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Home My Public Portal About110_040_Combined Agenda May 22 2014 CHA Proposal MAYOR, '' ul CITY MANAGER Jason Buelterman Diane Schleicher CITY COUNCIL CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown Jan Fox CITY ATTORNEY Bill Garbett Edward M.Hughes Tom Groover -4401Eri ocre0 Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Council Meeting Date for Request: May 22, 2014 Item: To present the City Council with a proposal for SPLOST Program Management Services from CHA for their consideration. Explanation: CHA prepared a proposal to manage the city's SPLOST projects for a six month period for a cost of$24,500. The cost is eligible to be paid from SPLOST proceeds. What does Program Management Services mean you may ask? • Requires working with the City Manager,City Council and Department Managers to assess and identify capital project needs and SPLOST eligible projects; • Work with the city to prioritize and schedule projects; • Provide engineering advice on project as required; • Assume completion of all SPLOST funded projects which includes working with Department Managers or other agencies to provide assistance on projects,including tracking and coordinating projects with multiple funding sources; • Manage SPLOST negotiations with the Chatham County; • Prepare monthly updates and presentations on the progress of capital projects; • Use Federal, State and local government contacts\agencies to assist in the progression of projects; • Serve as SPLOST public relations spokesman; • Assist City staff with construction observation and oversight during construction phase of SPLOST-funded projects; • Identify methods for using resources more efficiently and effectively; • Work with City Council and City Manager in planning,coordinating and scheduling short-term and long-term capital project plans; • In planning projects,perform research as needed; • Provide analysis of road,sidewalks,bridges and water&sewer infrastructure as well as provide infrastructure/utility design; • To request a transfer of$25,000 from the water&sewer fund's FY2014 operating budget line to the fund's capital budget in order to acquire a new Ford F150 truck. The water&sewer department is requesting to transfer$15,000 from the Water Repairs&Maintenance-Infrastructure line item,505-4410-52-2005;and transfer$10,000 from the Sewer Repairs& Maintenance-Infrastructure line item 505-4310-52-2205;and transfer those funds,$25,000,into the Water Capital Vehicles line item,505-4410-54-2200. • Environmental compliance service; • Site/stormwater management service: • Facility condition assessments; • Structural design for projects like the marine science building,bathroom renovations, • Master planning,etc. Resumes and team overview is attached: Paper Work: X Attached* Already Distributed Submitted by: Angela Hudson Phone/Email: (912)472-5021/ahudson@a,cityof tybee.org Date Given to Clerk of Council: May 15,2014 P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 (866)786-4573—FAX(866)786-5737 www.cityoftybee.org C+114 March 31,2014 Angela Hudson Finance Manager City of Tybee Island 403 Butler Avenue P.O. Box 2749 Tybee Island, Georgia 31328 RE: Proposal for Program Management for the City of Tybee Island SPLOST Program CHA Proposal No.: X41171 Dear Ms. Hudson: CHA is pleased to submit this proposal to provide Program Management Services for the City of Tybee Island SPLOST Program.With over 15 years of experience in successfully managing these programs,we are proposing Kevin Hamby as Program Manager for the City of Tybee Island. We have found that the integration of our experience into our client's existing administrative functions through our role as Program Manager is an effective approach for successfully completing complex public projects. Consistent with our current practices, our goal is to provide value added technical services supporting the City's efforts as stewards of public funds under the SPLOST program. Project Understanding(Exhibit A) CHA will provide Program Management Services under the direction of the City of Tybee Island. Our effort will be based on a commitment of 24 hours per month and may include turnkey project delivery management, developing project budgets/schedules, attending meetings,preparing funding applications,and providing monthly project status reports. Compensation(Exhibits B& C) Mr.Hamby will provide the above mentioned services on a lump sum basis of$4,083.00 per month for a fee not to exceed$24,500. This effort is based on a commitment of 24 hours a month for the period of May 1, 2014 through October 31, 2014. Reimbursable expenses such as mileage will be billed in accordance with the federal allowable rate. In the event that the City of Tybee Island requests additional staff support or program management effort above the hours committed on a monthly basis and the total not to exceed budget of$24,500 then CHA will complete the work on an hourly basis in accordance with current rates in effect or for a negotiated fee. CHA will not provide any additional services above the current proposal unless authorized by the City. "Satisfying Our Clients with 200 East Saint Julian Street, Suite 510,Savannah, GA 31401 Dedicated People Committed to Total Quality" T 912.335.8366 • F 912.335.8403 • www.chacompanies.com Ms.Angela Hudson 2 March 31,2014 Contract Terms CHA proposes to provide services under the terms and conditions set forth under the attached CHA Short Form Agreement. Thank you for considering CHA. We look forward to building and maintaining and mutually beneficial relationship with the City. If you have any questions,please do not hesitate to contact me at(706)215-1364 or Patrick Graham in our Savannah office at(912) 335-8366. Sincerely, W. King Evans Principal Kevin Hamby,PMP Program Manager WKE/sdc Enclosure cc: Mayor Jason Buelterman V:\CHA200_Proposals\V-H\Proposal_14\Campus and Institutional\Government\X41171 City of Tybee Island-SPLOST Program Management Services\City of Tybee Island SPLOST Program Mgmt_31mar2014(2).doc CHA