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HomeMy Public PortalAbout020_022_Tybee Beautification Assoc .mot -? City of Tybee Island Community Services Contract Award Fiscal Year 201.5-16 APPLICATION FOR CASH AWARD This form and all attachments are to be completed and submitted by March 20, 2015 Date: March 20, 2015 Organization requesting City of Tybee Island Community Services Contract Award: Name of Organization: Tybee Beautification Association Contact Person: Deb Barreiro Address: P.Q. Box 604, Tybee Island, GA 31328 Contact Email: tvbeedogpark©hotmail.com Contact Phone: 912.398.0552 Is this organization an IRS approved 501(C) 3 Non-Profit? Yes If"yes", please attach your most recent audited financial statement, and a copy of your IRS determination letter. Attached Amount of funds requested: $ 4,430 Describe how these funds will be used and how the City and citizens of Tybee Island will benefit: Please see Attachments A 1 A2, B, C & D; What percentage of these funds will be matched by your organization? 100% Will this event or program bring visitors to Tybee Island in off-peak season or months? No, but it will enhance their overall impression of the City. >>Please attach a detailed budget to this request outlining how the money will be used. P.O. Bin 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912) '86--1573—FAX (912)786-9465 www.eityottybee.org Ntm " r City of Tybee Island Community Services Contract Award Fiscal Year 2015-16 APPLICATION FOR WAIVERS Name of Organization: Tybee Beautification Association Provide detail on any waivers (i.e. free or reduced parking, rent or utilities) or City services (i.e. number of hours of security, city worker clean-up, trash and/or recycle bins, building maintenance and upkeep, etc.) that you plan to request for your event(s): Parking Passes for Beach Sweeps 175 passes for 2015 - 2 016 Monthly use of Guardhouse (12 dates annually) Value of the waivers requested: $ P.O. Box 2749—403 Buller Avenue,Tybee Island,Georgia 3132.8-2749 (912) 786-4573—FAX (912) 786-9465 www.eityokbee.org . , Affidavit Verifying Status i for City Public Benefit Application By executing this affidavit under oath. as an applicant for a City of Tybee Island,Georgia,Business License or Occupation Tax Certificate, Alcohol License,Taxi Permit,Contract, or other public benefit as referenced in O.C.G.A, Section 50-364, I am stating the following with respect to my application of a City of Tybee Island: • Business License or Occupational Tax Certificate, • Alcohol License, (circle all that apply) • Taxi Permit. • Contract it Community Services Contract Award for (printed name of natural person applying on behalf of individual, (business, corporation,partnership, or other private entity). 1) 1 I am a United States citizen. OR 2) I am a legal permanent resident 18 years of age or older or I am n otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act, 18 ye yys of age or older and in otherwise present in the United States.* In making the above representation under oath, I understanal t ` . y person+ a ,, . . .1 Y _ . . «i1 fully makes a - fictitious,or fraudulent statement or representation in an affidavit shall be guilty of. vi -on s' 04 • on 0'- 0 0 of the Official Code of e:orgia. S a u`e o Ipli t Date { , �EP�P 'I.ASLI -E\fit Printed Name *Alien Registration Number for Non-citizens SUBSCRIBED AND S nRN BEFORE ME ON THIS. THE_c21.0 DAY OF t}, ' } _,20 /5 . SHARON S.SHAVER 1 Notary Public, Chatham County,GA Notary Puhii, 04 t. �. ,. #_• My Commission Expires Dec. 5, 2015 My Commission xpires: _ Note: O.C.G.S.I. §50-36-1(0(2)requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended,provide their alien registration number. Because legal permanent residents are included in the federal definition of"alien", legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below: Form -9 Request for Taxpayer Give form to the (Rev.October 2004) identification Number and Certification requester. Do not l?ipertn�nt� the Yrrawry send to the IRS. IrIfrortai R.wnw Device ry Mare(as.reported on your income tax return) 7.115 13eia ta--AF-kc--' ` too-4 A'55 -1 f 3 is a- Business name,if different kern above * h `1 C p lndividua4' Exempt from backup 4'5 Check appropriate box: © Role proprietor- Corporation E, Partnership El Other • Li with,oid}np G Address(number, street, and spt or suite no.'! Requesters name and addrors(optional) (?©f lox ( 04, City.state.and ZIP code AList account nurnberlsl here(optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box.The TIN provided must match the name given on Line I to avoid Social security number backup withholding. For individuals,this is your social security number(SSN). IHovvever, for a resident I 1 4 I 4 I _I 1 alien,sole proprietor, or disregarded entity,see the Part i instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or Note.if the account is in more than one name, see the chart on page 4 for guidelines on whose number EInraloyar Identification number to e a t e r. 5 11* t 111 7-I 1 11 1 1-I 1 Part II Certification Under penalties of perjury. I certify that: 1. The number shown on this form is my correct taxpayer identification number(or I am waiting for a number to be issued to me), and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding. or(b) I have not been notified by the Internal Revenue Service(IRS)that i am subject to backup withholding as a result of a failure to report all interest or dividends,or(c)the IRS has notified me that I am no longer subject to backup withholding, and 3. I am a U.S. person (including a U.S.resident alien). Certification instructions.You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property,cancellation of debt, contributions to an individual retirement arrangement(IRA),and generally, payments other than interest and dividends,you are not required to sign the Certification,but you must provide your correct TIN.(See the instructions on Sign signature of Here U.S.person • Date ► 3`7 \ X •r •-- ••' t . 44 4F . _ ; Witt * .. , -e,ii, 4,Y'f r' . li IV i. .li / , r 401. -, J i > 5. • err 4.R ! t yy-I, WI, ,�4. t. Approximately 145' x 145' ATTACHMENT T A i.. 1 .�r / - A Jl ' • ' 'r r.s qJ r R � f f f I A� ' �l! •+ Y cif , q� P4 t r 'M " { F i t 1,-./_. lopi ,, 4.:„,../.4 /0,- .I.,,,, , : . ,..„,:, Ea.4,,,.j.;!:.:'......--,'-' - -1 • r„ fir f , [,: _N l'‘'.7)''' '. ``°a, yli J p' , it , . ... , ' +t !"!"• AL ' - iiiir ! '4 '.*4 t/ r 4'. • 4 /♦ t 'w +/ • r F - J /p ."—.3 0 41111' 1 'm ' . i'``,..,..... • fii r.�..•_.. . . r t e l /li • • fr a $ . ATTACHMENT A a ,. VERDANT ENTLR! RTSL5, LL(: �tlit ENVIRONMENTAL DESIGN . LANDSCAPE ARCHITECTURE -SIrE PLANNING Tybee Beautification Association c/o Deborah Barreiro 403 Butler Avenue Tybee Island, GA 31328 18 March 2015 Re: City Hall Site work improvements Dear Deb, Thank you for requesting a proposal for professional design services for the City Hall property. We would be very interested in the prospect of working with your association and the City to generate a design. I enjoyed discussing the project with you yesterday and have reviewed the photos and plat data you sent. My understanding is that your association is interested in a progressive re-design of the existing grounds including hardscape and plantings. We spoke about the need for ADA compliance and the interest in a sustainable site design incorporating such elements as pervious surfaces, creative stormwater applications and the use of indigenous plant material.The following is a breif impression from our conversation to date and an outline of how we can help with the project. My understanding is that the existing parking area to the north will remain and that walkway systems may be added on possibly both sides of the property. The significant grade change in the front of the building may be reconsidered with the possible removal of steps in lieu of a ramp, some possible berming, and/or the incorporation of a rain garden for stormwater infiltration. The City is open to a complete fresh look for this approximate half acre site, by reducing the lawn area and replacing it with hardy, native grasses. The maintenance and irrigation needs would then be reduced over time.There is a great potential for a rain garden or cistern in coordinating a progressive irrigation system. Existing trees will be retained but palmettoes could be relocated and the Association seems open to considering options in order to arrive at the best overall plan. Lighting and signage are not part of the anticipated site improvements at this time. An accurate map of existing conditions is a necessary prerequisite to any professional study. We could produce that from scratch with the Plat data and field measurement if there is no existing survey available on AutoCAD. As we discussed this morning, I will furnish our time estimates for our normal, comprehensive design process and when you win the grant we can further refine our potential scope and time needed. The Landscape Architect proposes to work with the Owners to derive a site plan configuration which serves the functional and aesthetic needs of the Owners;which is in harmony with the surrounding ecology; maximizing the site's history, natural features and spirit. We would start by preparing a preliminary base sheet from available resources. I would then make a site visit with my associate to measure and analyze the site. This would include the architecture, hardscape, trees and landscape elements.The next step would be to scan and encode the site data into AutoCAD and plot an existing conditions map. I would then return to the property to generate planting study options and meet with you.These study options would address potential hardscape and planting improvements for the entire site. Potential grading studies would be schematic, unless we can get a surveyor to furnish us some existing grade data. The studies WW`v. vi it.DANll:?tilFik'ki,,i §.i0:,,1 • .3. lil.'tk7 Sd1<.I I \\ `y II 4,L014,4,1", ,1 0,1 • ; .. - - , ATTACHMENT B would emphasize ",ow-maintenance natives while being sympathetic to the traditional architecture and the use of the property such as the enhancement of pedestrain circulation,the pavillion area or other potential elements such as benches. Plantings would be zoned per each facet of the building. I would need about 6 hours to work on a series of design alternatives and then about a two hour meeting with you. With a bit of office time we could scan and email the studies or, with your comments, refine them into a Schematic Landscape Plan. The next step would likely be to prepare a Cost Estimate to establish a budget prior to drawing up the final plans. This would be a spreadsheet with all of the hardscape and planting items needed to accomplish the work. We could then meet again to present the plan and estimates or you could come to our office in Savannah to save our typical one-way travel time, Once we establish the approximate budget, we would then draw up the approved plan and prepare a construction and planting schedule. Construction documents for a project such as this would be as many as four plans including a construction items sheet with grading and staking, potential construction details and a planting plan.The fourth sheet could be an irrigation plan,for which we use a consutant.The final documents could then be used for submittal to the City, bidding and implementation. We could then assist you with acquiring competative bids from a landscape contractor. We sometimes help to source certain of the plant material as needed. Once an agreement is reached, I would then like to make at least two site visits to check the staking or position the plant material on the ground with the landscape contractor. If we do the improvements this fall, I would also like to follow-up next spring to make any needed touch ups, warranty or maintenance suggestions. The following is an outline of our present billing rates and a task-oriented estimate of the proposed design process for your review. * Thomas Angell, Principal Landscape Architect $120/hour * Jessica Higgins, Associate Landscape Architect $65/hour Reimbursable expenses in addition to the above fees are as follows: Mileage @ $0,56/mile Vellum Plots @ $9.00/each Black Line Prints @ $3.50/each Parking Fees @ cost Postage & UPS@ cost OUTLINE OF PROFESSIONAL SERVICES 1. Initial conversation, email Deb, 17 Mar 15 No charge 2. Print& review photos& maps, review wjassociate, 18 Mar 15 No charge 3. Follow-up w/Deb about program, prepare proposal, 18 Mar 15 No charge 4. Coordinate w/Association on grant award &contract No charge 4. Draft&format preliminary base sheet —Allow 3 hours @ $65 5. Site visit#1 for reconnaissance & measurement 6 hours @$120 w/associate-including one-way travel time (.50 hr) 6 hours @@ $65 7 6. Encode as-built data-Allow 6 hours @ $65 7. Site visit#2 for design &meeting 8 hours @ $120 8. Print, label&scan studies 1 hours @$65 Coordinate w/Owners 1 hours @$120 9. Prepare Schematic Landscape Plan-Allow 8 hours @ $120 10. Prepare cost estimates 2 hours @ $120 4 hours @ $65 11. Prepare digital pictures of materials/plants-Allow 2 hours @$65 12. Meeting w/Owners to present plans &estimate-Allow 2 hours @ $120 2 hours @ $65 13. Prepare Construction Items sheet 8 hours @ $65 14. Prepare Planting Plan 8 hours @ $120 15. Possible construction details -Allow 6 hours @$120 16_ Possible Grading Plan-Allow 6 hours @ $120 17. Prepare planting&construction schedule-Allow 2 hours @ $65 18. Coordinate bid(s) -Allow 1 hours @ $120 16. Site visit(s)for layout and to position plantings Allow- 2 trips @ 3 hours each 6 hours @ $120 17. Post-installation evaluation and punch list-Allow N.I.E. Total for as-built, design, cost estimate, bid documents, oversight TOTAL FEE ESTIMATE: 88 Hours $8,690 Thank you for the opportunity to submit proposal. Please feel free to call or email me if there are any questions about the process I have laid out or if you would like to discuss the project further. I am excited about the prospect of helping you accomplish a more attractive, functional and sustainable overall landscape. We hope your Association can win this grant and we are eager to work with you at the approriate time. Sincerely, homas Anf• , ASLA Tybee Beautification Association's Proposed Town Hall Project TBA's proposal for the 2015 grant cycle is an exciting landscaping project that proposes to update Town Hall located on Butler Avenue. TBA proposes to accomplish this through landscape &hardscape improvements at this location. The proposed project area is area immediately adjacent to the building(see Attachment Al & A2). At this location, the original foundation plants and hardscape are in need of updating. The purpose of the update is two pronged. The first objective is to enhance access to City of Tybee offices by designing hardscape features that offers the public clear options to access the building. The second prong is to update the landscaping to make the exterior space not only more attractive but to decrease maintenance by city staff. To accomplish this,TBA proposes the project in two phases. Phase 1 will be the design phase. Phase two will include removal of existing foundation plants;removal of non- functional hardscapes (primarily the sidewalks to nowhere);clearing and grading of the project area;installation of new hardscape features;landscaping the project area with low maintenance, drought-tolerant native plants & grasses. TBA has discussed this project with a Verdant Enterprises (attachment B) and Joe Wilson, City of Tybee Island Director of Public Works. This grant request is for funding associated with landscape &hardscape improvements, as well as in-kind services from DPW. Vegetation immediately adjacent to the building is the only vegetation proposed to be removed. The hardscape features to be removed only include the sidewalks NOT located on Butler Avenue. New plans will be coordinated with designated City employee(s). Tybee Beautification Association proposes a 50% match for architectural service and an estimated 80 volunteer hours coordinating the project. ATTACHMENT Town Hall Project Budget Architectural Services S 8,+690 • Attachment B Project materials • hardscape $to be determined • vegetation $ to be determined DPW In-Kind Service estimate 440 man hours total • removal of existing landscape: 60 hours (5 employees x 1.5 day) • demolition of existing hardscape: 60 hours (5 employees x 1.5 day) • site prep (filling& grading): 60 hours (5 employees x 1.5 day) • installation of new hardscape: 200 hours (5 employees x 5 days) • installation of new landscape: 60 hours (5 employees x 1.5 days) The proposed time table for the execution of the phased project is as follows: Phase 1 / July 2015; Phase 2 / November 2015. ATTACHMENT Town Hall Project Budget Architectural Services $8,690 • Attachment 13 Project materials • hardscape $to be determined • vegetation $ to be determined DPW In-Kind Service estimate 440 man hours total • removal of existing landscape: 60 hours (5 employees x 1.5 day) • demolition of existing hardscape: 60 hours (5 employees x 1.5 day) • site prep (filling&grading): 60 hours (5 employees x 1.5 day) • installation of new hardscape: 200 hours (5 employees x 5 days) • installation of new landscape: 60 hours (5 employees x 1.5 days) The proposed time table for the execution of the phased project is as follows: Phase 1 / July 2015; Phase 2/ November 2015.