutional establishments. The impacts of
nonpoint source pollution and stormwater runoff adversely affect public health and safety,
drinking water supplies, recreation, fish and other aquatic life, property values and other uses of
lands and waters.
3
Project Scope
The City of Milton will provide the following services and materials in support of this scope of
work.
1. Printing of 250 pamphlets described in Task 1. (Estimated cost $500)
2. Printing of 100 pamphlets for distribution in Task 3. (Estimate cost $1000)
3. Contract with outside consultant for visual inspection and evaluation of retrofit
alternatives for water quality of the eight NRCS dams. (Estimate $20,000)
4. Contract with third party for stream monitoring in City. (Estimate $5,000)
CH2M Hill will complete the following tasks which are described below:
1. Public Education and Outreach
2. Public Involvement/ Participation
3. Illicit Discharge Detection and Elimination
4. MS4 Inventory
5. Post-Construction Stormwater Management
6. Scheduled MS4 Operation and Maintenance
7. Pollution Prevention/ Good Housekeeping
8. Metropolitan North Georgia Water Planning District Requirements
9. Floodplain Mapping
10. Project Management
Documents CH2M Hill will be familiar with include:
1. Georgia Notice of Intent General (GANOI) NPDES Permit No. GA610000 for Small
Municipal Separate Storm Sewer Systems (MS4) approved by Georgia Environmental
Protection Division for the City of Milton
2. Procedures approved by Georgia Environmental Protection Division (EPD) on April 10,
2008 titled:
a. BMP B-1 Storm drain Marker Procedure
b. BMP B-2 Streamside Cleanup Procedure
c. BMP C-2 Dry Weather Screening Procedure
d. BMP E-3 BMP Maintenance & Inspection Procedure
e. BMP F-1 MS4 Operation and Maintenance Procedure
f. BMP F-2 Pollution Prevention Training Procedure
g. BMP F-3 Street Cleaning Procedure
h. BMP F-4 Stormwater Waste Disposal Procedure
i. BMP F-5 Water Quality Assessment Procedure
3. Georgia Environmental Protection Division Audit Checklist for Local Governments in the
Metropolitan North Georgia Water Planning District prepared for the City of Milton
September 14, 2007 and approved by EPD.
All deliverables identified as a procedure or a report will be provided to the City in electronic
Microsoft format with two paper copies. This additional scope of services is to address
Stormwater services for the period of May 1, 2009 through December 31, 2009. To continue
the on-going Stormwater services for period of January 2010 forward, CH2M HILL will provide
the City of Milton, at the request of the City, an additional scope of services and price.
4
TASK 1—Public Education and Outreach
Public education is an important part of a stormwater management program. CH2M Hill will
provide education efforts that include creating, causing the pamphlet to be printed, and
distributing a pamphlet about stormwater pollution prevention. Newspaper and web page
articles will also be used to inform the public about stormwater issues. CH2M Hill is responsible
for drafting information to be used in articles and posting them on the City’s web page. An
annual report to the Georgia Environmental Protection Division is required in December of 2009
and will be prepared as part of this task by the CH2M Hill.
Task 1 Deliverables/ Actions include:
A. Design stormwater pollution prevention pamphlets in 2009 (The City is expected to
pay for printing of 250 pamphlets).
B. Distribute 250 pamphlets in 2009.
C. Draft and submit content of 2 articles on related stormwater topics in 2009 for
publication in the Milton Herald.
D. Provide content for 2 articles/ads to update Stormwater items on City’s web page in
2009 and posting this material on the City’s web page.
E. Collect and distribute information to builders association in 2009. Meet with the
builders’ association representatives once in 2009.
F. Document pamphlets, articles and webpage updates to include as part of annual
report to Georgia EPD for 2009.
G. Prepare and submit annual report to Georgia Environmental Protection Division on
NPDES Phase II Permit status for activities in 2009 due to Georgia EDP by January
31, 2010.
TASK 2—Public Involvement/ Participation
CH2M Hill will manage a storm drain marker program that will involve coordinating volunteers
such as Boy Scouts, students and church groups to place identification markers on storm
drains. These markers will be attached to storm drains and will notify the reader that
stormwater drains to streams. CH2M Hill’s program will be developed with activities expected
to continue in future years with future funding. The program will use commercially available
storm drain markers to reflect the City of Milton. The City purchased 370 storm drain markers in
2008 and will need to purchase an additional 100 storm drain markers in 2009. CH2M Hill will
coordinate placement of 100 markers in 2009. This specific program was selected because it
allows citizens to see the storm sewer system up close and gain a better understanding of the
nature of stormwater pollution. Participation in this program is expected to be publicized
through the City’s web page and newspaper articles as a part of Task 1 using content provided
by CH2M Hill.
Streamside cleanup provides an opportunity for public involvement while cleaning up the area
along the side of a stream in 2009. CH2M Hill will partner with active environmental groups.
CH2M Hill will provide trash disposal services. Disposal of bio/medical or other hazardous
materials is not included in this program.
Task 2 Deliverables/ Actions include:
A. Coordinate placement of a minimum of 100 markers in 2009.
B. Participate in one stream side clean up with citizens in 2009.
C. Disposal of non-hazardous waste material associated with stream clean up in 2009.
D. Document number of volunteer participants and number of catch basins marked and
streamside cleanup as part of Georgia EPD annual report.
5
TASK 3—Illicit Discharge Detection and Elimination
Pollution reaches City streams in many ways. CH2M Hill will develop a program to visually
identify these pathways, visually identify the sources, and eliminate the source is necessary.
The program will include a map of the drainage system and is included in Task 4. In addition,
CH2M Hill’s program will address other methods to find pollution sources by dry weather
screening and education of potential industrial polluters.
The permit specifies that 30% of the outfalls will be screened by December 2009. CH2M Hill
will perform dry weather screenings. It is anticipated that there are 100 outfalls within the City.
The permit specifies that the pamphlets in BMP A-1 will be related to illicit discharge topics and
are to be included in the educational package that will be distributed to government offices.
CH2M Hill will distribute 100 pamphlets related to illicit discharge topics in addition to the 250
pamphlets distributed under Task 1.
Task 3 Deliverables/ Actions include:
A. Distribute 100 pamphlets to potential polluters in 2009.
B. Perform dry weather screening of 30 outfalls in 2009.
C. Document dry weather screening and education efforts as part of annual report to
Georgia EPD.
Task 4—MS4 Inventory
A large component of Illicit Discharge Detection and Elimination is to map the MS4 system to be
able to maintain the system and to be able to trace pollution sources. To support the
management of the City of Milton’s MS4 infrastructure, an inventory of the stormwater
conveyance pipelines and structures needs to be completed.
The purpose of the inventory will be to:
1. Locate and visually inspect the stormwater structures and drainage conveyances
maintained by the stormwater utility
2. Conduct a visual assessment of the system to determine if the system is clean and
serviceable and develop a list of maintenance and capital projects. The visual
assessment does not include confined entry.
A preliminary inventory of the storm drainage structures within the right of way (ROW) has been
performed that indicates that there are 2,225 structures in the ROW. The information from this
source will be used by CH2M Hill to begin to develop a map of the city owned drainage system.
The map will show location of catch basins, pipes, and headwalls. The City’s permit specifies
that a total of 50% will be inventoried by December of 2009. The existing inventory of 2,225
structures will be used to develop the system map.
City owned structures are typically located within the right of way. The first structure outside the
right of way will be inventoried as a private system. The map will show the location of the public
and part of the private drainage system up to the first structure off of the ROW including ditches,
catch basins, pipes, and headwalls.
6
CH2M Hill will develop a map showing a total of 50% of the public system (1120 structures
and pipes) and the private system up to the first structure outside the right of way
(estimated to be 500 structures) by December 30, 2009. During the mapping process, a
visual assessment to determine if the system is clean and serviceable shall be performed.
Based on the visual assessment of the structures and conveyances, CH2M Hill will develop a
prioritized list of maintenance projects and capital projects.
Task 4 Deliverables/ Actions include:
A. Develop a storm sewer system map of 1,120 City stormwater structures and the
conveyances between the structures and 500 private stormwater structures and the
conveyances between the structures.
B. Visually assess 1,120 stormwater structures and the conveyances between the
structures and 500 private stormwater structures and the conveyances between the
structures.
C. Document the inventory and visual assessment effort as part of annual report to
Georgia EPD.
D. Develop a Maintenance List based on visual assessment
E. Develop a Capital Improvement Projects List based on visual assessment
Task 5—Post-Construction Stormwater Management
An inspection and maintenance procedure for the visual assessment of stormwater
management ponds/ Best Management Practices has been developed. The assessment is a
visual inspection and no testing or modeling will be preformed. The permit requires that 30% of
the ponds will be inspected by the end of 2009. The owner of the pond/ BMP will be notified by
CH2M Hill of any deficiencies found in an effort to have any deficiencies corrected. CH2M Hill
will use this method to assess 20 ponds/ Best Management Practices by the end of 2009. The
ponds inspected will not include the 8 Natural Resource Conservation Service (NRCS)
watershed dams. The City will need to solicit and enter into a contact with a consultant to
inspect the NRCS dams (see Task 10). The permit also requires that 50% of the ponds be
inventoried by December of 2009. CH2M Hill will locate 50% of the ponds in the city and
providing location, ownership (public or private) and type of stormwater management facility.
Task 5 Deliverables include:
A. Visually inspect 20 ponds/ BMPs.
B. Document inspection and follow up with correspondence to pond/ BMP owner
regarding maintenance requirements.
C. Document inspection of the ponds/ BMPs as part of the annual report to Georgia
EPD.
D. Provide location, ownership, and type of BMP for 50% of the stormwater
management facilities in the City.
TASK 6—Scheduled MS4 Operation and Maintenance
As part of the pollution prevention/ good housekeeping requirements, the City’s NPDES permit
requires that 30% of the city owned system be inspected by the end of 2009. As a part of this
scope, a program to inspect and clean the MS4 will begin May 2009. This program will be
coordinated with the inventory effort perform as part of Task 4. City owned structures to be
inventoried will be scheduled to be cleaned to the maximum extent practicable.
7
CH2M Hill will visually inspect 670 structures and the pipes in between the structures in 2009 to
determine if the system is clean and serviceable and will clean any inspected structures as
needed. Observation from this visual assessment will be coordinated with the maintenance list
and list of capital improvement projects developed as part of Task 4. CH2M Hill will continue to
coordinate these observations with the list of maintenance and capital improvement projects
developed as part of the inventory effort.
Task 6 Deliverables/ Actions include:
A. Perform visual assessment to determine if the system is clean and serviceable and
clean as required of 670 MS4 structures and the pipes between them in 2009.
B. Coordinate efforts with the inventory effort performed in Task 4.
C. Document visually assessment and cleaning as part of annual report to Georgia
EPD.
TASK 7—Pollution Prevention/ Good Housekeeping
In this task, CH2M Hill will provide training to City employees as required by City’s MS4 permit
methods of preventing pollution.
The permit also requires that existing projects be assessed for additional water quality
protection. The City’s BMP F-5: Water Quality Assessment Procedure specifies that the 8
Natural Resource Conservation Services Watershed Dams within the City limits will be
inspected to assess their effectiveness in providing water quality benefits using the procedure
outlined in section 3.2.2 of the document. The City will need to solicit and enter into a contact
with a consultant to inspect the NRCS dams (see Task 10).The procedure states that all existing
detention/ retention ponds inspected as part of Task 5 that require maintenance will also be
evaluated using this criteria. It is believed that all of the ponds visually inspected under Task 5
will need a water quality assessment under this task by CH2M Hill.
Task 7 Deliverables/ Actions include:
A. Conduct one in-house training session in 2009.
B. Perform the Water Quality Assessment of 30 existing ponds in 2009.
C. Document in-house training education and water quality assessment as part of
annual report to EPD.
TASK 8—Metropolitan North Georgia Water Planning District
Requirements
In 2003, the Metropolitan North Georgia Water Planning District (District) created three
management plans that the City is required to follow. The plans are a District-Wide Watershed
Management Plan, a Long-Term Wastewater Management Plan, and a Water Supply and
Water Conservation Management Plan. CH2M Hill will adhere to these plans in performance of
their service. For the District wastewater plan and the District water plan, CH2M Hill will
coordinate with Fulton County and the cities in surrounding North Fulton County. The District
watershed plan requires specific tasks including future floodplain mapping, water quality
monitoring, and implementation of source water strategies.
Task 8 Deliverables/ Actions include:
A. Participate in Fulton’s septic tank maintenance education in conformance with
District Audit Requirement A-1 Development of a Septic System Management
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Program with placement of literature in City Hall and provide website material in
2009.
B. Develop a policy in conformance with District Audit Requirement A-2 Development of
a jurisdictional policy and conditions for allowing private wastewater systems
regarding private wastewater systems in 2009.
C. Develop a policy in conformance with District Audit Requirement B-1.2, to require
that all new multi-family buildings be built with sub-unit meters owned and managed
by the property owner in 2009.
D. Develop a policy consistent with Fulton County in conformance with District Audit
Requirement B-1.3 that requires rain sensor shut-off switches on all new irrigation in
2009.
E. Coordinate with Fulton County in conformance with District Audit Requirement B-1.5
to have a pre-rinse spray valve retrofit education program and evaluate the need for
additional ordinances or procedural changes in the City and implement those
changes in the City as necessary and per City Council guidance in 2009.
F. Participate in Fulton County’s outreach program in conformance with District Audit
Requirement B-1.10 and B-2.1 to educate the public about water use and
conservation by distributing literature and providing website material.
G. Coordinate with Community Development Department to implement District Audit
requirements C.1.2 parts 1 and 3 for Floodplain Management/Flood Damage
Prevention approved in October of 2007 by the Environmental Protection Division
using mapping developed under task 9.
H. Implement the following District Audit requirements from C.5 for Develop and
implement a water quality monitoring plan approved in October of 2007 by the
Environmental Protection Division.
a. Parts 1, 2, and 7 - Meet with Fulton and other North Fulton cities up to 4
times regarding a water quality monitoring plan. Assist City in administration
of contract to perform stream monitoring required in the City.
b. Part 6 - Implement governmental inspection program to evaluate facility
operation and good housekeeping.
I. Document activities performed as part of this task in technical memorandum.
TASK 9—Floodplain Study
The City is required to regulate the future 100-year floodplain up to drainage areas of 100 acres
by the District Watershed Management Plan. The City should start by mapping the 100-year
future floodplain for streams up to 100 acres within the City limits using limited detail methods to
provide consistent future floodplain mapping. In future years the city should consider developing
and submitting detailed floodplain mapping to FEMA to update the City’s Flood Insurance Rate
Maps (FIRMs), the maps used by lenders to determine flood insurance purchase requirements.
Under this task, CH2M Hill will provide a map of the City showing the 100-acre and 640 acre
drainage basins. The major streams names are to be shown along with the major drainage
basins. The streams are to be networked showing direction of flow and Strahler Stream Order.
CH2M HILL will create a report of stream miles for streams with a drainage area greater than
640 acres, between 100 and 640 acres, and less than 100 acres. A report of miles of stream in
each stream order will be produced. Total miles of stream for which FEMA has identified
Special Flood Hazard Areas (areas subject to flooding during the 1% annual chance event) will
also be provided. The report will be broken down by major drainage basin and also provide
totals of the stream miles within the City limits.
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CH2M Hill will develop a future floodplain map for all streams with drainage areas of at least
100-acres in area in the Cooper Sandy Creek drainage basin. The future conditions 100-year
floodplains will be determined by hydrologic and hydraulic modeling methods and delineated on
the maps. The existing conditions floodplain will not be determined as part of this effort. .
Future conditions peak flows, and the resultant floodplain elevations and extents, will be based
on the City’s current Land Use plan and the City’s definition of land use. The map will show the
extent of inundation and the floodplain elevations for the future 100-year flood event. Profiles
for the future conditions 100-year storm event will also be provided for all studied streams.
Additionally, the floodplain maps will show the approximate boundaries of the effective FEMA
regulated floodplain. Due to differences in stations between the FEMA models and the
proposed models, a table identifying existing and future 100-year elevations will be created for
fixed physical locations such as road crossings. The existing floodplain elevation will be shown
on the profiles at these fixed physical locations as well. Floodways will not be determined as a
part of this study. This study is intended to provide floodplain data for enforcement of the future
floodplain requirements of the City’s floodplain management ordinance only. It will not be
submitted to FEMA to update the Flood Insurance Rate Maps.
Task 9 Deliverables/ Actions include:
A. Develop a Drainage Basin Map
B. Develop a hydrologic network map
C. Develop report of stream miles
D. Develop future floodplain map for Cooper Sandy Creek illustrating the existing FEMA
100-year floodplain overlaid with the future conditions 100-year floodplains
E. Develop floodplain profiles for Cooper Sandy Creek illustrating the future conditions
100-year floodplain elevations. Existing FEMA 100-year elevations at fixed physical
locations will also be shown.
F. Develop summary table comparing the existing FEMA and future conditions 100-year
elevations for fixed physical locations for Cooper Sandy Creek
TASK 10—Project Management
CH2M Hill is responsible for the supervision of the all of the MS4 permit conditions and District
requirements for the City of Milton and is responsible for the implementation of specific tasks as
outlined above. The City will be notified immediately of any problems anticipated in meeting
their obligations. This task will cover any project management time required to fulfill this
responsibility. Three specific sub tasks included in this task are:
1) Responding to comments from the Georgia EPD on the 2009 annual report submitted in
January 2010 regarding the City’s NPDES permit,
2) Assisting the city in administration of a contract to visually inspect and evaluate retrofit
alternatives for water quality for the eight NRCS dams, and
3) Monthly reporting.
Assisting the City in the administration of the NRCS dam contract will include putting a request
for proposal out for bids, evaluating the proposals, developing a contract, reviewing and
approving the deliverables for compliance with the contract, and approving invoices. CH2M Hill
will meet at least monthly with the City to provide a status of the project.
Task 10 Deliverables/ Actions include:
A. Perform Project Management
B. Respond to comments from Georgia EPD on 2009 NPDES annual report.
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C. Assist City on administration of contract to visually inspect and evaluate retrofit
alternatives for the eight NRCS dams for water quality.
D. Report monthly on services performed by task . Report should also forecast work to be
done the next month and identify any issues that need to be resolved.
City of Milton
13000 Deerfield Parkway Suite 107C Milton, Georgia 30004
To: Honorable Mayor and City Council Members
From: Carter Lucas, Principal Engineer
Date: May 29, 2009 for the June 15, 2009 Council meeting
Agenda Item: Contract for Surveys of Bethwell and Crabapple Community Center Properties
for $2,125 and for Birmingham Park for $10,822
Background:
At the special called Council meeting held on Saturday, January 31, 2009, public works staff
received direction from Council to request bids for surveys of both the Crabapple and Bethwell
Community properties (task 1). The surveys would include locating and researching all
easements and would include a tree survey.
On May 22, 2009, the city received bids that were requested for a boundary survey of the
Birmingham Park site (task 2). This boundary will be a certified boundary survey that the City
will be able to use for any future planning of the park.
In accordance with procurement procedures, the City requested bids from three local surveying
firms and received three quotes on task 1 and two quotes and one “no-bid” on task 2. Written
quotes were obtained in order to select the low bidder and negotiate the contract.
Discussion:
Engineering & Inspection Systems, Inc. was the low bidder on task 1 with a lump sum fee for
Crabapple of $1,210 and a lump sum fee for Bethwell of $915 for a total of $2,125. Engineering &
Inspection Systems, Inc. was also the low bidder on task 2 with a lump sum fee of $10,822. The
Consultant is ready to begin work upon City approval of contract and issuance of a Notice to
Proceed (estimated as June 16).
The budget for this work will be from the Parks and Recreation, Land Acquisition & Park
Maintenance budget ($1,208,234).
Legal Review:
Engineering & Inspection Systems, Inc. Contract - Paul Higbee, Jarrard & Davis on May 26, 2009
Attachments:
Engineering & Inspection Systems, Inc. Contract
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CONTRACT AGREEMENT
This Agreement made and entered into this __ day of _____, in the year 2009; by and between The City
of Milton, Georgia (sometimes referred to herein as the “City”), having its principle place of business at 13000
Deerfield Parkway Suite 107G, Milton GA 30004 and the Engineering & Inspection Systems, Inc.
(“Contractor”) having its principle place of business at 625 Hembree Parkway Suite B Roswell, GA 30076.
WHEREAS, the City of Milton has caused a Request for Proposals to be issued soliciting proposals
from qualified contractors to furnish all items, labor services, materials and appurtenances called for by them in
accordance with these proposals. Selected Contractor is required to provide the services as called for in the
Scope of Services; and
WHEREAS, the Contractor submitted a proposal in response to the RFP for surveys of both the
Crabapple and Bethwell Community Center Sites (task 1); and
WHEREAS, the Contractor submitted a proposal in response to the RFP for survey of Birmingham Park
Site (task 2); and
WHEREAS, the Contractor’s proposals were deemed by the City of Milton to be the proposals most
advantageous to the City;
NOW THEREFORE, in consideration of the mutual covenant and promises contained herein, the parties
agree to compensation of $2,125.00 for task 1, $550 for potential additional line item #1 under task 1, $225 for
potential line item #2 under task 1, and of $10,822.00 for task 2 for services to be provided as follows:
1.0 Scope of WorkTask 1
The Contractor agrees to provide all Services and comply with all requirements specified in the RFP, attached
hereto and incorporated herein by reference as Exhibit “A1,” and provide those Services as may additionally be
specified in the Contractor’s proposal in accordance with the terms and conditions of this agreement. Said
specifications are hereby made a part of this agreement by reference. Generally, the Contractor shall provide
surveys for the following City properties: 1) approximately 0.78 acres identified by Fulton PIN 22-4900-0678-
008-1 located on Hopewell Road (Bethwell Community Center); and 2) approximately 0.76 acres identified by
Fulton County PIN 22-4161-1134-026-3 located on Broadwell Road (Crabapple Community Center).
In addition to task 1, the City may also potentially request services in easement delineation. The City is in
negotiations with an adjacent property owner over an ingress-egress easement on the Crabapple Community
Center property. The City may request one or both of the following items at the line item rates found in Exhibit
“A1”:
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1. Create meets and bound description of the proposed easement, and prepare easement plat and legal description
2. Stake centerline of proposed easement
Task 2
The Contractor agrees to provide all Services and comply with all requirements specified in the RFP, attached
hereto and incorporated herein by reference as Exhibit “A2,” and provide those Services as may additionally be
specified in the Contractor’s proposal in accordance with the terms and conditions of this agreement. Said
specifications are hereby made a part of this agreement by reference. Generally, the Contractor shall provide
surveys for the following City property: 1) approximately 200 acres located between Hickory Flat Road,
Birmingham Hwy and New Bull Pen Road (Birmingham Park).
2.0 Independent Contractor
2.1. The Contractor is an independent Contractor. The Contractor is not an employee, agent or
representative of the City of Milton. The Contractor shall obtain and maintain, at the Contractor’s expense, all
permits, license or approvals that may be necessary for the performance of the services. The Contractor shall
furnish copies of all such permits, licenses or approvals to the City of Milton’s designated representative within
ten (10) days after issuance of Notice to Proceed.
2.2 Inasmuch as the City of Milton and the Contractor are entities independent of one another, neither has
the authority to bind the other to any third person or otherwise to act in any way as the representative of the
other, unless otherwise expressly agreed to in writing signed by both parities hereto. The Contractor agrees not
to represent itself as the City’s agent for any purpose to any party or to allow any employee of the Contractor to
do so, unless specifically authorized, in advance and in writing, to do so, and then only for the limited purpose
stated in such authorization. The Contractor shall assume full liability for any contracts or agreements the
Contractor enters into on behalf of the City of Milton without the express knowledge and prior written consent
of the City.
3.0 Indemnification
The Contractor agrees to indemnify, hold harmless and defend the City from and against any and all liabilities,
suits, actions, legal proceedings, claims, demands, damages, costs and expenses (including attorney’s fees)
rising out of any act or omission of the Contractor, its agents, subcontractors or employees in the performance
of this Contract.
4.0 Insurance
(1) Requirements:
The Contractor shall have and maintain in full force and effect for the duration of this
Agreement, insurance insuring against claims for injuries to persons or damages to
property which may arise from or in connection with the performance of the Work by the
Contractor, its agents, representatives, employees or subcontractors. All policies shall be
subject to approval by the City Attorney to form and content. These requirements are
subject to amendment or waiver if so approved in writing by the City Manager.
(2) Minimum Limits of Insurance:
Contractor shall maintain limits no less than:
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(a) Comprehensive General Liability of $1,000,000 combined single limit per occurrence for
bodily and personal injury, sickness, disease or death, injury to or destruction of property,
including loss of use resulting there from.
(b) Comprehensive Automobile Liability (owned, non-owned, hired) of $1,000,000
combined single limit per occurrence for bodily and personal injury, sickness, disease or
death, injury to or destruction of property, including loss of use resulting there from.
(c) Professional Liability of $1,000,000 limit for claims arising out of professional services
caused by the Contractor's errors, omissions, or negligent acts.
(d) Workers' Compensation limits as required by the State of Georgia and employers
Liability limits of $1,000,000 per accident.
(3) Deductibles and Self-Insured Retentions:
Any deductibles or self-insured retentions must be declared to and approved by the City.
(4) Other Insurance Provisions:
The policy is to contain, or be endorsed to contain, the following provisions:
(a) General Liability and Automobile Liability Coverage.
(i) The City, its officials, employees, agents and volunteers are to be covered as
insured as respects: liability arising out of activities performed by or on behalf of
the Contractor; products and completed operations of the Contractor;;
automobiles owned, leased, hired, or borrowed by the Contractor. The coverage
shall contain no special limitations on the scope of protection afforded to the City,
its officials, employees, agents or volunteers.
(ii) The Contractor's insurance coverage shall be primary noncontributing insurance
as respects to any other insurance or self-insurance available to the City, its
officials, employees, agents or volunteers. Any insurance or self-insurance
maintained by the City, its officials, employees or volunteers shall be excess of
the Contractor's insurance and shall not contribute with it.
(iii) Any failure to comply with reporting provisions of the policies shall not affect
coverage provided to the City, its officials, employees, agents or volunteers.
(iv) Coverage shall state that the Contractor's insurance shall apply separately to each
insured against whom claim is made or suit is brought, except with respect to the
limits of the insurer's liability.
(v) Coverage shall be provided on a “pay on behalf” basis, with defense costs payable
in addition to policy limits. There shall be no cross liability exclusion.
(vi) All endorsements to policies shall be executed by an authorized representative of the insurer.
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(b) All Coverages.
(i) Each insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, canceled, reduced in coverage or in
limits except after thirty (30) days prior written notice by certified mail, return
receipt requested, has been given to the City.
(ii) Policies shall have concurrent starting and ending dates.
(5) Acceptability of Insurers:
Insurance is to be placed with insurers with an A.M. Bests' rating of no less than A: VII.
(6) Verification of Coverage:
Contractor shall furnish the City with certificates of insurance and endorsements to the policies
evidencing coverage required by this clause prior to the start of work. The certificates of
insurance and endorsements for each insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The certificate of insurance and endorsements shall be
on a form utilized by Contractor's insurer in its normal course of business and shall be received
and approved by the City prior to execution of this Agreement by the City. The City reserves the
right to require complete, certified copies of all required insurance policies, at any time. The
Contractor shall provide proof that any expiring coverage has been renewed or replaced at least
two (2) weeks prior to the expiration of the coverage.
(7) Subcontractors:
Contractor shall include all subcontractors as insured under its policies or shall furnish separate
certificates and endorsements for each subcontractor. All coverage for subcontractors shall be
subject to all of the requirements stated in this Agreement, including but not limited to naming
the parties as additional insured.
(8) Claims-Made Policies:
Contractor shall extend any claims-made insurance policy for at least six (6) years after
termination or final payment under the Agreement, whichever is later.
(9) City as Additional Insured and Loss Payee:
THE CITY WILL BE NAMED AS ADDITIONAL INSURED ON GENERAL LIABILITY AND ON
AUTOMOBILE POLICY. UNABLE TO NAME CITY AS ADDITIONAL INSURED ON WORKERS
COMPENSATION POLICY AND ON PROFESSIONAL LIABILITY POLICY.
5.0 Termination
5.1 Any other provisions of this agreement notwithstanding, each party has the right to terminate this
Agreement if the other party breaches or is in default of any obligation hereunder which default or breach is
incapable of cure or which, being capable of cure, has not been cured within thirty (30) days after receipt of
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written notice of such default (or such additional cure period as the non-defaulting party may authorize). In
addition, the City may terminate this Agreement for convenience upon thirty (30) days prior written notice to
the Contractor.
5.2 The City of Milton may terminate the agreement immediately without prejudice to any other right of
action or remedy if the Contractor:
5.2.1 Becomes insolvent, makes a general assignment for the benefit of creditors, files a voluntary petition of
bankruptcy, suffers or permits the appointment of a receiver for its business or assets, or becomes subject to any
proceeding under any bankruptcy or insolvency law, whether domestic or foreign, or has wound up or
liquidated, voluntarily or otherwise. In the event that any of the above events occur, the Contractor shall
immediately notify the City of Milton of each occurrence.
5.2.2 After five (5) days written notice fails to:
a) Maintain the required insurance, or;
b) In any other manner to perform the requirements of the RFP.
6.0 Compliance with All Laws and Licenses
The Contractor must obtain all necessary licenses and comply with local, state and federal requirements. The
Contractor shall comply with all laws, rules and regulations of any governmental entity pertaining to its
performance under this Agreement.
7.0 Assignment
The Contractor shall not assign or subcontract the whole or any part of this Agreement without the City of
Milton’s prior written consent.
8.0 Amendments in Writing
No amendments to this Agreement shall be effective unless it is in writing and signed by duly authorized
representatives of the parties.
9.0 Drug-Free and Smoke-Free Work Place
9.1 A drug-free and smoke-free work place will be provided for the Contractor’s employees during the
performance of this Agreement; and
9.2 The Contractor will secure from any subcontractor hired to work in a drug-free and smoke-free work
place a written certification so stating and in accordance with Paragraph 7, subsection B of the Official Code of
Georgia Annotated Section 50-24-3.
9.3 The Contractor may be suspended, terminated, or debarred if it is determined that:
9.3.1 The Contractor has made false certification herein; or
9.3.2 The Contractor has violated such certification by failure to carry out the requirements of Official Code
of Georgia Annotated Section 50-24-3.
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10.0 Governing Law
This Agreement shall be governed in all respects by the laws of the State of Georgia.
11.0 Policy on Hiring of Non-Resident AliensIt is the policy of City that unauthorized aliens shall
not be employed to perform work on City contracts involving the physical performance of services. Therefore,
the City shall not enter into a contract for the physical performance of services within the State of Georgia,
unless the Contractor shall provide evidence on City-provided forms, attached hereto as Exhibits “B” and “C”
that it and Contractor’s subcontractors have within the previous twelve (12) month period conducted a
verification of the social security numbers of all employees who will perform work on the City contract to
ensure that no unauthorized aliens will be employed. The City Manager or his/her designee shall be authorized
to conduct an inspection of the Contractor’s and Contractor’s subcontractors’ verification process to determine
that the verification was correct and complete. The Contractor and Contractor’s subcontractors shall retain all
documents and records of its verification process for a period of three (3) years following completion of the
contract. This requirement shall apply to all contracts for the physical performance of services where more than
three (3) persons are employed on the City contract.
The City Manager or his/her designee shall further be authorized to conduct periodic inspections to
ensure that no City Contractor or Contractor’s subcontractors employ unauthorized aliens on City contracts. By
entering into a contract with the City, the Contractor and Contractor’s subcontractors agree to cooperate with
any such investigation by making its records and personnel available upon reasonable notice for inspection and
questioning. Where a Contractor or Contractor’s subcontractors are found to have employed an unauthorized
alien, the City Manager or his/her designee may order the Contractor to terminate or require its subcontractor to
terminate that person’s employment immediately and to report same to the Department of Homeland Security.
The Contractor’s failure to terminate the employee, or otherwise cooperate with the investigation may be
sanctioned by termination of the contract, and the Contractor shall be liable for all damages and delays
occasioned by the City thereby.
Compliance with the requirements of O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 is mandatory.
Contractor agrees that the employee-number category designated below is applicable to the Contractor.
____ 500 or more employees.
____ 100 or more employees.
____ Fewer than 100 employees.
Contractor agrees that, in the event the Contractor employs or contracts with any subcontractor(s) in
connection with this Agreement, the Contractor will secure from the subcontractor(s) such subcontractor(s’)
indication of the above employee-number category that is applicable to the subcontractor.
Contractor’s compliance with the requirements of O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 shall be
attested by the execution of the Contractor’s affidavit attached as Exhibit “B.”
The above requirements shall be in addition to the requirements of State and federal law, and shall be
construed to be in conformity with those laws.
12.0 Interpretation of Documents
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In the event of a conflict in language between this Agreement and any exhibit to this Agreement, the provisions
most favorable to the City shall govern.
13.0 Entire Agreement
This Agreement constitutes the entire Agreement between the parties with respect to the subject matter
contained herein; all prior agreements, representations, statements, negotiations, and undertakings are
suspended hereby. Neither party has relied on any representation, promise, nor inducement not contained
herein.
8
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed by their duly
authorized officers as of the day and year set forth next to each signature.
Approved as to form:
_______________________________
City Attorney
CONTRACTOR:
___________________________________
By: _____________________________
Its: _____________________________
[CORPORATE SEAL]
SIGNED, SEALED, AND DELIVERED
in the presence of:
_____________________________
Witness
_____________________________
Notary Public
[NOTARY SEAL]
My Commission Expires:
________________________
CITY OF MILTON
___________________________________
By: _____________________________
Its: _____________________________
[CITY SEAL]
SIGNED, SEALED, AND DELIVERED
in the presence of:
_____________________________
Witness
_____________________________
Notary Public
[NOTARY SEAL]
My Commission Expires:
__________________
9
EXHIBIT “A1”
RFP
The City of Milton is looking for survey firms interested in submitting a bid for two surveys for the City of
Milton. If your firm is interested, please provide a written bid to Sara Leaders via email
(sara.leaders@cityofmiltonga.us) by Wednesday March 25 at 8 AM. The bid is for existing conditions surveys
of both the Crabapple and Bethwell Community Center Sites (see attached site info for each site) including the
following items:
• Produce an existing conditions plat (not to be recorded but for City references)
• Deed research of property
• Include Tree Survey (call out tree type, size, and show location on plat)
• Location and description of:
o All Easements (utilities, access, parking, ect)
o Curb cuts
o Driveways
o Buildings/structures
o Right of Way
o Adjacent Property Owners
o Property pins
o Any other features on the site
• Provide digital files of survey (DGN or DWG format tied to state plane coordinates)
• Provide 3 hard copies of plat
The City will provide a sample contract for your review during the bid time as well to expedite the process once
we select a firm. The City will negotiate with firms March 24-26 to reach conclusion of a signed contract on
March 26th. The City will sign the contract on April 14th pending approval at the April 13, 2009. We anticipate
10
a notice to proceed on April 15, 2009 with completion by May 8, 2009.
11
12
Contractor’s Response
13
Task 1 Potential Additional Services to Task 1 Request for Rates
14
15
Contractor’s Response
16
EXHIBIT “A2”
17
Contractor’s Response
18
EXHIBIT “B”
STATE OF GEORGIA
CITY OF MILTON
CONTRACTOR AFFIDAVIT AND AGREEMENT
By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. § 13-10-91,
stating affirmatively that the individual, firm, or corporation which is contracting with the City of Milton has
registered with and is participating in a federal work authorization program, in accordance with the applicability
provisions and deadlines established in O.C.G.A. § 13-10-91.
The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with
the physical performance of services pursuant to this contract with the City of Milton, Contractor will secure
from such subContractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the Subcontractor
Affidavit provided in Rule 300-10-01-.08 in the form attached hereto as Exhibit “1.” Contractor further agrees
to maintain records of such compliance and provide a copy of each such verification to the City of Milton at the
time the subContractor(s) is retained to perform such service.
________________________________________
EEV / Basic Pilot Program User Identification Number
________________________________________
BY: Authorized Officer or Agent Date
(Contractor Name)
_________________________________________
Title of Authorized Officer or Agent of Contractor
_________________________________________
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
_____ DAY OF ______________________, 200_
________________________________________
Notary Public
My Commission Expires:
___________________
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EXHIBIT “C”
STATE OF GEORGIA
CITY OF MILTON
SUBCONTRACTOR AFFIDAVIT
By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91,
stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of
services under a contract with (name of Contractor) on behalf of the City of Milton has registered with and is
participating in a federal work authorization program, in accordance with the applicability provisions and
deadlines established in O.C.G.A. § 13-10-91.
________________________________________
EEV / Basic Pilot Program User Identification Number
________________________________________
BY: Authorized Officer or Agent Date
(SubContractor Name)
_________________________________________
Title of Authorized Officer or Agent of SubContractor
_________________________________________
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
_____ DAY OF ______________________, 200_
_________________________________________
Notary Public
My Commission Expires:
_________________________________________
City of Milton
13000 Deerfield Parkway Suite 107C Milton, Georgia 30004
To: Honorable Mayor and City Council Members
From: Carter Lucas, P.E. – Principal Engineer
Date: May 26, 2009 for the June 15, 2009 Council meeting
Agenda Item: Task Order for Citywide Bridge Inventory and Inspection Study with URS for
$32,517.26
Background:
URS was selected as one of our on call planning and engineering consultants and they were
approved by Mayor and Council on October 20, 2008. URS was selected for this task as the most
qualified, already bid, on call consultant for this study.
Discussion:
The work to be completed under this Agreement (the “Work”) is referenced in the Contract.
Individual project work will be defined by task orders. This task order is subject to the terms
and conditions of the URS-City master agreement dated November 20, 2008 and shall serve as
authorization by the City of Milton to (“Consultant”) to perform the services described therein.
The URS task order for the Citywide Bridge Inspection is for $32,517.26 and includes:
• Review the latest bridge inspection and inventory data for the structures currently
inspected and inventoried by GDOT (28 structures) and additional structures identified
by Milton (5 structures plus Landrum Bridge)
• Site visits with city staff and GDOT bridge inspector
• Review conditions of 33 bridges
• Discuss ownership/maintenance of bridges and verify reporting requirements
• Perform detailed visual inspections of the additional 5 structures identified by the city
• Provide a summary report including repair recommendations and estimated costs for
repairs
• Provide a 5-yr repair/replacement priority list
The budget will come from the Public Works Capital Project Fund – Bridge Replacement
Program ($50,000).
Legal Review:
URS Corporation Task Order 09-URS-02 – Paul Higbee, Jarrard & Davis on March 25, 2009
Attachments:
URS Corporation Task Order 09-URS-02
PROFESSIONAL SERVICES AGREEMENT WITH
URS CORPORATION
DATED ___________________
TASK ORDER 09-URS-02
CITYWIDE BRIDGE INVENTORY AND INSPECTION STUDY
This TASK ORDER between the parties is entered into pursuant to the above referenced
AGREEMENT (RFQ #08-001), incorporated herein by reference, and shall serve as
authorization by the City of Milton (referred to herein as “City”) to URS Corporation
(referred to herein alternately as “Consultant” and “URS”) to perform the services
described herein pursuant to the terms and conditions, mutual covenants and promises
provided herein and in the AGREEMENT (RFQ #08-001). Now therefore, the parties
agree as follows:
Location of PROJECT:
This project is a citywide bridge inventory and assessment and the City limits will be the
limits of the project. The City will provide maps for GIS identified structures that are not
currently in GDOT’s database.
Description of Services:
The scope of work is to provide a detailed citywide bridge inventory and assessment for
the City of Milton.
Task 1
Review the master list of all bridge structures in the City provided from the
Comprehensive Transportation Plan Inventory of Existing Conditions Report. The
master list includes the latest bridge inspection and inventory data for the 28 structures
located within the City of Milton that are currently inspected and inventoried by GDOT
and additional structures identified by Milton.
Task 2
Attend site visit(s) over 3 days with city staff and GDOT bridge inspection
representative(s) to review current conditions, discuss ownership/maintenance of bridges
within the city and verify reporting requirements.
Task 3
Perform a cursory bridge inspection of the 28 bridges in the city that are currently being
inspected by GDOT. The cursory inspections will only be visual, ground-level
inspections to verify the information contained in GDOT’s inspection reports and provide
recommended up-grading or down-grading of the bridge condition and status. Perform
detailed visual inspections of the additional structures identified by the City’s Inventory
of Existing Conditions Report. To date, the City of Milton has six (6) additional
bridges/culverts identified. However, the Landrum Road Bridge is included in this list
and will not require an inspection. The J.B. Trimble report dated April 4, 2008 and the
URS bridge replacement plans will be referenced. Assumption: the bridges/culverts
identified by the city which are not on GDOT’s database are exempt from the
inspection/reporting requirements of the National Bridge Inspection Standards (NBIS),
23 CFR Part 650.
Task 4
Assemble the most recent inspection reports prepared by GDOT for the 28 structures in
their database and include color photographs of the structures showing site conditions,
unusual construction details and any noted deterioration or damage. Prepare inspection
reports for those structures inspected by URS. The reports prepared by URS shall
include a narrative description of the physical features and conditions observed at each
structure, a summary of findings including a list of recommended repairs, and color
photographs of the structure showing site conditions, unusual construction details and any
noted deterioration or damage. Prepare a database of all identified structures, including
those on GDOT’s database, in spreadsheet format and a two-page standard report for all
33 bridges with 3-4 color photographs for each using mail merge form developed by the
City and compiled by the Consultant. Provide a summary report including repair
recommendations and estimated costs for repairs within a 5 year timeframe as well as a
repair/replacement priority list for the City.
Schedule
It is anticipated that the work will progress according to the following tentative schedule:
TASK DATE
Assumed Notice-to-Proceed (NTP) June 16, 2009
Task 1- Review & Compile existing records July 6, 2009
Task 2- Site meetings with City/GDOT staff July 17, 2009
Task 3- Perform bridge inspections as required August 14, 2009
Task 4- Preparation of draft report/database/list of repairs/costs September 4, 2009
Task 5- Review with City and Submit Final Deliverables October 2, 2009
Fee
This task order is part of an on-call professional engineering and planning services
contract. The maximum total fee for this Task Order 09-URS-02 shall not exceed
$32,517.26 including direct costs. URS will not invoice in excess of the maximum
proposed total amount of $32,517.26 without the prior written approval of the City of
Milton.
Design Specifications and Guidelines
The CONSULTANT shall coordinate the proposed services with any proposed
construction plans and within the project limits. This TASK ORDER is subject to the
terms and conditions of the original AGREEMENT (RFQ #08-001) entered between the
parties.
General Scope of Service:
The WORK under this TASK ORDER is to be commenced upon CONSULTANT’S
receipt from the City of a written “Notice to Proceed” (NTP) for each phase. The WORK
will be completed within 150 calendar days after Notice to Proceed.
The CONSULTANT shall prepare a schedule showing milestone completion dates based
on completing the WORK within 150 calendar days (hereinafter referred to as the
“Schedule for Completion”), excluding City review time. The Schedule for Completion
will be revised to reflect the actual NTP date and will be updated as required throughout
the project’s duration.
Every 30 days commencing with the execution of this TASK ORDER, the
CONSULTANT shall submit to the City a written report which shall include, but not be
limited to, a narrative describing actual work accomplished during the reporting period, a
description of problem areas, current and anticipated delaying factors and their impact,
explanations of corrective actions taken or planned, and any newly planned activities or
changes in sequence (hereinafter referred to as “Narrative Report”). No invoice for
payment shall be submitted and no payment whatsoever will be made to the
CONSULTANT until the Schedule for Completion, and the completion of Narrative
Reports are updated and submitted to the City. In no event shall payment be made by the
City to the CONSULTANT more often than once every 30 days.
The CONSULTANT shall coordinate and attend periodic meetings with the CITY
regarding the status of the TASK ORDER. The CONSULTANT shall submit to the City
transmittals of all correspondence, telephone conversations, and minutes of project
meetings.
The fee shall be paid as provided in the AGREEMENT; however, CONSULTANT
agrees that fees are earned pursuant to the WORK performed, which in no event shall
exceed the amount set forth in the attached Fee Schedule.
Attachments:
Attachment A – Fee Schedule
CITY OF MILTON: CONSULTANT:
By: __________________________ By: ________________________________
Title:_________________________ Title:_______________________________
Name:________________________ Name:______________________________
Date: ________________________ Date: ______________________________
Attachment A – Fee Schedule
$30,852Totals
2009:URS:Project
Manager
2009:URS:Senior
Engineer
2009:URS:Engineer
2009:URS:Admin
2009:URS:Mail
2009:URS:Repo
2009:URS:Supplies2009:All:Mileage
Totals$32,517.26$6,448.83 $13,577.04 $10,381.79 $444.60 $300.00 $200.00 $1,000.00 $165.00Task 1$0.00Set-up files$967.69$678.82 $288.87Compile and review GDOT data$1,129.03$339.41 $577.75 $211.87Compile data for GIS structures$1,171.21$169.71 $577.75 $423.75Create master structure list$1,571.23$169.71 $866.62 $423.75 $111.15$0.00Task 2$0.00Site visit(s) with City and GDOT staff$3,090.89$1,357.65 $1,733.24Verify reporting requirements$314.15$169.71 $144.44Complete identification of all structures$926.04$169.71 $433.31 $211.87 $111.15$0.00Task 3$0.00Field review of GDOT bridges (26 ea)$4,482.88$339.41 $2,310.98 $1,694.99$137.50Field review of GIS bridges (6 ea)$4,482.54$339.41 $1,733.24 $1,271.24 $111.15 $1,000.00 $27.50$0.00Task 4$0.00Prepare/compile inspection reports$3,189.89$339.41 $1,155.49 $1,694.99Prepare structure database$2,400.27$339.41 $577.75 $1,483.11Prepare repair recommendations/cost$3,394.42$678.82 $1,444.36 $1,271.24Prepare summary report/priority list$1,976.53$339.41 $577.75 $1,059.37Interal review QC/QA$1,790.71$678.82 $288.87 $211.87 $111.15 $300.00 $200.00Address City review comments$959.33$169.71 $577.75 $211.87Submit final deliverable$670.45$169.71 $288.87 $211.87