HomeMy WebLinkAbout07-07-10 PacketPage 1 of 3
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
Joe Longoria
Alan Tart
Wednesday, July 7, 2010 Regular Council Meeting Agenda 6:00 PM
INVOCATION – Tass Welch, Community of Christ Church
CALL TO ORDER
1) ROLL CALL
2) PLEDGE OF ALLEGIANCE (Led by the Mayor)
3) APPROVAL OF MEETING AGENDA (Add or remove items from the agenda)
(Agenda Item No. 10-1164)
4) PUBLIC COMMENT
5) CONSENT AGENDA
1. Approval of the June 7, 2010 Regular Council Meeting Minutes.
(Agenda Item No. 10-1165)
(Sudie Gordon, Interim City Clerk)
2. Approval of the June 14, 2010 Work Session Meeting Minutes.
(Agenda Item No. 10-1166)
(Sudie Gordon, Interim City Clerk)
3. Approval of an Intergovernmental Agreement for the Provision of Animal Control
Services between Fulton County, Georgia and the City of Milton, Georgia.
(Agenda Item No. 10-1167)
(Ken Jarrard, City Attorney)
MILTON CITY COUNCIL REGULAR MEETING AGENDA JULY 7, 2010 – 6:00 PM
Page 2 of 3
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 Laurel E. Henderson’s Joint Representation of the City of Milton and All
Intervenors in Action Outdoor Advertising JV, LLC, et al v. Fulton Co., et al., Sup. Ct.
Fulton Co., Consolidated Action 2005-CV-109777, Pursuant to the Terms Contained in
the June 17, 2010 Letter from Laurel E. Henderson and Authorization of the Mayor’s
Execution of Same.
(Agenda Item No. 10-1168)
(Ken Jarrard, City Attorney)
6) REPORTS AND PRESENTATIONS
1. A Proclamation Recognizing July Is Parks And Recreation Month.
(Presented by Mayor Joe Lockwood)
2. Recognition of Memorial Day Essay Contest Winner Amy Shehan.
(Presented by Councilmember Bill Lusk)
7) FIRST PRESENTATION (None)
8) PUBLIC HEARINGS (None)
9) ZONING AGENDA (None)
10) UNFINISHED BUSINESS
1. Approval of an Ordinance to Replace Chapter 54, Regulating the Location, Placement
and Leasing of Wireless Telecommunications Facilities.
(Agenda Item No. 10-1161)
(Previously Discussed at June 14, 2010 Council Work Session)
(First Presentation on June 21, 2010 Regular Council Meeting)
(Lynn Tully, Community Development Director)
2. Approval of an Ordinance to Amend Chapter 60, Article 2, Tree Preservation of the
Milton City Code.
(Agenda Item No. 10-1162)
(Previously Discussed at March 8, 2010 Council Work Session)
(First Presentation on June 21, 2010 Regular Council Meeting)
(Lynn Tully, Community Development Director)
11) NEW BUSINESS
1. Approval of an Agreement between the City of Milton and Optech RWM, LLC to
Provide Public Works Field Services.
(Agenda Item No. 10-1169)
(Carter Lucas, Public Works Director)
MILTON CITY COUNCIL REGULAR MEETING AGENDA JULY 7, 2010 – 6:00 PM
Page 3 of 3
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. Approval of a Resolution To Approve The Submission Of A Grant Application To The
Department Of Justice’s Community Oriented Policing Program.
(Agenda Item No. 10-1170)
(Matt Marietta, Fire Marshall)
3. Approval of a Resolution Amending Resolution No. 10-01-123, A Resolution
Reappointing Members To The City Of Milton Board Of Zoning Appeals Board For
District 1.
(Agenda Item No. 10-1171)
(Councilmember Karen Thurman)
12) MAYOR AND COUNCIL REPORTS
13) STAFF REPORTS
14) EXECUTIVE SESSION (If needed)
15) ADJOURNMENT
(Agenda Item No. 10-1172)
The minutes will be
Provided
electronically
INTERGOVERNMENTAL AGREEMENT
FOR THE PROVISION OF
ANIMAL CONTROL SERVICES
BETWEEN
FULTON COUNTY, GEORGIA
AND
MILTON, GEORGIA
THIS INTERGOVERNMENTAL AGREEMENT ("Agreement"), by and between Fulton
County, Georgia ("County") and the City of Milton, Georgia ("City") within Fulton County is
entered into this day of , 2010.
WHEREAS, Fulton County, Georgia is a constitutionally created political subdivision of the State
of Georgia; and
WHEREAS, the Georgia Constitution, ARTICLE IX, Section 2, Paragraph 3, except as otherwise
provided by law, prohibits cities and counties from exercising governmental authority within each
other's boundaries except by Intergovernmental Agreement; and
WHEREAS, the County and City desire to enter into an Intergovernmental Agreement for the
County to respond to citizens' requests for animal control services twenty-four (24) hours per day
within the corporate limits of the City; and
WHEREAS, there is a need to control rabies, investigate cruelty complaints, and investigate
animal bites within the corporate limits of the City upon request of the City; and
WHEREAS, the County has the capacity to provide such services through a contract with an
approved animal control services vendor; and
WHEREAS, the City wishes to purchase animal control services within its corporate limits and
delegate response to animal control complaints by its citizens twenty-four (24) hours per day,
such response to be made in accordance with the terms of the animal services contract; and
WHEREAS, the County wishes to provide such services to the City through a contract with an
approved animal control services vendor under the direction and control of the County;
NOW THEREFORE, in consideration of the following mutual obligations, the County and City
agree as follows:
ARTICLE 1
IaU9Z6b9WA_ 113 Ian IlWaI
1.1 The County agrees to provide animal control services through a contract with an
animal control services vendor within the corporate limits of the City. The purpose of such
service is to enforce Georgia's animal control laws and the County's Animal Control Ordinances.
1.2 The County agrees to provide a response to requests for animal control services
within the City in accordance with the time periods specified in the County's contract with its
approved animal control services vendor.
1.3 The County agrees to provide rabies control services within the corporate limits
of the City upon request of the City and in accordance with the approved contract with the animal
control services vendor.
ARTICLE 2
TERM OF AGREEMENT
2.1 The term of this Agreement is for one (1) year commencing on July 1, 2010 and
concluding on June 30, 2011. At the conclusion of this term, the City will be solely responsible
for providing all animal control services within its boundaries, with the exception of state
mandated rabies control response which the County will continue to provide unless the terra of
the Agreement is extended in accordance with the terms of this Agreement. This Agreement may
be extended for additional terms by mutual agreement approved by both governing bodies.
ARTICLE 3
COMPENSATION AND CONSIDERATION
3.1 During the first terra of this agreement and each subsequent term thereafter, the
cost to the City will be based on the classification and location of calls received by the animal
control services vendor during the previous year with the payment amount determined by the
following formula:
Payment Amount = Y (A) (C/TQ
Y = Percentage of response NOT related to state mandated county rabies control
responses.
A = Contract Award Amount plus Indirect Cost (Applicable County Full Cost Plan)
C = Number of responses to requests for animal control service within the City or
unincorporated Fulton County
TC = Total number of responses for each municipality and Fulton County
2
The payment amount for each municipality and Fulton County and an example calculation is
included (Attachment 1).
3.2 The City shall be responsible for paying fifty percent (50%) of the total
compensation amount due under this Agreement at commencement of this Agreement. The
commencement of the Agreement shall occur on the first day of the term of the Agreement. Upon
commencement of the Agreement and prior to performing animal control services herein, the
County will invoice the City in an amount that equals fifty percent (501,16) of the compensation
due under the Agreement. The invoice will include compensation under the Agreement for six
months of animal control services. Payment will be due within sixty (60) days of the invoice date
and should be sent to the Fulton County Finance Department, Treasury Division, Suite 7001, 141
Pryor Street, SW, Atlanta, GA 30303. Failure to remit payment to Fulton County within sixty
(60) days of the invoice date may result in suspension of services to the City until such time as
the payment is received or termination of the Agreement.
ARTICLE 4
ANIMAL CONTROL SERVICES
4.1 The County agrees to contract with an animal control services vendor to provide
animal control services within the County, including within the boundaries of the City.
4.2 The City recognizes the County will provide animal control services through a
contract awarded to an independent animal control services vendor selected by the County Board
of Commissioners.
4.3 The County and the City recognize that the City shall have the right to request of
the County that it assign tasks to the animal control services vendor pursuant to this agreement.
Supervision and the means by which tasks are accomplished shall be the responsibility of the
County through the animal control services contract administrator.
ARTICLE 5
RECORD KEEPING AND REPORTING
5.1 The County agrees to provide the City with all reports stipulated in the animal
control service vendor's contract and access to records the vendor is required to maintain in
accordance with the vendor's contract.
ARTICLE 6
TERMINATION
6.1 The parties agree that the City may, upon sixty (60) days written notice to the
County, terminate this agreement upon its determination it wishes to provide its own animal
control services. The parties agree that the County may, upon sixty (60) days written notice to the
City, terminate this agreement which would require the City to provide its own animal control
services, except for state mandated rabies control.
3
ARTICLE 7
EVENT OF DEFAULT AND REMEDY
7.1 An event of default shall occur if the County fails to provide animal control
services as stipulated in the current animal control service vendor's contract, through an animal
control services vendor as selected by the County Board of Commissioners or the City shall be in
default if the City fails to pay the initial fifty percent (50%) of the total contract amount or any
subsequent payment due pursuant to Article 3 of this Agreement.
7.2 If the City fails to cure an Event of Default within thirty (30) days, then the city
agrees that it will be responsible for providing its own animal control services at its own cost and
expense and that any outstanding payments or amounts due to the County will constitute
liquidated damages, and not a penalty, under this Agreement.
7.3 If the County defaults, the County agrees that the City may provide animal
control services, as stipulated in the current animal control services vendor's contract, in any
manner the City decides, with the County to bear all reasonable and necessary costs associated
with the City providing those services during the Term of Agreement. Payment by the County to
the City will be made within sixty (60) days of receipt of a City invoice.
7.4 If one or more Events of Default listed in this Article shall occur, the party
suffering from the default shall provide written notice of default within thirty (30) days to the
defaulting party. After receiving notice of default, the party in default shall have thirty (30) days
to cure any default. If the default is not cured within thirty (30) days, the party that is not in
default may terminate the Agreement.
ARTICLE 8
ENTIRE AGREEMENT
8.1 It is understood that the terms of this agreement include all of the agreements
made by the County and the City without regard to any oral conversations which may have taken
place prior to execution or subsequent thereto and that any changes shall be made in writing and
agreed to by both parties.
4
1R1 Z4-V.[a 9 BL]
SEVERABILITY
9.1 If a court of competent jurisdiction renders any provision of this Agreement (or
portion of a provision) to be invalid or otherwise unenforceable, that provision or portion of the
provision will be severed and the remainder of this Agreement will continue in full force and
effect as if the invalid provision or the invalid portion of the provision were not part of the
Agreement.
ARTICLE la
W1171Yus) D&I
10_1 Notices sent by mail will be deemed to be received upon deposit in the mail,
properly addressed. Notices sent by certified or registered mail will be deemed to be received
upon the date of the acknowledgement. Notices sent by facsimile will be deemed to be received
upon successful transmission to the proper facsimile number. Notices delivered by hand -delivery
will be deemed to be received upon acceptance by the respective party or its agent.
10.2 Either party may, at any time, change its respective address or facsimile number
by sending written notice to the other party of the change.
10.3 For all notices to City the address will be as noted on the signature page for each
respective city:
For all notices to County the address will be:
Fulton County
Office of the County Manager
141 Pryor Street
Atlanta, GA 30343
5
IN WITNESS WHEREOF, the City and County have executed this Agreement
through their duly authorized officers on the day and year first above written.
FULTON COUNTY, GEORGIA
John Eaves
Chair
Fulton County Board of Commissioners
Approved as to Form:
Fulton County Attorney
I_V 011 *1111
Mark Massey
Clerk SEAL
Fulton County Board of Commissioners
Director, Public Works
[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]
CITY OF MILTON, G GIA
C
Joe Lockwoo
Mayor
City of Milton
Milton City Hall
13000 Deerfield Parkway
Suite 107
Milton, GA 30004
a
Municipal Clerk SEAL
Facsimile: (678).242.2499
Attention: The Honorable Joe Lockwood, Mayor
[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]
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FULTON COUNTY
OFFICE OF ENVIRONMENT AND COMMUNITY DEVELOPMENT
FULTON COUNTY ANIMAL CONTROL
5800 STONEWALL -TELL ROAD
ROOM 200
ATLANTA, GEORGIA 30349
June 3`6, 2010
Enclosed is a hardcopy of the Fulton County Intergovernmental Agreement between your city municipality and Fulton
County Government,
On May 4`" you received an email requesting the execution of an `IGA renewal form'. Due to changes within the
original document, it was necessary to present the full IGA document for approval to the Fulton County Board of
Commissioners. Approval was received on 511912010, and is now being sent out to the cities within Fulton
County for execution. Upon completion of execution, please forward the original back to:
Fulton County
Office of the County Manager
141 Pryor Street
Atlanta, GA 30303
After the document is executed by both parties, our office will forward you a copy. Feel free to call or email me with
whatever questions you may have.
Regards,
Tscharner Myrick
Contract Administrator
Fulton County Government
5600 Stonewall Tell Road, Ste 200
College Park, GA 30349
404.612.2886
404.893.6365(efax)
Tscharner.m ry ick(@(ultoncourrfYga;gov
HENDERSON
&)HUNDLEY,pc
June; 17, 2010
VIA FACSIMILE
Wendell K. Willard, Esq.
Willard & Sullivan
Two Ravinia Drive
Suite 1630
Atlanta, GA 30346
Paul Frickey, Esq.
Jarrard & Davis, LLP
105 Pilgrim Village Drive, Suite 200
Cumming, GA 30040
William F. Riley, Esq.
Riley, Lewis & McLendon, LLC
315 Washington Ave.
Marietta, GA 30060
C. Sam Thomas, Esq.
Bovis, Kyle & Burch
200 Ashford Center North
Suite 500
Atlanta, GA 30346-2298
Re: Action Outdoor Advertising JV, LLC, et al. v. Fulton Co., et al.,
Sup. Ct. Fulton Co., Consolidated Action 2005 -CV -109777
Gentlemen:
Laurel E. Henderson
Kelly Michael Hundley
Paul C. Hoffman
Ashley N. Hopson
As a confirmation of our earlier discussions, GIRMA has requested that each City sign
off on my serving as lead counsel in joint representation of all Intervenors covering the
Emergency Motion for Stay and filing of Notice of Appeal and Application for Discretionary
Review, along with any subsequent briefing, arguments or other activities resulting from Judge
Westmoreland's Order of May 27, 2010. 1 would, of course, continue to copy each of you on all
pleadings and try to distribute copies of all proposed documents in advance for your review and
input.
160 Clairemont Avenue, Suite 430 Decatur, Georgia 30030 404 378 7417 404 378 7778 Fax
Billing will be done approximately every 60 days in accordance with our regular billing
cycle, and each city would be billed for one fourth ('/4) of the total time and expenses incurred
during the preceding 60 day period. GIRMA will receive and pay bills for the Cities of Sandy
Springs and Milton under their respective coverage agreements. The Cities of John's Creek and
Alpharetta will be billed by us through the City Attorney and payments will be made to our
office.
If this arrangement comports with your understanding, please indicate with your
signature below. I appreciate your prompt attention to this matter.
Very truly yours,
i
La ?elE.e
Henderson
City of Sandy Springs
City of Milton
City of John's Creek
City of Alpharetta
cc: Ken Swanson, Gallagher Bassett Services
JULY IS PARKS AND RECREATION MONTH
WHEREAS, parks and recreation facilities and programs are an integral part of
communities throughout this country, including the City of Milton,
Georgia; and
WHEREAS, parks and recreation are vitally important to establishing and
maintaining the quality of life in our communities, ensuring the health of
all citizens, and contributing to the economic and environmental well-
being of a community and region; and
WHEREAS, parks and recreation programs build healthy, active communities that aid
in the prevention of chronic disease, provide therapeutic recreation for
those who are mentally or physically disabled, and also improve the
mental and emotional health of all citizens; and
WHEREAS, parks and recreation programs increase a community’s economic
prosperity by creating desirable places to live, work, play and visit,
thereby contributing to increased property values, increased tourism,
attraction and retention of businesses, and crime reduction; and
WHEREAS, parks and natural recreation areas improve water quality, protect
groundwater, prevent flooding, improve the quality of the air we breathe,
provide vegetative buffers to development, produce habitat for wildlife
and provide a place for children and adults to connect with nature; and
WHEREAS, parks and recreation activities and special events provide opportunities
for citizens to come together and experience a sense of community and
fellowship; and
WHEREAS, the City of Milton strives to enhance and preserve the quality of life for
Milton residents by providing recreational programs and services, both
passive and active in nature, with respect for our City’s rural heritage
and its natural beauty; and
WHEREAS, the City of Milton recognizes all of the benefits derived from parks and
recreation resources,
NOW, THEREFORE, We, the Mayor and City Council hereby proclaim July 2010 as “Parks and
Recreation Month” in the City of Milton and encourage all citizens to join us in celebrating and
supporting our ongoing parks and recreation initiatives.
Given under our hand and seal of the City of Milton, Georgia on this 7 th Day of July, 2010.
_____________________________________
(Seal) Joe Lockwood, Mayor
City of Milton
13000 Deerfield Parkway, Suite 107 Milton, GA 30004
1
To: Honorable Mayor and City Council Members
From: Lynn Tully, AICP, Community Development Director
Date: June 23, 2010, Submitted for the July 7, 2010, City Council
Regular Meeting for First Presentation.
Agenda Item: Text Amendment to replace in its entirety Chapter 54, Telecommunications of the
City of Milton Code of Ordinances
CMO (City Manager’s Office) Recommendation:
The Mayor and City Council to hear and approve the attached text amendment, Chapter 54,
Telecommunications of the City of Milton Code of Ordinances replacing the existing text in its
entirety.
Background:
In late 2009, several requests for approval to site new telecommunications towers were
received. During their review changes to the telecommunication towers section of the ordinance
were processed. An emergency moratorium to new permits and applications for cell towers was
enacted by the Mayor and City Council on March 15 for 60 days and a published moratorium
was approved on May 14th for 60 days. Also during this period the City saw a need for
additional specialized consultation from a firm with radio frequency engineering and local
government expertise.
Discussion:
The City hired Georgia Regulatory Tax Solutions, recognizing their proficiency in matters
regarding telecommunications facilities. They performed reviews not only on the cell tower
applications that had been submitted in 2009, but also on our recently changed ordinance.
Findings from this review require additional changes to our current ordinance to allow for new
options to site towers, more detailed review and additional outside review of applications, local
operating licensing and inspection of towers, as well as to require more aesthetic considerations
in approvals.
The ordinance has been reviewed in detail by GTRS, Community Development Staff and the
City Attorney’s office. Attached is the proposed ordinance as recommended by all bodies.
Alternatives:
The Mayor and City Council may choose to approve, deny or defer the Text Amendment to
replace in its entirety Chapter 54, Telecommunications of the City of Milton Code of Ordinances.
City of Milton
13000 Deerfield Parkway, Suite 107 Milton, GA 30004
2
Concurrent Review:
Chris Lagerbloom, City Manager
Ken Jarrard, City Attorney
[Memo Cell Tower Ord.Chap 54.061010]
STATE OF GEORGIA
COUNTY OF FULTON
ORDINANCE NO.
AN ORDINANCE TO AMEND CHAPTER 54, TELECOMMUNICATIONS, OF THE
MILTON CITY CODE
BE IT ORDAINED by the City Council of the City of Milton, GA while in a regularly called council
meeting on July 7, 2010 at 6:00 p.m. as follows:
SECTION 1. That the Ordinance relating to Amending Chapter 54, of the Milton City
Code, as it relates to Telecommunications, is hereby adopted and approved, replacing existing
Chapter 54 in its entirety; and is attached hereto as if fully set forth herein, and;
SECTION 2. All ordinances, parts of ordinances, or regulations in conflict herewith are
repealed.
SECTION 3. That this Ordinance shall become effective upon its adoption.
ORDAINED this the 7th day of July, 2010.
____________________________________
Joe Lockwood, Mayor
Attest:
______________________________
Sudie AM Gordon, Interim City Clerk
(Seal)
Revised: May 12, 2010June 16, 2010
CHAPTER 54: AN ORDINANCE REGULATING THE LOCATION, PLACEMENT
AND LEASING OF WIRELESS TELECOMMUNICATIONS FACILITIES
Section 1: Purpose and Intent.
The purpose of this Ordinance is to establish guidelines for the siting of all wireless
communications towers and antennas which will encourage the development of wireless
communications while protecting the health, safety, and welfare of the public and maintaining
the aesthetic integrity of the community. The goals of this ordinance are:
(a) To protect residential areas and land uses from potential adverse impact of
telecommunications towers, antenna support structures and wireless communications facilities;
(b) To minimize the total number of towers and antennas within the community necessary to
provide adequate personal wireless services to residents of Milton;
(c) To locate telecommunications towers and antennas in areas where adverse impacts on the
community are minimized;
(d) To encourage the design and construction of towers and antennas to minimize adverse
visual impacts;
(e) To avoid potential damage to property caused by wireless communications facilities by
insuring that such structures are soundly and carefully designed, constructed, modified,
maintained, and removed when no longer used or when determined to be structurally unsound;
(f) To preserve those areas of significant scenic or historic merit;
(g) To facilitate implementation of a master siting Plan for the City of Milton;
(h) To promote and encourage the joint use of new and existing tower sites among service
providers;
(i) To enhance the ability of the providers of wireless communications services to deliver
such services to the community effectively and efficiently.
(j) To supersede article 19.4.7 and 19.3.1Sections 64-1801, 64-1592, and 64-1594 of the City
of Milton Zoning Ordinance.
(j) To be consistent with all overlay districts within the City, to the extent practicable and to
the extent not to conflict with this Ordinance.
Section 2: Severability
If any word, phrase, sentence, part, section, subsection, or other portion of this Ordinance or
any application thereof to any person or circumstance is declared void, unconstitutional, or
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invalid for any reason, then such word, phrase, sentence, part, section, subsection, or other
portion, or the prescribed Application thereof, shall be severable, and the remaining provisions of
this Ordinance, and all applications thereof, not having been declared void, unconstitutional, or
invalid, shall remain in full force and effect.
Section 3: Definitions
For the purposes of this Ordinance, and where not inconsistent with the context of a particular
section, the defined terms, phrases, words, abbreviations, and their derivations shall have the
meaning given in this section. When not inconsistent with the context, words in the present tense
include the future tense, words used in the plural number include words in the singular number,
and words in the singular number include the plural number. The word “shall” is always
mandatory, and not merely directory.
As used in this Ordinance, the following terms shall have the meanings ascribed below:
Abandonment - The intent to abandon or discontinue operations as evidenced by voluntary
conduct such as written notice to the City to stop using the facility or failure to use a wireless
telecommunications facility for a period of six months or more.
Accessory Facility or Structure - Means an accessory facility or structure serving or being used
in conjunction with the wireless telecommunications facilities, and located on the same property
or lot as the wireless telecommunications facilities, including but not limited to: utility or
transmission equipment storage equipment storage sheds or cabinets.
Accessory Use – A tower and/or antenna is considered a principal use if located on any lot or
parcel of land as the sole or primary structure, and is considered an accessory use if located on a
lot or parcel shared with a different existing primary use or existing structure.
Alternative tower structure - Means man-made trees, clock towers, bell steeples, light poles
and similar alternative-design structures, that in the opinion of the City Council, are compatible
with the natural setting and surrounding structures, and effectively camouflage or conceal the
presence of antennas or towers.
Antenna - Means a system of electrical conductors that transmit and/or receive electromagnetic
waves or radio frequency or other wireless signals. Such shall include, but not be limited to
radio, television, cellular, paging, Personal Telecommunications Services (PSC), microwave
telecommunications and services not licensed by the FCC, but not expressly exempt from the
City’s siting, building and permitting authority.
Antenna Array - means a single set or group of antennas and their associated mounting
hardware, transmission lines or other appurtenances which share a common attachment device
such as a mounting frame or mounting support.
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Applicant - means a person or entity submitting an application for a wireless
telecommunications facility, including the property owner, antenna support structure owner, and
any proposed tenants for the facility.
Attached Wireless Telecommunications Facility - means an antenna or antenna array that is
secured to an existing building or structure (except an antenna support structure) with any
accompanying pole or device which attaches it to the building or structure, together with
transmission cables, and an equipment cabinet, which may be located either on the roof or
inside/outside of the building or structure. An attached wireless telecommunications facility is
considered to be an accessory use to the existing principal use on a site.
Co-location - means a situation in which two or more wireless personal service providers place
a wireless telecommunications antenna or antennas and feed lines on a common antenna support
structure or other structure on which there is an existing antenna array.
Concealed - means a wireless telecommunications facility that is disguised, hidden, part of an
existing or proposed structure or placed within an existing or proposed structure, to include
antennas, ancillary structures, and utilities.
Coverage. The geographic area reached by an individual wireless telecommunications
facility installation.
Directional antenna - means an antenna or array of antennas designed to concentrate a radio
signal in a particular area.
Effective radio power (ERP) - The product of the antenna power input and the numerically
equal antenna power gain.
FAA - means the Federal Aviation Administration.
FCC - means the Federal Communications Commission.
Geographic Search Area (GSA). An area designated by a wireless provider or operator for a
new base station, produced in accordance with generally accepted principles of wireless
engineering.
Guy tower - means a tower supported, in whole or in part, by guy wires and ground anchors.
Height - See Structure Height
Historic Structures - Structures in Milton which have been formally designated as a Historic
Structure as designated by the City Historic Preservation Commission or Georgia Historic
Preservation Division of the Department of Natural Resources or the United States Department
of the Interior; have sufficient historic merit as determined by the City Council and the Historic
Preservation Commission so as to require preservation.
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Lattice tower - means a guyed or self-supporting, open frame structure that has three or four
sides used to support telecommunications equipment.
Low power mobile radio service telecommunications facility - means an unmanned facility
which consists of equipment for the reception, switching and transmission of low power mobile
radio service communications. Such facilities may be elevated, either building-mounted or
ground mounted; transmitting and receiving antennas; low power mobile radio service base
equipment; or interconnection equipment. The facility types include: roof and/or building
mounted facilities, freestanding low power mobile radio service facilities, and micro-cell or
repeater facilities.
Low power telecommunications facility - means an unmanned facility consisting of equipment
for the reception, switching and/or receiving of wireless telecommunications operating at 1,000
watts or less effective radiated power (ERP), including but limited to the following:
a. Point-to-point microwave signals.
b. Signals through FM radio transmitters.
c. Signals through FM radio boosters under 10 watts ERP.
d. Cellular, Enhanced Specialized Mobile Radio (ESMR), paging services and
Personal Communications Networks (PCN).
e. Private, low power mobile radio services which include industrial, land
transportation, emergency public safety and government, automatic vehicle
monitoring, personal mobile (CB’s) and HAM operators.
Low power telecommunications facility accessory building - means an unmanned building used
to house equipment related to a communications facility.
Low power commercial radio mobile network - means a system of low power commercial
telecommunications facilities which allows wireless conversation to occur from site to site.
Master Siting PlanExisting Tower Map - refers to the siting map developed prepared by staff
and approved by City Council to identify appropriate existing sites for the location ofwhere
wWireless transmission Telecommunications fFacilities are located as may be amended from
time to time. Such map may be derived from propriety information submitted by wireless
providers. (See Map 1)
Micro-cell - means a low power mobile radio service telecommunications facility used to
provide increased capacity in high call-demand areas or to improve coverage to weak areas.
Micro-cells communicate with the primary low power mobile radio service facility in a coverage
area via fiber optic cable or microwave. The typical coverage area for a micro-cell is a one-mile
radius or less.
Microwave antenna - means a dish-like antenna used to link communications sites by wireless
transmission of voice or data.
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Monopole - means a cylindrical self-supporting i.e. not supported by guy wires,
communications tower constructed of a single spire, used to support telecommunications
equipment.
Omni-directional antenna - means an antenna that is equally effective in all directions, the size
of which varies depending on the frequency and gain for which it is designed.
Ordinary Maintenance. The normal repair and maintenance of a Telecommunications Facility
without adding, removing or changing any components of a Telecommunications Facility.
Maintenance includes inspections, testing and modifications that maintain functional use,
aesthetic and structural integrity. Ordinary Maintenance includes replacing antennas and
accessory equipment on a like-for-like basis within an existing Telecommunications Facility,
strengthening the support structure’s foundation or of the support structure itself, and relocating
the antennas of approved Telecommunications Facilities to different height levels on an existing
monopole or tower upon which they are currently located.
Planning and Zoning - See Community Development.
Planning Commission - means the City of Milton Planning Commission.
Preexisting Towers and Preexisting Antennae mean any tower or antenna for which a building
permit or special use permit has been properly issued prior to the effective date of this ordinance,
including permitted towers or antennas that have not yet been constructed so long as such
approval is current and not expired.
Radiofrequency Engineer. An engineer specializing in electrical or microwave engineering,
especially the study of radio frequencies.
Repeater - means a low power mobile radio service telecommunications facility used to extend
coverage of cell areas to areas not covered by the originating facility.
Roof and/or building-mounted telecommunications facility - means a low power mobile radio
service wireless telecommunications facility in which antennas are supported entirely by a
building other than a building accessory to a telecommunications facility and do not significantly
change the profile of the existing structure and are not readily noticeable to the untrained eye.
Existing structures include buildings, water tanks, towers, and utility poles. Such facilities may
include micro-cell and/or repeater facilities.
Scenic View - A wide angle or panoramic field of sight that may include natural and/or manmade
structures and activities. A scenic view may be from a stationary viewpoint or be seen as one
travels along a roadway, waterway, or path. A view may be to a far away object, such as a
mountain, or a nearby object.
Screening - The use of design, existing buildings and structures, existing buffers and proposed
vegetation and color to obscure a wireless telecommunications facility.
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Separation - The vertical distance between one carrier’s antenna array and the antenna array of
another carrier.
Sectorized panel antennas - means an array of antennas, usually rectangular in shape, used to
transmit and receive telecommunications signals.
Siting - The method and form of placement of a wireless telecommunications facility on a
specific area of a property.
Stealth Technology Installation Means man-made trees, clock towers, bell steeples, light poles
and similar alternative-design structures, that in the opinion of the City Council, are compatible
with the natural setting and surrounding structures, and effectively camouflage or conceal the
presence of antennas or towers.
- A telecommunications facility or wireless telecommunications facility that, when installed at
or on an existing structure, does not significantly change the profile of the existing structure and
is not readily noticeable to the untrained eye.
EXAMPLES OF STEALTH TECHNOLOGY
Flagpole Silo Pine Tree
Structure Height - means the distance measured vertically from the average ground elevation
adjacent to the structure being measured to the highest point when positioned for operation. The
height of a tower includes the height of any antenna positioned for operation attached to the
highest point on the tower.
Technically Feasible and Viable means capable of being provided through technology which
has been demonstrated in actual applications (not simply through tests or experiments) to operate
in a workable manner.
Telecommunications Facility - means a telecommunications tower, monopole tower, antenna
or any and all buildings, structures, or other supporting equipment used in connection with a
telecommunications tower, monopole tower, or antenna.
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Source: www.cdc.gov/niosh
Tower - means any structure designed primarily for the purpose of supporting one or more
antennas used for transmitting or receiving analog, digital, microwave, cellular, telephone,
personal wireless service or similar forms of electronic communication, including self-
supporting lattice towers, guy towers or monopole towers constructed as a free-standing structure
or in association with a building or other permanent structure. Towers include radio and
television transmission towers, microwave towers, common-carrier towers, cellular and digital
telephone towers, alternative tower structures, and the like.
Whip antenna - means an antenna that is cylindrical in shape. Whip antennas can be directional
or omni-directional; size varies with the frequency and gain for which they are designed.
Wireless Service Provider- Any private or public entity engaged in the transfer of information
over a distance without the use of electrical conductors.
Wireless Telecommunications Facility (WTF) - A staffed or unstaffed commercial facility for
the transmission and/or reception of radio frequency signals, or other wireless communications,
and usually consisting of an antenna or groups of antennas, transmission cables and equipment
enclosures, and may include an antenna support structure. The following non-exclusive list shall
be considered a wireless telecommunications facility: new and existing antenna support
structures, replacement antenna support structures, collocations on existing antenna support
structures, attached wireless telecommunications facilities and concealed wireless
telecommunications facilities. Also see Telecommunications Facility
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WTF - See Wireless Telecommunications Facility.
Section 4: Applicability.
All new wireless towers and antennas shall be subject to the regulations contained within this
article except as provided in subsections a-c, inclusive:
(a) Public Property. Towers or antennas on public property approved by the City Council.
Nothing in this article shall be read to prohibit a government owned tower from being located at
a specific site when the tower is required to protect the public welfare or safety.
(b) Amateur Radio; Receive-Only Antennas. This ordinance shall not govern any amateur
radio tower, or the installation of any antenna, that is under sixty (60) feet in height and is owned
and operated by a federally-licensed amateur radio station operator or is used exclusively for
receive only antennas.
(c) Pre-Existing Towers and Antennas. Any tower or antenna for which a permit has been
properly issued prior to the effective date of this ordinance shall not be required to meet the
provisions of this ordinance, other than the requirements of Section 7. Any such towers or
antennae shall be referred to in this ordinance as "preexisting towers” or “preexisting antennae.”
However, in the event a preexisting tower or antennae ceases to function, then the subject tower,
antennae and related equipment shall be removed from the subject property within ninety (90)
days.
Section 5: General Requirements.
(a) An application for a Telecommunications Facility Permit shall be required for the
construction or placement of all new wWireless Telecommunications transmission fFacilities and
new co-location facilities, antennas or towers within the City limits. Telecommunications
Facility Permits shall be reviewed by the Mayor and City Council in accordance with the
standards set forth in this Chapter. Approval of any application for the construction of a tower or
placement of an antenna shall be based on consideration of the following factors:
(1) Demonstrated need for Pproximity to residential structures and residential district
boundaries;
(2) T Demonstrated need for the proposed height of the tower;
(3) NMinimal impact on the ature of uses on of adjacent properties;
(4) Surrounding topography, tree coverage and foliage that buffer the potential visual
impact of the Telecommunications Facility;
(5) Design of the facility, with particular reference to design characteristics which
have the effect of reducing or eliminating visual obtrusiveness;
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(6) Proposed ingress and egress;
(7) Availability of suitable existing towers, other structures, or alternative/emerging
technologies (microcells) not requiring the use of towers or structures.
(8) Demonstrated need for the Ttelecommunications Ffacility at the specified site.
(9) Utilization of Consistency with With reference to the City of Milton Master
Siting PlanExisting Tower Map, as amended.
(b) All applications submitted to the Community Development Department shall include a
complete inventory of the applicant’s existing wWireless transmission Telecommunications
fFacilities including towers and receivers/transmitters located within the City of Milton or and a
one-half mile radius surrounding the Ccity limits, including each asset’s location (plane
coordinates), height and co-location usage or capabilities, and any special design features. The
City shall utilize such information, subject to any restrictions on disclosure requested by the
applicant, to promote co-location alternatives for other applicants.
(c) At the time of filing the application for construction or placement of a wWireless
transmission Telecommunications fFacility or antenna, the applicant shall provide a site plan and
information regarding tower or accessory structure location, neighboring uses and proposed
landscaping as described below. Additional documentation to be submitted with the site plan
and certified by an experienced radio frequency engineer shall delineate coverage and
propagation zones, identify type of antenna and mounting location, specify type of band
currently in use, and state co-location capabilities.
(1) The scaled site plan shall clearly indicate the location, type and height of the
proposed tower or accessory structure to be utilized, on-site land uses and zoning,
adjacent land uses and zoning including proximity to historic or scenic view
corridors, adjacent roadways, proposed means of access, setbacks from property
lines, elevation drawings of the proposed tower, accessory structure and any other
structures, topography, existing streams, wetlands and floodplains, parking, and
other information deemed necessary by the Community Development Director to
demonstrate the need for the proposed facility or assess compliance with this
ordinance.
(2) Legal description of the parent tract and leased parcel (if applicable).
(3) A study including a definition of the area of coverage, capacity and radio
frequency goals to be served by the antenna or tower and the extent to which such
antenna or tower is needed for coverage and/or capacity. The study shall include
all adjoining planned, proposed, in-service or existing sites owned by the
applicant or others and a color propagation study demonstrating the existing
coverage of all Wireless Telecommunications Facilities owned and proposed by
the applicant within the GSA. The study shall also demonstrate that the proposed
height is the minimum necessary to achieve the required coverage. The study
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shall bear the signature and seal of a Professional Engineer licensed in GeorgiaA
professional engineer stamp shall also be required for the study.If a capacity issue
is involved, include an analysis of the current and projected usage in the service
area.
(4) The setback distance between the proposed wireless Telecommunications
transmission fFacility and the nearest residential unit or residentially used
structure.
(5) When requesting a permit for a new Telecommunications Facility greater than
one hundred (100) feet in height on property which is located adjacent to
residentially zoned property, written certification and technical analysis of why a
similar structure at a height of less than one hundred (100) feet cannot be used.
Documentation shall include a propagation study of the proposed site with a
Telecommunications Facility less than one hundred (100) feet.
(65) Certification that the Wireless Telecommunications Facility, the foundation and
all attachments are designed and will be constructed to meet all applicable and
permissible local codes, ordinances, and regulations, including any and all
applicable County, State and Federal Laws, rules, and regulations, including but
not limited to the most recent editions of the National Electrical Safety Code and
the National Electrical Code, as well as accepted and responsible workmanlike
industry practices and recommended practices of the National Association of
Tower Erectors. Structural integrity analysis shall be provided where antennas
and equipment will be attached to an existing structure. Such certification and
structural integrity analysis shall bear the signature and seal of a Professional
Engineer licensed in the Georgia.
(67) Landscaping shall be designed in such a way as to preserve existing mature
growth and to provide in the determination of the City Design Review Board, a
suitable buffer of plant materials that mitigates the view of the
Ttelecommunications fFacility and accessory structures from surrounding
property within 90 days.
(8) Written documented, detailed analysis of the impact of the proposed
Telecommunications Facility addressing the factors specified in Section 5(a).
(9) Evidence of compliance with applicable FAA requirements under 14 C.F.R. s. 77,
as amended, which may be a copy of the FAA Notice of Proposed Construction or
a written statement prepared and signed by a professional airspace safety
consultant; and
(10) Copies of the National Environmental Policy Act (NEPA) and the State Historic
Preservation Office (SHPO) reports for the proposed Telecommunications
Facility.
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(11) Copy of the FCC License applicable for the intended use of the facility.
(d) Each application shall be accompanied by a fee in accordance with the fee schedule
published by the Cityof one thousand dollars ($1000.00) to offset the costs associated with
processing such application. In addition, applicants shall be responsible for independent
engineering or consulting costs incurred by the City which exceed such fee up to an additional
two seven thousand five hundred dollars ($27,5000.00), if requested by the City. The applicant
shall be responsible for additional fees throughout the process as described further within this
ordinance. All fees are subject to change as amended by the Mayor and City Council by
resolution.
(e) Landscaping plans and the design and placement of the Telecommunications wireless
transmission fFacility on an approved site shall require review and approval of the City Design
Review Board prior to issuance of a building permit to insure architectural and aesthetic
compatibility with the surrounding area within 90 days.
(f) Prior to issuance of a building permit, compliance with Section 106 of the National Historic
Preservation Act, 16 U.S.C. § 461 et. seq. shall be demonstrated. (See Appendix 1)
(g) In approving any application, the Director of Community Development, City Design
Review Board, Planning Commission or Council may impose additional conditions to the extent
determined necessary to minimize adverse effects on adjoining properties.
Section 6: Development Requirements for Towers.
(a) Towers may be located only in the following zoning districts subject to the restrictions and
standards contained herein:
O-I Office and Institutional District
C-1 or C-2 Commercial District
M-1, M-2 or M-1A Industrial District
AG-1 Agricultural District
A or AL Apartment District or Apartments Limited
(b) No new wireless transmission Telecommunications fFacilities shall be located within 2
3,500 feet of any preexisting wireless transmission telecommunications site unless such new
facility is concealed through use of alternative tower stru ctures or is otherwise camouflaged, a
Stealth Technology Installation and a concurrent variance is granted by the City of Milton Mayor
and City Council.
(c) All applicants seeking to erect a tower must demonstrate that no alternative location and no
existing tower or structure can accommodate the proposed antenna(s). Evidence of an
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engineering nature shall be documented by the submission of a certification by an engineer
registered in the state of Georgia. Such evidence may consist of the following:
1. No existing towers or structures are located within the geographic area required to
meet applicant’s engineering requirements.
2. No existing structure is of sufficient height to meet the applicant’s engineering
requirements.
3. No existing tower or structure has sufficient structural strength to support
applicant’s proposed antenna(s) and related equipment.
4. Applicant’s proposed antenna(s) would cause electromagnetic interference with
the antenna(s) on the existing tower or structure.
5. All alternative properties in the GSA for the construction of a new
Telecommunications Facility that are potential alternatives to the proposed
location are either unacceptable or infeasible due to technical or physical reasons.
56. Such other limiting factor(s) as may be demonstrated by the applicant and verified
by an engineer of the City's choosing.
(d) Setbacks: Setbacks for towers and above-ground transmission facilities shall be as
follows:
1. All transmission Telecommunications fFacilities, including Stealth Technology
Installations, except buried portions, shall be set back from all adjoining
properties zoned non-residential a distance equal to the height of the proposed
telecommunications tower. the underlying setback requirement in the applicable
zoning district.
2. When a Telecommunications Facility or Stealth Technology Installation tower is
adjacent to a residential use or residential zoning, the tower and entire
transmission f facility must be set back from the nearest residential lot property
line a distance equal to one and one-half times the height of the tower.
3. Roof and/or building-mounted telecommunications facilities are exempt from the
setback standards of this subsection but are not exempt from the setbacks for the
zoning districts in which they are located.
(e) Unless otherwise specified by Community Development Staff and the City Design Review
Board, towers and above ground equipment shelters shall be enclosed by a black vinyl clad chain
link security fencing not less than 6 feet in height and shall be equipped with an appropriate anti-
climbing device. Said fencing shall be surrounded by a minimum 20-foot wide landscape strip
planted to buffer standards unless the City of Milton Arborist determines that existing plant
materials are adequate.
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(f) All new towers in excess of 100 feet which do not incorporate alternative design features
must meet the following maximum heights and be designed and built in a manner that allows
other entities to co-locate on the structure using the following guidelines:
MAXIMUM TELECOMMUNICATIONS TOWER HEIGHTS
Zoning District Two Users Three Users Four
Users
O-I 120’ 150’ 150’
C-1/C-2/M-1/M-1A/
M-2/A/AL/AG-1
120’ 150’ 150’
(g) All towers and their related structures shall maximize the use of building materials, colors,
textures, screening and landscaping that, in the opinion of the City Design Review Board and
Community Development Staff, effectively blend the tower facilities within the surrounding
natural setting and built environment. Where appropriate, towers shall be painted so as to reduce
their visual obtrusiveness, subject to any applicable standards of the Federal Aviation
Administration (FAA).
(h) Roof top antennas and associated structures shall not project more than 10 feet above roof
lines.
(i) The structure shall comply with applicable state and local statutes and ordinances,
including, but not limited to, building and safety codes. Structures which have become unsafe or
dilapidated shall be repaired or removed pursuant to applicable state and local statutes and
ordinances.
(j) Telecommunications Facilities shall not be artificially lighted except to assure human
safety or as required by the Federal Aviation Administration (FAA).
(k) Structures shall be designed and constructed to ensure that the structural failure or collapse
of the tower will not create a safety hazard to adjoining properties, according to applicable
Federal Standards which may be amended from time to time.
(l) Structures shall not be used for advertising purposes and shall not contain any signs for the
purpose of advertising. Telecommunications Facilities or telecommunications support structures
shall contain a sign no larger than four (4) square feet in order to provide adequate notification to
persons in the immediate area of the presence of an antenna that has transmission capabilities
and shall contain the name(s) of the owner(s) and operator(s) of the antenna(s) as well as
emergency phone number(s). The sign shall be on the equipment shelter or cabinet of the facility
and be visible from the access point of the site. The sign shall not be lighted, unless applicable
law, rule or regulation requires lighting
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(m) A telecommunication facility that ceases operation for a period of 12 consecutive months
shall be determined to have terminated and shall be removed within 90 days of termination at the
property owner’s expense. It shall be the duty of both the property owner and the tower owner to
notify the city in writing of any intent to abandon the use of the tower. A more elaborate version
of this subsection appears in Section 8, “Maintenance of Facilities,” subsection (d)
(mn) Communication facilities shall not be located in 100-year flood plain or delineated
wetlands.
(no) All guy wires must be anchored on site and outside of right-of-way and outside minimum
building setback.
(op) Structures not requiring FAA painting/marking shall have either a galvanized finish or be
painted a dull blue, green, gray, or black finish.
(pq) Line-of-Sight Analysis. The applicant shall provide a line-of-sight analysis, including
elevation views of the proposed facility. The analysis shall include a description of natural and
man-made features that affect the buffering of the potential visual impact of the structure.
(q) Photo Simulations. The applicant shall provide photo-simulated post-construction
renderings of the completed proposed antenna support structure, equipment compound and/or
equipment cabinets, ancillary structures, and landscaping.
(1) The views shall incorporate before and after scenarios, a scaled color image of
the proposed type of facility, an aerial map with the location of the selected
views, and a description of the technical approach used to create the photo
simulations. The simulations shall include a minimum of four vantage points
(north, south, east, and west) from two hundred (200) feet away from the base
location of the tower from the east, west, north, and south.
(2) The Mayor and City Council and the City Design Review Board may require
the Applicant to provide other pictorial representations from other viewpoints,
including but not limited to the view from state highways and other major
roads; state and local parks; other public lands; historic districts; preserves and
historic sites normally open to the public; and from any other location where
the site is visible to a large number of visitors, travelers or residents.
(r) “Balloon Test.” The applicant shall hold a “balloon test” prior to the public hearing on
the application meeting the following requirements:
(1) The Applicant shall arrange to fly, or raise upon a temporary mast, a brightly
colored balloon, which is a minimum of a three (3) foot in diameter and a
minimum of a ten (10) foot in length at the maximum height of the proposed
Telecommunications Facility.
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(2) The dates, (including a second date, in case of poor visibility on the initial
date) times and location of this balloon test shall be advertised by the
Applicant seven (7) and fourteen (14) days in advance of the first test date in a
newspaper with a general circulation in the City. The Applicant shall inform
the Director, in writing at least fourteen (14) days in advance, of the dates and
times of the test. In addition, property owners of properties located within
1,500 feet of the boundary of the property on which the monopole or tower is
proposed to be located shall be notified two (2) weeks in advance of the
balloon test.
(3) The balloon shall be flown for at least four consecutive hours sometime
between 7:00 am and 4:00 PM on the dates chosen. The primary date shall be
on a weekend, but in case of poor weather on the primary date, the secondary
date may be on a weekday. Pictures shall be taken of the balloon from
approximately two hundred (200) feet away from the base location of the
balloon from the east, west, north, and south.
(s) Protection of scenic views. The Mayor and City Council and the City Design Review
Board shall determine the likely visual impact of any proposed tTelecommunications fFacility or
tower and may require balloon tests, photographs, simulations, and any other necessary, helpful
and relevant information. Based on the information presented, the above mentioned entities may
designate an alternative location for the facility or tower or may request a redesign in order to
minimize the visual impact on the scenic character and beauty of the area. In determining
whether or not a facility or tower would have an undue adverse visual impact and when setting
conditions in the permit, they shall consider:
1. The period of time during which it would be viewed by persons traveling on
roads and/or highways;
2. The frequency with which persons traveling on roads and/or highways will view
the facility;
3. The degree to which it will be screened by existing vegetation, the topography
of the land, and existing structures;
4. Background features that will either obscure it or make it more conspicuous;
5. Its distance from key vantage points and the proportion of it which will be
visible above the skyline or tree line;
6. The number of members of the traveling public or residents who will be affected
by the alteration of the scenic character and beauty of the area;
7. The sensitivity or unique value of the particular view affected by it; and
8. Significant disruption of a viewshedview shed that provides context to a
historic structure or scenic view.
Section 7: Approval Process.
(a) Subject to certification by the Director of Community Development of compliance with the
general requirements and standards enumerated herein and with the consent of Council, the
following uses are subject to expedited approval, which shall be defined as approval within sixty
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(60) days of receiving applications, supporting engineering certifications and lease approval, if
any, without the necessity of public hearing:
.
1. Installing a roof and/or building-mounted telecommunications facility an antenna
on an existing structure, so long as said installation is considered to be a stealth
technology installation that does not significantly change the profile of the
existing structure and so that the installation is not readily noticeable to the
untrained eye. Such installations including cables leading to the antennas shall be
painted to match the paint and colors on the existing structure and shall not
protrude from the existing structure in a noticeable fashion.
2. Co-location by installing an antenna on any existing tower or alternative tower
structure.
3. Replacing an existing tower with a new tower designed to accommodate two or
more users so long as such new tower does not exceed the height limitations of
section 5 (f) above and setback requirements of this ordinance are met. After the
replacement tower is built, only one tower shall remain on such site. Support
equipment shall, where technically feasible, be located underground.
5. Locating any alternative tower structures provided accessory structures are
located underground, where technically feasible, or otherwise incorporated into
the alternative structure.
If the City Council determines that any application does not meet the general
application requirements, development requirements and/or standards enumerated
herein, or such application conflicts with the Master Siting Plan, approval of the
application shall be denied provided substantial evidence exists to support such
denial. Any aggrieved party may appeal the denial to the Fulton County Superior
Court. For purposes of this section, an aggrieved party is one who demonstrates
that his or her property will suffer special damage as a result of the decision
complained of rather than merely some damage that is common to all property
owners and citizens similarly situated.
(b) If the proposed tower or antenna is not included under the above described expedited
approval uses, or the application does not on its face satisfy the development standards and other
criteria specified herein, then a public hearing before the Mayor and Council and Planning
Commission shall be required for the approval of the construction of a wireless transmission
Telecommunications fFacility in all zoning districts.
Applicants shall apply for two (2) public hearings, one before the Planning Commission
and the Mayor and City Council through the Community Development Department and pay the
17
fee for such review in accordance with the fee schedule published by the City the required one
thousand dollar ($1,000.00) fee at such time. The applications shall also go before the City
Design Review Board for its review prior to the Planning Commission meeting. Applications,
when complete, shall be placed on the next available agenda of the Planning Commission and
Mayor and Council at which zoning matters are considered. At least thirty (30) days prior to any
scheduled hearing, the Community Development Department shall cause a sign to be posted on
the property and the publication of a public notice in a newspaper of general circulation. Said
notice shall state the nature of the application, street location of the proposal and height of the
proposed structure as well as the time, date and location of each hearing. The Community
Development Department shall also give similar notice by regular mail to all property owners
and/or current residents within five hundred feet (500’) of the subject property.
Before approving an application, the governing authority may impose conditions to the
extent necessary to buffer or otherwise minimize any adverse effect of the proposed tower on
adjoining properties. The factors considered in granting such a permit include those enumerated
in Sections 4 and 5 above. The Mayor and Council may waive one or more of these criteria, if,
in their discretion doing so will advance the goals of this article as stated in Section 2 above.
If the City Council determines that any application does not meet the general application
requirements, development requirements and/or standards enumerated herein, or such application
conflicts with the Master Siting Plan, approval of the application shall be denied provided
substantial evidence exists to support such denial. Any aggrieved party may appeal the denial to
the Fulton County Superior Court. For purposes of this section, an aggrieved party is one who
demonstrates that his or her property will suffer special damage as a result of the decision
complained of rather than merely some damage that is common to all property owners and
citizens similarly situated.
Approved applications shall be valid for expire one (1) year from the date of the approval
by the Mayor and Council .unless the property owner makes substantial progress toward the
completion of on-site construction depicted on the site plan. Substantial progress shall have been
demonstrated when, within one year of the date of the issuance of the Telecommunications
Facility Permit, the Director of Community Development Department determines that
continuous, observable progress is being made to completion according to an approved
construction schedule.
Section 8: Maintenance of Facilities.
(a) All wireless transmission Telecommunications fFacilities and related landscaping shall be
maintained by the facility owner in good condition, order, and repair so that they shall not
endanger the life or property of any person, nor shall they be a blight upon the property as
determined by the Community Development Director.
(b) All maintenance or construction on wireless transmission Telecommunications fFacilities
shall be performed by persons employed by or under contract to the owner between the hours of
18
8:30 a.m. and 5:30 p.m. Monday through Friday except in cases of emergency or when an after-
hours permit is obtained pursuant to the City of Milton Noise Ordinance. Access to facilities on
City owned property shall be determined on a case-by-case basis by the department responsible
for such property. The hours of access to City sites shall not exceed those specified above.
Persons may not be present on site unless performing construction or maintenance at such site.
(c) (c) The owner or user of any new or existing tTelecommunications fFacility shall be
required to register and obtain a “Telecommunications Operating License” from the
Community Development Department on or before July 31 each calendar year.submit a
“Facility in Use Certification” annually to the Community Development Department. The
Telecommunications Operating License application shall be on such forms as may be
prepared by the Community Development Department. No Telecommunications
Operating License application shall be considered by the Community Development
Department until it is complete and accompanied by all necessary documents, papers,
proof of liability insurance, and other evidence of eligibility as may be set forth or
otherwise required by the application. All telecommunications towers, each antenna
located thereon, on a rooftop or other location, shall each obtain a separate license, paying
a separate fee for each such license. A license is not transferable or assignable.
(1) A Telecommunications Operating License or application therefor under this article
may be denied, suspended or revoked only if one or more of the following exists:
i. The applicant or licensee has failed to obtain any certificate, approval, or
document necessary as may be required by any office, agency or department of
the City, County, State or United States under authority of any law, ordinance or
resolution of the City, County, State or United States.
ii. The applicant or licensee has supplied false information to the operating permit
officer or the governing authority.
iii. The applicant or licensee has violated any City, County, State or Federal law, or
any ordinance or resolution regulating the telecommunications tower and
antenna.
iv. The applicant or licensee has failed to pay any fee required under this article,
has failed to make a return or pay a tax due to the Fulton County Tax
Commissioner in connection with its business or any predecessor business (to
include, without limitation, occupational tax or real or personal property ad
valorem tax); provided, however, that a Telecommunications Operating License
may not be denied, suspended or revoked under this article with respect to ad
valorem taxes (whether real or personal property) (i) due in the current calendar
year; (ii) presently the subject of lawful appeal; or (iii) not collectible by virtue
of duly enacted statute, ordinance, or other law. For purposes of this subsection
(c)(4), a predecessor business (whether a sole proprietorship, corporation,
partnership, or other entity) shall be a business engaged in substantially the
same or related business as the applicant and from whom the applicant acquired
title to or possession of a substantial portion of its business property, either
directly or indirectly, whether real or personal, and for which taxes are
outstanding.
19
v. There are conditions on the premises or in the business operations conducted
thereon that endanger public health or safety.
vi. The Telecommunications Facility and/or property have not been adequately
maintained according to the standards of this Chapter, including painting,
landscaping, screening, and fencing.
vii. The applicant or licensee fails to cooperate with any officer, agent or employee
of the City who is authorized or directed to inspect the premises used for or in
connection with a telecommunications tower or antenna.
viii. A new owner of an existing Telecommunications Facility fails to submit a
license application and license fee when any change of ownership occurs.
(c)(d) Any antenna or tower that is not operated for a continuous period of twelve (12)
months or is not properly maintained shall be considered abandoned, and the owner of
such antenna or tower shall remove same and any structures housing supporting
equipment within ninety (90) days of receipt of notice from the governing authority of
such abandonment. If such antenna or tower is not removed or returned to good condition
within said ninety (90) days, the governing authority may remove such antenna or tower
at the owner’s expense and a lien shall be placed upon the property.
Section 9: Waiver of Requirements.
No exception, waiver or variance to the conditions and requirements contained herein shall be
granted unless expressly provided for in this ordinance, or the Mayor and Council find that the
proposed tower or wireless transmission Telecommunications fFacility is necessary and essential
to providing the wireless service.
Section 10: Facilities Lease.
The City Council may approve facilities leases for the location of wireless transmission
Telecommunications fFacilities and other telecommunications facilities upon City owned
property. Neither this section, nor any other provision of this article shall be construed to create
an entitlement or vested right in any person or entity of any type.
Section 11: Lease Application.
Any person that desires to solicit the City's approval of a facilities lease pursuant to this Article
shall file a lease proposal with the City’s Community Development Department which, in
addition to the information required by Section 4, shall include the following:
a. A description of the wireless transmission Telecommunications fFacilities or
other equipment proposed to be located upon City property;
20
b. A description of the City property upon which the applicant proposes to locate
wireless transmission Telecommunications fFacilities or other equipment;
c. Preliminary plans and specifications in sufficient detail to identify:
1) The location(s) of existing wireless transmission or telecommunications
facilities or other equipment upon the City property, whether publicly or
privately owned.
2) The location and source of electric and other utilities required for the
installation and operation of the proposed facilities.
d. Accurate scaled conceptual drawings and diagrams of sufficient specificity to
analyze the aesthetic impacts of the proposed wireless transmission
Telecommunications fFacilities or other equipment;
e. Whether the applicant intends to provide cable service, video dial tone service or
other video programming service from the facility, and sufficient information to
determine whether such service is subject to cable franchising;
f. An accurate map showing the location of any wWireless transmission or
Ttelecommunications fFacilities in the City that applicant intends to use or lease;
g. A landscaping bond in an amount to be determined by the Ccity arborist;
h. Such other and further information as may be requested by the City; and
i. An application fee for lease negotiation in accordance with the fee schedule
published by the Cityin the amount of $250.00.
Section 12: Determination by the City.
Recognizing that the City is under no obligation to grant a facilities lease for the use of City
property, the City shall strive to consider and take action on applications for facilities leases
within 60 days after receiving a complete application for such a lease. When such action is taken,
the City shall issue a written determination granting or denying the lease in whole or in part,
applying the standards set forth below, or any other such criteria as the Mayor and City Council
may choose to apply. [We would recommend removal of this section]
If the lease application is denied, the determination shall include the reason for denial following
review of these factors:
The capacity of the City property and public right-of-ways to accommodate the applicant's
proposed facilities.
21
The capacity of the City property and public right -of-ways to accommodate additional utility and
wWireless transmission or tTelecommunications fFacilities if the lease is granted.
The damage or disruption, if any, of public or private facilities, improvements, service, travel or
landscaping if the lease is granted.
The public interest in minimizing the cost and disruption of construction upon City property and
within the public ways.
The service that applicant will provide to the community and region. The effect, if any, on public
health, safety, and welfare if the lease requested is approved. The availability of alternate
locations for the proposed facilities.
Whether the applicant is in compliance with applicable federal and state telecommunications
laws, regulations and policies, including, but not limited to, the registration requirements
administered by the Georgia Public Service Commission.
The potential of radio frequency and other interference with existing public and private
telecommunications or other facilities located upon the City property.
The potential for radio frequency and other interference or impact upon residential, commercial,
and other uses located within the vicinity of the City property.
Recommendations of the Public Works Department with respect to maintenance and security of
water towers.
Such other factors, such as aesthetics, as those factors may impact the community.
The maximization of co-location opportunities with other similar uses.
Section 13: Agreement.
No facilities lease shall be deemed to have been granted hereunder until the applicant and the
City have executed a written agreement setting forth the particular terms and provisions u nder
which the lessee has been granted the right to occupy and use the City property.
Section 14: Nonexclusive Lease.
No facilities lease granted under this Article shall confer any exclusive right, privilege, license,
or franchise to occupy or use City p roperty for delivery of telecommunications services or any
other purposes nor shall approval of a lease entitle the applicant to a permit to construct or place
a wWireless transmission Telecommunications facility.
Section 15: Term of Facilities Lease.
22
Unless otherwise specified in a lease agreement, a facilities lease granted hereunder shall be
valid for a term of up to five (5) years, with the lessee granted a maximum of three (3) five (5)
year renewal options which options shall also be subject to approval of Council. The term of any
such agreement shall not exceed twenty (20) years.
Section 16: Rights Granted.
No facilities lease granted under this Article shall convey any right, title or interest in the City
property, but shall be deemed a license only to use and occupy the City property for the limited
purposes and term stated in the lease agreement. Further, no facilities lease shall be construed as
any warranty of title.
Section 17: Interference with Other Users.
No facilities lease shall be granted under this Article unless it contains a provision which is
substantially similar to the following:
The City has previously entered into leases with other tenants for their equipment and
wWireless transmission tTelecommunications fFacilities. Lessee acknowledges that the City is
also leasing the City property for the purposes of transmitting and receiving telecommunication
signals from the City property. The City, however, is not in any way responsible or liable for any
interference with lessee's use of the City property which may be caused by the use and operation
of any other tenant's equipment, even if caused by new technology. In the event that any other
tenant's activities interfere with the lessee's use of the City property, and the lessee cannot work
out this interference with the other tenants, the lessee may, upon 60 days notice to the City,
terminate this lease and restore the City property to its original condition, reasonable wear and
tear excepted. The lessee shall cooperate with all other tenants to identify the causes of and work
towards the resolution of any electronic interference problem. In addition, the lessee agrees to
eliminate any radio or television interference caused to City-owned facilities or surrounding
residences at lessee's own expense and without installation of extra filters on City-owned
equipment. Lessee further agrees to accept such interference as may be received from City
operated telecommunications or other facilities located upon the City property subject to t his
lease.
Section 18: Ownership and Removal of Improvements.
No facilities lease shall be granted under this Article unless it contains a provision which states
that all buildings, landscaping, and all other improvements, except telecommunications
equipment, shall become the property of the City upon expiration or termination of the lease. In
the event that the City requires removal of such improvements, such removal shall be
accomplished at the sole expense of the lessee and completed within 90 days after receiving
notice from the City requiring removal of the improvements. In the event that wWireless
Ttelecommunications transmission fFacilities or other equipment are left upon City property
after expiration or termination of the lease, they shall become the property of the City if not
removed by the lessee upon 30 days written notice from the City.
23
Section 19: Compensation to the City.
(a) Each facilities lease granted under this Article is subject to the City's right, which is expressly
reserved, to annually fix a fair and reasonable compensation to be paid for the rights granted to
the lessee; provided, nothing in these sections shall prohibit the City and a lessee from agreeing
to the compensation to be paid. Such compensation shall be payable in advance of the effective
date of the lease and on or before January 31 of each calendar year. Any payments received after
the due date shall include a late payment penalty of 2% of the annual rental fee for each day or
part thereof past the due date. The compensation shall be negotiated by the City Manager or
designee, subject to the City Council’ s final approval, based on the following criteria:
(1) Comparable lease rates for other public or private property;
(2) In the case land is leased, an appraisal opinion upon which the land and air space is rented;
(3) If structure of another user is involved, any amount needed to reimburse that user; in addition
to the above;
(4) A yearly escalator rate commonly used in comparable leases.
(5) The additional rent such structure may generate if leased to additional users. (The City
should be entitled to rent as a result of a sublease).
(6) Additional fees or charges may be established by the City to cover actual costs of processing
the application, including engineering review, inspection and appraisal cost, legal, administration
of the agreement, providing on-site services, and/or other direct or indirect costs.
Section 20: Amendment of Facilities Lease.
Except as provided within an existing lease agreement, a new lease application and lease
agreement shall be required of any telecommunications carrier or other entity that desires to
expand, modify, or relocate its telecommunications facilities or other equipment located upon
City property. If ordered by the City to locate or relocate its telecommunications facilities or
other equipment on the City property, the City shall grant a lease amendment without further
application. Such amendment must be approved by Council.
Section 21: Renewal Application.
A lessee that desires to exercise a renewal option in its facilities lease under this Article shall, not
more than one hundred eighty (180) days nor less than one hundred twenty (120) days before
expiration of the current facilities lease term, file an application with the City for renewal of its
facilities lease which shall include the following:
a. The information required pursuant to Section 12 of this Article;
24
b. Any information required pursuant to the facilities lease agreement between the
City and the lessee;
c. A report certified by a radio frequency engineer that the site is in compliance with
current FCC radio emission standards.
d. All deposits or charges required pursuant to this Article; and
e. An application fee which shall be set by the City Council as referenced in this
ordinance or as amended from time to time by resolution.
Section 22: Renewal Determination.
Recognizing that the City is under no obligation to grant a renewal of a facilities lease for the
use of City property, the City shall strive to consider and take action on applications for renewal
of such leases within 60 days after receiving a complete application for such a lease renewal.
When such action is taken, the City shall issue a written determination granting or denying the
lease renewal in whole or in part, applying the standards set forth below, or any other such
criteria as the City Council may choose to apply.
If the renewal application is denied, the written determination shall include the reason for denial;
such denial may be made after review of these factors or on other grounds as determined by
Mayor and Council:
The financial and technical ability of the applicant.
The legal ability of the applicant.
The continuing capacity of the City property to accommodate the applicant's existing facilities.
The applicant's compliance with the requirements of this Article and the lease agreement.
Applicable federal, state and local telecommunications laws, rules and policies.
Continued need for the facility in light of technological advances and current industry standards.
Such other factors as may demonstrate that the continued grant to use the City property will
serve the community interest.
Section 23: Obligation to Cure as a Condition of Renewal.
No facilities lease shall be renewed until any ongoing violations or defaults in the lessee's
performance of the lease agreement, or of the requirements of these sections, have been cured, or
a plan detailing the corrective action to be taken by the lessee has been approved by the C ity. In
no event shall a facilities lease be renewed if lessee fails to cure.
25
MAP 1 – Master Siting Existing Tower MapAppendix 1
26
[Cell Towers.gtrs.FINAL.061610]
City of Milton
13000 Deerfield Parkway, Suite 107 Milton, GA 30004
1
To: Honorable Mayor and City Council Members
From: Lynn Tully, AICP, Community Development Director
Date: June 23, 2010, Submitted for the July 7, 2010, City Council
Regular Meeting for First Reading.
Agenda Item: Text Amendment to replace in its entirety Chapter 60, Vegetation, Article II., Tree
Preservation of the City of Milton Code of Ordinances
CMO (City Manager’s Office) Recommendation:
The Mayor and City Council to hear and approve the attached text amendment, Chapter 60,
Vegetation, Article II., Tree Preservation of the City of Milton Code of Ordinances replacing the
existing text in its entirety.
Background:
In 2008, a committee was formed and charged to review the current Tree Protection Ordinance
and to fashion recommendations necessary to ensure that the rural character and aesthetic
nature of the City of Milton is maintained. This committee was appointed by the Mayor and the
City Council to work along with staff to develop an ordinance to protect one of our most
prominent natural resources – our trees.
The committee received input from our local Georgia Forester and a local tree service company
representative as well as comments from other municipal agents, both locally and from other
regions. Many other municipalities have similar concerns and issues; however, there is no one
template than can be applied from one city to the next. Creating a customized solution was
more difficult than expected.
There was much review and discussion regarding the ordinance currently in place, and what
was working and what was not. One area of concern was the loss of trees not only via
development but also thru private companies and individuals. At this present time, with a slow
economy, developers are not doing as much work; therefore, little tree removal is occurring. On
the same note, aggressive sales forces are becoming more creative in ways to solicit and
perform tree removal jobs. One of the desires of this committee was not to prohibit companies
from working, but to ensure that companies working in Milton do so with the highest standards
and quality in relation to tree care and responsibility.
The City of Milton is unique and presented many challenges in drafting an ordinance that
applies equally to all within the City. Much of the city is zoned agricultural which is a little less
restrictive regarding tree conservation. For this reason the committee wants to differentiate
between agricultural zoning and agricultural use. This helps provide a more realistic balance
amongst the majority of property owners and allows flexibility needed for a successful tree
conservation program.
City of Milton
13000 Deerfield Parkway, Suite 107 Milton, GA 30004
2
Discussion:
The Tree Committee and Staff worked over several months to create the proposed Tree
Conservation Ordinance. The Ordinance establishes the criteria and process for how to
administer permits related to tree conservation, it further outlines the requirements for
replacement and recompense as well as other landscape and buffer standards. The language
and structure of the Ordinance is based in part on the original ordinance with a much cleaner
administrative section. Please note that the ordinance is presented in two parts; the first being
the regulatory portion of the ordinance and the second being the administrative guidelines.
During the December 4th, 2009 work session, city council was presented with a draft of the
ordinance for review and was asked to send comments or questions to the committee. Some
questions were asked at that meeting and a few comments and questions followed in the next
days to come. Council did request a courtesy review by both the Planning Commission and the
Design Review Board at that time. Those courtesy reviews were held on January 6th and March
2nd respectively. The committee met again to discuss the comments from the Planning
Commission, Design Review Board and City Council. Changes were made as the committee
deemed appropriate. On March 8th the ordinance was again presented to the City Council for
review. On May 17th, we received comments from the attorney in which staff addressed and
making the necessary changes.
Major additions to the ordinance are the requirements for a tree removal permit, the regulating
of tree service companies, new maintenance requirements, and defining tree topping as an
illegal activity. Please see the Chart Labeled “Quick View of Changes in the Tree Ordinance”.
Overall the changes were reviewed and approved during the legal review; however, the
attorney’s office expressed concern regarding the size and number limitations for allowed tree
removal. Our proposed ordinance requires trees over 8 inches in DBH be required to be
permitted as well as limits the removal of any more than 6 trees per year. The concern was
stated that “Given the limited size of the Department of Community Development, this will
require additional man hours spent ensuring that each tree removal for a tree greater than eight
inches in diameter satisfies the City’s permitting requirements. By comparison, the City of
Atlanta permits the removal of trees twelve inches or smaller in diameter. The City of Atlanta
encompasses a larger geographical area for enforcement, the City of Milton maintains a smaller
staff to enforce its ordinances, and arguably contains more vegetation and trees than the City of
Atlanta. As such, the City of Milton Arborist will face a greater man-power challenge in
enforcing the proposed Tree Conservation Ordinance if permit requirements remain at its
current level.” In contrast to our ordinance, the City of Sandy Springs has added the permitting
requirement for tree removal in which the trigger is 18” in diameter or greater.
City staff has expressed similar concerns regarding the ability to monitor, enforce, and track tree
removal activity in such quantities with the 8” requirement however the committee has approved
the ordinance with the 8” requirement. In light of the attorney comments, staff would
recommend considering increasing the size requirement of protected trees.
When the Tree Preservation Ordinance is adopted, the next step will be to prepare a Tree
Removal Permit application and other forms as necessary to administer that portion of the
ordinance. In conjunction with that effort an educational and outreach program must be created
and implemented in order to alert the public as to the need for these permits as good stewards
of property within Milton.
City of Milton
13000 Deerfield Parkway, Suite 107 Milton, GA 30004
3
Please note that the recommendation brought forward for hearing and approval is the final
version approved by the tree Preservation Committee on March 22, 2010 with amendments as
directed by the City Attorney’s office in consultation with the Community Development staff. The
version presented includes the original committee proposal of required Tree Removal Permits
for trees of 8” DBH.
Alternatives:
The Mayor and City Council may choose to approve, deny or defer the Text Amendment to
replace in its entirety Chapter 60, Vegetation, Article II., Tree Preservation of the City of Milton
Code of Ordinances.
Concurrent Review:
Chris Lagerbloom, City Manager
Ken Jarrard, City Attorney
[Memo Tree Pres.chap 60.060810]
QUICK VIEW OF CHANGES IN THE TREE ORDINANCE
OLD NEW
Sec I Purpose
Sec II Authority and Applicability
Sec III Definitions
Changes within these three sections were mostly
minor changes in the wording, but not the content.
Definitions were both added and removed
Sec. IV Tree Removal Permit
This section has been added and will add some
teeth to the ordinance where it was needed. It is
not the intent to prohibit companies from working,
but to make sure those who do so, do it with the
highest standards to protect both the city and its
citizens. It further outlines the parameters for tree
removal.
Sec V Exemptions
Explains which activities will be exempt from the
regulations of this ordinance
Sec VI Prohibited Acts
Additional acts harmful to trees outside normal
development and building operations
Sec VII Inspections
Sec VIII Notice of Violation
Sec IX Stop Work Order
Sec X Violations
Sec XI Enforcement
Minor changes from the existing ordinance
Sec XII Fines and Penalties
C. added “fines received for violations to
provisions of this ordinance shall be deposited into
the Reforestation Fund”
Sec XIII Certificate of Occupancy
Gives more ability to capture deficiencies or place
additional requirements prior to release
Sec XIV Protection and Care for City Trees
This section is a requirement for Tree City USA
Sec XV
Sec XVI
Sec XVII
Little to no changes
ADMINISTRATIVE GUIDELINES
The existing ordinance had the guidelines broken down into three sections: Agricultural, Single Family,
and Commercial. This has been narrowed down in to one section but capturing the content of all three
OLD NEW
Sec 1
A. Unrelated to Development
Requires notification to city for removals of less
than 8” dbh and a permit for removals for trees
greater than 8” plus a tree for tree replacement
B. Related to Development
The tree removal permit will be in conjunction
with a Land Disturbance Permit
C. Improvements i.e. pools, garages, etc
3. If site does not meet density and no trees are
removed, 1 tree per every 200 ft2 disturbed to
be planted
4. If site does not meet density and trees are
removed, 1 tree for every tree removed plus 1
for every disturbed 200 ft2
D. Timber Harvest
6. 50’ buffer around the perimeter
8. If violation occurs, no permit issued for up
to five years.
Note: Clear cutting will only be allowed in
conjunction with a Land Disturbance Permit
Sec 2 Density Standard
No changes
Sec 3 Density Calculations
No changes
Sec 4 Standards for Replacement/Recompense
A. Tree Stock Standards
Typical standards
B. Responsibility
Who is responsible
C. Time of Replacement
When will planting occur
D. Longevity and Duration
Should planting die
Sec 5 Specimen Tree Standard
Most of this section has remained the same …
Size of specimen pine has been increased from
24” to 27”dbh
Cont.
Size of small native flowering tree has decreased
from 10” to 8” dbh
Sec 6 Specimen Removal and Calculations Size alone will determine whether a tree was of
specimen quality if the tree was removed without
proper approval and there is no evidence of its
condition. If a tree has been removed illegally and
the DBH cannot be determined, the DBH will be
determined by the diameter of the existing stump.
Sec 7 Alternatives to Replacement/Recompense
Tree Banking / Tree Fund A.K.A. Reforestation
Fund
Sec 8 Methods
Planning Consideration
Protective Measures
Typical comments
Sec 9 Landscape Strip and Buffer
No changes
Sec 10 Maintenance Responsibility
Inserted to ensure well and properly maintained
landscapes
Sec 11 Authority for review
Sec 12 Standards for Approval
STATE OF GEORGIA
COUNTY OF FULTON ORDINANCE NO.
AN ORDINANCE TO REPLACE CHAPTER 60, VEGETATION, ARTICLE II,
TREE PRESERVATION OF THE CITY OF MILTON CODE OF ORDINANCES;
TO ENCOURAGE TREE CONSERVATION; TO PROMOTE PRESERVATION,
MAINTENANCE AND REPLACEMENT OF TREES; TO REPEAL
CONFLICTING ORDINANCES; AND FOR OTHER PURPOSES.
WHEREAS, in 2008, a group of residents were appointed to represent the Milton
Community regarding the preservation of the Milton tree canopy to be known as the
Milton Tree Committee; and
WHEREAS, since that time, the Mayor and City Council having established a Tree
Preservation Ordinance was committed to updating that ordinance along with Staff to
preserve Milton’s trees and provide for their replacement; and
WHEREAS, the Tree Preservation Committee worked alongside the City of Milton
Planning Commission, Design Review Board and Staff to present the Tree Preservation
Ordinance to the Mayor and City of Council to replace the City of Milton Code of
Ordinances as Chapter 60, Vegetation, Article II, Tree Preservation.
BE IT ORDAINED by the City Council of the City of Milton, GA while in a regularly
called council meeting on July 7, 2010 at 6:00 p.m. as follows:
SECTION 1. In support and furtherance of its findings and determination that trees
provide an aesthetic natural resource to the City of Milton, Georgia and are among its
most valued and important assets and that the preservation of Milton’s trees are essential
to the promotion of the health, prosperity, and general welfare of the people, and;
SECTION 2. In order to maintain the health and vitality of existing trees and to protect
and enhance the streetscape along roads and within new development, and;
SECTION 3. In order to provide for designation, protection, preservation, and
replanting of trees and to participate in federal or state programs to do the same, and;
SECTION 4. The Milton City Council, Milton, Georgia hereby declares it to be the
purpose and intent of this Ordinance to establish a uniform procedure for use in providing
for the identification, protection, enhancement, replacement and maintenance of
significant trees, in accordance with the provisions of the Ordinance.
SECTION 5. In the event the provisions of this Ordinance are in conflict with the
provisions of any other City of Milton Ordinance, the provisions of this Ordinance shall
prevail.
SECTION 6. That this Ordinance will be known as “Tree Preservation” Article II,
Chapter 60, of the City of Milton Zoning Ordinance hereby adopted and approved; and is
attached hereto as if fully set forth herein; and,
SECTION 7. This Ordinance is effective July 7, 2010;
ORDAINED this the 7th day of July, 2010.
______________________________
Joe Lockwood, Mayor
Attest:
_________________________________
Sudie AM Gordon, Interim City Clerk
(Seal)
6-10-10
CITY OF MILTON
TREE CONSERVATION ORDINANCE
AND
ADMINISTRATIVE GUIDELINES
No Text
TREE CONSERVATION ORDINANCE
AND ADMINISTRATIVE GUIDELINES
FOR
ALL LAND USE IN THE CITY OF
MILTON, GEORGIA
Acknowledgements
ACKNOWLEDGEMENTS
Tree Preservation Revision Committee
Cherilyn Allen Roger Festa Scott Gronholm David Holcomb
Zach Middlebrooks Adam Orkin Diane Palmer
Georgia Forestry Commission
Joe Burgess
Table of contents -- i
TABLE OF CONTENTS
TABLE OF CONTENTS ................................................................................................................................................. i
APPENDICES ............................................................................................................................................................... iv
SECTION I. MILTON COUNTY TREE PRESERVATION ORDINANCE
I. Purpose ........................................................................................................................................................... 1
II. Authority And Applicability ............................................................................................................................... 1
III. Definitions ........................................................................................................................................................ 2
IV. Tree Removals Permit .................................................................................................................................... 7
V. Exemptions ...................................................................................................................................................... 7
VI. Prohibited Acts ................................................................................................................................................. 8
VII. Inspections ....................................................................................................................................................... 8
VIII. Notice of Violation ............................................................................................................................................ 8
IX. Stop Work Order .............................................................................................................................................. 9
X. Violations ......................................................................................................................................................... 9
XI. Enforcement .................................................................................................................................................. 10
XII. Fines and Penalties ....................................................................................................................................... 10
XIII. Certificate of Occupancy ................................................................................................................................ 10
XIV Protection and Care for Public Trees
XV. Bonding.......................................................................................................................................................... 10
XVI. Appeals .......................................................................................................................................................... 11
XVII. Validity ........................................................................................................................................................... 11
SECTION II. ADMINISTRATIVE GUIDELINES FOR AGRICULTURE DISTRICTS
1. Tree Removal……………………………………….
A. Unrelated to Development
B. Related to Development (Building Permti or LDP)
C. Related to Improvements
2. Density Standards
3. Density Calculations
4. Standards for Replacement/Recompense Trees
5. Specimen Tree Standards
6. Specimen Removal and Recompense Calculations
7. Alternatives to Replacement and Recompense Plantings
8. Methods
9. Landscape Strip and Buffer Standards
10. Maintenance
11. Authority for Review
12. Standards for Approval
-iv-
APPENDICES
CONSTRUCTION
APPENDIX A. Protecting Trees During Construction
APPENDIX B. Warning – Tree Protection Zone Signage
APPENDIX C Tunneling Under Root Zones
APPENDIX D Grade Change Guidelines
APPENDIX E. Additional Illustrations
MAINTENANCE
APPENDIX F. Maintenance Guidelines
APPENDIX G. Tree Pruning Crimes
APPENDIX H. Pruning Cuts
APPENDIX I. Don‟t Top Trees
APPENDIX J. Correct Use of Mulch
PLAN SUBMITTAL
APPENDIX K. Tree Conservation Plan (Sample)
APPENDIX L. Details Sheet
APPENDIX M. Check List for Landscape Drawing and Tree Conservation Plan (commercial)
APPENDIX N. Check List for Tree Protection Plan (residential)
TREE LISTS
APPENDIX O. 40 – 100 ft. Tree List
APPENDIX P. 10 – 40 ft Tree List
APPENDIX Q. Parking lot and street trees
APPENDIX R. Evergreens for Undisturbed Buffers
MISCELLANEOUS
APPENDIX S. Extra Unit Value for Recompense Trees
APPENDIX T. Multi Trunked Tee Calculator
SECTION I.
City of Milton
Tree Conservation Ordinance
Tree Preservation Ordinance -1-
Section I.
City of Milton Tree Conservation Ordinance
I. PURPOSE
A. The purpose of this ordinance is to cultivate and encourage a high level of tree conservation, to promote
the general provisions within this ordinance, and to develop detailed provisions within the administrative
guidelines in order to implement the regulations set forth to preserve, maintain, and replant trees within
the City of Milton,Georgia. The intent of the Ordinance and Administrative Guidelines is to provide
standards for the conservation of trees as part of the land development, building construction and tree
removal activities. It is not the intent of this ordinance to regulate individual properties where activities
do not require a land disturbance, building construction, or tree removal permit. It is, however, the intent
to insure that individual properties retain the required tree densities, should they require a land
development, building, or tree removal permit.
B. Tree protection and tree planting provide the follwing benefits to the citizens of Milton:
1. Trees produce oxygen and absorb carbon dioxide, thereby reducing air pollution and improving air
quality.
2. Trees filter out dust, particulate matter, and airborne pollutants, thereby improving air quality.
3. Tree roots hold the soil, thereby reducing soil erosion and sedimentation and improving water
quality.
4. Trees intercept precipitation, thereby reducing storm water runoff and improving water quality.
5. Trees provide shade and cooling and provide windbreaks, thereby reducing energy usage and air
conditioning and heating costs.
6. Trees enhance habitat for desirable wildlife, providing a haven for birds, which in turn, assist in
control of insects.
7. Trees buffer different land uses to eliminate or minimize nuisances such as dust, litter, noise, glare,
signs and unsightly building or parking areas.
8. Trees improve public health by reducing strees, encouraging exercise, calming traffic, decreasing
illness recovery times, reducing crime, and improving concentration.
9. Trees attract residents, visitors, and commerce and increases the value and marketability for
property.
10. Trees beautify the City and protect and enhance the quality of life.
II. AUTHORITY AND APPLICABILITY
The terms and provisions of this Ordinance shall apply to all activity which requires the issuance of a
Land Disturbance Permit, Building Permit, or Tree Removal Permit on any property within the City of Milton. The
terms and provisions of these regulations shall also apply to construction of new single family detached homes
and duplex dwellings, including additions, renovations, and/or alterations to exisitng single family detached and
duplex dwellings, and to include landowner tree removals. No clearing, grubbing, grading, or other removal of
existing vegetation that may affect the health of existing tree coverage may occur until it is determined that the
proposed development is in conformance with the provisions of this Ordinance.
III. DEFINITIONS
All words in these standards have their customary dictionary definitions except as specifically defined herein. The
words “shall” and “must” are mandatory, and the words “may” and “should” are permissive.
Tree Preservation Ordinance -2-
1. Administrtive Guidelines: Those certain guidelines, including appendices, existing or as future amended
and incorporated into this Ordinance to provide standards for the protection , preservation, and replacement
of trees, and which are regulated and enforced by the City Arborist in conjunction with the Community
Development Department or its designated agent(s) through the development and construction permits and
processes.
2. Agent(s), designated or authorized: an individual or entity authorized to administer and enforce the
standards set forth in the City of Milton Tree Conservation Ordinance and Administrative Guidelines.
3. Agricultural Use: Any use on property zoned „AG-1 Agricultural‟ that is related to active farming, livestock,
or ranching, including using land as pasture or in the production of crops, horticultural products, the keeping
of livestock, including but not limited to poultry and hoofed animals such as cattle, horses, goats and sheep,
for commercial purposes and the construction and maintenance of agricultural accessory buildings.
4. Buildable Area: The portion of a parcel of land where a building may be located and which shall contain
enough square footage to meet the minimum required by the zoning district. That portion which is not
located in the minimum setbacks, utility corridors, driveways, slopes to build streets, tree save areas,
landscape strips, specimen tree areas, state water buffer, tributary buffers, zoning buffers, wetlands, storm
water and sanitary sewer easements.
5. Buffer:
a. State Waters Buffer: An area along the course of any State waters, as defined herein, to be
maintained in an undisturbed and natural condition.
b. Zoning Buffer: A natural undisturbed portion of a lot, except for approved access and utility
crossings, which is set aside to achieve a visual barrier between the use on the lot and adjacent lots
and/or uses. Buffer is achieved with natural vegetation and must be replanted subject to the approval of
the Director of the Department of Community Development or his/her designated agent(s) when
sparsely vegetated. Cleaning of undergrowth from a buffer is prohibited except when accomplished
under the supervision of the Director of the Department of Community Development or his/her
designated agent(s).
6. Caliper: The standard for trunk measurements for new plantings. Caliper of the trunk is the diameter Iin
inches measured 6 inches above the ground level.
7. Clear Cutting: The removal of all trees from a property, whether by cutting or other means, excluding
stream buffer requirements. Clear cutting shall follow the same requirements as timber harvest.
8. City Arborist: The agent(s) of the City of Milton assigned to the Community Development Department
having the primary responsibilities of administration and enforcement of the Tree Conservation Ordinance.
9. Critical Root Zone: The area of tree roots within the crown dripline. This zone is generally defined as a
circle with a radius extending from a tree‟s trunk to a point no less than the furthest crown dripline or, the
area extending 1 foot per diameter inch, plus three (3) feet from the trunk of the tree, whichever is greater.
Disturbances within this zone will directly affect a tree‟s chance for survival.
10. Crown Drip Line: A vertical line extending down to the ground from the end of a tree‟s longest branches.
11. D.B.H.: Diameter-at-breast-height is a standard measure of tree size, (for trees existing on site) and is a tree
trunk diameter measured in inches at a height of 4 ½ feet above the ground.
Tree Preservation Ordinance -3-
12. Density Factor for the Site (DFS): A unit of measure used to prescribe and calculate required tree
coverage on a site. Unit measurements are based upon tree size.
a.) Site acreage multiplied by (15) for Agricultural Use = DFS.
b.) Site acreage multiplied by (20) for Single Family Residential = DFS.
c.) Site acreage multiplied by (30) for Commercial and all other Non-Single
Family = (DFS).
13. Erosion and Sedimentation Control Ordinance: The ordinance adopted by the City that regulates soil
erosion and its transportation to the City‟s lakes, rivers, and streams (latest revision).
14. Improvement Setback: An area adjacent to a zoning buffer in which no improvements and/ or structures
shall be constructed. No development activity such as tree removal, stump removal or grinding, land
disturbance or grading is permitted without the approval of the Director of Community Development.
15. Land Disturbing Activity: Any activity which may result in soil erosion from water or wind and movement of
sediments into state water or onto lands within the state, including, but not limited to, clearing, dredging,
grading, excavating, transporting, and filling of land but not including agricultural practices as described in
the City of Milton Soil Erosion and Sedimentation Control Ordinance.
16. Land Disturbance Permit: A permit issued by Community Development that authorizes the
commencement of alteration or development of a given tract of land or the commencement of any land
disturbing activity.
17. Landscape Plan: A plan that identifies areas of tree preservation and methods of tree protection within the
protected zone, as well as all areas of replanting. Within replanting areas, the common and botanical names
of the proposed species, the number of plants of each species, the size of all plant materials, the proposed
location of all plant materials, and any unique features of the plant materials shall be indicated.
18. Landscape Strip: An area required by this ordinance, by the City of Milton Zoning Resolution or any
condition of zoning, use permit or variance approval, which is reserved for the installation and/or
maintenance of plant materials.
19. Minimum Setback: The minimum yards as specified in the regulations related to the zoning districts or use
permit categories. A minimum required space between a property line and a structure. An area identified by
a building setback line.
20. Protected Zone: Includes but is not limited to the following:
1. Critical root zone as defined herein.
2. All areas of a parcel required to remain in open space;
3. All areas required as landscape strips and/or buffers (including zoning buffers, and state water
buffers);
4. Tree save areas according to provisions of the City of Milton Zoning Resolution, conditions of
zoning, use permit or variance approval, and/or the Tree Conservation Ordinance and
Administrative Guidelines.
21. Reforestation Fund: The fund established by the City for the purpose of implementaing the Tree
Conservation goals and held in seperated account to be used for such goals.
Tree Preservation Ordinance -4-
23. Revegetation: The replacement of trees and landscape plant materials to satisfy the minimum tree density
and landscape requirements, as determined by the Zoning Resolution, condition of zoning, use permit or
variance approval, or the Tree Conservation Ordinance and Administrative Guidelines.
23. Roots:
Feeder Roots: A complex system of small annual roots growing outward and predominantly upward from
the system of “transport roots”. These roots branch four or more times to form fans or mats of thousands of
fine, short, non-woody tips. Many of these small roots and their multiple tips are 0.2 to 1 mm or less in
diameter and less than 1 to 2 mm long. These roots constitute the major fraction of a tree‟s root system
surface area and are the primary sites of absorption of water and nutrients.
24. Setback: A space between a property line and the line to which a building or specified structure may be
constructed.
25. Soil Compaction: A change in soil physical properties which includes an increase in soilweight per unit
volume and a decrease in soil pore space. Soil compaction is caused by repeated vibrations, frequent traffic
and weight. As related to tree roots, compacted soil can cause physical root damage, a decrease in soil
oxygen levels with an increase in toxic gasses, and can be impervious to new root development.
26. State Waters: Any and all rivers, streams, creeks, branches, lakes, reservoirs, ponds, springs, and other
bodies of surface or subsurface water, requiring a buffer. as defined by the Georgia Departmernt of Natural
Resources Environmental Protection Division.
27. Thinning: Selective cutting or removal of timber. The basal unit of (30) units per acre for Commercial
Districts and all other non single family districts; (20) units per acre for Single Family Residential Districts;
(15) units per acre for Agricultural Districts shall be maintained after selective cutting, or removal of timber
has occurred.
28. Timber Harvesting: The felling of timber products (pulp wood, etc). The term “timber harvesting” may
include both clear cutting and thinning of timber.
29. Tree:
a. Tree: Any self supporting woody perennial plant which has a trunk diameter of 2 inches or
more measured at a point 6 inches above the ground level and which normally obtains a height
of at least 10 feet at maturity, usually with one main stem or trunk and many branches.
b. Heritage Tree: A tree which is designated upon approval by the City Council to be of
notable historical value or interest because of its age, size, or historical association.
c. Protected Tree: Any tree equal to or over eight (8) inches DBH that is in fair or better
condition and any tree required as a condition of zoning, variance or permit approval.
d. Specimen Tree: Any tree which has been determined by the City Arborist to be of high value
because of its type, size, age, or other professional criteria, and has been so designated
according to administrative standards contained in this document.
e. Stand of Specimen Trees: A contiguous grouping of trees which has been determined to be of
value by the City Arborist (a.) A relatively mature even aged stand. (b.) A stand with purity of
species composition or of a rare or unusual nature. (c.) A stand of historical significance. (d.) A
stand with exceptional aesthetic quality.
Tree Preservation Ordinance -5-
30. Tree Bank: A site such as a school or public park, where the owner/developer shall donate and plant the
required trees when it is not feasible to plant the required trees within their site‟s project area.
31. Tree Conservation Ordinance: This Ordinance, approved and adopted by the City of Milton City Council to
provide standards for the protection, preservation and replacement of trees regulated and enforced by the
City Arborist in conjunction with Community Development or designated agent(s) through development and
construction permits and processes
32. Tree Removal: Any act which causes a tree to die within three (2) years after commission of the act,
including but not limited to damage inflicted upon the root system or trunk as a result of:
1. Improper use of machinery within the critical root zone of trees;
2. The storage of materials within the critical root zone around trees;
3. Soil compaction;
4 Altering the natural grade to expose the roots or to cover the tree root system with more than
four inches (4”) of soil;
5. Pruning judged to be excessive by the City Arborist or not in accordance with the standards set
forth by the International Society of Arboriculture.
6. Paving with concrete, asphalt, or other impervious surface with such proximity as to be harmful
to the tree or the root system.
33. Tree Removal Permit: A permit as required pursuant to this Ordinance issued by the City of Milton
Arborist for land disturbance or the removal of any trees with DBH of eight (8) inches or greater.
34. Tree Save Area: All areas designated for the purpose of meeting tree density requirements, saving
specimen trees, and/or preserving natural buffers.
35. Tree Topping: The illegal practice of severe cutting back of limbs to stubs, larger than three (3) inches in
diameter within the tree‟s crown to such a degree so as to remove the normal tree canopy and disfigure the
tree, resulting in decay of the trunk and/or decline in main branch and sprout production.
37. Wetlands: Those areas that are inundated or saturated by surface or ground water at a frequency and
duration sufficient to support, and that under normal circumstances do support, a prevalence of vegetation
typically adapted for life in saturated soil conditions.
38. Zoning Regulations: The Zoning Resolution of as amended or such regulations subsequently
adopted by the City of Milton inclusive of conditions of zoning, use permit or variance approval
established pursuant thereto.
39. All other terms: All other words or phrases as appropriate to the context of their uses shall be interpreted
as defined in the Zoning Regulations.
IV TREE REMOVAL PERMIT
A. Tree Removal Permits will only be issued to companies :
1 officially registered with the Georgia Secretary of State
2 provide proof of necessary insurance or licenses at time of application,
3 have an ISA certified Arborist on staff or as a consultant
4 current with requirements stated above and ,
5 with no ouststanding issues with the city.
Tree Preservation Ordinance -6-
B. A Tree Removal Permit shall be obtained from the City Arborist or designated agents prior to:
1 Clearing / grading
2 Land Disturbance
3 Issuance of a Building permit
4 Removal of any tree 8 inches or greater (4 ½ ft above ground level)
5 Removal of more than six (6) trees within a twelve month period.
Tree removal permit applicatrion procedures shall follow the standards in Section 1 of the Administrative
Guidelines.
V. EXEMPTIONS
Exemptions to this section include:
A. Emergency tree removal: Any hazard tree on private property that posses an immediate threat to life
or property may be removed without first obtaining a permit approval. The party removing the tree
shall contact the City Arborist within seven days of removal to provide evidence of threat for approval of
exemption with pictures and/or written report from a certified arborist stating the hazards of said tree. If
the City Arborist and Director of Community Development determines that the emergency removal was
not warranted, an after-the-fact permit and fee shall be required and compensation may be required in
accordance with specimen tree removal.
B. Pruning or removing of trees within the right of way by utility companies for maintenance or utility wires
or pipelines and the pruning of trees within sight easements
C. Lands from which the removal of trees is shown to be necessary for bonafide agricultural purposes for
the duration of use, provided that if the property use is that other than agricultural, the property shall
adhere to current tree ordinance guidelines set forth herein.
D. Commercial nurseries or tree farms: Trees which are planted and growing on the premises of a
licensed retailer or wholesaler for sale to the general public are exempt from this chapter. Other trees
on such premises shall remain subject to this and other subsequent chapters.
E. Trees directed to be removed by municipal, county, state or federal authority pursuant to law.
F. Trees that are determined by the City Arborist to be dead, diseased, or hazardous. A hazardous tree is
one that is likely to fail, or portions are likely to fail, under mild environmental or man-made stress.
VI. PROHIBITED ACTS
The following acts shall be prohibited:
A. No person shall fasten or attach to any tree any sign, poster, bill, notice or advertisement of any kind.
B. No person or utility shall cause or purposefully permit any brine, oil, gasoline, or other substances
deleterious to tree life to lie, leak, pour, flow or drip on or into the soil within the critical root zone of a
tree.
C. No trees shall be planted or allowed to grow on private or public lands within the limits of, or which will
interfere with any drainage, sewer, water, or utility easement.
D. Tree topping: It shall be unlawful, as a normal practice for any company or person for hire to top any
street tree, park tree, any tree on public or private property, and any tree required as a condition of
zoning or permitting. Trees severely damaged by storms or other obstructions, or where other pruning
practices are impractical may be exempt at the determination of the City Arborist.
VII. INSPECTIONS:
A. The Community Development Department as the issuing authority, may cause inspection of compliance
to be made periodically by its designated agent(s) during the course of the project and shall make a
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final inspection following the completion of the work. Applicants shall cooperate with the issuing
authority in conducting such inspections.
B. The Community Development Department shall have the power to conduct such investigations as it
may reasonably deem necessary to carry out its duties as prescribed in this ordinance, including but not
limited to the power to enter at reasonable times upon any property, public or private, for the purpose of
investigating and inspecting the sites of any land disturbing or tree removal activities.
C. No person shall refuse entry or access to any authorized representative or agent who requests entry for
the purpose of inspection and who presents appropriate identification, nor shall any person obstruct,
hamper or interfere with any such representative while in the process of carrying out his official duties.
VIII. NOTICE OF VIOLATION
A If, through inspection, it is determined that a person, firm, or corporation has:
1 Engaged in land disturbing or other prohibited activities, which have resulted in the removal of
trees without a permit, or
2 Failed to comply with the terms and conditions of a validly issued permit, then a written notice
of violation shall be served upon the property owner or agent of record and/or person or
company performing such work.
B. Where a person, firm, or corporation has engaged in land disturbing or tree removal activities without
first having secured a permit, therefore in violation of this Ordinance, notices under the provisions of this
section may be served upon the person in charge or any person representing the person in charge on
the site.
C. All construction and land disturbing activities shall be discontinued until the necessary measur es to
achieve compliance have been fulfilled.
D. The notice shall set forth the measures necessary to achieve compliance with the permit and shall state
the time within such measures must be completed.
E. If the person, firm, or corporation engaged in land disturbing acitivitie fails to comply within the
specified time, he or she shall be subject to a citation for violation of this ordinance.
IX. STOP WORK ORDERS
Upon notice from the Director of Community Development or his/her agent(s), work on any project that is being
done contrary to the provisions of this ordinance shall be immediately stopped, until such time that the violation
has been remedied to the satisfaction of the City Arborist. Prior to any remediation, a plan shall be submitted to
and approved by the City Arborist. Such notice:
A. Shall be in writing.
B. Shall state specific violations.
C. Shall be given to the applicant, owner, the authorized agent of either, or the person in charge, or any
person representing the person in charge of the activity on the subject property.
D. Shall state the conditions under which work may be resumed.
E. Where an emergency exist, no written notice is required initially, but issuance shall be required
within 24 hours.
F. Shall allow only erosion control work to continue while stop work is in effect.
X. VIOLATIONS
Citations for any of the following violations, by authorized City of Milton Enforcement agents may constitute
issuance of an immediate stop work order:
A. Land disturbing and/or tree removal within state water or zoning buffer
B. Land disturbance and/or tree removal within designated tree save areas
C. Illegal removal or disturbance of specimen trees, heritage trees, or specimen stand of trees
D. Improper installation and/or maintenance of tree protection fencing
E. Other violations of any provisions of this ordinance established thereto, including the Appendices
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XI. ENFORCEMENT
A. It shall be the duty of the Department of Community Development and designated agent(s) to enforce
this Ordinance and Administrative Guidelines. The Department of Community Development and
designated agent(s) shall have the authority to modify, revoke, suspend, or void any Land Disturbance
Permit and shall have the authority to suspend all work on a site or any portion thereof if a violation
has occurred.
B. Community Development and it‟s designated agent(s) is the issuing authority and shall have the power
to withhold all permits, including, but not limited to, final certificates of occupancy, building permits and
permits on the subject site until it is determined by the issuing authority that the site complies with this
ordinance and the provisions of the formal plan approved by the City.
XII. FINES AND PENALTIES
A. Any person who violates any provisions of this ordinance may be liable of up to a maximum $1000.00
per violation per day. Each calendar day a violation exists shall be considered a separate offense.
There are no maximum limitations to the acrural of fines.
B. Fines assessed shall not exceed two time the amount of the payment required for recompense as
stated in this ordinance and administrative guidelines.
C. Fines received for violations to provisions of this ordinance shall be deposited into the Reforestation
Fund.
D. Each owner of property wherein a violation exists may be jointly responsible for said violation. Each
offense will be tried in Milton Municipal Court.
E. Recompense trees, density trees and/or other replacement trees may be required in addition to any
fines or penalties imposed.
XIII CERTIFICATE OF OCCUPANCY
No Certificate of Occupancy (C.O.) shall be issued until:
A. Applicant meets all Tree Conservation and Landscape requirements. Any civil penalties or other
monetary obligations assessed for violations of this ordinance, and all replacement trees required
being planted due to violations of this ordinance by the applicant shall be installed or appropriate
payments have been made to the Reforestation Fund, and
B. All plantings per approved Tree Conservation and Landscape Plans as prescribed herein and in City of
Milton Zoning Conditions, variance conditions or conditions for approval have been installed. A
temporary certificate of occupancy, (T.C.O.) may be granted before all trees have been installed if a
Landscape Performance Bond has been issued and approved by the city arborist and/or the bond
administrator.
C. Bonds will be held for a minimum of two years. It shall be the responsibility of the applicant to request
an inspection for the release of the bond. At this time the arborist may release the bond or may require
outstanding issues to be addressed.
XIV. PROTECTION AND CARE FOR PUBLIC TREES
A. The City shall have the right to plant, maintain, prune and remove trees, shrubs and plants within the
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rights of way of all city streets, roads, and highways, in parks, around city facilities, and on other city
grounds as may be necessary or desirable to ensure public safety, to preserve tree health, and to
maintain or increase tree canopy cover.
B. The city may prune, remove or cause to be pruned or removed, any city tree or part thereof which is in
an unsafe condition or which may by reason of its location or condition, is or may be injurious to sewer,
water lines, electric power lines, gas lines or other public improvements, or is infested with any injurious
fungus, insect, or other pests.
C. All trees growing on city property shall be protected from damage to the crown, trunk, and roots. It shall
be unlawful for any person to engage in any activity on private property that directly or indirectly
adversely affects health, safety, or condition of a tree on city property. Furthermore, active tree
protection measures, as described in this chapter, shall be undertaken by the person engaging in any
such activity to protect each affected tree‟s roots, trunk, or crown, and critical root zone from damage. If
a person damages, destroys, or fails to protect a city tree, the city may require the person responsible
for the damage to pay a fine of up to $1,000.00 per tree damaged and/or the cost of restoring the site to
its original condition or as near as possible to its original condition as determined by the city arborist.
XV. Bonding
A. The City of Milton will evaluate all development projects (excluding timber harvesting) requesting
property clear cutting. If upon completion of the site evaluation, the Department of Community
Development deems it appropriate to allow property clear cutting activities, a bond will be required. The
bond will be required by The City of Milton as a mechanism to cover any potential cost associated with
revegetation of the clear-cut property in the event of property abandonment.
B. The required bond amount will be the total cost plus 25% for replanting trees to satisfy the density
and/or recompense standards for the project site. A tree replacement cost obtained from a plant
nursery will be provided to the City of Milto n with the clear-cut request and the bond amount will be
based on the tree replacement cost. The City of Milton reserves the right to request additional
replacement cost if deemed appropriate. The City of Milton will hold the bond until the proj ect activity,
including tree replacement to satisfy the site density and/or recompense requirements is completed. If
upon issuing the land disturbance permit, the property is clear cut and there are no construction or
development activities conducted within six (6) months, the City of Milton will attempt to contact the
property owner (via certified mail) for a project update. Should the property owner not respond within
thirty (30) days of receipt of the status request, the bond will be used to revegetate the project site.
XVI. Appeals
A. Any person aggrieved or affected by any decision of the City Arborist relating to the application of these
regulations may file an appeal within thirty (30) days of the decision with the Director of the Department
of Community Development for relief or reconsideration.
B. Any person aggrieved or affected by any decision of the Director of the Department Community
Development relating to the application of these regulations may file an appeal within thirty (30) days of
the decision with the Board of Zoning Appeals through the Director of Community Development.
C. Appeals shall only be granted for errors of interpretation or where the unique natural features of the site
are such that application of these regulations would create an undue hardship to the property owner,
and in other instances where an undue hardship is created for the owner of the property.
Tree Preservation Ordinance -10-
XVII. Validity
Should any section or provision of this Ordinance, or Administrative Guidelines promulgated hereunder, be
declared by a court of competent jurisdiction to be invalid, such decision shall not affect the validity of the
Ordinance in whole or any part thereof other than the part so declared invalid.
Administrative Guidelines – Agriculture District -11-
SECTION II. ADMINISTRATIVE GUIDELINES
This set of guidelines shall apply to all parcels of land and uses within the City of Milton unless
specifically exempted.
SECTION 1 TREE REMOVAL
A. UNRELATED TO DEVELOPMENT
1. Notification Required
Property owners will be required to notify the city arborist of any tree removal activity. A notification
of tree removal activity must be submitted to the City Arborist indicating the number of trees to be
removed, species, size, location and reason for removal. No permit fee will be collected.
2. Permit Required
A Tree Removal Permit pursuant to this Section shall be issued only upon compliance with the
following:
a. Required Documentation
In conjunction with an application pursuant to this section, the applicant shall submit to the
City Arborist documentation (i.e. photographs, drawings, or similar documentation deemed
acceptable by the City Arborist) showing the location of all existing trees on the property.
Such documentation shall show the location, species, and approximate caliper size of all
existing trees noting with specificity any Specimen Trees and Protected Trees which are
proposed to be removed.
b. Trees greater than 8” diameter, a Tree Removal Permit shall be obtained and any payment of
necessary fees. It will be the responsibility of the person or company for hire to apply for the
Tree Removal Permit.
c. A tree for tree replacement shall be required for each tree removed greater than 8 inches
DBH, not to include Specimen Trees Trees selected shall be from the Milton approved tree
species list.
d. For the removal or destruction of trees on sites that currently meet the minimum TDU
requirements, and any removals will cause the site to fall below the minimum TDUs, the
applicant shall provide mitigation to meet site density requirements by:
1. Replacing tree density through planting on the same property, or
2. Payment into the Milton Reforestation Fund for the lost density units as
determined by the City Arborist.
e. Notwithstanding any of the other requirements of this ordinance, it shall be unlawful to remove
a specimen tree without a Tree Removal Permit issued by the City Arborist. Administrative
standards have been established by the Director of Community Development for the
identification, conservation and protection of specimen trees.
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B. Related to Development (Building Permit or LDP)
All building permits and land disturbance permits shall obtain a Tree Removal Permit prior to the removal of
any trees.
1. An application for a Tree Removal Permit shall include a Site/Tree Conservation Plan or other
documentation as required for review by the City Arborist for conformance to the provisions of these
regulations and either approved, returned for revisions, or denied within 30 days of receipt. If
denied or returned for revisions, the reasons for denial shall be annotated on the landscape plan or
in writing.
2. Issuance of a valid Land Disturbance Permit shall indicate conformance to the provisions of these
regulations.
3. Tree Removal is approved with an approved Land Disturbance Permit which must be visibly
displayed on the site prior to and during any tree removal activities.
4. For issuance of any residential building permit, applicant must sign and agree to abide by the
Residential Erosion and Sedimentation Control and Tree Conservation Agreement. This shall also
apply to parcels upon which a land disturbance permit has been previously issued with a tree
protection plan approved by the City Arborist. The Director of Community Development, City
Arborist or designated agent(s) is authorized to execute such agreements on behalf of the City of
Milton.
C. Improvements to Parcels With Existing Structures Such as but not limited to pools, garages, decks
etc.
1. If the site meets density requirements and no trees are removed, no replacement trees will be
required.
2. If the site meets or exceeds density requirements and tree removal will cause site to fall below
density requirements, additional plantings will be required to satisfy density requirements.
3.. If the site does not presently meet density requirements and no trees are removed, replacements
will be required at the rate of one tree for every 200 sq.ft. of disturbed area up to, but not exceeding
the density requirement for the site.
4. If the site does not presently meet density requirements and a tree or trees are removed,
replacement will be required at the rate of one (1) tree for every tree removed plus (1) for every
200 sq.ft. of disturbed area up to but not exceeding the density requirement for the site.
D. Timber Harvesting Requirements
Agriculture (AG-1) Land Uses only
Clear cutting or thinning for purposes of timber harvesting will require a Notice of Timber Harvesting
Activity to be submitted to the City Arborist when more than 2 acres of land is clear cut or thinned. A permit
will not be required, but the site tree density still has to be met. Clear cutting/timber harvesting is allowed on
AG-1 zoned land only. Thinning is allowed in all zoning/land use categories. Clearing, thinning or
disturbance is not allowed within state water or wetland buffers. Clear cutting is cutting trees down flush
with the ground; stump removal is prohibited. Any portion of land clear cut or thinned under this provision is
still required to meet the site density of 15 units per acre, which may require some planting of trees. Only
properties zoned and used for bonafide agricultural activities will be granted approval for timber harvesting
activities and shall comply with the following standards:
1. A Notice of Timber Harvest Activity form must be filled out in its entirety and submitted to the City
Arborist.
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2. A note stating that no stump removal or grading is allowed.
3. Any portion of land clear cut or thinned under this provision is still required to meet the site density
of 15 units per acre, not including the 50 foot buffer, upon completion of the authorized timber
harvesting activities.
4. Erosion control measures as prescribed by the Soil Erosion and Sedimentation Control Ordinance.
5. Stream crossings as prescribed by the Soil Erosion and Sedimentation Control Ordinance.
6. A 50 foot undisturbed buffer shall be provided and maintained along the entire perimeter of the
property, including road frontages, during the timber harvesting activity, except for authorized
crossings.
7. No timber harvesting activities shall occur within the 50 foot State Waters buffer. All buffers
measured from the top of the bank on both sides of a stream or creek.
8. Violations of the State Waters buffer , tree protection areas, clearing without proper documentation
may result in NO other permits for said site to be issued for up to five (5) years.
NOTE: Specimen trees will NOT be excluded and are to be protected with tree fence out to a distance of 3‟ beyond
the edge of their root protection zone
NOTE: Clear cutting will only be allowed in conjunction with a Land Disturbance Permit.
SECTION 2 DENSITY STANDARDS
The minimum tree density requirements for the site shall be maintained with existing trees or planting of additional
replacement trees so as to produce a total site density factor for the required number of units for that particular
zoning district. The required units for each district are shown in the table below:
LAND USE UNITS REQUIRED
“AG-1” Agricultural 15 units per acre
Single Family Residential 20 units per acre
Commercial and All Other
Non-Single Family Residential
30 units per acre
If it has been determined by the City Arborist or designated agent(s) during the initial site visit that the property in
question is completely barren of trees and has been for a considerable length of time (ie, pasture land), then the units
for replacement trees will be doubled. (NOTE: the terms unit and tree are NOT interchangeable). Procedures for
determining the site density requirements and the subsequent tree replacement requirements are provided in the
next section. At least 70% of replacement trees must be hardwoods of at least 4 different species.
SECTION 3 DENSITY CALCULATIONS
Procedure for Calculating the Required Tree Replacement Density Factor. (Using the Single Family District as an
example).
Step 1
Calculate the density factor for the site (DFS) by multiplying the number of site acres by 20.
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EXAMPLE: A 2.2 acre site has a DFS of 2.2 x 20 = 44.
Step 2
Calculate the existing density factor (EDF) of trees which will remain on site to be protected during construction. EDF
is determined by converting the D.B.H. of individual existing trees to density factor units, using Table 1 These units
are then totaled to determine the EDF for the site.
EXAMPLE: A total of 8 trees will remain on the 2.2 acre site. When converted to density factor units we
calculate the following:
Quantity Size Species D.B.H. Units # Trees
2 12” Pine 12” 3.2 X 2 = 6.4
2 14” Pine 14” 3.6 X 2 = 7.2
2 18” Oak 18” 4.0 X 2 = 8.0
1 20” Hickory 20” 4.0 X 1 = 4.0
1 30” Oak 30” 14.7 X 1 = 14.7
EDF 40.3
The sum total of units, 40.3, is the existing density factor EDF.
Step 3
Calculate the required replacement density factor (RDF) by subtracting the EDF (Step 2) from the DFS (Step 1)
Example:
DFS - EDF = RDF
44 - 40.3 = 3.70
Step 4
The RDF can be converted back to caliper inches using Table 2 Any number of combinations of transplantable size
trees can be used so long as their total density factor will equal or exceed the RDF.
Example: on the 2.2 acre site the following number and size trees will be planted:
QTY. SIZE SPECIES DENSITY FACTOR UNITS DF x QTY. = TOTAL
3 4” Pine 0.7 3 x 0.7 2.0
2 2” Red Maple 0.5 2 x 0.5 1.0
1 6” Oak 1.00 1 x 1.00 1.0
Replacement density factor < or = to 4.10
4.10 is the sum of the replacement trees for the site. Because the sum of the replacement trees for the site is greater
than the RDF, which is 3.70, the project‟s site density has been satisfied.
TABLE 1 EXISTING TREES TO REMAIN
Conversion from D.B.H. to density factor units for trees, remaining on site.
D.B.H. UNITS D.B.H. UNITS D.B.H. UNITS
1-4 1.0 36 21.3 59 56.9
5-7 1.8 37 22.5 60 58.9
8-10 2.4 38 23.7 61 60.8
39 24.9 62 62.8
11-12 3.2 40 26.1 63 64.9
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41 27.6 64 67.0
13-15 3.6 42 28.8 65 69.1
16-20 4.0 43 30.3 66 71.2
21 4.8 44 31.8 67 73.4
22 5.2 45 33.0 68 75.6
23 8.7 46 34.5 69 77.9
24 9.3 47 36.0 70 80.1
25 10.2 48 37.8 71 82.4
26 11.1 49 39.3 72 84.8
27 12.0 50 40.8 73 87.1
28 12.9 51 42.7 74 89.6
29 13.8 52 44.2 75 92.0
30 14.7 53 45.9 76 94.5
31 15.6 54 47.7 77 97.0
32 16.8 55 49.4 78 99.5
33 17.7 56 51.3 79 102.1
34 18.9 57 53.1 80 104.7
35 20.1 58 55.0
TABLE ( 2 ) REPLACEMENT TREES
Conversion from caliper to density factor units for replacement trees.
CALIPER UNITS CALIPER UNITS
1 0.40 8 1.30
2 0.50 9 1.50
3 0.60 10 1.70
4 0.70 11 1.90
5 0.90 12 2.10
6 1.00 13 2.30
7 1.20 14 2.50
NOTE: Tree relocation: Replacement units may be granted to trees relocated on site. Tree relocation is subject to
the city arborist approval.
SECTION 4 STANDARDS FOR REPLACEMENT/RECOMPENSE TREES
In order to qualify for tree replacement density credits, all over story replacement trees shall be at least two (2)
caliper inches. All understory trees shall be at least six (6) feet tall planted and a trunk measurement of at least 1 ½
caliper inches.
A. TREE STOCK STANDARDS: Trees selected for planting must be free from injury, pests, disease or
nutritional disorders. Trees selected for planting must be of good vigor. The determination of vigor is a
subjective evaluation and depending upon species variability. The following criteria are generally uses for
the determination of vigor:
1. Foliage should have a green or dark green color. Vigorous trees will have large leaves and dense
foliage when compared to trees with poor vigor.
2. Shoot growth for most vigorous trees will be at least 1 foot per year. At least ½ of the branches should
arise from points on the lower 2/3 of a trunk.
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3. Bark texture can denote vigor. Smooth or shiny bark on the trunk and branches of young trees usually
signifies good vigor; conversely, rough and dull bark could indicate poor vigor.
4. Trunk taper: Trees with reverse tapers or no taper should be avoided.
5. Root color: young roots of most trees will be light in color.
6. Trees selected for planting must be free of root defects. Two types of root defects generally occur:
a. Kinked roots, in which taproots, major branch roots, or both are, bent more than 90 degrees with
less than 20% of the root system originating above the kink. A tree with such roots will probably
bend at the soil line when released from a supporting stake.
b. Circling or girdling roots which circle 80% or more of the root system by degrees or more. A tree
with such roots would ultimately have less than 20 percent of its root system available for support.
B. RESPONSIBILITY FOR REPLACING PROTECTED TREE: The city arborist may determine the time of
replacement, and the location of the replacement trees and approve the agents responsible for replacing a
wrongfully removed protected tree. The requirement to replace trees shall be binding upon the person
subject to such an order or the record title owner. In the event of a sale, assignment, or transfer of property,
the person subject to such order may either obtain the consent of the person to whom the property was
sold, assigned or transferred to permit the replacement on such property, or may make payment into the
Reforestation Fund as provided in this Ordinance.
C. TIME OF REPLACEMENT: Any replacement trees required to be planted must be planted no later than
ninety (90) days after the order of the city arborist, or within thirty (30) days of the date of any appeal from
such order becomes final, provided, however, that the city arborist may require a deferral of the planting of
replacement trees up to an additional one hundred eighty (180) days based outside planting season, and
further provided that the city arborist may, upon request of the person subject to the requirement approve
delaying the planting of replacement trees up to an additional one hundred eighty (180) days if the person
subject to the ordinance provides the city with a surety bond in an amount equal to the cost of purchasing
and planting such trees or pay this amount into the Reforestation Fund within the earlier of the following (1)
within 180 days of the last date approved for such delayed planting, (2) the date of issuance of the first
certificate of occupancy on any portion of the subject property, or (3) other date as agreed by the city
arborist in an approved Tree Preservation Plan. The surety bond must be issued by company licensed to
do business in the State of Georgia and shall be authorized by and approved by the City Attorney.
D. LONGEVITY AND DURATION: If a replacement tree dies within two years from the date it was planted,
the person subject to the requirement to plant the replacement tree must replace the dead tree with another
replacement tree within ninety (90) days of the order of the city arborist ordering such replanting. The
requirement to replace such replacement trees shall be binding upon the person subject to such order or the
record title owner. In the event of a sale, assignment, or transfer of property, the person subject to such
order may either obtain the consent of the person to whom the property was sold, assigned, or transferred,
to permit the replacement on such property, or make payment to the Reforestation Fund as provided in the
Ordinance.
SECTION 5 SPECIMEN TREE STANDARDS
Some trees on a site warrant special consideration and encouragement for preservation. These trees are referred to
as “Specimen Trees”. Trees unique due to age, size, species or historic relevance are to be identified during the
survey process and special consideration shall be made to work around them. Cost effective building, site,
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hardscape and landscape designs will be strongly encouraged to conserve such specimen trees. These trees are to
be identified and highlighted on the Tree Protection Plan. Design of buildings, hardscapes and utilities are to be
developed with consideration to preserving and featuring specimen trees.
Tree density unit credits are given for existing trees that are saved during the site development process, with greater
credits given to specimen trees saved. In order to encourage the preservation of specimen trees and the
incorporation of these trees into the design of projects, additional density credit will be given for specimen trees which
are successfully saved by a design feature specifically designated for such purpose. Credit for any specimen tree
thus saved for such purpose would be two (2) times the assigned unit value.
Specimen tree is any tree which equals or exceeds the following diameter sizes:
TREE TYPE TREE DIAMETER SIZE EXAMPLES
Large hardwoods 27” d.b.h. Oak, Hickory, Poplar, Sweetgum, etc.
Large hardwood 24” d.b.h. Beech
Large softwood 27” d.b.h. Pine
Small native flowering 8” d.b.h. Dogwood, Redbud, Sourwood
…and a tree in fair or better condition must meet the following minimum standards:
A life expectancy of greater than 10 years
A relatively sound and solid trunk with no extensive decay or hollow, and less than 20% radial trunk dieback
No more than one major and several minor dead limbs (hardwoods only).
No major insect or pathological problem.
A lesser sized tree can be considered a specimen if it is a rare or unusual species, of exceptional quality, or
of historical significance.
A lesser sized tree can be considered a specimen if it is specifically used by a builder, developer, or design
professional as a focal point in a project or landscape.
Specimen tree stands: A contiguous grouping of trees which has been determined to be of value by the city
arborist. Determination is based upon any one or more of the following criteria:
A relatively mature, even-aged stand.
A stand with purity of species composition or of a rare or unusual nature.
A stand of historical significance.
A stand with exceptional aesthetic quality.
SECTION 6 SPECIMEN REMOVAL AND RECOMPENSE CALCULATIONS
Any and all healthy specimen trees that the city arborist allows a developer/builder/homeowner to remove must be
compensated for. Specimen hardwood trees shall be compensated for with a mix of 2” and 4” caliper trees. (6”
caliper trees may be required at city arborist discretion). Specimen evergreen trees shall be compensated for with 4”
caliper (and/or 6” caliper at city arborist discretion) evergreen trees. Specimen native flowering shall be
compensated for with either 2” or 4” caliper hardwood trees. Four (4) different species (minimum) of recompense
trees shall be use if the number of recompense trees required is forty (40) or greater. For purposes of recompense
trees ONLY, the unit value of a 2” caliper recompense tree will be .35 units, not its usual .5 unit value. Any and all
specimen trees slated for removal must have their recompense trees bonded off prior to issuance of the Land
Disturbance or Tree Removal Permit.
If a specimen tree or trees are removed or their root protection zones disturbed without permission, the unit value of
the specimen tree will be doubled and that becomes the unit value that must be recompensed. For example: a 30”
DBH tree is normally worth 14.7 units. If it is removed or its root protection zone disturbed without permission, its unit
value will double to 29.4 units. Thus 29.4 units must be replaced at the project site. Recompense trees cannot be
used to satisfy any other landscape requirement such as parking lot shade trees, landscape strips, undisturbed
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buffers or detention pond buffers/landscape strip. Two inch caliper shade trees shall only be counted as .35 units per
tree. (SIZE ALONE WILL DETERMINE WHETHER A TREE WAS OF SPECIMEN QUALITY IF THE TREE WAS
REMOVED WITHOUT PROPER APPROVAL AND THERE IS NO EVIDENCE OF ITS CONDITION. IF A TREE
HAS BEEN REMOVED ILLEGALLY AND DIAMETER CANNOT BE DETERMINED, THE DBH WILL BE
DETERMINED BY THE DIAMETER AT THE EXISITNG STUMP).
SECTION 7 ALTERNATIVES TO REPLACEMENT/RECOMPENSE PLANTINGS
A. TREE BANKING: Arrangements must be made through the city arborist if the Tree Bank alternative is to
be utilized for the development. Tree Banking will be considered after design alternatives which could save
more existing trees have been evaluated and reasonably rejected. All tree bank trees are to be guaranteed
for 2 full years after planting by the developer. Any trees that die within this time period must be replaced by
the developer.
B. STANDARDS FOR REPLACEMENT STOCK: (See Section 5)
C. LOCATION: Trees that cannot be planted on the project site as required may, with approval from the city
arborist, choose from the follwing altenatives.
1 Replacement on public property
2 Replacement on other private property within the City of Milton, with the approval from owners of both
the property from which the tree was removed and the property on which the replacement is to occur,
shall agree, in writing, to maintain the replacement tree(s) to the standards established in this
Ordinance.
3 Payment to the Reforestation Fund as provided below.
D. REFORESTATION FUND: The Reforestation Fund is another alternative to help applicant meet the tree
density or tree recompense requirements. All payments into the Reforestation Fund shall be used for the
purchase, installation and maintenance of trees on private property when approved by the city arborist and
the Director of Community Development, on public property, and for the acquiring of wooded property which
shall remain in a naturalistic state. Funds must be tracked so they can be identified for their intended use.
In addition, these funds shall be reserved so that at the end of each fiscal year, any unspent funds will be
considered Reserved Funds and will be available in the subsequent years for their intended purpose.
1. Tree replacement cost estimates obtained from three (3) landscape contractors must be provided to the
Milton city arborist for approval and the tree replacement cost will be based on an average of the three
estimates.
2. The required replacement fee will be 125 percent (%) of the total cost to plant and
establishment/maintenance costs for the balance of trees that were unable to be planted to satisfy the
site density requirement or recompense tree requirements.
3. Species selected for quote estimate must be grad “A” quality, healthy trees.
SECTION 8 METHODS
A. PLANNING CONSIDERATION
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Root space is the most critical factor in tree protection throughout the development process. The root
system of trees easily goes beyond the drip line of the tree canopy. Disturbance within the root zone can
directly affect a tree‟s chance of survival. To protect the root zone, the following standards shall apply:
1. The use of tree save islands is encouraged rather than the protection of individual trees (non-specimen)
scattered throughout the site. This will facilitate overall site organization as related to tree protection.
2. The root protection zone of specimen trees, heritage trees, undisturbed buffers, stands of trees or
otherwise designated tree save areas shall include no less than the area of a circle with a radius that
extends one foot out for every inch of trunk diameter, or the area of a circle with a radius extending from
a tree‟s trunk to a point no less than the end of a tree‟s longest branch, plus 3 feet, WHICHEVER IS
GREATER. In some instances, the city arborist or authorized agent(s) may require an additional area
of non-disturbance up to 10 feet outside the root protection zone.
3. Tree preservation and grading requirements are two design constraints, which are most often in
conflict. A grade change of a few inches can be detrimental to a tree, yet most sites require extensive
cut and fill in order to manage drainage. The use of berms or retaining walls, instead of cutting, to
provide detention can be used to preserve significant trees. Detention ponds can be designed around
significant trees by adding depth to minimize width where possible. Retaining walls can also be used to
mitigate cut and fills.
4. Underground water and wastewater lines, storm sewers, irrigation lines, both underground and
overhead electric and telephone lines can have a considerate impact on trees. The layout of the project
site utility plans should accommodate the required tree protection zones. Utilities should be placed
along corridors between tree protection zones. Developers shall coordinate the location of utility lines,
including irrigation and electric lighting, with the utility companies in order to prevent root damage within
the critical root zones of protected trees and to minimize damage to trees located in protected zones.
5. Sidewalks can often appear innocuous on plans, but can be very detrimental to trees due to grading
requirements. Considerations should be given to move sidewalks as far from tree trunks as possible
and provide a finished grade above the existing grade for sidewalks required in close proximity to a tree
trunk. Drainage can be routed under sidewalks where an elevated grade is required.
B. PROTECTIVE MEASURES
The root system within the drip line is generally considered to be the critical root zone. Most trees can
tolerate only a small percentage of critical root zone loss. To protect these critical root zones, a tree
protection area shall be established around each tree or group of trees to be retained. The following section
describes ways to help control unnecessary encroachment on existing trees. These methods and
guidelines will be followed for tree protection throughout all phases of construction. These guidelines are
designed to reduce damage to critical root zones and wounds to expose roots, trunks, and limbs by
chemical, mechanical, or other means. Tree protection areas shall be delineated on the Tree Preservation
Plan and methods shall be clearly noted and detailed.
1. ACTIVE PROTECTIVE BARRIERS - Barriers shall be installed along the outer edge of and completely
around the critical root zone of all specimen trees or stands of trees, or otherwise designated tree
protection areas, prior to any land disturbance. Deviations from this must be approved on an individual
basis by the city arborist. Barriers shall be minimum four (4) feet high, orange polyethylene laminar
safety fencing. All tree protection zones shall be designated as such with “Tree Save Area” signage
posted visibly throughout the site. All tree fencing shall be maintained throughout all land disturbance
Administrative Guidelines – Agriculture District -20-
and building construction, and should not be removed until all construction and landscaping is
complete.
2. SIGNAGE – All tree protection fencing must be accompanied by “STAY OUT –TREE SAVE “signage.
Tree protection signs may be purchased at the City of Milton Community Development Department.
3. BORING – Non open trenching will be allowed within the protected zone as defined by the protective
barricades. All underground utilities to be installed within this protection zone shall be installed by
boring underneath the root zone. Any exceptions must be approved by the city arborist. Utilities may
be tunneled in the root zone at a thirty-six (36) inch minimum depth providing that plans are approved
showing the location and method.
4. FILLING /CLEARING WITHIN ROOT ZONE –Fill dirt no deeper than two (2) inches may be allowed
within the drip line of the tree. No grubbing is permitted in the root zone. In the protected root zone,
any stumps, dead trees and shrub growth to be removed shall be cut flush or ground out. Stump
grinding will be accomplished with equipment and methods acceptable in normal arboricultural
operations. All holes will be backfilled completely the same day of the operation.
5. SOIL COMAPCTION- Where compaction might occur due to traffic or materials storage, the tree
protection zone must be mulched with a minimum four (4) inch layer of shredded hardwood mulch.
6. CLEARING ACTIVITIES – Roots often fuse and tangle amongst trees. The removal of trees adjacent
to a tree save area can cause inadvertent damage to protected trees. Wherever possible, it is
advisable to cut minimum two (2) foot trenches (e.g. with a ditch witch) along the limits of land
disturbance, so as to cut, rather than tear the roots. Trenching may be required for the protection of
specimen trees. The cutting down and then grinding the stump of the adjacent removed trees, as
opposed to bulldozing them and ripping their roots, can also aid the protected trees.
7. TREE REMOVAL – To minimize potential root loss from soil disturbance in an overlapping root
situation, all roots attached to a tree inside a tree save area that extends outside the tree save area
shall be cut by hand if the soil is to be disturbed. The removal of any tree adjacent to a tree within a
tree save area shall not be removed by heavy equipment. Cutting the roots by hand or with a ditch
witch is acceptable.
SECTION 9 LANDSCAPE STRIP AND BUFFER STANDARDS
A. Landscape Strips
1. The width of landscape strips must, as a minimum, conform with the requirements of the conditions of
zoning or the requirements of the Zoning Resolution,. The width is measured from the newly dedicated
right-of-way, or from the property lines of contiguous parcels, as applicable.
2. No permanent structures are permitted within landscape strips. This includes, retaining walls, curbing,
dumpsters, detention facilities, etc. Monument signs, fences,drainage structures, and sidewalks may
be allowed with pre-approval.
3. Curb stops must be used to prevent vehicle overhang into required landscape strips and parking lot
landscape islands. One curb stop per parking stall is required.
4. Signs within required landscape strips are subject to the approval of the Department of Community
Development or designated agent(s). These signs may only be located in areas of turf or groundcover
and must not conflict with the growth potential of trees and shrubs. Signs are not permitted within
required undisturbed buffers.
Administrative Guidelines – Agriculture District -21-
5. The deposition of storm water runoff into drainage swales through landscape strips is generally not
permitted. Exceptions will be considered only if this standard will create an undue hardship to the
property owner. Unless approved by the City Arborist the width of a drainage easement through a
landscape strip shall not exceed the width of the strip.
6. Parking lot landscape islands must, at a minimum, conform to the requirements of the Zoning
Resolution. These islands must be planted with at least one 2 inch caliper (minimum) shade tree.
Stormwater runoff into parking lot landscape islands may be permitted upon approval by the city
arborist.
7. When fencing is required as a condition of rezoning, the finished surface of the fence must face
externally to the project. The exact location for fence placement within the landscape strip will be
determined on a case by case basis by the city arborist or designated agent(s).
8. All species within required landscape strips must be ecologically compatible with the intended growing
site. If ornamental trees are used to satisfy landscape strip requirements, they will not count for
satisfying tree density requirements. All plant materials are subject to Department of Community
Development or designated agent(s) approval.
9. Trees within required landscape strips shall be provided as follows:
a. Landscape strips 25 feet wide or less; a minimum of one tree f or every 30 linear feet of
landscape strip.
b. Landscape strips 25 feet wide or more; a minimum of one tree for every 20 linear feet of
landscape strip .
c. Clumping is permitted.
All required landscape strips must be designed with at least 60% coverage in trees and shrubs, with
no more than 40% coverage in grass or ground cover. Landscape strip coverage will be calculated
as follows:
a. Calculate the total spati al area of the landscape strip.
b. Count the number of trees within the landscape strip and multiply by 100 square feet for
trees less than 6” caliper and 200 square feet for trees 6” or greater (This will allow
some credit for the spati al coverage of the tree canopy)
c. . Calculate the coverage provided by the shrubs planted on center:
ON CENTER Equals COVERAGE PER SHRUB
*3 feet = 9 square feet
*4 feet = 16 square feet
*5 feet = 25 square feet
*At maturity, shrubs must attain this width. Shrub spe cies and spacing is subject to
arborist‟s approval.
d. Grass or ground cover may not exceed 40 % coverage within the strip.
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PLANTINGS IN RIGHT-OF-WAY
Approval from Community Development, Public Works and the Department of Transportation (D.O.T.), where
applicable, is required, as planting is generally not permitted in the right-of-way. Where approval is received, the
following conditions must be met:
1. Indemnification and maintenance agreements must be recorded with the Fulton Superior Court Clerk
prior to permitting irrigation or planting in the right-of-way. The City shall be held harmless if damage to
irrigations systems or vegetation should occur within the right-of-way.
2. These agreements must be recorded in the name of a homeowner‟s association (along with
documentation attesting to that association‟s existence), for subdivisions.
3. These agreements must be recorded in the property owner‟s name for all other types of projects.
4. Trees planted within right-of-way will not be counted toward the density requirement for a site unless
approved by the city arborist and Public Works.
5. Prior to planting trees in right-of-way, a typical cross-section must be provided indicating the placement
of the trees in relation to the curb, and underground utilities. Placement and species are subject to the
approval of the city arborist and Director of Public Works.
6. Drawings for irrigation system within right-of-way must indicate the location of lines, heads, sprays
radius, shut off valves, timers and a 24 hour emergency contact phone number.
7. The city shall have the right to plant, maintain, prune, and remove trees, shrubs, and plants within the
right of way of all city streets, roads, and highways, in parks, around city facilities, and on other city
grounds, as may be necessary or desirable to ensure public safety, to preserve tree health, and to
maintain and increase tree canopy.
8. It shall be unlawful for any person to engage in any activity on private property that directly or indirectly
adversely affects the health or condition of a tree on city property. If a person damages, destroys, or
fails to protect a city tree, the city may require replacement and/or payment of a fine up to $1,000.00.
C. BUFFERS
1. Required undisturbed buffers must remain undisturbed and actively protected for the duration of such
permitted use for the site. Buffers must be replanted where sparsely vegetated or where disturbed for
approved access and utility crossings. The buffers should be replanted to meet the following
standards:
c. Must provide a visual barrier. To accomplish this screening, the plant materials must be a
minimum 5 feet in height at time of planting, moderately slow growing evergreen and have
branching all the way to the ground. All buffer plant materials are subject to the city
arborist or designated agent(s) approval.
d. The number of planting rows for tree replacement in buffers is determined by the buffer
width:
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BUFFER WIDTH MINIMUM PLANTING ROWS
< 20‟ 2
20‟ TO 30‟ 3
31‟ TO 50‟ 4
>50‟ 4 plus 1 row for each additional 15
feet
e. Drainage within or through buffers is subject to the approval of the Community
Development Department.
f. Encroachment into buffers for the construction of retaining walls, footings, or wall
supports, is not permitted unless otherwise specified in the conditions of rezoning.
Encroachments into buffers shall require zoning modifications or variances as applicable.
g. All buffers require a 10 foot improvement setback interior to the buffer. No grading is
allowed in this improvement setback unless permission is obtained from the Director of
Community Development. (Contact the city arborist for details).
D. STATE WATER BUFFERS
1. The City of Milton Stream Protection Ordinance was adopted by the Milton City Council, requires that
streams in all watersheds within the City of Milton shall require a minimum 50 foot undisturbed buffer on
each side of the stream as measured from the top of bank. No disturbance within the 50 ft. buffer is
allowed without a city issued variance.
2. An additional 25 foot non-impervious buffer setback shall be maintained adjacent to the undisturbed
state water buffer in which all impervious surfaces shall be prohibited. No disturbance within the 25 ft.
buffer is allowed without a state issued variance.
3. Land Disturbance within State Water Buffers is only permitted if a variance is granted. For information
about how to apply for a variance, contact the Department of Community Development at 678-242-
2500.
SECTION 10 MAINTENANCE RESPONSIBILITY
A. The owner of the property and/or their agents, shall be responsible for the installation, preservation, and
maintenance of all planting and physical features (installed or vegetated natural areas) required by Zoning
Resolution, conditions of zoning, variance, or permitting and the Milton Tree Conservation Ordinance. All
plant material shall be maintained in a healthy and growing condition. .
B. Any dead, unhealthy, or missing trees, or trees disfigured by severe or excessive pruning, shall be replaced
with vegetation that conforms to the standards of this ordinance and the approved site and /or subdivision
plan. In the case of removal of existing original trees from required vegetation protection areas, the
replacement requirements will be that which was shown on the approved plan. If no plan exists, area of
disturbance must conform to requirements of this Ordinance or the Zoning Resolution.
C. All required buffers, streetscapes, vehicular use areas, and other landscape areas shall be properly
maintained to encourage good health and vigor
Administrative Guidelines – Agriculture District -24-
SECTION 11 Authority for Review
The city arborist shall be responsible for reviewing all requests for tree permits submitted in accordance with the
requirements specified herein. The city arborist shall have no obligation to review an application for a tree permit
until all required information has been submitted and the applicable fee, if any has been paid. If any required fee or
information has been omitted, the city Arborist shall notify the applicant of that fact.
SECTION 12 STANDARDS FOR APPROVAL
The city arborist shall review each application for a tree removal permit application for completeness in accordance
with the procedures in the Tree Conservation Ordinance.
The city arborist may approve, conditionally approve or deny any application for a tree removal permit in accordance
with the criteria in the Tree Conservation Ordinance.
When a complete application is filed, the city Arborist shall grant a tree permit with regard to a particular protected
tree if any of the following is true:
1. The tree must be altered in order to install or maintain a utility line or utility service line;
2. The tree is located in a heavily wooded area and selective thinning is necessary to increase the
likelihood of survival of the remaining trees;
3. The tree is diseased, damaged, or hazardous;
4. The tree, if left, is reasonably likely to impair the structural integrity of existing structures or
improvements;
5. The tree is required to be removed by federal, state or local law, including an applicable regulation
adopted by a federal, state, or local government agency.
When a complete application is filed, the city arborist shall grant a tree permit if all required tree protection and
replacement procedures have been followed and the application conforms to the Tree Preservation Plan.
Notwithstanding any of the other requirements of these regulations, it shall be unlawful to remove a specimen tree
without the express written permission of the city arborist or authorized agent(s). Administrative Standards have
been established for the identification, preservation and protection of specimen trees.
Administrative Guidelines – Agriculture District -25-
APPENDICES
Administrative Guidelines – Agriculture District -26-
CONSTRUCTION
APPENDIX A. Protecting Trees During Construction
APPENDIX B. Warning – Tree Protection Zone Signage
APPENDIX C Tunneling Under Root Zones
APPENDIX D Grade Change Guidelines
APPENDIX E. Additional Illustrations
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Administrative Guidelines – Agriculture District -31-
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MAINTENANCE
APPENDIX F. Maintenance Guidelines
APPENDIX G. Tree Pruning Crimes
APPENDIX H. Pruning Cuts
APPENDIX I. Don‟t Top Trees
APPENDIX J. Correct Use of Mulch
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PLAN SUBMITTAL
APPENDIX K. Tree Conservation Plan (Sample)
APPENDIX L. Details Sheet
APPENDIX M. Check List for Landscape Drawing and Tree Conservation Plan (commercial)
APPENDIX N. Check List for Tree Protection Plan (residential)
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Administrative Guidelines – Agriculture District -44-
Administrative Guidelines – Agriculture District -45-
TREE LISTS
APPENDIX O. 40 – 100 ft. Tree List
APPENDIX P. 10 – 40 ft Tree List
APPENDIX Q. Parking lot and street trees
APPENDIX R. Evergreens for Undisturbed Buffers
Administrative Guidelines – Agriculture District -46-
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Administrative Guidelines – Agriculture District -48-
Administrative Guidelines – Agriculture District -49-
MISCELLANEOUS
APPENDIX S. Extra Unit Value for Recompense Trees
APPENDIX T. Multi Trunked Tree Calculator
Administrative Guidelines – Agriculture District -50-
Administrative Guidelines – Agriculture District -51-
City of Milton
13000 Deerfield Parkway Suite 107C Milton, Georgia 30004
To: Honorable Mayor and City Council Members
From: Carter Lucas, Principal Engineer
Date: June 23, 2010 for the July 7, 2010 Council meeting
Agenda Item: Approval of an Agreement between the City of Milton and Optech RWM, LLC
to provide Public Works Field Services
Background:
Since the transition from CH2M Hill in January 2010 the Public Works Department has
operated under six-month transition contracts with our previous service providers. The six-
month term was intended to allow the city sufficient time to develop and bid an RFP for our
Public Works Field Services. The city has completed that process and is prepared to recommend
a service provider.
Discussion:
In accordance with standard city procurement practices the city issued an RFP for the provision
of basic Public Works Field Services in the areas of general right -of-way maintenance, sign
maintenance, signal maintenance, and grass cutting. The process allowed the city to evaluate bids
for these individual services or combine services with one or more vendors to create an overall
package that would be in the best interest of the city from both a service and financial standpoint.
Five proposals were received for the various components of the contract. Staff evaluated these
proposals in various combinations to select the plan and providers that would be in the best
interest of the city. Staff is recommending to council to proceed with the selection of Optech
RWM, LLC as the single provider for field services. Optech RWM, LLC has provided general
right-of-way maintenance and grass cutting services for the city since its’ incorporation. The
annual cost of the contract is $530,000 for these services which represents an approximate
savings to the city of $181,600 per year over the current contracts. The contract term is three
years with the option of 2 additional years.
Legal Review:
Paul Higbee, Jarrard & Davis on 6-18-2010
Attachments:
1. Agreement with Optech RWM, LLC
The City of Milton requires 51% participation by the Prime Contractor on all projects.
This agreement (the “Agreement”) is made and entered into this ____ day of
_______________, 2010, by and between the CITY OF MILTON, a municipal corporation of
the State of Georgia, acting by and through its governing authority, the Milton City Council
(hereinafter referred to as the “City”), and Optech RWM, LLC located at 375 Maxwell Road
Alpharetta, GA 30004 (hereinafter referred to as the “Contractor”).
W I T N E S S E T H:
WHEREAS, the City issued a Request for Proposals (RFP 10-PW3), dated April 26th,
2010, to solicit proposals for Public Works Support Services, and
WHEREAS, based upon Contractor’s bid to construct, install, and perform Public Works
Support Services, the City has selected Contractor as the winning bidder, and
WHEREAS, Contractor has agreed to perform such work as set forth in this Agreement,
according to the terms and conditions provided in this Agreement; and
WHEREAS, Contractor has familiarized itself with the nature and extent of the Contract
Documents, the Project, and the Work, with all local conditions and federal, state and local laws,
ordinances, rules and regulations in any manner that may affect cost, progress or performance of
work, and Contractor is aware that he must be licensed to do business in the State of Georgia.
NOW THEREFORE, the City and Contractor, in consideration of the mutual promises
contained herein and other good and valuable consideration, the sufficiency of which is hereby
acknowledged, agree as follows:
Section 1 Contract Documents
The following documents are incorporated herein by reference and constitute the
Contract Documents:
A. This Agreement (157 Pages);
B. RFP 10-PW3 plus addenda, attached hereto as Exhibit “A”;
C. Proposal and Bid from Contractor dated May 19th, 2010, attached hereto as
Exhibit “B”;
D. Scope Clarifications attached hereto as Exhibit “C”;
In the event of any conflict among Exhibit 'A,' Exhibit 'B' and/or this Agreement, that provision
operating most to the benefit of City, as determined by the City in its sole discretion, shall
prevail.
Section 2 Project Description
The Project is defined generally as follows: Public Works Support Services.
Section 3 The Work
The Work is specified and indicated in the Contract Documents (the “Work”). The Work
previously described includes all material, labor, insurance, tools, equipment, and any other
miscellaneous items necessary to complete the Work as described. Contractor shall complete the
Work in strict accordance with the Contract Documents.
Section 4 Contract Term
The term of this Agreement shall be from the date of execution until December 31, 2010,
unless terminated earlier as provided for herein. This Agreement shall automatically renew on
January 1, 2011 and on January 1 of each year thereafter absent written notice of non-renewal
provided by the City to the Contractor at least sixty (60) days prior to the termination of the then
current renewal term, provided that this Agreement shall terminate absolutely and without
further obligation on the part of the City on December 31 of each year. This Agreement shall
terminate absolutely and without any further obligation on the part of the City or automatic
renewal on December 31, 2014; however, by written mutual agreement of both parties, the
contract may be renewed, beginning January 1, 2015, for one-year intervals not to exceed two
additional years, subject to the annual termination and renewal provisions of this paragraph. Title
to any supplies, materials, equipment or other personal property shall remain the Contractors’
until fully paid for by the City.
Section 5 Contractor’s Compensation; Time and Method of Payment
The City shall pay Contractor, based upon the rates set forth in Exhibit “B,” within thirty
(30) days after approval of each invoice by City staff; all invoices shall include an itemized list
of services provided and prices for each class of unit. No payments will be made for
unauthorized work. All invoices should be submitted to City of Milton 13000 Deerfield
Parkway Suite 107G Milton, GA, 30004 for approval. Payment will be sent to the designated
address by U. S. Mail only; payment will not be hand-delivered. The total amount paid under this
Agreement for proposal Public Works Support Services (10-PW3: General Maintenance, Traffic
Signals, Sign Maintenance and Grass Cutting) as compensation for services performed and
reimbursement for costs incurred shall not, in any case, exceed $530,000.00 per Agreement year,
with each such Agreement year running from October 1 to September 30 of the following
calendar year. Contractor agrees to no more than a 3.0% annual price increase each Agreement
year starting on the 1st of October 2011.
Section 6 Work Changes
A. The City reserves the right to order changes in the Work to be perform ed 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 Contractor
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 Contractor 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
Contractor.
C. The City Manager has authority to execute without further action of the Milton
City 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. 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 $50,000, must be approved by resolution of the
Milton City Council.
Section 7 Covenants of Contractor.
A. Ethics Code
Contractor agrees that it shall not engage in any activity or conduct that would be
in violation of the City of Milton Code of Ethics as defined in Chapter 2, Article
VIII, Ethics Code of the City of Milton Code of Ordinances.
B. Time is of the Essence
Contractor specifically acknowledges that TIME IS OF THE ESSENCE.
C. Expertise of Contractor
Contractor 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 Contractor under this
Agreement.
D. Budgetary Limitations
Contractor agrees and acknowledges that budgetary limitations are not a
justification for breach of sound principals of Contractor’s profession and
industry. Contractor shall take no calculated risk in the performance of the Work.
Specifically, Contractor agrees that, in the event it cannot perform the Work
within the budgetary limitations established without disregarding sound principals
of Contractor’s profession and industry, Contractor will give written notice
immediately to the City.
E. City’s Reliance on the Work
The Contractor acknowledges and agrees that the City does not undertake to
approve or pass upon matters of expertise of the Contractor and that; therefore,
the City bears no responsibility for Contractor’s services performed under this
Agreement. The Contractor acknowledges and agrees that the acceptance of
Work 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
Contractor’s performance. Contractor further agrees that no approval of designs,
plans, specifications, or work by any person, body or agency shall relieve
Contractor of the responsibility for adequacy, fitness, suitability, and correctness
of Contractor’s professional and industry standards or for performing services
under this Agreement in accordance with sound and accepted professional and
industry principals.
F. Contractor’s Reliance of Submissions by the City
Contractor must have timely information and input from the City in order to
perform the services required under this Agreement. Contractor is entitled to rely
upon information provided by the City, but Contractor shall be required to
provide immediate written notice to the City if Contractor knows or reasonably
should know that any information provided by the City is erroneous, inconsistent,
or otherwise problematic.
G. Contractor’s Representative
Randy Ekerberg shall be authorized to act on Contractor’s behalf with respect to
the Work as Contractor’s designated representative.
H. Assignment of Agreement
The Contractor 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.
I. Responsibility of Contractor and Indemnification of City
The Contractor covenants and agrees to take and assume all responsibility for the
services rendered in connection with this Agreement. The Contractor 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.
Contractor shall defend, indemnify and hold harmless the City, its officers,
boards, commissions, elected and appointed 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 Contractor, any
subcontractor, anyone directly or indirectly employed by the Contractor or
subcontractor or anyone for whose acts the Contractor or subcontractor may be
liable, regardless of whether or not the negligent act is caused in part by a party
indemnified hereunder. Such obligation shall not be construed to negate, abridge,
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 Contractor, any subcontractor, anyone directly or indirectly employed by the
Contractor or subcontractor or anyone for whose acts the Contractor 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 Contractor 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.
J. Independent Contractor
Contractor 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 Contractor 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 Contractors, 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
Contractor 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 Contractor as to the details of the services to be performed by Contractor or
to exercise a measure of control over such services will be deemed to mean that
Contractor shall follow the directions of the City with regard to the results of such
services only.
The Contractor shall obtain and maintain, at the Contractor’s expense, all permits,
licenses, 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 (10) days after issuance.
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 parties 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 Contract enters into on behalf of the City of Milton without the
express knowledge and prior written consent of the City.
K. 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:
(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;
premises owned, leased, or used by 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) 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 Contractor 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 Contractor 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 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 shall be named as an
additional insured and loss payee on all policies required by this
Agreement.
L. Employment of Unauthorized Aliens Prohibited
It is the policy of the City of Milton 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 O.C.G.A. § 13-10-91 and Rule 300-10-1-.02
is mandatory.
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.
M. Records, Reports and Audits
(1) Records:
(a) Records shall be established and maintained by the Contractor 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.
(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 Contractor 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
often 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 Contractor 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.
N. Conflicts of Interest
Contractor 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 as defined in Chapter 2,
Article VIII, Ethics Code of the City of Milton Code of Ordinances.
O. Confidentiality
Contractor 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 Contractor agrees that confidential
information it receives or such reports, information, opinions or conclusions that
Contractor 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 Contractor shall exercise reasonable
precautions to prevent the unauthorized disclosure and use of City information
whether specifically deemed confidential or not.
P. Licenses, Certifications and Permits
The Contractor covenants and declares that it has obtained all diplomas,
certificates, licenses, permits or the like required of the Contractor by any and all
national, state, regional, county, local boards, agencies, commissions, committees
or other regulatory bodies in order to perform the services contracted for under
this Agreement. All work performed by Contractor under this Agreement shall be
in accordance with applicable legal requirements and shall meet the standard of
quality ordinarily expected of competent professionals.
R. Key Personnel
All of the individuals identified in Exhibit “D” 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 Contractor’s Project Manager or members
of the project team, as listed in Exhibit “D”, without written approval of the City.
Contractor recognizes that the composition of this team was instrumental in the
City’s decision to award the work to Contractor 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 Contractor’s obligations under this Agreement and shall be
grounds for termination. Contractor shall not subcontract with any third party for
the performance of any portion of the Work without the prior written consent of
the City. Contractor shall be solely responsible for any such subcontractors in
terms of performance and compensation.
S. Authority to Contract
The Contractor 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 Contractor to the terms of this
Agreement, if applicable.
T. Ownership of Work
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 Contractor (“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 Contractor or subcontractor upon
completion or termination of the work shall be delivered immediately to the City.
The Contractor 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 Contractor shall replace them at its own expense. Any and all
copyrightable subject matter in all materials is hereby assigned to the City and the
Contractor agrees to execute any additional documents that may be necessary to
evidence such assignment.
U. Meetings
The Contractor is required to meet with the City’s personnel, or designated
representatives, to resolve technical or contractual problems that may occur
during the term of the contract, at no additional cost to the City. Meetings will
occur as problems arise and will be coordinated by the City. The Contractor will
be given a minimum of three full working days notice of meeting date, time, and
location. Face-to-face meetings are desired. However, at the Contractor’s option
and expense, a conference call meeting may be substituted. Consistent failure to
participate in problem resolution meetings, two consecutive missed or
rescheduled meetings, or to make a good faith effort to resolve problems, may
result in termination of the contract.
Section 8 Covenants of the City
A. Right of Entry
The City shall provide for right of entry for Contractor and all necessary
equipment to City of Milton, in order for Contractor to complete the Work.
B. City’s Representative
Carter Lucas, Roddy Motes, and Matt Fallstrom shall be authorized to act on the
City’s behalf with respect to the Work as the City’s designated representative
Section 9 Warranty
Except as may be otherwise specified or agreed, the Contractor shall repair all defects in
materials, equipment, or workmanship appearing within one year from the date of Final
Completion of the Project at no additional cost to the City. An inspection shall be conducted by
the City or its representative(s) near the completion of the one-year general warranty period to
identify any issues that must be resolved by the Contractor.
Section 10 Termination
A. The City may terminate this Agreement for convenience at any time upon at least
thirty (30) days prior written notice to Contractor. In the event of a termination
for convenience, Contractor shall take immediate steps to terminate work as
quickly and effectively as possible and shall terminate all commitments to third-
parties unless otherwise instructed by the City. Provided that no damages are due
to the City for Contractor’s failure to perform in accordance with this Agreement,
the City shall pay Contractor for work performed to date in accordance with
Section 5 herein. The City shall have no further liability to Contractor for such
termination.
B. The City may terminate this Agreement for cause if Contractor breaches any
material provision of this Agreement. The City shall give Contractor seven (7)
days written notice of its intent to terminate the Agreement and the reasons
therefore, and, if Contractor, or its Surety, fails to cure the default within that
period, the termination shall take place without further notice. The City shall then
make alternative arrangements for completion of the Project and deduct the cost
of completion from the unpaid Contract Price. The City will make no payment to
the Contractor or its Surety until all costs of completing the Project are paid. If
the unpaid balance of the amount due the Contractor, according to this agreement,
exceeds the cost of finishing the Project, the Contractor or its Surety will receive
the applicable funds due. If the costs of completing the Project ex ceed the unpaid
balance, the Contractor or its Surety will pay the difference to the City.
C. If the City terminates this Agreement for cause, and it is later determined that the
City did not have grounds to do so, the termination will be treated as a termination
for convenience under the terms of this Section (A) above.
D. Upon termination, the Contractor 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 Contractor in performing this
Agreement, whether completed or in process, in the form specified by the City.
E. The rights and remedies of the City and the Contractor provided in this Section
are in addition to any other rights and remedies provided under this Agreement or
at law or in equity.
Section 11 Miscellaneous
A. Complete Agreement. This Agreement contains all of the understandings and
agreements of whatsoever kind and nature existing between the parties hereto
with respect to the subject matter contained herein.
B. Governing Law. This Agreement shall be governed by and construed under the
laws of the State of Georgia.
C. Counterparts. This Agreement may be executed in any number of counterparts,
each of which shall be deemed to be an original, but all of which together shall
constitute one and the same instrument.
D. Invalidity of Provisions. Should any part of this Agreement for any reason be
declared by any court of competent jurisdiction to be invalid, such decision shall
not affect the validity of any remaining portion, which remaining portion shall
continue in full force and effect as if this Agreement had been executed with the
invalid portion hereof eliminated, it being the intention of the parties that they
would have executed the remaining portion of this Agreement without including
any such part, parts or portions which may for any reason be hereafter declared
invalid.
E. Notice. All notices requests, demands and other communications hereunder shall
be in writing and shall be deemed received, and shall be effective when personally
delivered or on the third day after the postmark date when mailed by certified
mail, postage prepaid, return receipt requested or 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 CITY shall be sent to:
City of Milton
Attn: City Manager
13000 Deerfield Parkway, Suite 107F
Milton, Georgia 30004
NOTICE TO CONTRACTOR shall be sent to:
Optech RWM, LLC
375 Maxwell Road
Alpharetta, Georgia 30004
F. 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.
G. Force Majeure. Neither the City nor Contractor 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: (i) any cause beyond their respective reasonable control; (ii)
any act of God; (iii) any change in applicable governmental rules or regulations
rendering the performance of any portion of this Agreement legally impossible;
(iv) earthquake, fire, explosion or flood; (v) strike or labor dispute, excluding
strikes or labor disputes by employees and/or agents of Contractor; (vi) delay or
failure to act by any governmental or military authority; or (vii) 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.
H. Headings. All headings herein are inserted only for convenience and ease of
reference and are not to be considered in the construction or interpretation of any
provision of this Agreement.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
under seal as of the date first above written.
[SIGNATURES ON FOLLOWING PAGE]
Attorney approval ___________________
OPTECH RWM, LLC
___________________________________
Robert W. Monette, P.E., Member/Manager
SIGNED, SEALED, AND DELIVERED
In the presence of:
_____________________________
Witness
_____________________________
Notary Public
[NOTARY SEAL]
My Commission Expires:
__________________
MILTON CITY COUNCIL:
Joe Lockwood, Mayor
___________________________________
[CITY SEAL]
SIGNED, SEALED, AND DELIVERED
In the presence of:
_____________________________
Witness
_____________________________
Notary Public
[NOTARY SEAL]
My Commission Expires:
__________________
Secretary of Owner should attest
Give proper title of each person-executing affidavit. Attach seal as required.
Executed in duplicate _______________________________ of 2
EXHIBIT “A”
RFP 10-PW3
Public Works City
Support Services.pdf
RFP_10-PW3_
addendum #1.pdf
COVER SHEET
CITY OF MILTON
REQUEST FOR PROPOSAL
(THIS IS NOT AN ORDER)
RFP Number:
10-PW3
RFP Title:
Public Works Support Services (Multiple Contracts)
RFP Due Date and Time:
May 24, 2010 @ 2:00pm local time
ISSUING DEPARTMENT INFORMATION
Procurement Office Contact:
Rick Pearce
Issue Date:
April 26, 2010
City of Milton
13000 Deerfield Pkwy, Suite 107G
Milton, Ga. 30004
Phone: 678-242-2500
Fax: 678-242-2499
Website: www.cityofmiltonga.us
INSTRUCTIONS TO OFFERORS
Return Proposal to:
City of Milton
Attn: Rick Pearce, Purchasing Office
13000 Deerfield Pkwy
Suite 107G
Milton, Ga. 30004
Mark Face of Envelope/Package:
Bid Number: 10-PW3
Name of Company or Firm
Special Instructions:
Deadline for Written Questions
May 10, 2010 @ 5:00PM
Email(preferred) questions to Rick Pearce at
rick.pearce@cityofmiltonga.us or Fax
questions Attn: Rick Pearce at 678-242-2499
OFFERORS MUST COMPLETE THE FOLLOWING
Offeror Name/Address:
Authorized Offeror Signatory:
(Please print name and sign in ink)
Offeror Phone Number: Offeror FAX Number:
Offeror Federal I.D. Number: Offeror E-mail Address:
OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE
.
1
TABLE OF CONTENTS
Offeror’s RFP Checklist ................................................................................................
Disclosure Form............................................................................................................
Proposal Letter .............................................................................................................
Schedule of Events .......................................................................................................
Section 1: Project Overview and Instructions ...........................................................
Section 2: RFP Standard Information .........................................................................
Section 3: Scope of Project .........................................................................................
Section 4: Offeror Qualifications ................................................................................
Section 5: Cost Proposal .............................................................................................
Section 6: Evaluation Criteria .....................................................................................
Section 7: Standard Contract Information .................................................................
Appendix A: Standard Contract .................................................................................
2
OFFEROR’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.
3. _______ 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 at http://www.cityofmiltonga.us/ and
http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp 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.cityofmiltonga.us/ and
http://ssl.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.
This checklist is provided for assistance only and should not be submitted with Offeror’s Response.
3
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/employees.
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:
________________ ___________________________________________
_________________ ___________________________________________
4
City of Milton
RFP# 10-PW3
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) for those sections on which we are providing a bid regarding the City of Milton Public Works
Support Services (Multiple Contracts).
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 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 for 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______________________________Date_______________________
Print/Type Name_________________________________
Print/Type Company Name Here_______________________________________________
5
SCHEDULE OF EVENTS
EVENT DATE
RFP Issue Date ....................................................................................... April 26, 2010
Pre-Proposal Meeting (Highly Encouraged)........................................... May 5, 2010
City of Milton City Hall, Court Room, Suite 107E
Time TBD
Deadline for Receipt of Written Questions ........................................... May 10, 2010
Posting of Written Answers by City to Websites…..……………… ....... May 14, 2010
RFP Response Due Dates (2:00pm local time):
General Maintenance ....................................................................... May 24, 2010
Traffic Signals ................................................................................... May24, 2010
Sign Maintenance ........................................................................... May 24, 2010
Grass Cutting ................................................................................... May 24, 2010
Estimated Date for RFP Awards ........................................................... June 21, 2010
Contract Start Date ................................................................................... July 1, 2010
NOTE: PLEASE CHECK THE WEBSITES (www.cityofmiltonga.us and
http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp) for ADDENDA AND SCHEDULE UPDATES.
6
SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS
1.0 BACKGROUND AND STATEMENT OF INTENT
Incorporated December 1, 2006, the City of Milton is committed to maintaining the unique quality of life for its
constituents, while efficiently delivering essential services to residents and businesses in a community-
interactive environment. Milton is a distinctive community embracing small-town life and heritage, while
preserving and enhancing our rural character. Since its incorporation, the City of Milton has been structured as
a privatized model, utilizing one contractor to provide the services related to many of the essential functions of
the City. The Department of Public Works (DPW) will be structured utilizing a mix of City employees and
outsourced contractors to perform the operations-related services of the DPW. This Request for Proposal
describes those services the City has decided to outsource.
The City of Milton, (hereinafter referred to as “the City”) invites you to submit a proposal for ANY OR ALL OF
the Public Works Support Services (Multiple Contracts). There are four (4) separate services described in
this RFP (General Maintenance, Traffic Signals, Sign Maintenance, and Grass Cutting). Each service section
will be evaluated as a unit. The City’s intent is to not subdivide these service sections. Your proposal must
address all tasks described in each service section in which you are interested. Proposals that attempt to
address less than all of the tasks described in each and every service section in which you are interested may
be deemed unresponsive.
A more complete description of the services sought for this project is provided in Section 3, Scope of Project.
Proposals submitted in response to this solicitation must comply with the instructions and procedures
contained herein.
1.1 SINGLE POINT OF CONTACT
From the date this Request for Proposal (RFP) is issued until an offeror(s) is selected, offeror(s) are not
allowed to communicate with any City staff or elected officials regarding this procurement, except at
the direction of Rick Pearce. Any unauthorized contact may disqualify the offeror from further consideration.
Contact information for 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
A. Review RFP.
Offerors should carefully review the instructions; mandatory requirements, specifications, standard
terms and conditions, and standard contract set out in this RFP and promptly notify the
procurement office identified above via e-mail of any ambiguity, inconsistency, unduly restrictive
specifications, or error which they discover upon examination of this RFP.
7
B. Form of Questions.
Offerors with questions or requiring clarification or interpretation of any section within this RFP must
submit these questions in writing via email (preferred), at the pre-proposal conference, or faxed to
the procurement office referenced above on or before May 10, 2010. Each question must provide
clear reference to the section, page, and item in question. Questions received after the deadline
may not be considered.
C. City’s Answers.
The City will provide an official written answer to all questions on or about May 14, 2010. The City's
response will be by formal written addendum. Any other form of interpretation, correction, or change
to this RFP will not be binding upon the City. Any formal written addendum will be posted alongside
the posting of the RFP at http://www.cityofmiltonga.us/ and
http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp. Offerors must sign and return any addendum with
their RFP response.
D. 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 written/e-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.
E. 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
Interested firms are invited and are highly encouraged to attend a Pre-Proposal Conference on May 5,
2010. Written questions may be submitted at this time; however, all responses shall be considered
informal until the city has issued a formal response in accordance with the SCHEDULE OF EVENTS.
The city will informally answer all written questions received including those submitted at the
conference. The schedule for this meeting will be posted on the City’s website www.cityofmiltonga.us
and at http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp.
8
1.4 SUBMITTING A PROPOSAL
A. Submittal Requirements.
Proposals shall include the following:
1. City of Milton request for proposal cover page (information entered and signed: first page of
this document)
2. City of Milton Disclosure form (signed)
3. City of Milton Proposal letter (information entered)
4. Technical Proposal:
Include one technical proposal for each Service Section your firm is interested in, for
example, if your firm is interested in proposing on General Maintenance and Grass
Cutting your proposal would include 2 technical submittals in addition to all other
required information)
Each Proposal Shall be:
a. Maximum of twenty 20 single sided pages (ten pages if double-sided)
b. Minimum of 11 point font
c. Stapled or spiral-bound. No binders
Each Proposal Shall Contain:
a. Cover letter – introductory remarks and proposal summary – no longer than two
pages.
b. Work Plan – 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.
c. Related projects – Description of past and current projects or contracts similar to this
project, including the degree of involvement of your firm and/or personnel assigned
to the project.
d. 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. Also, provide
the address of the office this effort will be staffed from.
e. References – Include names, titles, and all contact information for clients for whom
your firm has performed similar work.
f. Pricing (See Section 5)
5. Applicable Addenda Acknowledgement Forms (if necessary)
Offerors must organize their proposal into sections that follow the format of Section 1.4 and Section 5.0.
B. 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.
9
C. Copies Required and Deadline for Receipt of Proposals.
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 2:00PM, local time, May 24, 2010. Facsimile or
emailed responses to requests for proposals are not acceptable. Proposals will be opened at
approximately 2:10pm in the City courtroom and names of offerors will be announced.
D. 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
A. 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.
B. 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
A. 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.
B. 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 formal documentation, which would further define or expand any contractual
relationship between the City and offeror resulting from this RFP process.
10
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 possible, 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
A. 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.
B. 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(A) above, providing the following conditions have been met:
1. Confidential information is clearly marked and separated from the rest of the proposal.
2. The proposal does not contain confidential material in the cost or price section.
3. 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. Please contact Rick
Pearce for additional information.
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
A. Initial Classification of Proposals as Responsive or Nonresponsive.
Proposals may be found nonresponsive at 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
specifications described and required in the RFP. If a proposal is found to be nonresponsive, it will
not be considered further.
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B. Determination of Responsibility.
The procurement office will determine if 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.
C. 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 scores
will be used to determine the most advantageous offering to the City.
D. 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.
E. 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.
F. 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.
G. Evaluation Committee Recommendation for Contract Award.
The evaluation committee will provide a written recommendation for contract award.
H. Request 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.
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I. 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.
J. 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
While 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:
1. Cancel or terminate this RFP,
2. Reject any or all proposals received in response to this RFP,
3. Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not
have significant impact on any proposal,
4. Not award if it is in the best interest of the City not to proceed with contract execution; or
5. If awarded, terminate any contract in accordance with the terms and conditions of the contract if
the City determines adequate funds are not available.
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SECTION 3: SCOPE OF PROJECT
3.1 PROJECT DESCRIPTION
The City wishes to have certain services outsourced. This Request for Proposals (RFP) focuses on the
services associated with General Maintenance, Traffic Signals, Sign Maintenance, and Grass Cutting.
These services will be coordinated with and through the City of Milton Department of Public Works
(DPW).
The city is approximately 39.1 square miles in size. The city currently maintains a material and
equipment storage area at Birmingham Park. The storage area is not secured but may be used by the
contractor(s) in the execution of this scope of services with the approval of DPW staff. The city is not
responsible for the safety or security of any equipment or material stored at this location.
3.2 GENERAL MAINTENANCE
A. General Requirements.
1. The City of Milton has established the need for a general maintenance program that will
consist of the following activities: Parks Maintenance, Right-of-Way (ROW)
Maintenance, and Storm Drain Maintenance and Cleaning.
2. The Contractor shall provide sufficient manpower to perform tasks associated with
General Maintenance as described in this Section for five days per week and emergency
operations, as defined herein. (The work week shall be defined as Mon-Fri, 8am-5pm,
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unless otherwise specified)Travel to and from the City will not be considered as separate
pay item. All services shall be performed in accordance with the following priority
schedule:
a. Priority 1: Emergency. 100% of requests will be responded to immediately, if
possible, but in no case longer than 4 hours. Once begun work will continue until
complete, the emergency is terminated, or the priority is downgraded.
b. Priority 2: 100% of requests will be completed within 24 hours. Work shall be
completed within that time unless the situation is stabilized and a completion
schedule is approved by the city, or the priority is downgraded.
c. Priority 3: 100% of requests will be completed within 5 calendar days.
d. Priority 4: will be scheduled so as to maximize materials and efficiency.
3. On a monthly and annual basis, the Contractor shall provide sufficient reporting of both
work in progress and work completed, by individual elements. The format of these
reports will be developed in coordination with the City. At a minimum, these reports will
include a listing of work orders completed to date, work orders outstanding, and the plan
and schedule for completion of outstanding work.
4. The Contractor shall provide a communication link (Nextel / AT&T/ Verizon / other) for all
crews to provide communication between the crews and the City Representative. This
contact information will be provided to the DPW representative.
5. All debris removed in the execution of any work order or project shall be properly
disposed of in accordance with all applicable local, state and federal regulations.
6. The Contractor shall maintain adequate traffic control for in conformance with current
GDOT and MUTCD standards while performing all maintenance tasks.
7. Contractor shall appoint a Project Manager to attend weekly meetings to discuss
maintenance-related issues and return and receive work orders.
B. Parks Maintenance.
There is currently one park (Bell Memorial Park) and three community houses (Bennett House at
Bell Memorial Park, Crabapple House and Bethwell House) covered in this Scope of Work. The
following services will be required:
1. Bell Memorial Park
a. Throughout the year, the Contractor shall provide debris removal (including, but not
limited to sticks, limbs, loose trash, etc…) , tree pruning, encroachment control tree
trimming up to 20-feet in above ground and 4-inches in caliper in and around the
Park as necessary, and removal of all fallen trees impacting normal
function/operation. All embankments should be kept weed free and maintain
adequate ground covering.
b. The playground, picnic areas, batting cage, fences, gates and concrete surfaces
shall be inspected on a weekly basis for any safety related issues.
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c. The mulch at the playground shall be raked at least once every two weeks.
d. The city shall be notified when additional mulch is required.
e. The bathrooms shall be cleaned and restocked five days per week (Monday,
Wednesday, Friday, Saturday, and Sunday) from February 1 until November 30. The
fixtures (commodes, sinks, urinals, and counters) shall be wiped down with a
disinfectant cleaner, mirrors cleaned and floors are to be swept and then mopped
with a disinfectant cleaner.
f. All areas of the park shall be treated for fire ants once per year prior to the warmer
months and as needed during the warmer months.
g. Trash cans shall be emptied, new bags shall be placed in the cans, and the grounds
shall be cleaned of debris five days per week (Monday, Wednesday, Friday,
Saturday, and Sunday).
h. Contractor to provide and fund a 9 cy dumpster for trash and litter disposal that will
be scheduled for pick-up a minimum of once per week. Location to be coordinated
with the Public Works Representative.
i. In addition to the other items outlined in this scope, the contractor shall provide labor
for general maintenance to include, but not be limited to, landscaping, minor
electrical, plumbing, roofing, siding, and flooring of structures when requested.
j. All landscaped islands shall be inspected and maintained on a weekly basis.
Contractor shall ensure that all shrubs and trees are pruned in a neat and orderly
fashion. All tree branches shall be pruned to a height of 7 feet above grade. All
weeds, trash or other deleterious material shall be picked up and properly disposed.
2. Bennett House
a. The Contractor shall provide internal and external cleaning one day per week
(specific day to be determined).
b. Empty trash receptacles and replace bags in each can.
c. The fixtures (commodes, sinks, and counters) shall be wiped down with a
disinfectant cleaner, mirrors cleaned and floors are to be swept and then mopped
with a disinfectant cleaner once per week. Carpets shall be vacuumed on a weekly
basis.
d. Check (on a weekly basis) for broken, damaged, or missing ceiling fans/light fixtures,
plumbing needs, electrical needs, or general plant needs & provide report with
monthly invoice. The report should include pictures of items requiring attention.
Material required for repairs shall be furnished by the City.
e. Provide labor for general maintenance to include, but not be limited to, landscaping,
minor electrical, plumbing, roofing, siding, flooring of structures when requested.
f. The contractor shall provide tree pruning and trimming on an as-needed basis up to
20-feet above ground and 4-inches in caliper.
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3. Crabapple and Bethwell Community Houses
a. Provide labor for general maintenance to include, but not be limited to landscaping,
minor electrical, plumbing, roofing, siding, flooring of structures when requested).
b. The grounds shall be inspected every other week throughout the year and all debris
(sticks, limbs, trash, etc…) shall be removed and properly disposed.
c. The contractor shall provide tree pruning and trimming on an as-needed basis up to
20-feet above ground and 4-inches in caliper.
C. Right-of-Way (ROW) & Roadway Maintenance.
The city currently maintains approximately 203 miles of right-of-way in accordance with the
following:
1. Removal and proper disposal of animal carcasses from the roadway.
2. Report and assist with repair of damaged City property due to graffiti or vandalism.
3. City-wide full time litter and trash pickup when not assigned to other tasks. Contractor to
provide and fund a 30 cy dumpster for trash and litter disposal. Location to be coordinated
with the Public Works Representative. City shall pay tipping fees.
4. Tree and brush trimming when related to public safety within the specified limits of up to 20-
feet in height and 6-inches in caliper. May also included limited mowing in segments not to
exceed 500 lf as directed by the city.
5. Repair Potholes
a. Repair potholes to a maximum size of 3 feet by 3 feet and/or 6 inches deep.
b. Spot patch edge of pavement failures (cold mix)
6. Labor and equipment for general maintenance needs when requested, i.e. sidewalk, and
curb & gutter repair or replacement. Twenty feet and less per request for sidewalk and/or
curb & gutter.
D. Storm Drain & Ditch Maintenance.
Contractor shall have responsibility for the following:
1. Provide the equipment and labor to maintain storm drain and ditch systems. This item will be
work order driven.
2. Maintain line washing of drainage piping and culverts, vacuuming of curb inlets, catch
basins and ditch lines as well as drop inlets for the storm drain system. This item will be
work order driven. Where a vac truck is required for these services the Contractor shall
provide a daily price for the rental, operation and disposal of material.
3. Haul and place surge stone or rip rap.
4. Maintain adequate reporting of areas being maintained with the city.
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5. Labor and equipment for general maintenance needs when requested. Includes but may
not be limited to debris removal, inlet and catch basin repair, inlet and pipe grouting, etc…
6. Verify with the City all ROW and easement parameters to insure that work is not performed
on private property.
7. Provide storm drain inspection services of 1,250 structures per year to assist in the overall
maintenance of the stormwater management system.
E. Emergency Services.
Contractor shall provide emergency support to the City with any mission critical repairs at all hours
outside of normal work hours, 7 days per week, 365 days per year. These support services shall
include assistance with traffic control, storm debris pickup, winter storm preparation, general labor
related issues etc.
F. Equipment.
i. In addition to the basic equipment necessary to fulfill the scope of this contract the
contractor shall make available to the city at no additional charge to the contract the
following equipment for use 5 days a week and during emergency operations:
a. 1 rubber tire backhoe or equivalent
b. 1 F750 dump truck or equivalent
ii. All equipment used in the execution of this contract shall be kept in a clean, professional
and operating condition.
G. Pricing of General Maintenance.
The offeror is requested to provide an annualized lump sum price for General Maintenance divided
in two components, Parks Maintenance and Right-of-way/Stormwater maintenance. The overall
price will be used in the evaluation of this section with the two price components being used for
internal budgetary purposes. Provide line item costs in accordance with the requirements in Section
5. Prices shall be all inclusive of all costs to the city, including but not limited to labor, equipment,
and expenses.
H. Work Oder History.
See Table 3.2.1
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Table 3.2.1 – Work Order Summary
Month Potholes (WO's) Shoulder Restoration (Cubic Yards) Tree Removal (# of WO's) ROW Litter Removal (# of Bags) Dead Animal Removal (# of Animals) Tree Trimmings (# of WO's) Apply Winter Sand Mix (# of WO's) After-hour call-outs (# of WO's) Culvert Mainteneance (Each) Catchbasin Maintenance (Each) Ditch Maintenance (Each) 2009 January 14 4 12 44 13 3 0 * 1 0 *
February 7 1 1 50 18 3 1 * 2 1 *
March 13 0 1 88 5 3 1 * 1 0 *
April 15 3 25 18 7 5 0 * 2 1 *
May 5 2 5 50 13 5 0 * 2 2 *
June 18 9 3 91 7 2 0 * 0 1 *
July 10 1 3 49 2 23 0 2 0 2 *
August 13 4 3 97 1 13 0 2 0 1 *
September 18 2 6 60 10 6 0 6 3 1 *
October 16 2 7 24 8 17 0 0 2 0 *
November 21 6 4 76 27 8 0 2 5 0 *
December 26 5 5 84 16 2 1 0 1 0 *
Total 176 39 75 731 127 90 3 12 19 9 * 2010 January 18 0 0 86 9 0 17 0 0 0 0
February 15 2 5 148 8 2 27 1 2 0 0
March 26 6 4 62 21 2 0 0 13 0 14
Total 59 8 9 296 38 4 44 1 15 0 14
*Data not tracked
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3.3 TRAFFIC SIGNALS
These services will be coordinated with and through the City of Milton Department of Public Works
(DPW).
A. Scope of Services for Traffic Signal Maintenance.
1. Contractor shall provide repair and maintenance services to stop and go traffic signals (14
signals), school zone flashing assemblies (6 assemblies), and miscellaneous flashing
beacons (3 intersections, the intersections may have multiple beacons) or electronically
driven traffic control devices. Also included in this scope would be any new devices that are
added after the start date of this contract up to six. Services will need to be performed
based on the following categories:
a. Priority 1: Emergency. –100% of requests will be responded to immediately, if
possible, but in no case longer than 2 hours. Once begun work will continue until
complete, the emergency is terminated or the priority is downgraded.
b. Priority 2 –100% of requests to be completed within 5 business days
c. Priority 3 – will be scheduled so as to maximize materials and efficiency
2. Provide maintenance services such as repair, adjust, and align signal heads for proper
vehicular and pedestrian traffic cone of vision.
3. At the direction of the DPW representative, repair, replace, or install components of the
signal system. This may include, but is not limited to, the detection system loops, amplifier
cards, cameras, signal controller, signal cabinet, span wire, mast arms, signal heads,
pedestrian facilities, fiber optics, Intelligent Transportation Systems (ITS) devices and
Automated Traffic Management Systems (ATMS) devices. Material will be billed separately
and directly to the city.
4. Contractor shall appoint and have available a project manager to discuss signal related
issues within four (4) hours of phone contact by a DPW representative. The project manager
or his or her designee shall be certified as an IMSA, Level II traffic signal technician, or
higher with a minimum of 5 years experience.
5. Contractor shall include with the monthly invoice a status report schedule, monthly cost
summary, and progress reports on all work completed.
6. The Contractor shall provide a communication link (Nextel / AT&T/ Verizon / other) for the
crew to provide communication between the crew and the City Representative. This contact
information will be provided to the DPW representative.
7. All project work shall conform to current MUTCD and Georgia Department of Transportation
(GDOT) standards and specifications regarding all construction within public rights of way,
including, but not limited to, traffic signals, traffic control devices, and work zone safety.
B. Signal Material.
1. Maintain or have access to an inventory of components and hardware that are typically
required for standard industry practice for routine and emergency repairs.
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2. Material prices shall be set at an agreed price per item by DPW representative and
Contractor.
C. Signal Equipment.
1. Provide a bucket truck, of sufficient size to carry and be stocked with all materials and
miscellaneous equipment and tools to perform all and any of the work identified in this
Scope of Work. The bucket truck boom shall be of sufficient length and versatility to enable
the Contractor to work on all overhead traffic devices and in a safe and efficient manner.
2. Provide proper tools for tree/bush trimming such as tree loppers and hedge clippers when
removing foliage around signals or control cabinets. Contractor shall remove and properly
dispose of trimmings in accordance with applicable local, state and federal regulations.
3. Provide the necessary equipment to install control cabinets, mast arms, and poles.
D. Emergency Services.
1. Contractor shall provide on call emergency services and equipment necessary to meet a
maximum response time of two (2) hours. This service shall be required 24 hours a day, 365
days per year.
E. Pricing for Traffic Signal Maintenance.
The offeror is requested to provide projected Unit Costs for the Maintenance and Repair of Traffic
Signals (See Section 5). Prices shall be all inclusive of all costs to the city, including but not limited
to labor, equipment, and expenses.
F. Work Order History.
The city performed 75 signal maintenance work orders in 2009 and 9 signal maintenance work
orders through March 2010.
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3.4 SIGN MAINTENANCE PROGRAM
These services will be coordinated with and through the City of Milton Department of Public Works
Department (DPW).
A. Scope of Services for Sign Maintenance.
1. The City of Milton sign maintenance program will consist of, but may not be limited to, the
following:
a. Sign Inspection (1,200 per year),
b. Sign Installation (75 new per year),
c. Sign Cleaning (1,200 per year),
d. Sign Removal (25 per year),
e. Sign Replacement (125 per year),
f. Trimming foliage around signs, and
g. Removing graffiti from signs.
2. The Contractor shall provide sufficient manpower to perform the tasks associated with the
sign maintenance program as described in this section. In general the city has been able to
accomplish the required tasks with one two-man crew (a skilled crew leader and a helper)
operating two days a week. Specific days to be determined by the DPW representative and
shall be consistent week to week. Travel to and from the City will not be considered as a
separate pay item.
3. The Contractor will notify the DPW representative of any rotation of crew members a
minimum of one (1) week prior any rotation.
4. Contractor to obtain all utility locates as required by Georgia law. This will also include
staking of the sign location.
5. Foliage trimmed away from around the signs shall be properly disposed of in accordance
with local, state and federal regulations.
6. Provide site inspections and recommendations for signs on city streets in accordance with
current MUTCD standards, accepted traffic engineering standards and those practices as
set forth by the Institute of Traffic Engineers as needed.
7. All services shall be performed in accordance with the following schedule:
a. Priority 1: Emergency. –100% of requests will be responded to immediately, if
possible, but in no case longer than 2 hours. Once begun work will continue until
complete, the emergency is terminated or the priority is downgraded.
b. Priority 2 –100% of requests to be completed within 5 business days
c. Priority 3 – will be scheduled so as to maximize materials and efficiency
B. Meetings and Reports.
1. Contractor shall appoint a Project Manager to attend weekly meetings to discuss sign-related
issues and return and receive work orders.
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2. Contractor shall be required to provide a status report schedule, monthly cost summary, and
progress reports on all work completed.
3. Monthly invoices shall be accompanied by Monthly Progress Reports and shall be turned in
on the first business day of the following month.
4. The format of the monthly reports will be developed in coordination with the City.
C. Crews and Training.
1. The Contractor shall provide proper training for their staff on how to cut/trim away branches
and tree limbs as approved by the City Arborist.
2. The Contractor shall not rotate crew members without prior permission from a City
Representative.
3. The Contractor shall provide a communication link (Nextel / AT&T / other) for the crew to
provide communication between the crew and the City Representative.
D. Materials.
1. Provide all sign materials and posts and ensure compliance with the MUTCD (latest
version).
2. Contractor shall have the signs and posts readily available when working in the City in order
to complete all work orders in compliance with the priority codes established in these
specifications.
E. Equipment.
1. Provide proper tools such as tree loppers, hedge clippers, or hedge trimmers when
removing foliage around signs. Contractor shall provide all additional tools or test equipment
necessary to perform all services required by this scope at no additional cost to the contract,
unless those tools are deemed specialty equipment by the city and not normally used in
day-to-day operations.
2. Provide and have available on the truck proper equipment necessary to install and remove
signs in a timely manner.
3. Provide a vehicle, designed to hold signs in a protected position, while providing adequate
storage area for other equipment and debris without harm to the signs.
4. Have available equipment for emergencies such as barricades, cones, detour signage,
arrow boards, and message boards in cases of emergencies 24 hours per day, 7 days per
week as necessary with a 2-hour maximum response time.
5. Contractor shall have the following equipment/tools available on work vehicle at all times:
Wrenches and sockets,
Hedge clippers / Hedge trimmers,
Tree loppers,
Post removal equipment,
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Post installation equipment,
Chain saw,
Level,
Graffiti removal products, and
Cleaning supplies such as water, water bottles, shop rags, towels, squeegees and any
other chemicals.
F. Emergency Services.
1. Contractor shall provide on call emergency services in regards to downed red series signs,
road closures, lane closures etc., with a maximum response time of two (2) hours. This
service shall be required at all hours, 7 days per week, 365 days per year.
2. All red series signs shall be replaced within two (2) hours of notification.
G. Pricing for Sign Maintenance.
The offeror is requested to provide a projected Lump Sum Cost for Sign Maintenance (See Section
5). Prices shall be all inclusive with labor, equipment, and expenses.
I. Work Order History
Table 3.4.1 – Work Order Summary
Month Routine Sign Maintenance (# of signs) New Sign Installations (# of WO’s) Sign Replacements (# of WO's) 2009 January 65 16 13
February 34 7 11
March 113 2 2
April 58 11 15
May 121 1 9
June 50 8 32
July 101 2 3
August 131 0 9
September 178 24 7
October 115 0 5
November 104 0 5
December 141 1 5
Total 1211 72 116 2010 January 32 0 12
February 91 0 15
March 125 0 16
Total 248 0 43
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3.5 GRASS CUTTING
A. General Requirements.
1. The City of Milton has established the need for a grass cutting program that will consist of the
following activities: Mowing for Parks, Right-of-Way (ROW), paved and gravel roads, and pasture.
In each instance, the following will be required:
a. Clean up all debris, trash and litter, after mowing for proper disposal in accordance with
local, state and federal regulations.
b. Trimming around all signs and posts and other obstructions within the right-of-way.
2. The Contractor shall provide a communication link (Nextel / AT&T/ Verizon / other) for the crew to
provide communication between the crew and the City Representative. This contact information will
be provided to the DPW representative.
3. Contractor shall appoint a single point of contact for the city.
B. Parks and Community Houses.
1. There are three community houses and one park addressed in this scope of work: Bell
Memorial Park, Bennett House, and the Crabapple and Bethwell Community Houses.
a. For Bell Memorial Park and the Bennett House, the grounds shall be mowed and
trimmed on a weekly basis during the growing season (March 15 to October 31). (Not to
include the infields at this time).
b. For the Crabapple/Bethwell Community Houses, the grounds shall be mowed and
trimmed every other week during the growing season (March 15 to October 31).
C. Right-of-Way (ROW) Mowing.
1. Paved Roadway (62 centerline miles) - Mow and trim the entire area from curb or edge of
pavement to ROW limit (approx. 12’ to 20’ from edge of pavement) that is not currently being
maintained by adjacent landowners at a frequency of four (4) cuts per year starting in April.
Start time for each cut shall be determined by the City. Contractor shall remove all debris
that would be scattered from cutting.
2. Gravel Roadway (8 centerline miles) - Mow and trim the entire area from edge of road to
ROW limit (approx. 10’ from edge of road) that is not currently being maintained by adjacent
landowners once per year as determined by the city. Contractor shall remove all debris that
would be scattered from cutting.
D. Pasture Cutting.
Contractor shall be responsible for pasture cutting in Birmingham Park. The area to be maintained
is approximately 16 acres. This activity shall be coordinated with Public Works Representative prior
to commencement. Pasture is typically cut twice per year.
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E. Roads to be Mowed.
Table 3.5.1. Paved Roads
ROAD NAME FROM TO LENGTH
IN MILES
Batesville Road Birmingham Highway Cherokee County Line 1.28
Bethany Bend Hopewell Road Cogburn Rd. 1.07
Bethany Bend Cogburn Road SR9 Cumming Hwy. 0.42
Bethany Bend SR9 Cumming Hwy. Morris Rd. 1.37
Bethany Road Mayfield Road Haygood Road 1.50
Bethany Way Haygood Road Hopewell Road 0.68
Birmingham Road SR372 Freemanville Road 0.73
Birmingham Road Birmingham Highway Hopewell Road 1.97
Broadwell Road Crabapple Road Rucker Road 0.35
Charlotte Road Mayfield Road Mid Broadwell Road 0.23
Cogburn Road Webb Road Bethany Bend 1.41
Cogburn Road Bethany Bend Francis Road 1.34
Cox Road SR140 King Road 0.69
Deerfield Parkway Cumming Highway Webb Road 0.75
Deerfield Parkway Webb Road Alpharetta City Limits 0.91
Dinsmore Road Freemanville Road Thompson Road 1.70
Dorris Road Providence Road Birmingham Highway 1.30
Ebenezer Road Varies 0.22
Francis Road Cogburn Road Forsyth County Line 1.54
Freemanville Road Providence Road Mayfield Road 1.74
Freemanville Road Birmingham Road Providence Road 3.48
Freemanville Road Birmingham Road Mountain Road 2.05
Green Road Arnold Mill Road Crabapple Road 0.50
Hamby Road Hopewell Road Forsyth County Line 1.25
Haygood Road Redd Road Bethany Road 0.49
Henderson Road Birmingham Road Freemanville Road 1.26
Hickory Flat Road Birmingham Highway Cherokee County Line 1.31
Hopewell Road Cogburn Road Alpharetta City Limits 3.67
Hopewell Road Cogburn Road Phillips Rd. 4.00
King Road Varies 0.38
Liberty Grove Road 200' east of Traffic Circle SR 372 (Birmingham
Highway) 0.37
Lively Rd. Longstreet Road Forsyth County Line 0.28
Longstreet Road Hopewell Road Forsyth County Line 1.02
Mayfield Road Birmingham Highway Alpharetta City Limits 0.80
McGinnis Ferry Rd. SS
EB Morris Road Georgia 400 0.64
Mid-Broadwell Road Crabapple Road Charlotte Drive 0.35
Morris Road Deerfield Parkway Webb Road 0.78
Morris Road Webb Road McGinnis Ferry Road 0.56
Mountain Road Hopewell Road Freemanville Road 1.64
New Bullpen Road Birmingham Highway Cherokee County Line 0.78
New Providence Road Birmingham Highway Arnold Mill Road 3.58
Phillips Road Hopewell Road Mountain Road 0.60
Providence Road Birmingham Highway Freemanville Road 0.67
Providence Road Freemanville Road Bethany Road 0.98
26
Providence Road Bethany Bend Alpharetta City Limits 1.29
Ranchette Road Arnold Mill Road Providence Road 0.60
Redd Road Hopewell Road Freemanville Road 1.11
Taylor Road Batesville Road Birmingham Highway 1.47
Thompson Road Hopewell Road Redd Road 2.40
Thompson Road Hopewell Road Francis Road 1.86
Webb Road Alpharetta City Limits Cogburn/Windward 0.08
Webb Road Cogburn/Windward SR9 Cumming Hwy. 0.46
Webb Road SR9 Cumming Hwy. Deerfield Pkwy. 0.40
Webb Road Deerfield Pkwy. Morris Rd. 0.26
Total Mileage Paved
Roads 62.57
Table 3.5.2. Gravel Roads
ROAD NAME FROM TO
LENGTH
IN
MIILES
Black Oak Rd. Hopewell Road Dead end 0.28
Brittle Road Redd Road Haygood Road 0.78
Burgess Circle Hopewell Road Thompson Road 0.04
Burgess Drive Burgess Circle Dead End 0.35
Christophers Run Thopmson Rd. Dead End 0.41
Clarity Rd. Hickory Flat Rd. Cherokee Co. Line 0.36
Cowart Rd. Summit Rd. Dead End 0.07
Darby Rd. Hickory Flat Rd. Rowe Rd. 0.55
Day Rd. Birmingham Rd. Dead End 0.10
Holly Rd. SR140 Dead End 0.29
King Circle King Rd. Dead end 0.36
Knox Hill Drive Birmingham Hwy. (SR 372) Dead End 0.25
Lacky Rd SR9 City of Roswell 0.53
Land Rd. Hopewell Road Longstreet Rd 0.34
Landrum Road Freemanville Road Birmingham Hwy. (SR. 372) 0.57
Lively Road Longstreet Road Forsyth County Line 0.18
Louis Rd. Freemanville Road Dead End 0.13
Nix Road Freemanville Road Birmingham Hwy. (SR. 372) 0.92
Old Cogburn Road Cogburn Road Dead End 0.16
Old Dorris Rd. Birmingham Hwy. (SR 372) Dead End 0.10
Old Hendereson Rd. Henderson Rd. Henderson Rd. 0.30
Old Holly Rd. SR 140 Dead End 0.10
Phillips Circle Freemanville Road Freemanville Road 0.71
Rowe Rd. Hickory Flat Rd. Dead End 0.70
Simmon Hill Road Birmingham Hwy. (SR 372) Dead End 0.14
Springs Falls Rd. Birmingham Hwy. (SR 372) Dead End 0.13
Summit Road Brittle Road Freemanville Road 0.82
Sweet Apple Rd. SR9 Ebenezer Rd. 0.46
Westbrook Road Mountain Road Cherokee Co. Line 0.25
Westbrook Road Mountain Road Hopewell Road 1.30
Wood Road Phillips Circle Birmingham Hwy. (SR 372) 1.42
Total Mileage Gravel
Roads 13.10
27
F. Pricing for Grass Cutting.
Provide line item costs in accordance with the requirements of Section 5. Prices shall be all
inclusive with labor, material, and expenses.
28
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 services described in this RFP should be able to demonstrate
experience in the areas described in Section 3.
29
SECTION 5: COST PROPOSAL
MUST BE RETURNED WITH BID
One (1) original and four (4) copies shall be submitted in a sealed envelope before the required deadline. The
offerors cost proposal shall be signed by an authorized agent of the company. There is no maximum
page limit to section 5.0.
Print/Type Company Name Here:
__________________________________________________________________________
(Note: Offeror shall complete the attached bid sheet for all sections to be considered in your proposal.
Please clearly indicate those sections not of interest by marking “NB” in the blank. As a reminder: all
blanks shall be filled in for sections being proposed on.)
Authorized Signature______________________________Date_______________________
Print/Type Name_________________________________
Print/Type Company Name Here_______________________________________________
30
SECTION 5: BID SHEET
GENERAL MAINTENANCE
Annualized Cost for General Maintenance __________ per Year
Provide breakdown of costs for budgetary purposes only:
a. Annualized Cost for Parks Maintenance __________ per Year
b. Right-of-Way/Stormwater __________ per Year
Supplemental Costs:
Two -Man Crew Emergency Rate __________ per HR
Two -Man Crew Emergency Rate (w/ vehicle and basic equipment) __________ per HR
GDOT Certified Flagman __________ per Man-Day
General Laborer __________ per Man-Day
Vacuum Truck __________ per Day
31
TRAFFIC SIGNALS
Priority 1 Repair __________ per Crew Hour
Priority 2/3 Repair __________ per Crew Hour
Supplemental Costs:
Signal head 3 sections __________ per EA
Signal head 5 sections __________ per EA
LED Red __________ per EA
LED Amber __________ per EA
LED Green __________ per EA
Loop replacement pulse: 6x6 __________ per EA
Loop replacement pulse: 6x20 __________ per EA
Loop replacement presents: 6x40 __________ per EA
Loop replacement presents: Quadrapole 6x40 __________ per EA
Load switches __________ per EA
Flasher Load switches __________ per EA
2-channel loop detectors __________ per EA
4-channel loop detectors __________ per EA
332 cabinet __________ per EA
Bulldog Pedestrian Button (or equivalent) __________ per EA
Countdown Head LED __________ per EA
2070 Controller __________ per EA
32
2070 N Controller __________ per EA
2070 Conflict Monitor __________ per EA
2070 Power Supply __________ per EA
33
SIGN MAINTENANCE PROGRAM
Annualized Cost for Sign Maintenance Program __________ per Year
Supplemental Costs:
Two-Man Crew __________ per Day
Two-Man Crew Emergency Rate __________ per HR
Two (2) Two-Man Crews Emergency Rate __________ per HR
Street name blade assy 9” blanks __________ per EA (materials only)
Signs, Posts, and Anchors Material Cost (per sign listed in table below)
Item
No. MUTCD No. Description Size Cost per EA
1 R1-1 Stop Sign 30”
2 R1-2 Yield Sign 30”
3 R2-1 Speed Limit Sign 24”x30”
4 R4-7 Divided Highway
Sign 24”x30”
5 W1-2L Left Curve Sign 30”x30”
6 W1-2R Right Curve Sign 30”x30”
7 W1-8 Chevron Sign 18”x24”
8 W2-2 ”T” Intersection Sign 30”x30”
9 W3-1 Stop Sign Ahead 30”x30”
10 Sign Posts (square) 2”x2”x10’
11 Sign Posts (square) 2 ½”x2 ½”x10’
12 Square Anchors 2 ¼”x36”
34
GRASS CUTTING
Parks and Community Houses __________ LS
ROW Mowing __________ LS
Pasture Cutting (16 acres) __________ EA
Supplemental Costs:
Additional ROW Mowing __________ per mile
Additional Gravel Road Mowing and Trimming __________ per mile
Additional Pasture Cutting __________ per AC
35
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.
Proposal Evaluation Criteria
• References 10%
• Related project experience 10%
• Work Plan 20%
• Price (Section 5.0) 60%
The City of Milton will be evaluating each service (General Maintenance, Traffic Signals, Sign
Maintenance, and Grass Cutting) described in Section 3.0 separately. The city reserves the right to hire
multiple contractors based on the evaluation criteria listed above, but does not intend to award more
than one contract per service listed.
Offerors are encouraged to consider an alternate pricing scheme for being awarded multiple contracts.
The alternate pricing scheme will be taken into consideration in addition to the pricing provided for the
individual sections. Offerors should clearly indicate an alternate pricing scheme (addressing multiple
sections) on a separate Bid Sheet.
36
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.
7.3 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.
7.4 GENERAL INSURANCE REQUIREMENTS
See Section 4.0 of the contract in Appendix A.
7.5 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.
37
7.6 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.
7.7 CONTRACT TERMINATION
See Section 5.0 of the contract in Appendix A.
38
APPENDIX A: STANDARD CONTRACT
Reference only
CONTRACT AGREEMENT
RFP #10-XXX
Legal Organ
For
Newspaper Legal Notices and Advertisements
This Agreement made and entered into this __ day of _____, in the year 2010; 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 (10-XXX) 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.
39
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 (10) 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 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:
(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.
40
(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; premises owned, leased, or used by 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) 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 Contractor for the City.
(vii) All endorsements to policies shall be executed by an authorized
representative of the insurer.
41
(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
Contractor 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 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 shall be named as an additional insured and loss payee on all policies required
by this Agreement.
42
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
43
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 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.
44
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: 10-XXXXX
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
CONTRACTOR:
___________________________________
By: _____________________________
Its: _____________________________
45
[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:
__________________
46
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 “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:
___________________
47
EXHIBIT “F”
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:
_________________________________________
48
ACKNOWLEDGEMENT
RECEIPT OF ADDENDUM #1
RFP 10-PW3
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.pearce@cityofmiltonga.us
I hereby acknowledge receipt of documents pertaining to the above referenced RFP.
COMPANY NAME: ___________________________________________
CONTACT PERSON: _________________________________________
ADDRESS: __________________________________________________
CITY: _________________ STATE: ____________ ZIP: _____________
PHONE: ______________________ FAX: _________________________
EMAIL ADDRESS: ___________________________________________
____________________________________ ______________________
Signature Date
ADDENDUM #1
RFP 10-PW3
Written questions submitted and City of Milton answers:
QUESTION ANSWER
1
General maintenance:
There is no reference in the RFP or the
proposed contract as to the term of this
Agreement with the City. Is this a multi-year
agreement with year-to-year budget
negotiation or will this contract be re-bid
annually? (Due to the significant cost of
equipment required to perform municipal
public works projects, ALL contracts in our
experience have been 2-4 year, with annual
budget renegotiation/Council approval)
The contract is an annually renewable
contract. The initial term should be
considered to be 3 years.
2
General maintenance:
Page 35, Section 6: Evaluation Criteria states
the Proposals will be graded on the basis of 4
parameters, References (10%), Related
Project Experience (10%), Work Plan (10%)
and Price (60%). With this formula, heavily
weighted to price, a minimally qualified
company can accidentally or intentionally “low-
ball” a bid and win this contract. Assuming
you award 60 points (60% of 100) for the low
bid, how will other bidders be graded for the
2nd, 3rd or 4th place bid price? Will they
receive 59 points for 2nd, 58 for 3rd, etc? How
will this be handled? This is a SIGNIFICANT
factor for you and all competitors to consider.
(Other City’s typically weight price, experience
and references equally (33% each) to allow a
balanced selection process, assuring the City
all 3 factors being equally considered)
Clarification: The question states that the
work plan will be 10% if the evaluation
criteria, Section 6 of the RFP states that
the work plan will be 20% of the evaluation
criteria.
The lowest responsible bid will receive the
highest score. Higher bids will receive a
percentage of that score relative to that
price, i.e. lowest responsible bid receives
60 pts, a bid 25% higher would receive 53
pts., 50% higher would receive 45 pts. etc..
3
General maintenance:
Page 15, Section 3.2, Part B, Bell Memorial
Park, Item d, Who pays for mulch? If it is the
City, will contractor be responsible to order
materials, and then seek reimbursement or will
the City be purchasing these items through
normal channels (PO)?
The city will purchase the mulch through
our purchasing department.
4
General maintenance:
Page 15, Section 3.2, Part B, Bell Memorial
Park, Item e, Who pays for bathroom
disinfectant, cleaning supplies and toilet
paper? If it is the City, will the contractor be
responsible to order all needed materials, then
seek reimbursement or will the City be
purchasing these items through normal
channels (PO)?
The contractor is expected to provide
cleaning supplies. The city will pay for
materials, i.e. toilet paper, paper towels,
trash bags. These may be purchased
either through the city purchasing
department or as a direct reimbursement
through the contractor. The city will work
with the selected contractor to determine
the most efficient way to purchase these
materials.
5
General maintenance:
Page 15, Section 3.2, Part B, Bell Memorial
Park, Item g, Who pays for plastic trash bags?
Also, Staffing is specified as Mon, Wed, Fri,
Sat and Sundays. The “work week” was
previously defined in Section 3.2, on Page 13
as Monday-Friday, 8-5. Is this to be billed as
“overtime”? Is this to be a “year-round”
Saturday and Sunday activity, even during
non-baseball season periods?
The city will purchase the trash bags.
The work week was defined in Section 3.2
as Monday-Friday, 8-5, unless otherwise
specified.
Refer to Addendum 1 for an updated work
schedule for the park.
6
General maintenance:
Page 15, Section 3.2, Part B, Bell Memorial
Park, Item h, Who pays for tipping fees
associated with the dumpster?
Section 3.2.B (h) specifies that the
contractor is responsible for providing a 9
cy dumpster on a weekly pickup schedule.
The contractor is responsible for all fees
associated with this dumpster.
7
General maintenance:
Page 15, Section 3.2, Part B, Bell Memorial
Park, Item i, How do you define “minor”
electrical, plumbing, roofing, siding and
flooring of structures we are expected to
perform when requested? What is “minor” and
what is “major” labor?
Minor work has typically been defined as
general maintenance work that would not
require a permit, i.e. repairing cords,
switches, fixtures, repairing but not
replacing gutters, etc...
8
General maintenance:
Page 15, Section 3.2, Part B, Bell Memorial
Park, Item i, who is paying for material cost
associated with these “minor” repairs? If it is
the City, will the contractor be responsible to
order all needed materials, then seek
reimbursement or will the City be purchasing
these items through normal channels?
The city will purchase materials. These
may be purchased either through the city
purchasing department or as a direct
reimbursement through the contractor. The
city will work with the selected contractor
to determine the most efficient way to
purchase these materials.
9
General maintenance:
Page 15, Section 3.2, Part B, Bennett House,
Item a and b, Who pays for cleaning supplies,
toilet paper and trash bags? Contractor
reimbursement or City PO?
See the response to question 4.
10
General maintenance:
Page 15, Section 3.2, Part B, Bennett House,
Item e, How do you define “minor” electrical,
plumbing, roofing, siding and flooring of
structures we are expected to perform when
requested? What is “minor” and what is
“major” labor?
See the response to question 7.
11
General maintenance:
Page 16, Section 3.2, Part B, Crabapple and
Bethwell Community House, Item a, How do
you define “minor” electrical, plumbing,
roofing, siding and flooring of structures we
are expected to perform when requested?
What is “minor” and what is “major” labor?
See the response to question 7.
12
General maintenance:
Page 16, Section 3.2, Part C, Right-of-Way
(ROW) & Roadway Maintenance, Item 1, Will
we be allowed to dispose of animal carcasses
in the dumpster with the City paying the tipping
fees, consistent with current practice (see item
3)?
Yes.
13
General maintenance:
Page 16, Section 3.2, Part C, Right-of-Way
(ROW) & Roadway Maintenance, Item 5, Who
will be paying for the cold mix required for
pothole and edge of pavement repairs?
The city buys cold patch in bulk. The
contractor is expected to pick-up the
material and deliver it to the yard currently
located at Birmingham Park on Hickory
Flat Road.
13A How many tons of cold mix were used in repair
and “hand placement” of these areas in 2009?
How many tons year-to-date in 2010?
2009 12 tons
2010 10- 12 tons
13B Don’t the work orders listed on Page 18
represent multiple efforts and NOT just
“individual” potholes and edge of pavements?
The work orders may represent multiple
potholes if those potholes are located in
the same general location.
14
General maintenance:
Page 16, Section 3.2, Part C, Right-of-Way
(ROW) & Roadway Maintenance, Item 6,Who
pays for materials for this work (concrete,
forms, etc) ? How many of these concrete
repairs may we expect in a year?
The city will purchase material, i.e.
concrete. The contractor shall provide the
necessary labor and equipment to
complete the tasks provided in the scope
of work.
14A How many of these concrete repairs may we
expect in a year? Unknown
14B How many were done in 2009?
0
15
General maintenance:
Page 16, Section 3.2, Part D, Storm Drain &
Ditch Maintenance, Item 3, How many tons of
rip rap have been hand placed so far in 2010
by the Contractor?
Approximately 30 tons
15A Who pays for the surge stone or rip rap?
Contractor reimbursement or City PO?
The city will purchase materials. These
may be purchased either through the city
purchasing department or as a direct
reimbursement through the contractor. The
city will work with the selected contractor
to determine the most efficient way to
purchase these materials.
16
Grass cutting:
Page 24, Right-of-Way Mowing, Item 2, Gravel
Roadways is listed as 8 centerline miles and
the list on page 26 indicates a total length of
13.1 miles. How many miles are we expected
to cut once per year? If it is 8 miles, which 8
miles are we expected to cut?
The contractor should be prepared to cut a
total 8 miles in various locations each year.
17
Grass cutting:
How wide is the average right-of-way?
Typical right-of-way is 60 feet; however,
the right-of-way does vary throughout the
city.
18 Maintenance covers tree trimming and mowing
or is it just mowing. Do we trim around signs? Tree trimming and limited mowing as
defined in 3.2.C (4)
19
General maintenance:
Will you provide an inspection check list for the
parks safety inspection?
A check list will be developed with the
selected contractor. The intent is to
provide feedback to the city on general
conditions within the park that may need to
be addressed. The city is not requesting a
certified playground inspection.
19A
Can we place a storage container in the park
storage?
The contractor may place one container at
the park similar to those that currently
exist. The city will also provide limited
storage for supplies in the concession
building and Bennett house.
20
General maintenance:
Will you consider separating item (c) Right-of-
way and Roadway maintenance and (d) Storm
drain and ditch maintenance as a proposal?
Not at this time.
20A
General maintenance:
How will materials payment be made?
The city will work with the selected
contractor to determine the most efficient
way to purchase these materials. When
possible the city will purchase materials;
however, there will be times when it is
more efficient for the contractor to
purchase materials and seek
reimbursement for those costs. This may
only be done with prior approval of the city
and the city will only pay for the costs
directly paid by the contractor.
20B
How will dumpster be paid?
See Sections 3.2.B (1) (h) and 3.2.C (3) of
the RFP.
20C
Patch material hot mix or cold mix?
Patch material has typically been cold
patch but HMA may be used if the
contractor prefers and can provide
qualified staff and equipment. The city will
buy materials but manpower and
equipment should be included in the cost
of this contract.
20D
Where will stone come from?
The city uses various quarries within 30
miles of the city.
20E
Where will mix come?
Cold Patch is currently purchased in bulk
from Lithonia or Lithia Springs.
20F
How many people do you want in the city each
day?
Contractor shall provide sufficient
manpower to perform the scheduled work.
20G
Storm Drain: What length of ditch maintenance
is the maximum?
Work has typically been in spot locations
but would not exceed 100 lf per work
order.
20H
What equipment is required?
Contractor shall provide all necessary
equipment to complete the work defined in
this RFP and as specified in the
Equipment section of each scope of
services.
20I
Is there a yard location? See Section 3.1 of the RFP.
20J
Traffic Signal Maintenance:
Will a preventative maintenance schedule be
expected, if so, how often? (Monthly, annually
etc). If expected, we will also need a line item
added to the price schedule.
Refer to Addendum #1 for the annual
preventative maintenance requirement.
20K
Traffic Signal Maintenance:
With regards to the City of Milton Traffic
Signal/Sign Maintenance, will pavement
marking/striping be a part of this contract? If
so, do you a spec?
No.
RFP 10-PW3
ADDENDUM #1
DELETE SECTION 2.3 A. AND REPLACE WITH:
Initial Classification of Proposals as Responsive or Nonresponsive.
Proposals may be found nonresponsive at 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 (determined at the
discretion of the City); or the proposal is not within the specifications described and required
in the RFP. If a proposal is found to be nonresponsive, it will not be considered further.
DELETE SECTIONS 3.2 B. (e) and (g) AND REPLACE WITH:
e. The bathrooms shall be cleaned and restocked four days per week (Monday, Wednesday, Friday,
and Saturday) from the last week of January (on or about January 24) until the second week of
November (on or about November 12). The fixtures (commodes, sinks, urinals, and counters)
shall be wiped down with a disinfectant cleaner, mirrors cleaned and floors are to be swept and
then mopped with a disinfectant cleaner.
g. Trash cans shall be emptied, new bags shall be placed in the cans, and the grounds shall be
cleaned of debris four days per week (Monday, Wednesday, Friday, Saturday) from the last week
of January (on or about January 24) until the second week of November (on or about November
12). The remainder of the year service shall be provided three days a week (Monday, Wednesday
and Friday)
DELETE SECTION 3.2 F. AND REPLACE WITH:
1. In addition to the basic equipment necessary to fulfill the scope of this contract the contractor
shall make available to the city at no additional charge to the contract the following equipment for
use 5 days a week and during emergency operations:
a. 1 rubber tire backhoe or equivalent
b. 1 F550 dump truck or equivalent
2. All equipment used in the execution of this contract shall be kept in a clean, professional and
operating condition.
ADD SECTION 3.3 A. (8)
8. Contractor shall provide an annual preventative maintenance program for
each signal in accordance with the following:
Signal Cabinet:
Vegetation/Obstructions Clear
Check Earth to Ground
Check Power Outlets
Field Wires Tie Wrapped
Field Wires Properly Marked
Check Flash Toggle Switch
Check Power Voltage Reading
Check Cabinet Light
Check Thermostat Terminals
Check Operation of Fan
Replace Filter
Clean Filter
Check Ground Rod Clamp
Check Anchor Bolts
Oil Hinges & Locks
Cabinet Sealed
Controller:
Check Data Entry Keys
Check Time & Date
Check Controller Operation
Detection System:
Check Pedestrian Detection
Check Vehicle Detection
Inspect Loop Sealant
Check Loop Splices
Check Detector Settings
Check Loop Lead-In at Pavement
Edge
Check Pavement Condition at Loop
Check Opticom Detection
Check Pedestrian Signs
Pull Boxes/Hand holes:
Check Pull Boxes
Check Striping
Check Wiring Hand holes
Signal Heads/Pedestrian
Heads/Overhead Hardware:
Mast Arm Posts and Bases
Mast Arms
Guy Cables and Anchors
Welds and Connections (visual)
Clean Lenses
Tighten Connections
Check Door Gaskets
Check Visors
Check for Alignment
Remove Obstructions Blocking Heads
Check Eyebolts & Span Wire
Check Signal Head Brackets
Check For Pitting/Rusting
Check Signal Head Heights
Check Weather Heads
Check Drip Loops/Signal Wire
Check LED’S
Check All Signage
Check Anchor Bolts/Arm Bolts
Check Push Buttons
DELETE SECTION 5 BID SHEET FOR TRAFFIC SIGNALS AND REPLACE
WITH:
TRAFFIC SIGNALS
Priority 1 Repair _________ per Crew Hour
Priority 2/3 Repair _________ per Crew Hour
Annual Preventative Maintenance _________ per Intersection
Supplemental Costs:
Signal head 3 sections __________ per EA
Signal head 5 sections __________ per EA
LED Red __________ per EA
LED Amber __________ per EA
LED Green __________ per EA
Loop replacement pulse: 6x6 __________ per EA
Loop replacement pulse: 6x20 __________ per EA
Loop replacement presents: 6x40 __________ per EA
Loop replacement presents: Quadrapole 6x40 __________ per EA
Load switches __________ per EA
Flasher Load switches __________ per EA
2-channel loop detectors __________ per EA
4-channel loop detectors __________ per EA
332 cabinet __________ per EA
Bulldog Pedestrian Button (or equivalent) __________ per EA
Countdown Head LED __________ per EA
2070 Controller __________ per EA
2070 N Controller __________ per EA
2070 Conflict Monitor __________ per EA
2070 Power Supply __________ per EA
DELETE 6.0 AND REPLACE WITH:
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.
Proposal Evaluation Criteria
• References 10%
• Related project experience 10%
• Work Plan 20%
• Price (Section 5.0) 60%
The City of Milton will be evaluating each service (General Maintenance, Traffic Signals, Sign
Maintenance, and Grass Cutting) described in Section 3.0 separately. The city reserves the right
to hire multiple contractors based on the evaluation criteria listed above, but does not intend to
award more than one contract per service listed.
Offerors are encouraged to consider an alternate pricing scheme for being awarded multiple
contracts. The alternate pricing scheme will be taken into consideration in addition to the pricing
provided for the individual sections. Offerors may only submit an alternate pricing scheme but
they will be evaluated on the total offer, not the individual sections. Offerors should clearly
indicate an alternate pricing scheme (addressing multiple sections) on a separate Bid Sheet.
DELETE 7.2 AND REPLACE WITH:
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. It is the intent of the City to enter
into a multi-year agreement( most likely three years) with the winning offerors. 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.
EXHIBIT “B”
PROPOSAL
Optech Monette
proposal 10-PW3.pdf
City of
Milton
Proposal for
Public Works
Support Services
Presented by
Optech Monette, LLC
May 2010
City of Milton Public Works Support Services Bid: 30-PW3
■■■
TABLE OF CONTENTS
General Maintenance Technical Proposal (20 page limit)
Introduction
Company Profile
References
Related Project Experience
Work Plan
Price Proposal
Traffic Signals Technical Proposal
Introduction
Company Profile
References
Related Project Experience
Work Plan
Price Proposal
Sign Maintenance Technical Proposal
Introduction
Company Profile
References
Related Project Experience
Work Plan
Price Proposal
Grass Cutting Technical Proposal (2D page limit)
Introduction
Company Profile
References
Related Project Experience
Work Plan
Price Proposal
Alternate Price Proposal (combined services approach)
City of Milton Public Works Support Services Bid: 10-PW3 2
GENERAL MAINTENANCE TECHNICAL PROPOSAL
Introduction
Qptech Monette L.L.C. (Qptech) worked successfully as part of the original CH2M Hill team since
the inception of all three public works projects in Sandy Springs (2005), Johns Creek, GA (2006)
and the City of Milton (2006). As part of this team, Qptech Monette worked hard to deliver the
services expected by each of these new municipal clients as well as their citizens. We were well
aware the expectations for improved public services were quite high.
With the transition by the City of Milton to assume many of the responsibilities of CH2M Hill in
January 2010, Optech Monette was retained to continue providing the "hands -o n" staff and
expertise for Public Works services in Milton, under the guidance of the experienced City staff
who had managed the operations under CH2M Hill.
The current contract with the City extends through June 30, 2010. This document responds to
the City's new RFP for a multi-year contract to perform the needed "Public Work Support
Services".
The Scope of Work and the schedules of our workforce in Milton and its sister cities have been
developed to provide the most efficient use of manpower within each City, based on our actual
experience in the field. It was the policy, from the beginning, for each City's Project Team and
their staff to stand on their own. It was felt strongly these are independent City's, with
separate identities and individual and unique needs. In addition, there is a high sensitivity
during emergency conditions, ice and snow storm events, tornadoes, etc. that each City must
have their own emergency response team available to assist their citizens in time of need.
Although our staff teams in each City have assisted each other, they have each maintained a
fully -independent, public works team in order to meet the needs of the public. At the same
time, should a major emergency such as a tornado hit the City of Milton, all of our companies
staff and resources are immediately available to respond and assist the public in restoration of
public services.
City of Milton Public Works Support Services Bid: 10-P W3
.NONE
Company Profile
This section has been designed to further describe Optech Monette and provide specific information as
requested by the RFP. Our firm was started by with the intent on providing exemplary public works,
water, and wastewater services to the citizens of the southeastern United States. Optech Monette has
evolved includes utility operations for municipal governments as well as private sector clients. We also
serve the federal government at several Department of Defense installations.
The Optech Monette corporate offices are located within Fulton County, GA in Alpharetta. Specifically,
our company manages three public utility contracts for municipalities in the Atlanta metro area with
clients in three other states. As a privately held Georgia company, there is not any foreign ownership
nor has there ever been.
Required Proposal
Legal Name:
Optech Monette, LLC
Company Headquarters:
44 Old Canton Street
Alpharetta, GA 30004
Company Contact Info:
678-990-9061 (p)
678-990-9066 (f)
wwLA . ob to ch m o o e tteilc. co m
Form of Business:
Family -Owned, Small Business
Company Registration:
Registered business in Georgia
Federal ID #:
58-2647128
r m c Worker's compensation, general liability and automobile liability insurance are typically
maintained in force as required by our contracts and an umbrella policy is provided as
well. Optech Monette' insurance coverage also includes Pollution Liability Coverage for
wastewater treatment projects to cover against environmental litigation where
negligence may occur. A Certificate of Insurance is currently in place for our existing
contract with the City of Milton, naming the City as "additional insured" on the policy.
Staff Brrei Optech Monette offers a comprehensive medical, dental, vision, and life insurance
benefits plan to all eligible employees and their families. Each employee receives paid
holiday, sick, and vacation leave. Our company's Human Resources Manager visits our
sites often and is easily accessible to all of our staff. Paid training, license renewal, and
tuition reimbursement is also made available to our staff. We strive to equip and
empower all of our staff to advance within our organization. Finally, all members of the
staff are offered a company matched 401K retirement plan that is administered by a
local financial institution. These benefits guarantee low employee turnover (4%) and a
stable and professional workforce for the "long-term" for all our clients.
City of Milton Public Works Support Services Bid: 10-P W3
Service to the Our firm's core business is in managing public works departments, municipal parks,
Public.., right -of way (ROW), operating water & wastewater treatment facilities, and maintaining
collection and distribution systems. For many years we have provided these services for
municipalities, federal government installations, and private corporations.
The principals of Optech have all had direct involvement in operating public works
departments for communities of 10,000 to 85,000 people. In addition to our Georgia
"Public Works" (PW) projects we also manage departments in Long Beach MS, and
Pascagoula, M5 though our sister firm, Utility Partners. We have also operated multiple
wastewater utilities for the Department of Defense across the country for over 11 years.
Our specific service expertise that is most relevant to this contract includes maintaining
City Parks and ball fields, public litter bins, graffiti removal, storm drain maintenance
service, festival & event support, emergency tree & animal removal, adverse weather
emergency staff support, and grass cutting of rights-of-way. For example, in Johns
Creek, Georgia, we perform public works operations and maintenance that includes
Newtown Park, 52 acres; Ocee Park, 37 acres; Shakerag Park, 66 acres; and Autrey Mill
Nature Preserve, 46 acres. In Sandy Springs, Georgia, we perform public works
operations and maintenance that includes sweeping hundreds of miles of City streets,
litter removal along major thoroughfares like Roswell Road, maintaining 9 parks like
Morgan Falls that collectively comprise 75 acres. Last and certainly not least, here in
Milton, Georgia, we have successfully performed public works operations and
maintenance that includes all of the services described in the current RFP, including Bell
Memorial Park, comprising 6 to 8 acres.
In addition, Optech Monette believes strongly pro -active community involvement assists
greatly in providing "value-added" service to the City. Members of Optech Monette's
management team have been actively involved in "Leadership Sandy Springs",
"Leadership Johns Creek", Heritage Sandy Springs and multiple community fairs and
programs, including sponsorship and participation in the "Milton Roundup" since its
inception as well as Hopewell Baseball at Bell Park. In fact, Optech donated ALL of the
trash and litter receptacles to the facility (over $ 5,000) the first year the City was
created because of low fund levels available for Parks and Recreation purposes. The
following year we funded ($ 6,000) the painting of all of the dugouts, press boxes and
concession stands at Bell Park. We have provided numerous landscape improvements
for the benefit of all who enjoy this youth baseball facility, over 800 families annually,
and have never asked for or received any public recognition of these donations.
On April 22, 2010 Optech Monette was cited by the Sandy Springs, GA Chamber of
Commerce as the "Small Business of the Year" for 2010 for "Community Service".
City of Milton Public Works Support Services Bid: 10-PW3
MEN
Unique As a group, the principals of this firm have been serving the municipalities across
Qualifications Atlanta's metropolitan area for several decades. We have the specific, hands-on service
experience working for local municipalities and the broad professional experience. No
other firm brings the wealth of public works experience to the City. Our institutional
knowledge of operating the public works department in Milton is unique. We feel our
team of professionals possess the expertise, vision, and commitment that the City needs
to continue providing exemplary services to the Public.
Corporate Staff The chart below identifies key corporate staff that will continue to be involved
Experience operationally during this agreement and their years of experience in the municipal
services arena. Optech's President, Mr. Robert (Bob) Monette, P.E., has worked with
cities across the southeastern United States for nearly forty years. Specifically in Milton,
Mr. Monette, working in conjunction with the CH21V! Hill staff, guided the development
of the current public works services in Milton. As Company President, he is charged
with overall corporate responsibility to assure clients are satisfied with the
services of our company and providing any support staff needed to supplement
Mr. Robert W.
Monette, P.E.
President
Mr. Randy Mr. will Monette Mr. Ryan Monette Ms. Paige Mr. Reily Barge
Elcarbtrg Monette
CFO Safety& I I Business Manager
Project Manager Compliance Ofte Manager
i 11 Human Resources'Coordinator
Milton
the on-site operating
staff. Mr. Monette will
oversee any contractual
issues and guarantee the
performance of the
company.
Mr. Randy Ekerberg, Project
Manager, will continue to
oversee the public works
operations team for Optech
Monette in Milton. He has
been responsible for leading operations and maintenance activities in Milton for the
past three years. Through scheduled reviews and quality control checks of the work
performed by his staff, Mr. Ekerberg will assure that the maintenance activities at this
project exceed the levels required by the contract. He will also provide additional
working support of the entire project team as needs arise. His hands-on experience
managing the Milton public works department in the past is invaluable to our firm and
to you, our client.
Mr. Ryan Monette is the Safety & Compliance Officer for the company. He has worked
in the utility industry for the past 12 years and has a thorough knowledge of all OSHA,
State, and Federal safety regulations. Mr. Monette has developed and implemented
City of Milton Public Works Support Services Sid: 10-PW3
safe operating rules for use of electrical and mechanical equipment consistent with
manufacturer's recommendations and specifications. He has already implemented a
system to encourage employees to report unsafe conditions immediately and will
continue to instruct the staff on safety responsibilities. Mr. Monette will conduct
scheduled and unscheduled inspections to identify and correct unsafe working
conditions. A critical component of his role will be to conduct a thorough investigation
of any accident, whether or not it results in an injury, to determine the cause of the
accident and to prevent recurrence. Finally, he will maintain records of safety training,
periodic inspections, corrective actions and investigations as required by law. Under his
guidance, we have not had a loss time accident in three (3) years.
These key individuals provide the required corporate oversight to our operating teams
serving each of our clients. The mutual trust between these utility professionals and
our other clients has been demonstrated as we met the challenges of record flooding in
Milton last Fall and ice and snow conditions this past Winter.
Key Staff
The greatest strength of our team is our staff of professionals. At every level you will find well educated,
highly motivated and thoroughly trained individuals to assist each of our partnerships. On the following
pages you will find biographical information on our team members that will administer this contract.
Robert W. Monette, P.E.,_Presil
Robert Monette earned his bachelor's degree in Biological Engineering at Mississippi State University
and he is a graduate of Harvard University's Graduate School of Business Administration. Bob is a
licensed professional engineer and has 38 years of consulting engineering and utility operations
experience on behalf of municipal, state and Federal clients.
Prior to entering the contract operations field, Mr. Monette was regional engineer for the Mississippi
Bureau of Pollution Control, overseeing the municipal and industrial wastewater operations in 22
counties. In that capacity, he directed all inspections of the region's wastewater facilities, making
recommendations on operation and maintenance activities. He also taught certificate -level mathematics
and hydraulics at Mississippi State University. In 1978, Mr. Monette became President and Chief
Engineer with Gulf South Engineering, a Gulf Coast -based consulting engineering firm, where he was
responsible for design of major wastewater improvement projects in Biloxi, Hattiesburg and Ocean
Springs, M5 as well as design work for the U.S. Army Corps of Engineers at the (VASA facility in Hancock
County. During this period Mr. Monette worked as Program Engineer in the creation of three
wastewater management districts on the Mississippi Gulf Coast and the subsequent construction of new
wastewater treatment facilities totaling $150 million.
City of Milton Public Works Support Services Bid: 10-PW3
No
He joined CH2M Hill in 1984, serving as "Area Manager" for the Mississippi -Louisiana office. He served
as Program Manager for the Mississippi Gulf Coast Wastewater Management District and managed 17
construction contracts totaling $ 65 million in Jackson County, MS. Subsequently, Mr. Monette became
involved with the contract operations arm of CH2M Hill, OMI, and served as Vice President, responsible
the growth of the company's contract operations business {OMI} between 1988 and 1993.
In 1994, because of family responsibilities, Mr. Monette resigned as a key employee of CH2M Hill and
moved from Denver, CO to form Operations Technologies, Inc., which operated, maintained and
managed water supply and wastewater treatment facilities and provided public works services. The
company grew to employ 404 people, working in four states. In 2001, Mr. Monette and other
shareholders sold Southwest Water Company (SWWQ a controlling interest in Optech.
In September 2005, Mr. Monette resigned from Southwest Water and became full time President of
Optech Monette, L.L.C., a firm he owned and operated since 1999. The firm manages wastewater
utilities for the U.S. Army at Fort Dix, NJ (since 1999) as well as utilities for the U.S. Air Force at Mountain
Home AFB in Mountain Home, Idaho (since 2000) and the Ellsworth AFB, South Dakota which began in
September 2006. In addition, the company has operated public works departments for the City's of
Sandy Springs, Johns Creek and Milton, GA., newly formed cities in the Atlanta metro area_
Mr. Monette is active in several professional organizations including the National Society for
Professional Engineers and the American Consulting Engineers Council. He has presented papers for
several professional conferences including the U.S. Water Pollution Control Federation Annual
Conference and the M1ssiss! ppi/Alabama Governors' Conference on Coastal Zone Management.
B.S. Biological Engineering (1972)
Mississippi State University
PMD Graduate School of Business Administration (1992)
Harvard Business School
Cambridge, Massachusetts
Class Speaker and Valedictorian
Professional Registrations: State of Mississippi, 1975 -Present
City of Milton Public Works Support Services Bid: 10-PW3
NONE
Will Monette, CFO and Human Resources
Mr. Monette currently serves as CFO of the company. He served in this capacity for ten years. Mr.
Monette brings more than 15 years of human resource, marketing and finance experience to the
company. Included in these duties for human resources are the processing of all new -hire, terminated,
and change of status information for all employees. He also processes insurance and benefits, and helps
facilitate the litigation processes when lawsuits are filed against the company. In addition, he reports on
a monthly basis, all worker's compensation cases, vehicle accidents, and an updated OSHA 300 log.
His other responsibilities include the overall financial management of the company, risk and insurance
management, internal and external financial reporting, financial plans and policies, as well as
relationships with financial institutions. His duties include maintaining positive relationships with current
clients and local project staffs as well as managing strategic growth and opportunities for expansion into
new markets and services.
Education
Bachelor of Arts Stephen F. Austin State University
Master of Business Administration Mercer University
Professional Experience:
Mr. Monette has held a various senior level finance and operational management positions with
Operations technologies. He is Vice President of Finance for Optech Monette and he has held that
position since 1998. From 1996 to 1998, he was Vice President of Human Resources where he oversaw
organizational planning and development, employee relations, training, litigation, compensation and
benefits administration for the company.
Prior to working with Optech Monette, Mr. Monette worked for Blockbuster Entertainment where he
served as a Store manager. His duties included managing a staff of fourteen people in the daily
operation of the business. He was responsible for all human resource management, operational
budgets, inventory ordering, training, payroll, income and sales tax date, and supervising all customer
contact with the staff. He held this position while finishing his Graduate MBA program at Mercer
University.
City of Milton Public Works Support Services Bid; 10-PW3 9
MEMO
Randy Ekerberg
Senior Project Administrator for public Works
Mr. Ekerberg currently serves as the Project Administrator for all the company's public works contracts.
He was critical to the early success at all of the public works projects with CH2M Hill in Sandy Springs,
Johns Creek, and Milton. Mr. Ekerberg provides the leadership to his staff and the daily activities
performed for the community. Mr. Ekerberg will also be responsible for insuring that all quality control
measures are in place to satisfy the requirement outlined in the contract.
Mr. Ekerberg has been involved in parks maintenance, right -of way maintenance, industrial and
domestic wastewater treatment, ground and surface water treatment, and infrastructure management.
His experience working in the operations and service industry for his entire professional life adds to the
depth of aur team. We are pleased to offer his continued service to the citizens of Milton.
Education
Warner Robbins High School
Certifications
Georgia Water Wastewater Certifies! Laboratory Analyst
Georgia Certified Class III Water Operator
Georgia Certified Class II Wastewater Operator
Professional Experience
Mr. Ekerberg has worked on the team since 1995 and has held positions at numerous levels across the
company. He has nearly twenty years of experience in working with public works and water and
wastewater treatment facilities of all sizes. In Thomaston, GA, he provided managerial support to two
2.0 MGD wastewater facilities and a 4.0 MGD water production facility. He led the startup team at
Mountain Home AFB until the successful transition was complete.
City of Milton Public Warks Support Services Bid: 10-PW3
Section 2.0 References
Listed on the following pages are the names of relevant municipal and Federal clients with the contract
title, a contact person, their telephone number and a description of services performed. These
represent the most relevant contracts in terms of scope and size for you to review. We respectfully
request you call the client contacts listed to evaluate the quality of performance of these individuals.
The collective reputation of integrity and relationships of trust that have been built by this outstanding
team with each of our clients are the foundation for our firm's continuing growth.
Municipalities (Public Works)
City of Milton, GA
City of Sandy Springs, GA
City of Johns Creek, GA
Federal Clients (Wastewater Facilities)
Fort Dix, NJ (U5 Army)
2006 -present Mr. Carter Lucas, PW Director
(678)640-9470
2005 -present Mr. Ron Adderly, PW Director
(770)206-4392
2006 -present Mr. Ken Hildebrand, PW Director
(678)512-3200
1999 -present
Mountain Home AFB, ID (US Air Force) 1999 -present
Ellsworth AFB, 5D (US Air Force) 2007 -present
Mr. Vito Galluci, Contract Manager
(609)562-5477
Mr. Guy Cumber, Base Civil Engineer
(208)828-1340
A1C Mona Aquino, Contracting Ofc.
(605)385-1747
City of Marron Public Works Support Services Bid: I0-PW3 11
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Section 3 — Related Project Experience (Municipal Public Works)
Section
3.1 Representative Project No.
I Sandy Springs, GA Public Works
A.
Client Name
City of Sandy Springs, GA
CH2M Hill/Sandy Springs
B.
Contract Scope
Public Works Support Services
Operations & Maintenance
C.
Contract Type
Firm Fixed Price
D.
Contract Specifics
This contract was executed in 2005 and
has been extended annually.
E.
Contact Information
Ron Add erly
Public Works Director
Telephone: 770-206-4392
In 2005, City officials chose the engineering firm of CH2M Hill as their Program Manager
with the establishment of a new concept in managing City government. OPTECH was
selected by CH2M Hill and the City to participate as the prime subcontractor in
providing Public Works services to the citizens of this new City of 90,000 people in the
Atlanta metropolitan area.
Our services in Sandy Springs include grass cutting in the major rights of way, seven day
a week maintenance of all City Parks and ball fields, weekly cleaning and emptying of all
public litter bins throughout the City, litter pickup along City rights of way, cleaning and
maintenance of the City's extensive storm drain system, removal of graffiti from public
buildings, bridges and roadways, emergency tree and dead animal removal services,
staff support during major weather events, freezing roads, snowstorms, etc.
In 2007 the City Council added extensive street sweeping services and added rights of
way maintenance (900 miles/year) for major roads within Sandy Springs as part of their
continuing effort to keep Sandy Springs clean and well maintained.
City of Milton Public Works Support Services Bid: 1B-PW3 12
Section
3.2 Representative Project No.
2 Johns Creek, GA Public Works
A.
Client Name
City of Johns Creek
CHZM Hili/Johns Creek
B.
Contract Scope
Public Works Support Services
C.
Contract Type
Firm Fixed Price
D.
Contract Specifics
This contract was executed in 2006 and
has been extended annually.
E.
Contact Information
Mr. Ken Hildebrand
Public Works Director
Phone: 678-512-3200
In 2006 citizens in North Fulton County, GA adjacent to the incorporated City of
Alpharetta, GA and following the successful example Sandy Springs, voted to
incorporate as the 10th largest City in the state. With a population of over 65,000, this
urban community represented a major challenge as a "new City".
❑PTECH was again selected by CHZM Hill to participate as the prime subcontractor in
providing Public Works services to the citizens of the new City of John's Creek. With the
kickoff of the new City Government on December 1, 2006, we proudly worked as part of
the CI -12M Hill service team, in John's Creek. ❑ur staff reports to the CHZM Hill senior
management team report directly to the City Manager and City Council.
The services in John's Creek include grass cutting in the major rights of way, seven day a
week maintenance of all City Parks and ball fields, weekly cleaning and emptying of all
public litter bins throughout the City, litter pickup along City rights of way, cleaning and
maintenance of the City's extensive storm drain system, removal of graffiti from public
buildings, bridges and roadways, emergency tree and dead animal removal services,
staff support during major weather events, freezing roads, snowstorms, etc. as well as
staff support for annual holiday parades and festivals.
City of Milton Public Works Support Services Bid: 10-PW3 13
MEN
Section
3.3 Representative
Project No.
3 Milton, GA Public Works
A.
Client Name
City of Milton, GA
B.
Contract Scope
Public Works Support Services
Operations & Maintenance
C.
Contract Type
Firm Fixed Price
D.
Contract Specifics
This contract was executed in late 2006
and has been extended annually.
E.
Contact Information
Mayor Joe Lockwood
Mayor, City of Milton
Phone: 678-640-9470
In 2006 the citizens in North Fulton County, GA, adjacent to the incorporated City's of
Roswell and Alpharetta, GA, voted to incorporates, creating the City of Milton. With a
population of over 20,000 covering a geographic area of 40 square miles, this rural
community represented challenges as a new city.
OPTECH was selected by CH2M Hill to participate as the prime subcontractor in
providing public works services to the citizens of Milton. After the City's contract with
CH2M Hill expired at the end of 2009 the City elected to extend the service agreement
with Optech to provide essential services. Our team now reports directly to the Milton
Public Works Director, Mr. Carter Lucas, and his fine staff.
Presently, services in Milton include grass cutting in major rights of way, seven day a
week maintenance of all city parks, and ball fields, weekly cleaning and emptying of all
public liter bins throughout the city, litter pickup along city rights of way, cleaning and
maintenance of the City's storm drain system, removal of graffiti from public buildings,
bridges and roadways, emergency tree and deal animal removal services. our staff
provides support during major weather events like ice storms, snowstorms, etc. as well
as event support for the annual Earth Day Celebration, in April. Because of the rural
nature of the community, our public works responsibility includes maintenance
assistance with the gravel roads, ditches and rip -rap placement for drainage
improvements.
City of Milton Public Works Support Services Bid: 10-PW3 14
RON
Work Plan
Our proposal for the City of Milton meets the requirements of the RFP. It also represents the same,
day-to-day activities Optech's staff has provided successfully on behalf of the citizens of Milton during
the past 3-4 years. It is also based on proven successes at our other Public Works contract operations
projects. Optech Monette, LLC provides innovative programs developed over the years to ensure sound
operations practices for quality service to the public. Our programs and technical personnel place heavy
emphasis on training, safety, accuracy, and the knowledge of asset management. We have responded
to specific issues raised in the RFP below.
Before proceeding, we would like to point out that Optech's past and current contract with the City
included BOTH Public Works "General Maintenance" and "Grass Cutting" services. The new RFP has
split these responsibilities into two individual work areas and they are to be priced accordingly. Optech
is proposing on both areas and is also offering a substantial discount in our "Alternate Price Proposal", if
the City should choose to award multiple contracts to our firm. There ARE economies of scale related to
these work areas and we are passing these savings back to the City as an incentive to allow us to
continue to work in both areas far the City. We hope you are receptive to that pricing proposal!
General Maintenance Work Plan
The work plan we are proposing for the general maintenance to be performed is simply a continuation
of the one that has been proven successful in the City of Milton and also with our other public works
contracts, as well. Mr. Ekerberg will continue as Senior Project Manager (PM) overseeing day-to-day
operations. He will be available to attend any meetings to discuss project issues and be responsible to
provide all reporting for the ongoing and completed work. An alternate PM will be provided in the case
of his absence. We will provide communication for our staff as specified. Optech Monette will provide
all necessary safety and technical training for our staff as we have done 1n years past.
Optech Monette will also provide support staff which can include seasonal help, qualified
subcontractors when needed, and personnel from our corporate office. These individuals will be
available to help with some of the required maintenance tasks as well as emergency situations.
Our cost savings approach allows our daily in-house staff to team with qualified personnel for certain
tasks in this scope. This allows us to pass on the savings of only paying for specialized positions when
needed.
A. Parks Maintenance:
Our staff will provide the scheduled trash and debris removal, pruning, fallen tree removal, and
other general maintenance associated with the parks. All areas will be inspected weekly for safety
City of Milton Public Works Support Services Bid: 10-P W3
related issues along with the playground mulch being raked at a minimum every two weeks. A
dumpster will continue to be provided at Bell Memorial Park to be dumped once per week.
We will plan to clean the bathrooms five days per week. As we have seen in the past this is not
sufficient during baseball season as the fields are used daily. Our staff will continue to monitor the
bathrooms and trash receptacles on a more frequent basis during this time.
The Bennett House will be checked and cleaned at a minimum of once per week. In the past our
staff has visited the facility more regularly than this as preventative maintenance. We will provide
the labor for the general maintenance needed such as minor plumbing, tree pruning and trimming,
and minor electrical.
Our staff will provide the general maintenance for the Crabapple and Bethwell Community Houses
to include general building maintenance and landscaping. We will also provide labor for special
projects as we did with the removal and disposal of the play ground equipment at both of these
facilities.
B. Right -of -Way (ROW) & Roadway Maintenance:
As prioritized by the City staff we will provide the labor and equipment to remove dead animals and
provide trash and debris removal from the r -o -w as well as pot -hole repair and minor edge of
pavement failures with cold mix or as directed.
Our approach for the general repair on curb and gutter and sidewalks will be with our in-house staff
if possible. If the repair falls outside of our expertise we will bring in a qualified concrete contractor
to assist us with the repair.
C. Storm Drain & Ditch Maintenance:
Optech Monette will provide the staff and equipment to maintain the storm drain system and ditch
lines as performed in 2009. Over 1600 drains were cleaned and/or inspected and documented
during the past year by Optech staff.
We will continue hauling and placing surge stone as directed. All general repairs will be made with
in-house staff or a qualified subcontractor, if needed. These repairs will include inlet pipe grouting,
inlet and catch basin repair, and debris removal as specified in the RFP.
Our staff will conduct storm drain inspection services as well as supplying the requested information
to the City from the inspections for the NPDES reporting.
City of Milton Public Works Support Services Bid: 10-P W3
■■
D. Emergency Services:
The Optech Monette staff will provide emergency support with mission critical repairs. Our staff has
done this in the past with tree removal, dead animal pick-up, and de-icing of bridges and roadways
at no additional charge to the City, as performed in the past.
E. Equipment:
Our staff will be equipped with the standard pick-up trucks for daily operations along with the
necessary hand tools needed to complete their tasks. We currently have a Komatsu skid steer and
mini trackhoe for any loading and digging needs. We have a light/medium duty dump truck for
general maintenance issues along with an equipment trailer and a smaller utility trailer_ We have a
larger dump truck on stand-by for the emergency de-icing, salt and sand spreading. This will be at no
additional cost to the City. However, on a daily use basis, we feel a smaller dump truck is more
versatile, cost-effective and safe for daily operations within the City. We currently have a walk
behind vibrating asphalt packer for pothole and small edge of pavement repairs to be performed as
part of the services.
Price Proposal
The annual cost for General Maintenance Services is:
for Year One
Optech is pleased to also offer a maximum guaranteed fixed fee increase of 3% per year if there are no
other substantial increases in the scope of work required by the City. We are also prepared to offer a
multi-year contract with that guarantee, if that is of interest to the City.
City of Milton Public Works Support Services Bid: T B-PW3
0PTECH M0NETTE, LLC has teamed with Control Specialist to offer the fallowing services
(Traffic Signals and Sign Maintenance) in Public Works. While our principle interest is in
General Maintenance and Grass Cutting (consistent with our current contract), we are also
proposing on the following two work areas in order that we can be responsive to the RFP and
offer an "Alternate Project Approach" with `one firm -multi -task management" of Public
Works on behalf of the City, if that is of interest. This approach maximizes cost savings
because of centralized management and maximum staff utilization.
Traffic Signals Technical Proposal
�t010W 11611]
Optech Monette LLC has teamed with Control Specialists Company as our subcontractor for "Traffic
Signal Maintenance" and "Sign Maintenance" effort in Milton. Control Specialist has been providing
traffic engineering maintenance and services to clients since 1973. While their emergency and
preventive maintenance services have generally been with traffic signalization, their firm has also
provided sign services on an as -needed -basis. They have performed design/build services far highway,
roadway and dynamic message sign projects for the following cities:
1). City of Sandy Springs/CH2M Hill
Traffic Signal Maintenance
Since 2005, Control Specialists Company has provided this service for the City of Sandy
Springs/CH2M Hill.
2). City of Johns Creel{/CH2M Hill
Traffic Signal Maintenance
Since 2010, Control Specialists Company has provided this service far the City of Johns
Creek/CH2M Hill.
3). Orange County, FL— Convention Center Parking & Traffic Direction System
In 2004, Control Specialists Company completed a design/build project for Orange County's
Convention Center. Included in this project were overhead mounted static roadway sign, trail
blazer roadway directional and dynamic message signs. Overall there were nearly (100) signs
incorporated into the project.
City of Milton Public Works Support Services Bid: 10-PW3
U No
4j. Wait Disney World/Reedy Creek Improvement District
Control Specialists Company provides maintenance services for Walt Disney World and Reedy
Creek Improvement District. Included in this project were overhead mounted static roadway
sign, trail blazer roadway directional and dynamic message signs.
Control Specialists Company's staff and clientele has grown immensely since the inception of the Traffic
.Signal Maintenance Division. Similarly to the City of Milton's proposal, Control Specialists Company is
currently under contract to provide emergency services and preventive maintenance, new installations of
traffic lights, caution lights, school flashers, and roadway safety lighting to the following Agencies: Georgia.
1). Coweta County. 2j. City of Sandy Springs. 3j. City of Johns Creek. Florida. 1) City of Apopka. 2). City of
Bushnell. 3j. City of Coleman. 4j. City of Groveland. 5). City of Lake Mary. fij. City of Maitland. 7). Sumter
County. Sj. Reedy Creek improvement District.
The Georgia division is led by Regional Manager, Steve Shattuck. Steve's team consists of a crew of five
traffic signal technicians. The Florida traffic signal maintenance operation is led by Technical Service
Manager, Doug Mills. Doug's team consists of a crew of four traffic signal technicians. Control Specialists
Company provides turn -key services for all of its traffic signal maintenance.
Safety Signal Co, Inc. of Georgia will supply our Signs, Post, Traffic Cones, Arrow boards and Message
Boards, Drums and Barrels, Safety Vest, Hard Hats, Flags, as well as various other traffic safety
equipment for GDOT, various City and County municipalities, and general contractors throughout the
State of Georgia to include Athens -Clarke County, Coweta County, Cities of Fayetteville, Fairburn,
Peachtree City, Union City, Palmetto, Newnan, etc., Archer -Western Contractors, C.W. Matthews
Construction Co., Brooks -Berry -Haynie & Associates, Peek Pavement Marking, Highway Services, and
numerous other contractors.
COMPANY PROFILE
Control Specialists Company is uniquely qualified for this contract because of its capability to
offer our clients technical services, products, installation and maintenance in one single source
solution. This allows our clients the luxury of having one point of contact for emergency
response, problem solving and overall accountability. The firm specializes in traffic signal and
sign maintenance and construction.
Control Specialists Company has been servicing municipal governments and private clients in
the area of traffic engineering and signs and signalization since 1972 with the City of Maitland,
Florida. Currently Control Specialists Company manages over 300 signalized intersections in
Florida and over 130 in Georgia. Every client receives immediate response for emergency calls,
24 hours per day, 365 days per year. In addition, we provide planned weekly maintenance
which is coordinated with the client to meet their specific needs. In some cases, we also
City of Milton Public Works Support Services Bid: 10-PW3
E■
provide a monthly on-site preventive maintenance program which works to keep emergency
calls to a minimum by proactively correcting potential problems before they occur. In Georgia,
Control Specialists' crews serve as the first responders to signal emergencies as notified by the
city's call center, thereby relieving city personnel of having to respond after hours or on
holidays.
Control Specialists' client list for traffic signal maintenance services currently includes:
CH2MHILL (Cities of Sandy Springs and Johns Creek) and Coweta County. The Cities of Apopka,
Edgewood, Groveland, Inglis, Lake Mary, Longwood, Maitland, and Winter Park, Florida, as well
as Sumter County, Reedy Creek Improvement District.
Private Florida clients include: Champions.Gate, Colonial Properties, Lockheed Martin, Walt
Disney World and The Villages.
The Georgia division office has served the CH2MHILL and the City of Sandy Springs since the
first day of city operations on January 1, 2006. As a teaming partner with CH2MHILL, we have
always, and will continue, to take that commitment seriously. We are fully aware of the
responsibility that comes with that commitment and will continue to work every day in the
city's best interest. We firmly believe that by serving our clients in a manner that is, first and
foremost, in their best interest; benefits all of us in the long term. We also believe that our past
performance exemplifies our ability to fulfill the needs of CHM2HILL and would ask for you to
review the monthly evaluations for the past four years.
Control Specialists Company is a certified ISO 9001-2000 company that requires our staff to
follow a quality assurance process with policies and procedures to reduce and eliminate
potential problems. We were originally certified in 2004 and have had our certification
renewed each consecutive year.
Control Specialists Company is pre -qualified by the Department of Transportation in the
categories of traffic signalization, roadway signage, computerized signal systems and highway
lighting. Further, Control Specialists Company has served as the prime contractor for several
design -build projects including:
Reedy Creek Improvement District (governing agency to Walt Disney World)
- ITS Dynamic Message Signing and Parking Directional System (2007)
- SCOOT Adaptive Signal Control Computerized System (2007)
City of Milton Public Works Support Services Bid: 10-PW3
Orange County — International Drive
- SCOOT Adaptive Signal Control Computerized System (2007)
University of Central Florida, Orange County
- SCOOT Adaptive Signal Control Computerized System (2008)
These projects are highly sophisticated computerized systems utilizing the most recent
available technology and communications including fiber optic cable (single mode and multi
mode), wireless radio and cellular phone.
Control Specialists Company is an award winning company:
Florida DOT: I Made A Difference Award
2006 Inter -Traffic Innovation Award in Amsterdam: finalist.
As previously noted, Control Specialists Company has over 300 years of professional service
with the average employee serving 12 years with our company. Our staff in Georgia has served
CH2MHILL for four consecutive years in Sandy Springs. We also provided immediate temporary
service for CH2MHILL in Johns Creek and Milton for two months while the contracts were being
processed. Control Specialists Company's staff in Winter Park, FL have worked consistently
with the staff in Georgia often sending personnel to work on site in Sandy Springs to provide
uninterrupted service.
City of Milton Public Works Support Services Bid: 10-PW3
REFERENCES
Georgia
CITY OF SANDY SPRINGS
7840 Roswell Rd
Sandy Springs, GA 30350
Attn: Chris Waters -
(770) 206 2525
FAX: (770) 730 1755
City of Johns Creek
12000 Findley Road
Suite 400
Johns Creek, GA 30097
Attn: Stacie Wilbon
(678) 512-3500
COWETA COUNTY
21 East Washington Road
Newnan, GA 30263
Attn: Wayne Kennedy — Director of Public Works
{770) 254-3775
FAX: (770) 683-2014
City of Milton Public Works Support Services Bid: 10-PW3
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Florida
CITY OF APOPKA
748 E. Cleveland Ave
P. O. Box 1229
Apopka, FL 32704-1229
Attn: Mr. Dennis Carter - Operations and Maintenance Manager
(407) 703-1731
FAX: (407) 703-1748
219 N. Market Street
P. O. Box 115
Bushnell, FL 33513
Attn: Mr. Vince Ruano - City Manager
(352) 793-2591
FAX: (352) 793-2711
CHAMPIONSGATE
8390 ChampionsGate Blvd. #104
ChampionsGate, FL 33836
Attn: Ms. Yvonne Shouey — Director of Sales and Leasing
(407) 397-2500
FAX: (407) 396-7606
City of Milton Public Works Support Services Sid: 10-P W3
EXPERIENCE
Control Specialists Company is uniquely qualified for this contract to serve the City of Milton.
With over 40 years of knowledge and experience in the field of traffic engineering, we are able
to offer incomparable performance for traffic signal maintenance.
Currently Control Specialists Company currently manages nearly 500 signalized locations 24
hours per day, 36S days per year. Every client receives immediate response for each
emergency. A planned maintenance is coordinated with the client's contract manager and a
monthly on-site preventative maintenance program keeps emergencies to a minimum.
Control Specialists Company qualified and experienced personnel are involved at every level of
operation. Traffic Signal Maintenance team members are certified by the International
Municipal Signal Association (IMSA). Our Traffic Signal Maintenance team members are also
certified by the American Traffic Safety Services Association (ATSSA) in order to provide
maintenance of traffic plans acceptable to FHWA/DOT's reducing hazards in the roadway when
performing services.
Control Specialists Company is an ISO 9001:2000 registered company which assures our clients
of our commitment to quality work and performance.
Control Specialists Company assures that all work will be performed, perfected, and completed
by the most proficient firm in this highly specialized engineering area of traffic engineering. Our
team of professionals offers you an unprecedented 300 years of experience in the traffic
engineering industry. The average length of service with our company is over 12 years per
person. People with that much time invested with a company are not likely to risk their
reputation on a job that is not done right.
Control Specialists Company is pre -qualified as a specialty contractor for highway signage,
signalization, computerized signal systems, ITS and roadway lighting.
Control Specialists Company has been involved with similar projects as the contractor,
equipment supplier, and maintenance organization (often as all three) with the States of
Georgia, Florida, South Carolina, North Carolina, Maryland; and as of 2004 we have broadened
our work to all of North America including the states of Washington, Minnesota, Illinois,
Indiana, California and Michigan.
The uniqueness of Control Specialists Company is a result of our daily business operations as a
"one stop shop" for traffic engineering needs. Everyday we are on-call 24 hours to respond to
city of Milton Public Works Support Services Brei: 10-PW3
■t
traffic emergencies. Everyday we construct and install traffic systems throughout the southeast.
Everyday we sell traffic engineering products, systems and software. Everyday we service our
clients' needs in the way of repairs, upgrades, and refurbishing.
Control Specialists Company is unique as a company because we are familiar with the needs of
the clients, as they relate to the expected results. As a maintenance organization, we are
familiar with the absolute need for quick response. As a specialized contractor, we are familiar
with issues facing a quality installation. As a sales company, we are familiar with the need for
quality products guaranteeing reliability in field operations. As a service center, we are familiar
with the various software, hardware, and firmware necessary for system management
Control Specialists Company possesses the manpower, management, field knowledge,
technical abilities, construction vehicles, tools and equipment, and financial capability to meet
the demand of this contract. As you evaluate this proposal you will see that our approach with
Optech Monette LLC for accomplishing this contract is steady, with conservative scheduling,
consistent communication, and as much on-site information that we can gain therefore
producing favorable results and immediate satisfaction. The staff of these two firms are
committed to the City of Milton.
By selecting Control Specialists Company you will be guaranteed practical solutions and project
completion on time and within an agreed budget. Our knowledge and experience will protect
and assure you of maximum results. Our Georgia Division of Traffic Signal Maintenance, 411
Barber Road S.E. Marietta, Georgia 30060, looks forward to serving you.
PROJECT APPROACH AND WORK PLAN
The objective to our approach is simply stated: The employees of Control Specialists
Company will work jointly as team members with Optech Monette and City staff to perform the
contract services as effectively and efficiently as possible with the least amount of disruption to
the motoring public. Pursuant to that objective, we shall plan our work and schedule our crews
in a manner designed to avoid delays and complete assigned work orders as soon as possible
while maintaining the quality of work our client deserves.
Key components to our approach are as follows:
City of Milton Public Works Support Services Bid: 10-PW3
a Anticipate problems that may require discussion and planning. This would include utility
conflicts, coordination with other contractors, product delivery, design timeframes,
specification compliance and /or permits from the City and weather conditions.
. Maintain a reasonable inventory of materials and supplies in order to avoid delivery delays
and to ensure adequate preparation for emergencies.
■ Avoid equipment and vehicle failure through planned maintenance.
• Keep good relationships with vendors and suppliers_ These companies provide us the
necessary items to perform our work. They are important to our success. We try at all times, to
treat our vendors and suppliers with dignity and respect. This means fair and reasonable price
negotiations and payment within agreed terms. Control Specialists Company has a good history
with all of our vendors and suppliers, as well as our banking institutions.
■ Provide a good working environment for company personnel. We view this as one of the
important objectives for the successful operation of a service company. Personnel turnover is a
major obstacle to completing a project in a timely manner and maintaining the level of service
our clients deserve. Control Specialists Company has an excellent history regarding retaining
employees. In fact, the average length of service per employee is 12 plus years. This ensures
consistency for our clients and exemplifies a commitment to our employees and our clients
year after year.
■ Coordinate a preventative maintenance schedule with the City of Milton to eliminate
unnecessary and costly repairs that also reduces the exposed liability. Such a plan keeps traffic
moving safely and efficiently.
. Communicate with the City of Milton's management in meetings with Control Specialists
Company's staff to ensure all tasks and work orders are fulfilled, meeting the quality
expectations of both the City of Milton and Control Specialists Company.
■ We also believe in providing qualified and experienced personnel at every level of our
operation and in working together as a team which transcends state boundaries. Traffic Signal
Maintenance staff members are certified by the International Municipal Signa lAssociation
(IMSA) and offer a combined total of over 300 years of professional experience.Control
Specialists Company's staff is also certified by the American Traffic Safety Services Association
(ATSSA) in order to provide maintenance of traffic plans acceptable to FHWA/DDT's
requirements thus reducing the inherent hazards in the roadway when performing our services.
City of Milton Public Works Support Services Bid: 10-PW3
■■
* Control Specialists technicians have also been trained and instructed on products currently
operating the traffic signals currently in use by our clients including Siemens ITS (Eagle), Peek
Traffic, Iteris, Opticom, Autoscope and others. They are continually working toward certification
or the next level of certification which makes them more valuable to the company and to our
clients. This constant quest for improvement and knowledge ensures that our clients
consistently receive the very best service in the industry. That experience and expertise also
provides us the unique ability to quickly identify potential problems and provide fast and
effective resolutions to those problems when they occur. In an emergency situation such as a
major storm, as our clients will testify, that kind of knowledge and experience is invaluable.
* Coordination of utilities and the ongoing work of other contractors is also a vital service that
our clients enjoy. Our crews work side by side with all registered utility companies, especially in
emergency situations. Where traffic signals are concerned we serve as the liaison between the
client and the utility provider. Our crews in Georgia also provide utility location services for city
or county owned underground infrastructure which is not covered by the typical toll free utility
locates placed by contractors prior to excavation. This service prevents what can be
catastrophic damage to city owned utilities saving our clients in cosly repair, not to mention the
loss of critical services to their citizens. We also provide on site, professional inspection of the
work performed by outside contractors on behalf of our clients to ensure they are receiving the
quality of work they deserve and expect.
City of Milton Public Works Support Services Bid: 10-PW3
mom
WORK PLAN (signals and signs)
Task Work Order Work Order Job No. Issued,
—� Received & Logged Job Title Created
Issued by the City
Pre Job Meeting
Job Placed on
Submittals sent
Conducted
10
Construction
for approval
Onsite inspection
_
Stock Orders
conducted
0 ^0
All utilities
Placed
Job Special
Develop and
_ Schedule equip.,
Orders Placed
10 Submit MOT Plan -
10 vehicles and
personnel
Material Received
Materials, Equip. &
Crew Mobilized to
Notified Project
p
Personnel
0
Job Site
MOT set up per Task Work Order Project inspected by
10
Approved Plan performed the City of Milton
City of Milton Public Works Support Services Bid: 16-PW3
i■■
The organizational structure and management style of Control Specialists Company is
exceptionally well oriented and established to perform on contracts of this type. Likewise the
company is well acquainted with the procedural methodology used in the assignment of work
by the work order dispersion method.
Typical flow of a task work order through Control Specialists Company system would appear as
follows:
Step 1.
Step Z
Step 3
Step 4
Step 5
Step 6
Step 7
Step 8
Step 9
Control Specialists Company receives a TASK WORK ORDER for
completion by the City of Milton which is date stamped.
Regional Manager prepares a TASK WORK ORDER job file for
disbursement to the Foreman and the Senior Technician. At this time the
TASK WORK ORDER is also issued a job number {usually a derivative of
the previously assigned total project job number} and it is placed on the
construction schedule in normal rotation. A pre -job meeting is called to
discuss any pertinent information with regard to the desired or required
time frame for completion of the work order.
Submittals are sent to the City of Milton for review and approval.
Orders for non-specific shelf stock to be used in the completion of the
work are placed by the Administrator who will monitor and post their
arrival to those involved in performing the work.
The Foreman calls all parties for utility locates.
The Foreman conducts on-site inspection of TASK WORK ORDER for
possible problems.
The Administrator places orders for materials specific to the work order.
Arrivals of said materials are monitored by the Administrator who will
post all deliveries and notify all affected.
Regional Manager meets with Foreman and Senior Technician to
schedule equipment, vehicles, personnel, and travel arrangements.
Regional Manager meets with Foreman to establish MOT plan, and
submits to the City of Milton with scheduled date to begin.
City of Milton Public Works Support Services Bid: 10-PW3
t■
Step 10. When sufficient materials have arrived and other materials are known to
be in transit, the Regional Manager plans the schedule to include the
work and notifies the City of Milton of the planned date of mobilization
to the site. Any changes that may develop within the planned window
set aside to accomplish this work will be communicated to the City of
Milton at the earliest possible moment once it is known that a change is
required
Step 11. Once mobilization to a TASK WORK ORDER site has begun, the primary
communication link that will exist will include: the assigned Project
Supervisor, Project Foreman, the Regional Manager, and the City of
Milton. This direct link between the four afore mentioned parties will
ensure that hindrances for the communication process between the field
and the end user are minimized which will assist in the process of keeping
on time and on budget. Any problems that arise or clarification that
needs to be made are quickly addressed so as not to unduly delay the
completion of the work in any way.
Step 12. Upon completion, an inspection will be scheduled with the City of Milton
and the staff.
Price Proposal
The annual cost for services is:
�k_C- �. �, ., �; >;•'4ACO`KorYear One
Optech Monette is pleased to also offer a maximum guaranteed fixed fee increase of 3% per year if
there are no other substantial increases in the scope of work required by the City. We are also prepared
to offer a multi-year contract with that guarantee, if that is of interest to the City.
City of Milton Public Works Support Services Bid: 10-PW3
■E■
Sign Maintenance Technical Proposal
INTRODUCTION
As stated earlier, ❑ptech Monette LLC is teaming with Control Specialists Company as our subcontractor
for both Traffic Signal Maintenance and also "Sign Maintenance" efforts in Milton. Control Specialist
has been providing traffic engineering maintenance and services to clients since 1973. While their
emergency and preventive maintenance services have generally been with traffic signalization, their firm
has also provided sign services on an as -needed -basis. They have performed design/build services for
highway, roadway and dynamic message sign projects for the following cities:
1j. City of Sandy Springs/CH2M Hill
Traffic Signal Maintenance
Since 2006, Control Specialists Company has provided this service for the City of Sandy
Springs/CH2M Hill.
2]. City of Johns Creek/CH2M Hill
Traffic Signal Maintenance
Since 2010, Control Specialists Company has provided this service for the City of Johns
Creek/CH2M Hill.
3). ❑range County, FL— Convention Center Parking & Traffic Direction System
In 2004, Control Specialists Company completed a design/build project for Orange County's
Convention Center. Included in this project were overhead mounted static roadway sign, trail
blazer roadway directional and dynamic message signs. Ove raII there were nearly (100) signs
incorporated into the project.
4y. Walt Disney World/Reedy Creek Improvement District
Control Specialists Company provides maintenance services for Walt Disney World and Reedy
Creek Improvement District. Included in this project were overhead mounted static roadway
sign, trail blazer roadway directional and dynamic message signs.
Control Specialists Company's staff and clientele has grown immensely since the inception of the Traffic
Signal Maintenance Division. Similarly to the City of Milton's proposal, Control Specialists Company is
currently under contract to provide emergency services and preventive maintenance, new installations of
traffic lights, caution lights, school flashers, and roadway safety lighting to the following Agencies: Georgia.
City of Milton Public Works Support Services Bid: 10-P W3
1). Coweta County. 2]. City of Sandy Springs. 3). City of Johns Creek. Florida. 1) City of Apopka. 2). City of
Bushnell. 3j. City of Coleman. 4). City of Groveland. 5). City of Lake Mary. 6j. City of Maitland. 7j. Sumter
County. 8). Reedy Creek Improvement District.
The Georgia division is led by Regional Manager, Steve Shattuck. Steve's team consists of a crew of five
traffic signal technicians. The Florida traffic signal maintenance operation is led by Technical Service
Manager, Doug Mills. Doug's team consists of a crew of four traffic signal technicians. Control Specialists
Company provides turn -key services for all of its traffic signal maintenance.
Safety Signal Co, Inc. of Georgia will supply our Signs, Post, Traffic Cones, Arrow boards and Message
Boards, Drums and Barrels, Safety Vest, Hard Hats, Flags, as well as various other traffic safety
equipment for GDOT, various City and County municipalities, and general contractors throughout the
State of Georgia to include Athens -Clarke County, Coweta County, Cities of Fayetteville, Fairburn,
Peachtree City, union City, Palmetto, Newnan, etc., Archer -Western Contractors, C.W. Matthews
Construction Co., Brooks -Berry -Haynie & Associates, Peek Pavement Marking, Highway Services, and
numerous other contractors.
COMPANY PROFILE
Control Specialists Company is uniquely qualified for this contract because of its capability to
offer our clients technical services, products, installation and maintenance in one single source
solution. This allows our clients the luxury of having one point of contact for emergency
response, problem solving and overall accountability. The firm specializes in traffic signal and
sign maintenance and construction.
Control Specialists Company has been servicing municipal governments and private clients in
the area of traffic engineering and signs and signalization since 1972 with the City of Maitland,
Florida. Currently Control Specialists Company manages over 300 signalized intersections in
Florida and over 130 in Georgia. Every client receives immediate response for emergency calls,
24 hours per day, 365 days per year. In addition, we provide planned weekly maintenance
which is coordinated with the client to meet their specific needs. In some cases, we also
provide a monthly on-site preventive maintenance program which works to keep emergency
calls to a minimum by proactively correcting potential problems before they occur. in Georgia,
Control Specialists' crews serve as the first responders to signal emergencies as notified by the
city's call center, thereby relieving city personnel of having to respond after hours or on
holidays.
Control Specialists' client list for traffic signal maintenance services currently includes:
City of Milton Public Works Support Services Bid: 10-PW3
No
CH2MHILL (Cities of Sandy Springs and Johns Creek) and Coweta County. The Cities of Apopka,
Edgewood, Oroveland, Inglis, Lake Mary, Longwood, Maitland, and Winter Park, Florida, as well
as Sumter County, Reedy Creek Improvement District.
Private Florida clients include: ChampionsGate, Colonial Properties, Lockheed Martin, Walt
Disney World and The Villages.
The Georgia division office has served the CH2MHILL and the City of Sandy Springs since the
first day of city operations on January 1, 2006. As a teaming partner with CH2MHILL, we have
always, and will continue, to take that commitment seriously. We are fully aware of the
responsibility that comes with that commitment and will continue to work every day in the
city's best interest. We firmly believe that by serving our clients in a manner that is, first and
foremost, in their best interest; benefits all of us in the long term. We also believe that our past
performance exemplifies our ability to fulfill the needs of CHM2HILL and would ask for you to
review the monthly evaluations for the past four years.
Control Specialists Company is a certified ISO 9041-2000 company that requires our staff to
follow a quality assurance process with policies and procedures to reduce and eliminate
potential problems. We were originally certified in 2004 and have had our certification
renewed each consecutive year.
Control Specialists Company is pre -qualified by the Department of Transportation in the
categories of traffic signalization, roadway signage, computerized signal systems and highway
lighting. Further, Control Specialists Company has served as the prime contractor for several
design -build projects including:
Reedy Creek Improvement District (governing agency to Walt Disney World)
ITS Dynamic Message Signing and Parking Directional System (2007)
- SCOOT Adaptive Signal Control Computerized System (2007)
Orange County — International Drive
- SCOOT Adaptive Signal Control Computerized System (2007)
University of Central Florida, Orange County
City of Milton Public Works Support Services Bid: 10-P W3
- SCOOT Adaptive Signal Control Computerized System (2008)
These projects are highly sophisticated computerized systems utilizing the most recent
available technology and communications including fiber optic cable (single mode and multi
mode), wireless radio and cellular phone.
Control Specialists Company is an award winning company:
Florida DDT: I Made A Difference Award
2006 Inter -Traffic Innovation Award in Amsterdam: finalist.
As previously noted, Control Specialists Company has over 300 years of professional service
with the average employee serving 12 years with our company. Our staff in Georgia has served
CH2MHILL for four consecutive years in Sandy Springs. We also provided immediate temporary
service for CH2MHILL in Johns Creek and Milton for two months while the contracts were being
processed. Control Specialists Company's staff in Winter Park, FL have worked consistently
with the staff in Georgia often sending personnel to work on site in Sandy Springs to provide
uninterrupted service.
City of Milton Public Works Support Services Bid: 10-PW3
REFERENCES
Georgia
CITY OF SANDY SPRINGS
7840 Roswell Rd
Sandy Springs, GA 30350
Attn: Chris Waters -
(770) 206 2525
FAX: (770) 730 1755
City of Johns Creek
12000 Findley Road
Suite 400
Johns Creek, GA 30097
Attn: Stacie Wilbon
(678) 512-3500
COWETA COUNTY
21 East Washington Road
Newnan, GA 30263
Attn: Wayne Kennedy — Director of Public Works
(770) 254-3775
FAX: (770) 683-2014
City of Milton Public Works Support Services Bid: 10-P W3
t■
Florida
CITY OF APOPKA
FENIWSJ =Fr.Tl-W
P. 0. Box 1229
Apopka, FL 32704-1229
Attn: Mr. Dennis Carter - Operations and Maintenance Manager
(407) 703-1731
FAX: (407) 703-1748
CITY OF BUSHNELL
219 N. Market Street
P. 0. Box 115
Bushnell, FL 33513
Attn: Mr. Vince Ruano - City Manager
(352) 793-2591
FAX: (352) 793-2711
CHAMPIONSGATE
8390 Cha mpionsGate Blvd. #104
ChampionsGate, FL 33836
Attn: Ms. Yvonne Shouey — Director of Sales and Leasing
(407) 397-2500
FAX: (407) 396-7606
city of Milton Public Works Support Services Bid: T 0-PW3
EXPERIENCE
Control Specialists Company is uniquely qualified for this contract to serve the City of Milton.
With over 40 years of knowledge and experience in the field of traffic engineering, we are able
to offer incomparable performance for traffic signal maintenance.
Currently Control Specialists Company currently manages nearly 500 signalized locations 24
hours per day, 365 days per year. Every client receives immediate response for each
emergency. A planned maintenance is coordinated with the client's contract manager and a
monthly on-site preventative maintenance program keeps emergencies to a minimum.
Control Specialists Company qualified and experienced personnel are involved at every level of
operation. Traffic Signal Maintenance team members are certified by the International
Municipal Signal Association (IMSA). Our Traffic Signal Maintenance team members are also
certified by the American Traffic Safety Services Association (ATSSA) in order to provide
maintenance of traffic plans acceptable to FHWA/DOT's reducing hazards in the roadway when
performing services.
Control Specialists Company is an ISO 9001:2000 registered company which assures our clients
of our commitment to quality work and performance.
Control Specialists Company assures that all work will be performed, perfected, and completed
by the most proficient firm in this highly specialized engineering area of traffic engineering. Our
team of professionals offers you an unprecedented 300 years of experience in the traffic
engineering industry. The average length of service with our company is over 12 years per
person. People with that much time invested with a company are not likely to risk their
reputation on a job that is not done right.
Control Specialists Company is pre -qualified as a specialty contractor for highway signage,
signaIization, computerized signal systems, ITS and roadway lighting.
Control Specialists Company has been invoived with similar projects as the contractor,
equipment supplier, and maintenance organization (often as all three) with the States of
Georgia, Florida, South Carolina, North Carolina, Maryland; and as of 2004 we have broadened
our work to all of North America including the states of Washington, Minnesota, Illinois,
Indiana, California and Michigan.
The uniqueness of Control Specialists Company is a result of our daily business operations as a
"one stop shop" for traffic engineering needs. Everyday we are on-call 24 hours to respond to
City of Milton Public Works Support Services Bid: 10-PW3
traffic emergencies. Everyday we construct and install traffic systems throughout the southeast.
Everyday we sell traffic engineering products, systems and software. Everyday we service our
clients' needs in the way of repairs, upgrades, and refurbishing.
Control Specialists Company is unique as a company because we are familiar with the needs of
the clients, as they relate to the expected results. As a maintenance organization, we are
familiar with the absolute need for quick response. As a specialized contractor, we are familiar
with issues facing a quality installation. As a sales company, we are familiar with the need for
quality products guaranteeing reliability in field operations. As a service center, we are familiar
with the various software, hardware, and firmware necessary for system management
Control Specialists Company possesses the manpower, management, field knowledge,
technical abilities, construction vehicles, tools and equipment, and financial capability to meet
the demand of this contract. As you evaluate this proposal you will see that our approach with
❑ptech Monette LLC for accomplishing this contract is steady, with conservative scheduling,
consistent communication, and as much on-site information that we can gain therefore
producing favorable results and immediate satisfaction. The staff of these two firms are
committed to the City of Milton.
By selecting Control Specialists Company you will be guaranteed practical solutions and project
completion on time and within an agreed budget. Our knowledge and experience will protect
and assure you of maximum results. Our Georgia Division of Traffic Signal Maintenance, 411
Barber Road S.E. Marietta, Georgia 30060, looks forward to serving you.
PROJECT APPROACH AND WORK PLAN
The objective to our approach is simply stated: The employees of Control SpecialistsCompany
will workjointiy as team members with Optech Monette and City staff to perform the contract
services as effectively and efficiently as possible in both Traffic Signal Maintenance and Sign
Maintenance with the least amount of disruption to the motoring public. Pursuant to that
objective, we shall plan our work and schedule our crews in a manner designed to avoid delays
and complete assigned work orders as soon as possible while maintaining the quality of work
our client deserves.
Key components to our approach are as follows:
City of Milton Public Works Support Services Bid: 10-PW3
* Anticipate problems that may require discussion and planning. This would include utility
conflicts, coordination with other contractors, product delivery, design timeframes,
specification compliance and /or permits from the City and weather conditions.
• Maintain a reasonable inventory of materials and supplies in order to avoid delivery delays
and to ensure adequate preparation for emergencies.
• Avoid equipment and vehicle failure through planned maintenance.
• Keep good relationships with vendors and suppliers. These companies provide us the
necessary items to perform our work. They are important to our success. We try at all times, to
treat our vendors and suppliers with dignity and respect. This means fair and reasonable price
negotiations and payment within agreed terms. Control Specialists Company has a good history
with all of our vendors and suppliers, as well as our banking institutions.
• Provide a good working environment for company personnel. We view this as one of the
important objectives for the successful operation of a service company. Personnel turnover is a
major obstacle to completing a project in a timely manner and maintaining the level of service
our clients deserve. Control Specialists Company has an excellent history regarding retaining
employees. In fact, the average length of service per employee is 12 plus years. This ensures
consistency for our clients and exemplifies a commitment to our employees and our clients
year after year.
• Coordinate a preventative maintenance schedule with the City of Milton to eliminate
unnecessary and costly repairs that also reduces the exposed liability. Such a plan keeps traffic
moving safely and efficiently.
■ Communicate with the City of Milton's management in meetings with Control Specialists
Company's staff to ensure all tasks and work orders are fulfilled, meeting the quality
expectations of both the City of Milton and Control Specialists Company.
■ We also believe in providing qualified and experienced personnel at every level of our
operation and in working together as a team which transcends state boundaries. Traffic Signal
Maintenance staff members are certified by the International Municipal SignalAssociation
(IMSA) and offer a combined total of over 300 years of professional experience. Control
Specialists Company's staff is also certified by the American Traffic Safety Services Association
(ATSSA) in order to provide maintenance of traffic plans acceptable to FHWAjDO1,s
requirements thus reducing the inherent hazards in the roadway when performing our services.
City of Milton Public Works Support Services Bid: 10-PW3
• Control Specialists technicians have also been trained and instructed on products currently
operating the traffic signals currently in use by our clients including Siemens ITS (Eagle), Peek
Traffic, Iteris, Opticom, Autoscope and others. They are continually working toward certification
or the next level of certification which makes them more valuable to the company and to our
clients. This constant quest for improvement and knowledge ensures that our clients
consistently receive the very best service in the industry. That experience and expertise also
provides us the unique ability to quickly identify potential problems and provide fast and
effective resolutions to those problems when they occur. In an emergency situation such as a
major storm, as our clients will testify, that kind of knowledge and experience is invaluable.
• Coordination of utilities and the ongoing work of other contractors is also a vital service that
our clients enjoy. Our crews work side by side with all registered utility companies, especially in
emergency situations. Where traffic signals are concerned we serve as the liaison between the
client and the utility provider. Our crews in Georgia also provide utility location services for city
or county owned underground infrastructure which is not covered by the typical toll free utility
locates placed by contractors prior to excavation. This service prevents what can be
catastrophic damage to city owned utilities saving our clients in coyly repair, not to mention the
loss of critical services to their citizens. We also provide on site, professional inspection of the
work performed by outside contractors on behalf of our clients to ensure they are receiving the
quality of work they deserve and expect.
City of Milton Public Works Support Services Bid: 10-P W3
WORK PLAN (signals and signs)
Task Work Order Work Order
No Received & Logged 10
Issued by the City
Job No. Issued,
Job Title Created
O nS_a_ L..a_J
Pre Job Meeting 10 Job Placed on 0 Submittals sent
Conducted Construction for approval
Onsite inspection Stock Orders
conducted 0
Ok
All utilities Placed
Job Special _ Develop and Schedule equip.,
Orders Placed ' Submit MOT Plan 10 vehicles and
personnel
Material Received
10
Notified Project
MOT set up per 10.
Approved Plan
Materials, Equip. &
Personnel
Task Work Order
performed
City of Milton Public Works Support Services Bid; 30-PW3
Crew Mobilized to
Job Site
Project inspected by
the City of Milton
■■
The organizational structure and management style of Control Specialists Company is
exceptionally well oriented and established to perform on contracts of this type. Likewise the
company is well acquainted with the procedural methodology used in the assignment of work
by the work order dispersion method.
Typical flow of a task work order through Control Specialists Company system would appear as
follows:
Ste p 1.
Step 2
Step 3.
Step 4.
Step 5.
Step 6.
Step 7.
Step S.
Step 9.
Control Specialists Company receives a TASK WORK ORDER for
completion by the City of Milton which is date stamped.
Regional Manager prepares a TASK WORK ORDER job file for
disbursement to the Foreman and the Senior Technician. At this time the
TASK WORK ORDER is also issued a job number (usually a derivative of
the previously assigned total project job number) and it is placed on the
construction schedule in normal rotation. A pre -job meeting is called to
discuss any pertinent information with regard to the desired or required
time frame for completion of the work order.
Submittals are sent to the City of Milton for review and approval.
Orders for non-specific shelf stock to be used in the completion of the
work are placed by the Administrator who will monitor and post their
arrival to those involved in performing the work.
The foreman calls all parties for utility locates.
The Foreman conducts on-site inspection of TASK WORK ORDER for
possible problems.
The Administrator places orders for materials specific to the work order.
Arrivals of said materials are monitored by the Administrator who will
post all deliveries and notify all affected.
Regional Manager meets with Foreman and Senior Technician to
schedule equipment, vehicles, personnel, and travel arrangements.
Regional Manager meets with Foreman to establish MOT plan, and
submits to the City of Milton with scheduled date to begin.
City of Milton Public Works Support Services Bid; T Q-PW3
No
Step 10. When sufficient materials have arrived and other materials are known to
be in transit, the Regional Manager plans the schedule to include the
work and notifies the City of Milton of the planned date of mobilization
to the site. Any changes that may develop within the planned window
set aside to accomplish this work will be communicated to the City of
Milton at the earliest possible moment once it is known that a change is
required
Step 11. Once mobilization to a TASK WORK ORDER site has begun, the primary
communication link that will exist will include: the assigned Project
Supervisor, Project Foreman, the Regional Manager, and the City of
Milton. This direct link between the four afore mentioned parties will
ensure that hindrances for the communication process between the field
and the end user are minimized which will assist in the process of Keeping
on time and on budget. Any problems that arise or clarification that
needs to be made are quickly addressed so as not to unduly delay the
completion of the work in any way.
Step 12. Upon completion, an inspection will be scheduled with the City of Milton
and the staff.
Price Proposal
The annual cost for services is:
for Year One
Optech Monette is pleased to also offer a maximum guaranteed fixed fee increase of 3% per year if
there are no other substantial increases in the scope of work required by the City. We are also prepared
to offer a multi-year contract with that guarantee, if that is of interest to the City.
City of Milton Public Works Support Services Bid: 10-PW3
MEN
14 R51 ID411j I IUTC21:141001 IC�1YAN 2:T919011_lI
Introduction
Optech Monette L.L.C. (Optech) worked successfully as part of the original CH2M Hill team since
the inception of all three public works projects in Sandy Springs (2005), Johns Creek, GA (2006)
and the City of Milton (2005). As part of this team, Optech Monette worked hard to deliver the
services expected by each of these new municipal clients as well as their citizens. We were well
aware the expectations for improved public services were quite high.
With the transition by the City of Milton to assume many of the responsibilities of CH2M Hill in
January 2010, Optech Monette was retained to continue providing the "hands-on" staff and
expertise for Public Works services in Milton, under the guidance of the experienced City staff
who had managed the operations under CH2M Hill.
The current contract with the City extends through June 30, 2010. This document responds to
the City's new RFP for a multi-year contract to perform the needed "Public Work Support
Services". As stated earlier, the new RFP has broken out both the "General Maintenance" and
"Grass Cutting" into individual contracts, whereas at this time it is performed all by our firm
under a single contract. This section of our response to the City's RFP is a response to the
"Grass Cutting" Technical Proposal.
The Scope of Work and the schedules of our workforce in Milton and its sister cities have been
developed to provide the most efficient use of manpower within each City, based on our actual
experience in the field. It was the policy, from the beginning, for each City's Project Team and
their staff to stand on their own. It was felt strongly these are independent City's, with
separate identities and individual and unique needs. In addition, there is a high sensitivity
during emergency conditions, ice and snow storm events, tornadoes, etc. that each City must
have their own emergency response team available to assist their citizens in time of need.
Although our staff teams in each City have assisted each other, they have each maintained a
fully -independent, public works team in order to meet the needs of the public. At the same
time, should a major emergency such as a tornado hit the City of Milton, all of our companies
staff and resources are immediately available to respond and assist the public in restoration of
public services.
The following sections address the company as a whole and with all of our other clients the
right-of-way grass cutting was incorporated as part of the normal Public Works project.
Therefore, the description of Public Works activities is inclusive of both General Maintenance
and Grass Cutting services.
City of Milton Public Works Support Services Bid: 10-P W3
Company Profile
This section has been designed to further describe Optech Monette and provide specific information as
requested by the RFP. Our firm was started by with the intent on providing exemplary public works,
water, and wastewater services to the citizens of the southeastern United States. Optech Monette has
evolved includes utility operations for municipal governments as well as private sector clients. We also
serve the federal government at several Department of Defense installations.
The Optech Monette corporate offices are located within Fulton County, GA in Alpharetta. Specifically,
our company manages three public utility contracts for municipalities in the Atlanta metro area with
clients in three other states. As a privately held Georgia company, there is not any foreign ownership
nor has there ever been.
Required Prop.
Legal Name:
Optech Monette, LLC
Company Headquarters:
44 Old Canton Street
Alpharetta, GA 30004
Company Contact Info:
678-990-9061 (p)
678-990-9066 (f)
www.optechmonettelic.com
Form of Business:
Family -Owned, Small Business
Company Registration:
Registered business in Georgia
Federal ID #:
58-2547128
Commercial Worker's compensation, general liability and automobile liability insurance are typically
Insurance maintained in force as required by our contracts and an umbrella policy is provided as
well. Optech Monette' insurance coverage also includes Pollution Liability Coverage for
wastewater treatment projects to cover against environmental litigation where
negligence may occur. A Certificate of Insurance is currently in place for our existing
contract with the City of Milton, naming the City as "additional insured" on the policy.
Staff Benefits Optech Monette offers a comprehensive medical, dental, vision, and life insurance
benefits plan to all eligible employees and their families. Each employee receives paid
holiday, sick, and vacation leave. Our company's Human Resources Manager visits our
sites often and is easily accessible to all of our staff. Paid training, license renewal, and
tuition reimbursement is also made available to our staff. We strive to equip and
empower all of our staff to advance within our organization. Finally, all members of the
staff are offered a company matched 401K retirement plan that is administered by a
local financial institution. These benefits guarantee low employee turnover (4%) and a
stable and professional workforce for the "long-term" for all our clients.
City of Milton Public Works Support Services Bid: 10-PW3
Service to the Our firm's core business is in managing public works departments, municipal parks,
Public... rights -of way, operating water & wastewater treatment facilities, and maintaining
collection and distribution systems. For many years we have provided these services for
municipalities, federal government installations, and private corporations.
The principals of Optech have all had direct involvement in operating public works
departments for communities of 10,000 to 85,000 people. in addition to our Georgia
"Public Works" {PW} projects we also manage departments in Long Beach MS, and
Pascagoula, MS though our sister firm, Utility Partners. Vele have operated multiple
wastewater utilities for the Department of Defense across the country for over 11 years.
Our specific service expertise that is most relevant to this contract includes maintaining
City Parks and ball fields, public litter bins, graffiti removal, storm drain maintenance
service, festival & event support, emergency tree & animal removal, adverse weather
emergency staff support, and grass cutting of rights-of-way. For example, in Johns
Creek, Georgia, we perform public works operations and maintenance that includes
Newtown Park, 52 acres; Ocee Park, 37 acres; Shakerag Park, fib acres; and Autrey Mill
Nature Preserve, 46 acres. In Sandy Springs, Georgia, we perform public works
operations and maintenance that includes sweeping hundreds of miles of City streets,
litter removal along major thoroughfares like Roswell Road, maintaining 9 parks like
Morgan Falls that collectively comprise 75 acres. Last and certainly not least, here in
Milton, Georgia, we have successfully performed public works operations and
maintenance that includes Bell Memorial Park, comprising 6 to 8 acres.
In addition, Optech Monette believes strongly that pro -active community involvement
assists greatly in providing "value-added" service to the City. Members of Optech
Monette's management team have been actively involved in "Leadership Sandy
Springs", "Leadership Johns Creek", Heritage Sandy Springs and multiple community
fairs and programs, including sponsorship and participation in the "Milton Roundup"
since its inception as well as Hopewell Baseball at Bell Park. In fact, Optech donated ALL
of the trash and litter receptacles to the facility (over $ 5,000) the first year the City was
created because of low fund levels available for Parks and Recreation purposes. The
following year we funded ($ 6,000) the painting of all of the dugouts, press boxes and
concession stands at Bell Park. We have provided numerous landscape improvements
for the benefit of all who enjoy this youth baseball facility, over 800 families annually,
and have never asked for or received any public recognition of these donations.
On April 22, 2010 Optech Monette was cited by the Sandy Springs, GA Chamber of
Commerce as the "Small Business of the Year" for 2010 for "Community Service".
City of Milton Public Works Support Services Bid: 10-PW3
V'" As a group, the principals of this firm have been serving the municipalities across
Ql. " Atlanta's metropolitan area for several decades. We have the specific, hands-on service
experience working for local municipalities and the broad professional experience. No
other firm brings the wealth of public works experience to the City. Our institutional
knowledge of operating the public works department in Milton is unique_ We feel our
team of professionals possess the expertise, vision, and commitment that the City needs
to continue providing exemplary services to the Public.
Corporate Staff The chart below identifies key corporate staff that will continue to be involved
Experience operationally during this agreement and their years of experience in the municipal
services arena. Optech's President, Mr. Robert (Bob) Monette, P.E., has worked with
cities across the southeastern United States for nearly forty years. Specifically in Milton,
Mr. Monette, working in conjunction with the CH2M Hill staff, guided the development
of the current public works services in Milton. As Company President, he is charged
with overall corporate responsibility to assure clients are satisfied with the
services of our company and providing any support staff needed to supplement
the on-site operating
Mr. Robert W. staff. Mr. Monette will
Monette, P.E.
oversee any contractual
President issues and guarantee the
performance of the
company.
Mr. Randy Mr. Will Monette Mr. Ryan Monette Ms. Paige Mr. Kelly Barge Mr. Randy E kerberg, Project
Eker6ergi Monette
CFO Safety& 1 Business Manager Manager, will continue to
Project Manager Compliance Office Manager oversee the public Works
Human Resources Coordinator
Milton ', operations team for Optech
Monette in Milton. He has
been responsible for leading operations and maintenance activities in Milton for the
past three years. Through scheduled reviews and quality control checks of the work
performed by his staff, Mr. Ekerberg will assure that the maintenance activities at this
project exceed the levels required by the contract. He will also provide additional
working support of the entire project team as needs arise. His hands-on experience
managing the Milton public works department in the past is invaluable to our firm and
to you, our client.
Mr. Ryan Monette is the Safety & Compliance Officer for the company. He has worked
in the utility industry for the past 12 years and has a thorough knowledge of all OSHA,
State, and Federal safety regulations. Mr. Monette has developed and implemented
City of Milton Public Works Support Services Bid: 10-PW3
safe operating rules for use of electrical and mechanical equipment consistent with
manufacturer's recommendations and specifications. He has already implemented a
system to encourage employees to report unsafe conditions immediately and will
continue to instruct the staff on safety responsibilities. Mr. Monette will conduct
scheduled and unscheduled inspections to identify and correct unsafe working
conditions. A critical component of his role will be to conduct a thorough investigation
of any accident, whether or not it results in an injury, to determine the cause of the
accident and to prevent recurrence. Finally, he will maintain records of safety training,
periodic inspections, corrective actions and investigations as required by law. Under his
guidance, we have not had a loss time accident in three (3) years.
These key individuals provide the required corporate oversight to our operating teams
serving each of our clients. The mutual trust between these utility professionals and
our other clients has been demonstrated as we met the challenges of record flooding in
Milton last Fall and ice and snow conditions this past Winter.
Key Staff
The greatest strength of our team is our staff of professionals. At every level you will find well educated,
highly motivated and thoroughly trained individuals to assist each of our partnerships. On the following
pages you will find biographical information on our team members that will administer this contract.
Robert W. Monette. P.E.. P;
Robert Monette earned his bachelor's degree in Biological Engineering at Mississippi State University
and he is a graduate of Harvard University's Graduate School of Business Administration. Bob is a
licensed professional engineer and has 38 years of consulting engineering and utility operations
experience on behalf of municipal, state and Federal clients.
Prior to entering the contract operations field, Mr. Monette was regional engineer for the Mississippi
Bureau of Pollution Control, overseeing the municipal and industrial wastewater operations in 22
counties. In that capacity, he directed all inspections of the region's wastewater facilities, making
recommendations on operation and maintenance activities. He also taught certificate -level mathematics
and hydraulics at Mississippi State University. In 1978, Mr. Monette became President and Chief
Engineer with Gulf South Engineering, a Gulf Coast -based consulting engineering firm, where he was
responsible for design of major wastewater improvement projects in Biloxi, Hattiesburg and Ocean
Springs, M5 as well as design work for the U.S. Army Corps of Engineers at the NASA facility in Hancock
County. During this period Mr. Monette worked as Program Engineer in the creation of three
wastewater management districts on the Mississippi Gulf Coast and the subsequent construction of new
wastewater treatment facilities totaling $150 million.
City of Milton Public Works Support Services Bid: 10-PW3
i■■
He joined CH2M Hili in 1984, serving as "Area Manager" for the Mississippi -Louisiana office. He served
as Program Manager for the Mississippi Gulf Coast Wastewater Management District and managed 17
construction contracts totaling $ 65 million in Jackson County, MS. Subsequently, Mr. Monette became
involved with the contract operations arm of CH2M Hill, OMI, and served as Vice President, responsible
the growth of the company's contract operations business (OMI) between 1988 and 1993.
In 1994, because of family responsibilities, Mr. Monette resigned as a key employee of CH2M Hill and
moved from Denver, CO to form Operations Technologies, Inc., which operated, maintained and
managed water supply and wastewater treatment facilities and provided public works services. The
company grew to employ 400 people, working in four states. In 2001, Mr. Monette and other
shareholders sold Southwest Water Company (SWWC) a controlling interest in 0ptech.
In September 2005, Mr. Monette resigned from Southwest Water and became full time President of
Optech Monette, L.L.C., a firm he owned and operated since 1999. The firm manages wastewater
utilities for the U.S. Army at Fort Dix, NJ (since 1999) as well as utilities for the U.S. Air Force at Mountain
Home AFB in Mountain Home, Idaho (since 2000) and the Ellsworth AFB, South Dakota which began in
September 2006. In addition, the company has operated public works departments for the City's of
Sandy Springs, Johns Creek and Milton, GA., newly formed cities in the Atlanta metro area.
Mr. Monette is active in several professional organizations including the National Society for
Professional Engineers and the American Consulting Engineers Council, He has presented papers for
several professional conferences including the U.S. Water Pollution Control Federation Annual
Conference and the Mississippi/Alabama Governors' Conference on Coastal Zone Management.
Fou, orIo
B.S. Biological Engineering (1972)
Mississippi State University
PMD Graduate School of Business Administration (1992)
Harvard Business School
Cambridge, Massachusetts
Class Speaker and Valedictorian
Pr ;'r° • ri+'.r:+ F.'e i ist Yat±ons: Store cit Mij s ss.q)p7 , 1976 P
City of Milton Public Works Support Services Bid: T 0-PW3
Will Monette, CFO and Human Resources
Mr. Monette serves as CFO of the company. His other responsibilities include the overall financial
management of the company, risk and insurance management, internal and external financial reporting,
financial plans and policies, as well as relationships with financial institutions. His duties include
maintaining positive relationships with current clients and local project staffs as well as managing
strategic growth and opportunities for expansion into new markets and services.
Education
Bachelor of Arts Stephen F. Austin State University
Master of Business Administration Mercer University
Professional Experience:
Mr. Monette has held a various senior level finance and operational management positions with
Operations technologies. He is Vice President of Finance for Optech Monette and he has held that
position since 1998. From 1995 to 1998, he was Vice President of Human Resources where he oversaw
organizational planning and development, employee relations, training, litigation, compensation and
benefits administration for the company.
Prior to working with Optech Monette, Mr. Monette worked for Blockbuster Entertainment where he
served as a Store manager. His duties included managing a staff of fourteen people in the daily
operation of the business. He was responsible for all human resource management, operational
budgets, inventory ordering, training, payroll, income and sales tax date, and supervising all customer
contact with the staff. He held this position while finishing his Graduate MBA program at Mercer
University.
City of Milton Public Works Support Services Bid: 10-PW3 `:i.!
Randy Ekerberg
Senior Project Administrator for Public Works
Mr. Ekerberg currently serves as the Project Administrator for all the company's public works contracts.
He was critical to the early success at all of the public works projects with CH2M Hill in Sandy Springs,
Johns Creek, and Milton, Mr. Ekerberg provides the leadership to his staff and the daily activities
performed for the community. Mr. Ekerberg will also be responsible for insuring that all quality control
measures are in place to satisfy the requirement outlined in the contract.
Mr. Ekerberg has been involved in parks maintenance, right -of way maintenance, industrial and
domestic wastewater treatment, ground and surface water treatment, and infrastructure management.
His experience working in the operations and service industry for his entire professional life adds to the
depth of our team. We are pleased to offer his continued service to the citizens of Milton.
Education
Warner Robbins High School
Certifications
Georgia Water Wastewater Certified Laboratory Analyst
Georgia Certified Class III Water Operator
Georgia Certified Class II Wastewater Operator
Professional Experience
Mr. Ekerberg has worked on the team since 1995 and has held positions at numerous levels across the
company. He has nearly twenty years of experience in working with public works and water and
wastewater treatment facilities of all sizes. In Thomaston, GA, he provided managerial support to two
2.0 MGD wastewater facilities and a 4.0 MGD water production facility. He led the startup team at
Mountain Home AFB until the successful transition was complete.
City Of Milton Public Works Support Services Bid: 1O-PW3 51
MEN
References
Listed on the following pages are the names of relevant municipal and Federal clients with the contract
title, a contact person, their telephone number and a description of services performed. These
represent the most relevant contracts in terms of scope and size for you to review. We respectfully
request you calf the client contacts listed to evaluate the quality of performance of these individuals.
The collective reputation of integrity and relationships of trust that have been built by this outstanding
team with each of our clients are the foundation for our firm's continuing growth.
Municipalities (Public Works)
City of Milton, GA
City of Sandy Springs, GA
City of Johns Creek, GA
Federal Clients (Wastewater Plants)
Fort Dix, NJ (US Army)
2006 -present Carter Lucas, PW Director
(678)640-9470
2005 -present Ron Adderly, PW Director
(770)206-4392
2006 -present Ken Hildebrand, PW Director
(678)512-3200
1999 -present
Mountain Home AFB, ID (US Air Force) 1999 -present
Ellsworth AFB, SD (US Air Farce) 2007 -present
Mr. Vito Galluci, Contracting Mgr.
(609)562-5477
Mr. Guy Cumber, Base Civil Engineer
(208)828-1340
A1C Mona Aquino, Contracting Ofc.
(605)385-1747
City of Milton Public Works Support Services Bid: 10-PW3
Related Project Experience (Municipal Public Works)
RepresentativeSection 3.1
F. Client Name
City of Sandy Springs, GA
CH2M Hill/Sandy Springs
G. Contract Scope
Public Works Support Services
Operations & Maintenance
H. Contract Type
Firm Fixed Price
1. Contract Specifics
This contract was executed in 2005 and
has been extended annually.
J. Contact Information
Ron Adderly
Public Works Director
Telephone: 770-206-4392
In 2005, City officials chose the engineering firm of CH21VI Hill as their Program Manager
with the establishment of a new concept in managing City government. OPTECH was
selected by CH2M Hill and the City to participate as the prime subcontractor in
providing Public Works services to the citizens of this new City of 90,000 people in the
Atlanta metropolitan area.
Our services in Sandy Springs include grass cutting in the major rights of way, seven day
a week maintenance of all City Parks and ball fields, weekly cleaning and emptying of all
public litter bins throughout the City, litter pickup along City rights of way, cleaning and
maintenance of the City's extensive storm drain system, removal of graffiti from public
buildings, bridges and roadways, emergency tree and dead animal removal services,
staff support during major weather events, freezing roads, snowstorms, etc.
In 2007 the City Council added extensive street sweeping services and added rights of
way maintenance (900 miles/year) for major roads within Sandy Springs as part of their
continuing effort to keep Sandy Springs clean and well maintained.
City of Milton Public Works Support Services Bid: I0-PW3 53
Section
/Project/Johns■
F.
Client Name
City of Johns Creek
CH2M Hill/Johns Creek
G.
Contract Scope
Public Works Support Services
H.
Contract Type
Firm Fixed Price
I.
Contract Specifics
This contract was executed in 2006 and
has been extended annually.
J.
Contact Information
Mr. Ken Hildebrand
Public Works director
Phone: 578-512-3200
In 2005 citizens in North Fulton County, GA adjacent to the incorporated City of
Alpharetta, GA and following the successful example Sandy Springs, voted to
incorporate as the 10th largest City in the state. With a population of over 55,000, this
urban community represented a major challenge as a "new City".
OPTECH was again selected by CH2M Hill to participate as the prime subcontractor in
providing Public Works services to the citizens of the new City of John's Creek. With the
kickoff of the new City Government on December 1, 2005, we proudly worked as part of
the CH2M Hill service team, in John's Creek. Our staff reports to the CH2M Hili senior
management team report directly to the City Manager and City Council.
The services in John's Creek include grass cutting in the major rights of way, seven day a
week maintenance of all City Parks and ball fields, weekly cleaning and emptying of all
public litter bins throughout the City, litter pickup along City rights of way, cleaning and
maintenance of the City's extensive storm drain system, removal of graffiti from public
buildings, bridges and roadways, emergency tree and dead animal removal services,
staff support during major weather events, freezing roads, snowstorms, etc. as well as
staff support for annual holiday parades and festivals.
City of Milton Public Works Support Services Bid: 10-PW3 54
RepresentativeSection 3.3
a Public Works
F. Client Name
City of Milton, GA
G. Contract Scope
Public Works Support Services
Operations & Maintenance
H. Contract Type
Firm Fixed Price
I. Contract Specifics
This contract was executed in late 2006
and has been extended annually.
J. Contact Information
Mayor Joe Lockwood
Mayor, City of Milton
Phone: 678-640-9470
In 2006 the citizens in North Fulton County, GA, adjacent to the incorporated City's of
Roswell and Alpharetta, GA, voted to incorporates, creating the City of Milton. With a
population of over 20,000 covering a geographic area of 40 square miles, this rural
community represented challenges as a new city.
C3PTECH was selected by CH2M Hill to participate as the prime subcontractor in
providing public works services to the citizens of Milton. After the City's contract with
CH2M Hill expired at the end of 2009 the City elected to extend the service agreement
with Optech to provide essential services. Our team now reports directly to the Milton
Public Works Director, Mr. Carter Lucas, and his fine staff.
Presently, services in Milton include grass cutting in major rights of way, seven day a
week maintenance of all city parks, and ball fields, weekly cleaning and emptying of all
public liter bins throughout the city, litter pickup along city rights of way, cleaning and
maintenance of the City's storm drain system, removal of graffiti from public buildings,
bridges and roadways, emergency tree and deal animal removal services. Our staff
provides support during major weather events like ice storms, snowstorms, etc. as well
as event support for the annual Earth Day Celebration, in April. Because of the rural
nature of the community, our public works responsibility includes maintenance
assistance with the gravel roads, ditches and rip -rap placement for drainage
improvements.
City of Milton Public Works Support Services Bid: I0-PW3 55
■■■
Work Plan
Our proposal for the City of Milton meets the requirements of the RFP. It represents the identical day-
to-day activities Optech's staff has provided successfully on behalf of the citizens of Milton during the
past 3-4 years. It is a simple fact CH2M Hill came to Optech prior to startup of these projects to ask for
our recommendations on service needs in all three cities we have served. Our recommendations were
based on proven successes at our other Public Works contract operations projects. Optech Monette,
LLC provides innovative programs developed over the years to ensure sound operations practices for
quality service to the public. Optech places heavy emphasis on proper training of our staff, a focus on
customer service and care, the safety of our staff and the public and a knowledge of asset management.
We have responded to specific issues raised in the RFP below.
Before proceeding, we would like to point out that Optech's past and current contract with the City
included BOTH Public Works "General Maintenance" and "Grass Cutting" services. The new RFP has
split these responsibilities into two individual work areas and they are to be priced accordingly. Optech
is proposing an both areas and is also offering a substantial discount if the City should choose to award
both contracts to our firm. There ARE economies of scale related to these two work areas and we are
passing these savings back to the City as an incentive to allow us to continue to work in both areas for
the City. We hope you are receptive to that pricing proposal!
Specific Work Plan
A. General Reauirements:
The work plan and management team for the grass cutting program will mirror the General
Maintenance plan. The Project Manager is the main point of contact. Communication links
will be provided to our staff and all pertinent telephone numbers will be passed on to the
City staff, as exist at this time.
Grass cutting services will be provided by the Optech Monette staff. In the event that
something falls outside of the expertise of our staff we will bring in a qualified subcontractor
to assist. Our services will include but not be limited to trash and debris clean-up and
disposal, trimming, and grass cutting. We will continue to use the Kubota tractor with bush
hog, mowers, trimmers, edgers, and blowers.
As stated in the general maintenance section, we will continue to use our in-house
personnel to cover many areas of work. We see this as being the most cost effective way of
using our manpower. We have demonstrated our ability to move our work force around as
work priorities dictate by the City field staff management team.
City of Milton Public Works Support Services Bid: 1 O-PW3
B. Parks and Community Houses:
Bell Memorial Park and the Bennett House will be cut, trimmed, pruned, edged, blown, and
debris and trash removed weekly during the growing season (Mar 15 -- Oct 31).
The Crabapple and Bethwell Community Houses will have these services completed every
other week during the growing season (Mar 15 — Oct 31).
C. Right -of -Way (ROW) Mowing:
Our staff will continue to cut the ROW that is not currently being maintained by property
owners, at frequencies dictated by the RFP. We will continue to work with the City staff to
best determine the time of cutting. This will work the same with the gravel roads. If our
equipment is unable to cut certain areas we will bring in a qualified subcontractor to assist
us with the gravel road grass cutting. We feel there may be certain areas that will require a
tractor with a flail mower or equivalent equipment to cut. This will be determined on a case
by case basis. This is also dependent on which sections of gravel road the City dictates for
service
D. Pasture Cutting:
Our staff will be prepared to utilize our tractor and bush hog to cut the Birmingham Park
pastures twice per year. We will work with the City's Public Works Representative to
schedule this cutting as to not hinder any right-of-way cutting.
City of Milton Public Works Support Services Bid: 10-PW3
Price Proposal
The annual cost for Grass Cutting Services is:
4 �cj- tr ic, for Year One
❑ptech is pleased to also offer a maximum guaranteed fixed fee increase of 3% per year if there are no
other substantial increases in the scope of work required by the City. We are also prepared to offer a
multi-year contract with that guarantee, if that is of interest to the City.
City of Milton Public Works Support Services Bid: 10-PW3
MEN
ALTERNATE PRICE PROPOSAL
In evaluating the City's RFP, it became evident that the City staff may wish to deal with a single
contractor to provide ALL of the Public Works Support Services. While Optech is interested in
maintaining our current contract responsibilities in General Maintenance and Grass Cutting, we
also have provided a proposal for the traffic and sign related activity, if the City wishes to award
a multi task contract to a single, public works management firm. In an effort to provide that
option for the Public Works Director and his staff, Optech Monette met and spoke with officials
of several companies to provide the Traffic Signal & Sign Support that would be required. As
seen in this Proposal, our response includes teaming with Control Specialist to provide this
option for the City's consideration.
As stated previously, there is an economy of scale in regard to managing multiple Public Works
functions by a single Project Manager. If awarded several project responsibilities, there are
decreases in overhead cost versus several, individual projects. At the same time, the
performance of the General Maintenance tasks mandates "boots on the street" on a seven day
a week basis. Our staff is capable of multi -tasking and performing several different job
functions daily, thereby reducing total staffing costs substantially. In addition, since we have
already worked for Milton for the past three years, a considerable amount of our equipment for
this project has been fully paid for and capital cost amortized, therefore reducing future project
costs.
Therefore, Optech is happy to pass these potential savings back to the City as an incentive for
combining these services under one management team and, at the same time, allowing Optech
to continue working for the City. We are confident the level of service to the citizens of Milton
will be even better than in years past and the total cost of operations should be dramatically
reduced.
Therefore, the cost proposal is as follows.
Annual Cost of General Maintenance, Traffic Signals, Sign Maintenance and Grass Cutting
(multiple service approach) is:
C 2 r•.
� =�'� I c"r" ( � for Year One
Optech is pleased to also offer a maximum guaranteed fixed fee increase of 31YD per year if there are no
other substantial increases in the scope of work required by the City. We are also prepared to offer a
multi-year contract with that guarantee, if that is of interest to the City.
City of Milton Public Works Support Services Bid: 10-PW3
T -I
City of Milton Public Works Support Services Bid: 10-PW3
OF!L IGCJL .LL 1CIJLON1GTTEp LLC
Robert W. Monette, P.E.
President
May 24, 2010
City of Milton
Mr. Rick Pearce, Purchasing Office
1300 Deerfield Parkway, Suite 107G
Milton, GA 30004
Subj: RFP and Bid Number: I0-PW3
Dear Mr. Pearce,
Enclosed herein please find an original and four (4) copies of our response to the City's Request
for Proposals, Bid Number 10-PW3. Attached please find one set of the required forms and
supplemental unit pricing information, the City's "Bid Package Documents". Further, you will
also find an original and four (4) copies of the Technical Proposals addressing each service
requested, General Maintenance, Traffic Signal Maintenance, Sign Maintenance and Grass
Cutting (ROW).
We have also offered a "full-service package" discount if we are awarded ALL of the service
areas (4). There are economies of scale and better efficiency related to staff utilization and we
simply are passing along those savings to the City. By my calculations, our proposal should save
the City $ 100,000 per year when compared with current contract costs.
We have been proud of our participation in the early success of the City of Milton and are
hopeful we will be allowed to continue. Thanks for considering our proposal.
Kind Regards,
Robert W. Monette, P.E., President
44 Old Canton Street, Alpharetta, GA 30004 Phone 678-990-9061 Fax 678-990-9066
4'%J
City of Milton
4(�
CITY. OF MILTON
REQUEST FOR PROPOSAL
(THIS IS NOT AN ORDER)
RFP Number: RFP Title:
10-PW3 Public Works SuPp2rt Services (Multiple Contracts
RFP Due Date and Time:
May 24, 2010 Cal 2:00pm local time
INSTH11CTiON5 TO OFFERORS
Return Proposal to: Mark Face of EnvelopelPackage:
City of Milton
Attn: Rick Pearce, Purchasing Office
13000 Deerfield Pkwy
Suite 107G
Milton, Ga. 30004
OFFERORS]
Offeror Name/Address:
t,7����o.��
Werefr Phone Nu r:
09 ... ff,9_ 9061
Offeror Federal I.D. Number:
Bid Number: 10-PW3
Name of Company or Firm
Special instructions:
Deadline for Written Questions
May 10 2010 0 5:00PM
EInail(preferred) questions to Rick Pearce at
rick�e@eityof nniouga us or Fax
questions Attn: Rick Pearce at 678-242-2499
LETS THE FOLLOWING
Authorized Offeror Signatory:
iober-� • Mme, f%-.
{Please print name a-
nd sign in
Offeror FAX Number:
67iF— Yeir—
E-mail Address:
telhl-vaj% . Ae
C3FFER4RS IIIUST`."RI URN THIS' COVER'SHEE`f RESPONSE
WITH 'RFP
COVER SHEET
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
official stem p l oye es .
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.
AmountfValue
Description
Ale Ne,
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:
//
3
City of Milton
City of Milton
RFP# 1Q-PW3
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) for those sections on which we are providing a bid regarding the City Of Milton Public Works
Support Services (Multiple Contracts).
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 technica[ities, and
informalities, and to make an award in the best interest of the city.
PROPOSAL SIGNATURE AND CERTIFICATION
I understand collusNe 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 cf the proposal an- t er,,. 'that : cc=i I *�
sign for my company. I furi:her certify that the provisions Official Y ut-hori-ec L°j
n ". � p of this O11eciar Code of Georgia Annotated, Sections
4�- ai. 5t-"`"+, i a �° i eyJT L7aGFI 3+OiMed and iii= n o—t be violated ir, ca y respe ,f.
n
Authorized Signature �,^ cafe
y
"
Print i ype Nama .r , !`
riF •ti �i ype ;c� _ span; Name Here 0-L er t-
4
City of Milton
ACKNOWLEDGEMENT
RECEIPT OF ADDENDUM #1
RFP 10-PW3
Upon receipt of documents, please email, fax or mail this page to:
City of Milton -
Attn: Rick Pearce, Purchasing Office
1.3000 Deerfield Pkwy
Suite 107G
Milton, GA 30004
Phone: 678-242-2511
Fag: 678-242-2499
Email: rick.yearce�,cityofmilton14a_us
I hereby acknowledge receipt of documents pertaining to the above referenced RFP.
COMPANY NAME:
CONTACT PERSON: P Ae- Z -
ADDRESS: cQ►J ), -_s) et
CITY: nf�4 rt STATE: - A ZIP; 3 Cl Q
PHONE: : .�1 `�S' FAx•7
EMAIL ADDRESS:
r Q�
Signature Date
ADDENDUM #1
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 Cit 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 suh
contractoin
connection with the physical performance of services pursuant to this contract with the City of Mr(s)
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 co
of each such verification to the City of Milton at the time the subcontractor(s) is retained to perforpm
such service.
3�%.
EEV 1 Basic Pilot Program User Identification Number
BY:Au honzed Officer or Agent Date
(Contractor Name)
r�S �Yt
Title of Authorized Officer or Agent of Contractor
Q
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFOFIE ME ON THIS THE
DAY L44 20010
Notary Public
My Cam is 'on Expires:
$ € x, CASEY 6ACICA
NOTARY lPL1BLIC
F ulton County, Georgic
My Cammissian Expires J� 8, 2012
sral
STATE OF GEORGIA
CITY OF MILTON
EXHIBIT "F"
SUBCONTRACTOR AFFIDAVIT
By executing this affidavit, the undersigned subcontractor verities 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 ser. entification Number
BY: Authorized Officer o gent Date
(Subcontractor Name)
S/41M
Title of Authorized Officer or Agent of Subcontractor
injee
Printed Name of Authorized OfMer er or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE �oio
2MA DAY OF ;� +
Nota Public
My tommissi
JOYCE A. MOON
. Expires July 6, 2013
5w0dFhIO-YFan kiwraner8pp.3857019
47
SEC716N a C+
rcity of Milton
MUST BE RETURNED WITH BID
One (f ) original and four (4) copies shall be submitted in a sealed envelope before the required deadline. The
offerors cost proposal shall be signed by an authorized agent of the company. There is no maximum
page limit to section 5.0.
Printrrype Company Name Here:
61PILICA n .
L L- (-
(Note: Offeror shall complete the attached bid sheet for all sections to be considered in your proposal.
Please clearly indicate those sections not of interest by marking "IVB" in the blank. As a reminder: all
blanks shall be filled in for sections being proposed on.)
Authorized Signa#ure ,: 1/, '
PrintfType Name Ue-r w M o nde-
��-1`i -In
Print(Type Company Name Here 4 r A �1 p A e- L L. C-
29
,RIP[ t� �? � �r-�'�'C� 4 � G 1 w` � (_Q i+l 1'3- exp Sir
SECTION 5: BID SHEET
GENERAL MAINTENANCE
Annualized Cost for General Maintenance A. 47,5. c- per Year
Provide breakdown of costs for budgetary purposes only:
a. Annualized Cost for Parks Maintenance
b. Right-of-Way/Stormwater
Supplemental Casts:
Two -Man Crew Emergency Rate
Two -Man Crew Emergency Rate (wl vehicle and basic equipment)
GDOT Certified Flagman
General Laborer
Vacuum Truck
30
�J D pe r Year
`J<<aCs per Year
-1- 75
per HR
1$ -75
per HR
2-,vC7
per Man -Day
—7 5
per Man -Day
Ste=
per Day
DELETE SECTION 5 BID SHEET FOR TRAFFIC SIGNALS AND REPLACE
WITH:
TRAFFIC SIGNALS
Priority 1 Repair
Priority 213 Repair
Annual Preventative Maintenance
Sunnlemental Casts:
Signal head 3 sections
Signal head 5 sections
LED Red
LED Amber
LED Green
Loop replacement pulse: 6x6
Loop replacement pulse. 6x20
Loop replacement presents: 6x40
Loop replacement prescnts: Quadrapole 6x40
Load switches
Flasher Load switches
2 -channel loop detectors
4-chatinel loop detectors
332 cabinet
Bulldog Pedestrian Button (or equivalent)
Countdown Head LED
2070 Controller
2076 N Controller
2470 Conflict Monitor
2070 Power Supply
A V PL,1 e v2 i�>Q s M -.r_-> 0
503"
ASo`Ie, r—%K 0"'1 M 0. \t 1 t,
.'� per Crew Hour
'2-75 per Crew Hour
ml . if�7 � - per Intersection
g�ea
per EA
per FA
per EA
�- per EA
9— per EA
$i' -C" per EA
J per EA
4>17
f per EA
_Oper EA
per EA
per EA
7L per EA
per EA
— per EA
J ! �-.per EA
rr per EA
y
per EA
£ Viper EA
per .i sA
per EA
C, t<a' cFr-' ° `� R �� p iy'i► - u �`tE A Q V'Vt ACS
SIGN MAINTENANCE PROGRAM
Annualized Cost for Sign Maintenance Program
Supplemental Costs:
Two -Man Crew
Two -Man Crew Emergency Rate
Two (2) Two -Man Crews Emergency Rate
Street name blade assy 9" blanks
Signs, Posts, and Anchors
mer Year
_ 1► 2GO °0' per Day
5per HR
_per HIR
}ger EA (materials only)
Material Cost (per sign listed In table below)
:::.:
No.
•: MUTCD
...:....:................ �•:' :,:;;"': is _.'':;.:'.
:; ; - :.;
::::.: �escrl tion`::";':'::
p
Size .
.....
Cost per EA i
I
A1-1
Stop Sign
30"
r n
.J
2
R1-2
Yield Sign
30"
pv
3
R2-1
Speed Limit Sign
24"x39"
E4
R4-7
Divided Highway
Sign
24"x30"
5
W1 -2L
Left Curve Sign
WNW'
v°
G
W1 -2R
Right Curve Sign
WNW'
7
W1-8
Chevron Sign
18"x24'
ov
J
8
W2-2
"T" Intersection Sign
30"x30"
o•
9
W3-1
Stop Sign Ahead
WNW'
J�. - ,f
10
Sign Posts (square)
2"x2"x10'
] •r
11
Sign Posts (square)
21/27x2 1/27x10'
a .�
12
Square Anchors2/a"x36"
o0
33
GRASS CUTTING
Parks and Community Houses
ROW Mowing
Pasture Cutting (16 acres)
Supplemental Casts:
Additional ROW Mowing
Additional Gravel Road Mowing and Trimming
Additional Pasture Cutting
34
�P -IBI o LS
42 LS
EA
C.
per mile
'77G per mile
I �: . ' per AC
EXHIBIT “C”
Section 3.2 (B) (1) (e) is deleted in its entirety and replaced with the following:
e. The bathrooms shall be cleaned and restocked seven days per week from the last week of January
(on or about January 24) until the second week of November (on or about November 12). The
fixtures (commodes, sinks, urinals, and counters) shall be wiped down with a disinfectant cleaner,
mirrors cleaned and floors are to be swept and then mopped with a disinfectant cleaner. The facilities
shall be winterized and locked the remainder of the year.
Section 3.2 (B) (1) (g) is deleted in its entirety and replaced with the following:
g. Trash cans shall be emptied, new bags shall be placed in the cans, and the grounds shall be cleaned
of debris seven days per week from the last week of January (on or about January 24) until the
second week of November (on or about November 12). The remainder of the year the service shall
be provided three days per week (Monday, Wednesday and Friday).
Section 3.4 (A) (2) is deleted in its entirety and replaced with the following:
2. The Contractor shall provide sufficient manpower to perform the tasks associated with the sign
maintenance program as described in this section. The values provided in Section 3.4 (A) (1) are to
be used as a guide to establish the level of work effort anticipated in a given fiscal year. The
contractor and the city agree that the level of work provided for in this contract will be consistent
with the values provided; however, the city may elect to substitute equivalent sign maintenance work
when deemed to be in the best interest of the city. The contractor agrees to assist the city in the
development of a table of equivalent values during the first year of this agreement, ex. Cleaning two
signs is equivalent to the installation of one sign, etc… Travel to and from the City will not be
considered as a separate pay item.
Section 3.5 (D) is deleted in its entirety and replaced with the following:
Contractor shall be responsible for pasture cutting in Birmingham Park. The area to be maintained is
approximately 16 acres. This activity shall be coordinated with Public Works Representative prior to
commencement. Pasture shall be cut a minimum of twice per year. The contractor shall coordinate the
timing of cuts with the city. Additional cuts requested by the city shall be charged at the rate
established on the bid sheets.
EXHIBIT “D”
Key Personnel
The following key personnel have been identified for the performance of this contract and are
subject to the provisions of Section 7 (R) – Covenants of Contractor:
Randy Eckerberg
Sean Garrison
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 “F.” 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
Optech RWM, LLC
_________________________________________
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 ______________________, 201_
________________________________________
Notary Public
My Commission Expires:
___________________
EXHIBIT “F”
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
Control Specialists Company
_________________________________________
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 ______________________, 201_
_________________________________________
Notary Public
My Commission Expires:
_________________________________________
City of Milton
13000 Deerfield Parkway, Milton, Georgia 30004
1
To: Honorable Mayor and City Council Members
From: ML Marietta
Date: Submitted on June 21, 2010 for the July 7, 2010 Council Meeting
Agenda Item: Approval for an Application to the Department of Justice for a 2010 COPS Hiring
Grant
City Manager’s Office Recommendation
Approve the request to submit a grant application with the Department of Justice’s Community
Oriented Policing program (COPS) to defray the costs of hiring an additional police officer.
Discussion
The City of Milton currently employs approximately 1.0 officers per 1000 residents. According to
the FBI’s Crime in the United States for 2008, the average number of sworn officers per
thousand residents in the southeast is 2.2 (in cities with populations similar in size to Milton’s).
While this heuristic does indicate we need to double our police force, call volume and other
factors argue that we do not need quite as large a department of many similar jurisdictions.
However, it demonstrates the need for some growth on the part of the department.
Specifically, the COPS program addresses hiring officers for community oriented policing
programs. If funded, this grant would allow us to increase the size of the police department by
one officer. This modest increase would allow us to devote more of our time to community-
oriented activities (such as neighborhood meetings, informal community public relations by our
patrol officers, etc) by defraying some of the time currently spent in call-response mode.
Officers who need to be available to answer calls are less inclined to engage in more protracted
citizen contacts because that could inhibit their emergency response abilities (by taking them
away from their cars, off the radio, etc). The more the call volume is spread out, the easier
these other types of activities become. This grant-funded officer would enhance our community
oriented policing capacity. While serving in an ad hoc public outreach role, he or she would also
bolster uniform patrol/criminal investigations officers as the city’s crime trends dictate.
Funding and Fiscal Impact
The current COPS grant program has no match, but funding is limited to pay and benefits of an
entry level officer over the three year grant period (approximately $52,000 per officer). The City
will have to provide the other accoutrements (car, equipment, etc). Additionally, after the end of
the third year of grant funding, the City is required to maintain the position for one more year
without federal assistance. This grant will nevertheless equal approximately $150,000 benefit to
the City.
Alternatives:
City of Milton
13000 Deerfield Parkway, Milton, Georgia 30004
2
The Department may not apply for grant funds and simply continue to operate at current levels.
Concurrent Review:
Chris Lagerbloom, City Manager
Deb Harrell, Police Chief
STATE OF GEORGIA
COUNTY OF FULTON RESOLUTION NO.
A RESOLUTION TO APPROVE THE SUBMISSION OF A GRANT APPLICATION TO
THE DEPARTMENT OF JUSTICE’S COMMUNITY ORIENTED POLICING
PROGRAM
WHEREAS, the Department of Justice regularly provides support to local communities
to conduct law enforcement activities; and
WHEREAS, the City of Milton has an interest in increasing the ability of the Police to
provide a community related service to its citizens; and
WHEREAS, the 2010 COPS grant program through the Department of Justice provides
funding to support the hiring and maintenance of sworn law enforcement officers; and
WHEREAS, the funding, if awarded, shall be used to hire an additional police officer to
serve the community for a three year period, after which Milton will assume the responsibility of
funding the position; and
WHEREAS, evidence authorizing the acceptance of said application may be provided to
assist in the application process.
NOW, THEREFORE BE IT SO RESOLVED, this 7th Day of July, 2010, by the
Mayor and Council of the City of Milton that the submission of the 2010 COPS Grant
application to the Department of Justice is hereby approved; and if awarded the Mayor is hereby
authorized to execute the award package with directives of the Department of Justice.
RESOLVED this 7th day of July, 2010.
Approved:
____________________________
Joe Lockwood, Mayor
Attest:
_______________________________
Sudie AM Gordon, Interim City Clerk
(Seal)
STATE OF GEORGIA
COUNTY OF FULTON RESOLUTION NO.
A RESOLUTION AMENDING RESOLUTION NO. 10-01-123, A RESOLUTION
REAPPOINTING MEMBERS TO THE CITY OF MILTON BOARD OF ZONING APPEALS
BOARD FOR DISTRICT 1.
BE IT RESOLVED by the City Council of the City of Milton, GA while in regular session on July 7,
2010 at 6:00 pm. as follows:
SECTION 1. That _______________ (District 1) is hereby appointed for a term commencing
July 7, 2010 and ending on December 31, 2014.
SECTION 2. That this Resolution shall become effective upon its adoption.
RESOLVED this 7th day of July 2010.
Approved:
_______________________________
Joe Lockwood, Mayor
Attest:
____________________________________
Sudie AM Gordon, Interim City Clerk
(Seal)