HomeMy Public PortalAbout20161130CityCouncilPacket.pdfTable of Contents
000_000_20161130Agenda....................................................................................................................................................................................... 1020_010_Agenda item - Nov 30 2016 RFP# 2016 - 685 Atkins North America, Inc $186,622 Private Roads....................................................................................................................................................................................... 2 DOC112816-11282016142744....................................................................................................................................................................................... 2 2016-685 PreBid....................................................................................................................................................................................... 3 RFP 2016-685 Diasater Debris Monitoring for Public Roads and ROW - Akins Proposal....................................................................................................................................................................................... 4020_020_Agenda Irtem - Nov 30 2016 - RFP # 2016-686 Atkins North America Inc $186,622....................................................................................................................................................................................... 62 Agenda Nov 30 2016 - RFP 2016-686 Disaster Debris Removal - Monitor - Private Roads & ROW....................................................................................................................................................................................... 62 2016-686 PreBid....................................................................................................................................................................................... 63 RFP 2016-686 Atkins Proposal - Monitoring Services for Private Roads....................................................................................................................................................................................... 64020_021_2016-687 Response from Phillips_Jordan....................................................................................................................................................................................... 117 DOC112816-11282016110127-0001....................................................................................................................................................................................... 117 DOC112816-11282016110127-0002....................................................................................................................................................................................... 118 DOC112816-11282016110127-0003....................................................................................................................................................................................... 119 DOC112816-11282016110127-0004....................................................................................................................................................................................... 120 DOC112816-11282016110127-0005....................................................................................................................................................................................... 121 DOC112816-11282016110127-0006....................................................................................................................................................................................... 123 DOC112816-11282016110127-0007....................................................................................................................................................................................... 125 DOC112816-11282016110127-0008....................................................................................................................................................................................... 127 DOC112816-11282016110127-0009....................................................................................................................................................................................... 129 DOC112816-11282016110127-0010....................................................................................................................................................................................... 131 DOC112816-11282016110127-0011....................................................................................................................................................................................... 133 DOC112816-11282016110127-0012....................................................................................................................................................................................... 135 DOC112816-11282016110127-0013....................................................................................................................................................................................... 137 DOC112816-11282016110127-0014....................................................................................................................................................................................... 139 DOC112816-11282016110127-0015....................................................................................................................................................................................... 141 DOC112816-11282016110127-0016....................................................................................................................................................................................... 143 DOC112816-11282016110127-0017....................................................................................................................................................................................... 145 DOC112816-11282016110127-0018....................................................................................................................................................................................... 147 DOC112816-11282016110127-0019....................................................................................................................................................................................... 149 DOC112816-11282016110127-0020....................................................................................................................................................................................... 151 DOC112816-11282016110127-0021....................................................................................................................................................................................... 153 DOC112816-11282016110127-0022....................................................................................................................................................................................... 155
DOC112816-11282016110127-0023....................................................................................................................................................................................... 157 DOC112816-11282016110127-0024....................................................................................................................................................................................... 159 DOC112816-11282016110127-0025....................................................................................................................................................................................... 161 DOC112816-11282016110127-0026....................................................................................................................................................................................... 163 DOC112816-11282016110127-0027....................................................................................................................................................................................... 165 DOC112816-11282016110127-0028....................................................................................................................................................................................... 167 DOC112816-11282016110127-0029....................................................................................................................................................................................... 169 DOC112816-11282016110127-0030....................................................................................................................................................................................... 171 DOC112816-11282016110127-0031....................................................................................................................................................................................... 173 DOC112816-11282016110127-0032....................................................................................................................................................................................... 175 DOC112816-11282016110127-0033....................................................................................................................................................................................... 177 DOC112816-11282016110127-0034....................................................................................................................................................................................... 179 DOC112816-11282016110127-0035....................................................................................................................................................................................... 181 DOC112816-11282016110127-0036....................................................................................................................................................................................... 183 DOC112816-11282016110127-0037....................................................................................................................................................................................... 185 DOC112816-11282016110127-0038....................................................................................................................................................................................... 187 DOC112816-11282016110127-0039....................................................................................................................................................................................... 189 DOC112816-11282016110127-0040....................................................................................................................................................................................... 191 DOC112816-11282016110127-0041....................................................................................................................................................................................... 193 DOC112816-11282016110127-0042....................................................................................................................................................................................... 195 DOC112816-11282016110127-0043....................................................................................................................................................................................... 197 DOC112816-11282016110127-0044....................................................................................................................................................................................... 199 DOC112816-11282016110127-0045....................................................................................................................................................................................... 201 DOC112816-11282016110127-0046....................................................................................................................................................................................... 203 DOC112816-11282016110127-0047....................................................................................................................................................................................... 205 DOC112816-11282016110127-0048....................................................................................................................................................................................... 207 DOC112816-11282016110127-0049....................................................................................................................................................................................... 209 DOC112816-11282016110127-0050....................................................................................................................................................................................... 211 DOC112816-11282016110127-0051....................................................................................................................................................................................... 213 DOC112816-11282016110127-0052....................................................................................................................................................................................... 215 DOC112816-11282016110127-0053....................................................................................................................................................................................... 217 DOC112816-11282016110127-0054....................................................................................................................................................................................... 219 DOC112816-11282016110127-0055....................................................................................................................................................................................... 221
DOC112816-11282016110127-0056....................................................................................................................................................................................... 223 DOC112816-11282016110127-0057....................................................................................................................................................................................... 224 DOC112816-11282016110127-0058....................................................................................................................................................................................... 226 DOC112816-11282016110127-0059....................................................................................................................................................................................... 227 DOC112816-11282016110127-0060....................................................................................................................................................................................... 228 DOC112816-11282016110127-0061....................................................................................................................................................................................... 229 DOC112816-11282016110127-0062....................................................................................................................................................................................... 231 DOC112816-11282016110127-0063....................................................................................................................................................................................... 233 DOC112816-11282016110127-0064....................................................................................................................................................................................... 235 DOC112816-11282016110127-0065....................................................................................................................................................................................... 237 DOC112816-11282016110127-0066....................................................................................................................................................................................... 239 DOC112816-11282016110127-0067....................................................................................................................................................................................... 241 DOC112816-11282016110127-0068....................................................................................................................................................................................... 243 DOC112816-11282016110127-0069....................................................................................................................................................................................... 245 DOC112816-11282016110127-0070....................................................................................................................................................................................... 247 DOC112816-11282016110127-0071....................................................................................................................................................................................... 249 DOC112816-11282016110127-0072....................................................................................................................................................................................... 251 DOC112816-11282016110127-0073....................................................................................................................................................................................... 253 DOC112816-11282016110127-0074....................................................................................................................................................................................... 255 DOC112816-11282016110127-0075....................................................................................................................................................................................... 257 DOC112816-11282016110127-0076....................................................................................................................................................................................... 259 DOC112816-11282016110127-0077....................................................................................................................................................................................... 260 DOC112816-11282016110127-0078....................................................................................................................................................................................... 261 DOC112816-11282016110127-0079....................................................................................................................................................................................... 262 DOC112816-11282016110127-0080....................................................................................................................................................................................... 263 DOC112816-11282016110127-0081....................................................................................................................................................................................... 264 DOC112816-11282016110127-0082....................................................................................................................................................................................... 265 DOC112816-11282016110127-0083....................................................................................................................................................................................... 266 DOC112816-11282016110127-0084....................................................................................................................................................................................... 267 DOC112816-11282016110127-0085....................................................................................................................................................................................... 268 DOC112816-11282016110127-0086....................................................................................................................................................................................... 269 DOC112816-11282016110127-0087....................................................................................................................................................................................... 270 DOC112816-11282016110127-0088....................................................................................................................................................................................... 271
DOC112816-11282016110127-0089....................................................................................................................................................................................... 272 DOC112816-11282016110127-0090....................................................................................................................................................................................... 273 DOC112816-11282016110127-0091....................................................................................................................................................................................... 275 DOC112816-11282016110127-0092....................................................................................................................................................................................... 276 DOC112816-11282016110127-0093....................................................................................................................................................................................... 278 DOC112816-11282016110127-0094....................................................................................................................................................................................... 280 DOC112816-11282016110127-0095....................................................................................................................................................................................... 282 DOC112816-11282016110127-0096....................................................................................................................................................................................... 284 DOC112816-11282016110127-0097....................................................................................................................................................................................... 286 DOC112816-11282016110127-0098....................................................................................................................................................................................... 288 DOC112816-11282016110127-0099....................................................................................................................................................................................... 290 DOC112816-11282016110127-0100....................................................................................................................................................................................... 292 DOC112816-11282016110127-0101....................................................................................................................................................................................... 294 DOC112816-11282016110127-0102....................................................................................................................................................................................... 296 DOC112816-11282016110127-0103....................................................................................................................................................................................... 298 DOC112816-11282016110127-0104....................................................................................................................................................................................... 300 DOC112816-11282016110127-0105....................................................................................................................................................................................... 302 DOC112816-11282016110127-0106....................................................................................................................................................................................... 304 DOC112816-11282016110127-0107....................................................................................................................................................................................... 306 DOC112816-11282016110127-0108....................................................................................................................................................................................... 308 DOC112816-11282016110127-0109....................................................................................................................................................................................... 310 DOC112816-11282016110127-0110....................................................................................................................................................................................... 312 DOC112816-11282016110127-0111....................................................................................................................................................................................... 314 DOC112816-11282016110127-0112....................................................................................................................................................................................... 316 DOC112816-11282016110127-0113....................................................................................................................................................................................... 318 DOC112816-11282016110127-0114....................................................................................................................................................................................... 320 DOC112816-11282016110127-0115....................................................................................................................................................................................... 322 DOC112816-11282016110127-0116....................................................................................................................................................................................... 324 DOC112816-11282016110127-0117....................................................................................................................................................................................... 326 DOC112816-11282016110127-0118....................................................................................................................................................................................... 328 DOC112816-11282016110127-0119....................................................................................................................................................................................... 330 DOC112816-11282016110127-0120....................................................................................................................................................................................... 332 DOC112816-11282016110127-0121....................................................................................................................................................................................... 334
DOC112816-11282016110127-0122....................................................................................................................................................................................... 335 DOC112816-11282016110127-0123....................................................................................................................................................................................... 337 DOC112816-11282016110127-0124....................................................................................................................................................................................... 339 DOC112816-11282016110127-0125....................................................................................................................................................................................... 341 DOC112816-11282016110127-0126....................................................................................................................................................................................... 343 DOC112816-11282016110127-0127....................................................................................................................................................................................... 345 DOC112816-11282016110127-0128....................................................................................................................................................................................... 347 DOC112816-11282016110127-0129....................................................................................................................................................................................... 349 DOC112816-11282016110127-0130....................................................................................................................................................................................... 351 DOC112816-11282016110127-0131....................................................................................................................................................................................... 353020_030_Agenda Item - Updated Nov 30 2016 - RFP # 2016-687 Phillips & Jordan ATree Stump - Improved Public
Roads & Areas and Improved ROW....................................................................................................................................................................................... 355 Agenda Item Nov 30 2016 RFP # 2016-687 Phillips & Jordan Tree Stump Removal....................................................................................................................................................................................... 355 Agenda Nov 30 2016 - RFP 2016-687 Disaster Debris - Tree Stump Hauler - Public Roads....................................................................................................................................................................................... 355 2016-687 PreBid....................................................................................................................................................................................... 356 2016-687 Response from Phillips_Jordan....................................................................................................................................................................................... 357 DOC112816-11282016110127-0001....................................................................................................................................................................................... 357 DOC112816-11282016110127-0002....................................................................................................................................................................................... 358 DOC112816-11282016110127-0003....................................................................................................................................................................................... 359 DOC112816-11282016110127-0004....................................................................................................................................................................................... 360 DOC112816-11282016110127-0005....................................................................................................................................................................................... 361 DOC112816-11282016110127-0006....................................................................................................................................................................................... 363 DOC112816-11282016110127-0007....................................................................................................................................................................................... 365 DOC112816-11282016110127-0008....................................................................................................................................................................................... 367 DOC112816-11282016110127-0009....................................................................................................................................................................................... 369 DOC112816-11282016110127-0010....................................................................................................................................................................................... 371 DOC112816-11282016110127-0011....................................................................................................................................................................................... 373 DOC112816-11282016110127-0012....................................................................................................................................................................................... 375 DOC112816-11282016110127-0013....................................................................................................................................................................................... 377 DOC112816-11282016110127-0014....................................................................................................................................................................................... 379 DOC112816-11282016110127-0015....................................................................................................................................................................................... 381 DOC112816-11282016110127-0016....................................................................................................................................................................................... 383 DOC112816-11282016110127-0017....................................................................................................................................................................................... 385 DOC112816-11282016110127-0018....................................................................................................................................................................................... 386
DOC112816-11282016110127-0019....................................................................................................................................................................................... 388 DOC112816-11282016110127-0020....................................................................................................................................................................................... 390 DOC112816-11282016110127-0021....................................................................................................................................................................................... 392 DOC112816-11282016110127-0022....................................................................................................................................................................................... 394 DOC112816-11282016110127-0023....................................................................................................................................................................................... 396 DOC112816-11282016110127-0024....................................................................................................................................................................................... 398 DOC112816-11282016110127-0025....................................................................................................................................................................................... 400 DOC112816-11282016110127-0026....................................................................................................................................................................................... 402 DOC112816-11282016110127-0027....................................................................................................................................................................................... 404 DOC112816-11282016110127-0028....................................................................................................................................................................................... 406 DOC112816-11282016110127-0029....................................................................................................................................................................................... 408 DOC112816-11282016110127-0030....................................................................................................................................................................................... 410 DOC112816-11282016110127-0031....................................................................................................................................................................................... 412 DOC112816-11282016110127-0032....................................................................................................................................................................................... 414 DOC112816-11282016110127-0033....................................................................................................................................................................................... 416 DOC112816-11282016110127-0034....................................................................................................................................................................................... 418 DOC112816-11282016110127-0035....................................................................................................................................................................................... 420 DOC112816-11282016110127-0036....................................................................................................................................................................................... 422 DOC112816-11282016110127-0037....................................................................................................................................................................................... 424 DOC112816-11282016110127-0038....................................................................................................................................................................................... 426 DOC112816-11282016110127-0039....................................................................................................................................................................................... 428 DOC112816-11282016110127-0040....................................................................................................................................................................................... 430 DOC112816-11282016110127-0041....................................................................................................................................................................................... 432 DOC112816-11282016110127-0042....................................................................................................................................................................................... 434 DOC112816-11282016110127-0043....................................................................................................................................................................................... 436 DOC112816-11282016110127-0044....................................................................................................................................................................................... 438 DOC112816-11282016110127-0045....................................................................................................................................................................................... 440 DOC112816-11282016110127-0046....................................................................................................................................................................................... 442 DOC112816-11282016110127-0047....................................................................................................................................................................................... 444 DOC112816-11282016110127-0048....................................................................................................................................................................................... 446 DOC112816-11282016110127-0049....................................................................................................................................................................................... 448 DOC112816-11282016110127-0050....................................................................................................................................................................................... 450 DOC112816-11282016110127-0051....................................................................................................................................................................................... 452
DOC112816-11282016110127-0052....................................................................................................................................................................................... 454 DOC112816-11282016110127-0053....................................................................................................................................................................................... 456 DOC112816-11282016110127-0054....................................................................................................................................................................................... 458 DOC112816-11282016110127-0055....................................................................................................................................................................................... 460 DOC112816-11282016110127-0056....................................................................................................................................................................................... 462 DOC112816-11282016110127-0057....................................................................................................................................................................................... 463 DOC112816-11282016110127-0058....................................................................................................................................................................................... 465 DOC112816-11282016110127-0059....................................................................................................................................................................................... 466 DOC112816-11282016110127-0060....................................................................................................................................................................................... 467 DOC112816-11282016110127-0061....................................................................................................................................................................................... 468 DOC112816-11282016110127-0062....................................................................................................................................................................................... 470 DOC112816-11282016110127-0063....................................................................................................................................................................................... 471 DOC112816-11282016110127-0064....................................................................................................................................................................................... 473 DOC112816-11282016110127-0065....................................................................................................................................................................................... 474 DOC112816-11282016110127-0066....................................................................................................................................................................................... 476 DOC112816-11282016110127-0067....................................................................................................................................................................................... 478 DOC112816-11282016110127-0068....................................................................................................................................................................................... 479 DOC112816-11282016110127-0069....................................................................................................................................................................................... 480 DOC112816-11282016110127-0070....................................................................................................................................................................................... 481 DOC112816-11282016110127-0071....................................................................................................................................................................................... 483 DOC112816-11282016110127-0072....................................................................................................................................................................................... 484 DOC112816-11282016110127-0073....................................................................................................................................................................................... 486 DOC112816-11282016110127-0074....................................................................................................................................................................................... 487 DOC112816-11282016110127-0075....................................................................................................................................................................................... 488 DOC112816-11282016110127-0076....................................................................................................................................................................................... 489 DOC112816-11282016110127-0077....................................................................................................................................................................................... 490 DOC112816-11282016110127-0078....................................................................................................................................................................................... 491 DOC112816-11282016110127-0079....................................................................................................................................................................................... 492 DOC112816-11282016110127-0080....................................................................................................................................................................................... 493 DOC112816-11282016110127-0081....................................................................................................................................................................................... 494 DOC112816-11282016110127-0082....................................................................................................................................................................................... 495 DOC112816-11282016110127-0083....................................................................................................................................................................................... 496 DOC112816-11282016110127-0084....................................................................................................................................................................................... 497
DOC112816-11282016110127-0085....................................................................................................................................................................................... 498 DOC112816-11282016110127-0086....................................................................................................................................................................................... 499 DOC112816-11282016110127-0087....................................................................................................................................................................................... 500 DOC112816-11282016110127-0088....................................................................................................................................................................................... 501 DOC112816-11282016110127-0089....................................................................................................................................................................................... 502 DOC112816-11282016110127-0090....................................................................................................................................................................................... 503 DOC112816-11282016110127-0091....................................................................................................................................................................................... 505 DOC112816-11282016110127-0092....................................................................................................................................................................................... 506 DOC112816-11282016110127-0093....................................................................................................................................................................................... 508 DOC112816-11282016110127-0094....................................................................................................................................................................................... 510 DOC112816-11282016110127-0095....................................................................................................................................................................................... 512 DOC112816-11282016110127-0096....................................................................................................................................................................................... 514 DOC112816-11282016110127-0097....................................................................................................................................................................................... 516 DOC112816-11282016110127-0098....................................................................................................................................................................................... 518 DOC112816-11282016110127-0099....................................................................................................................................................................................... 520 DOC112816-11282016110127-0100....................................................................................................................................................................................... 522 DOC112816-11282016110127-0101....................................................................................................................................................................................... 524 DOC112816-11282016110127-0102....................................................................................................................................................................................... 526 DOC112816-11282016110127-0103....................................................................................................................................................................................... 528 DOC112816-11282016110127-0104....................................................................................................................................................................................... 530 DOC112816-11282016110127-0105....................................................................................................................................................................................... 532 DOC112816-11282016110127-0106....................................................................................................................................................................................... 534 DOC112816-11282016110127-0107....................................................................................................................................................................................... 536 DOC112816-11282016110127-0108....................................................................................................................................................................................... 538 DOC112816-11282016110127-0109....................................................................................................................................................................................... 540 DOC112816-11282016110127-0110....................................................................................................................................................................................... 542 DOC112816-11282016110127-0111....................................................................................................................................................................................... 544 DOC112816-11282016110127-0112....................................................................................................................................................................................... 546 DOC112816-11282016110127-0113....................................................................................................................................................................................... 548 DOC112816-11282016110127-0114....................................................................................................................................................................................... 550 DOC112816-11282016110127-0115....................................................................................................................................................................................... 552 DOC112816-11282016110127-0116....................................................................................................................................................................................... 554 DOC112816-11282016110127-0117....................................................................................................................................................................................... 556
DOC112816-11282016110127-0118....................................................................................................................................................................................... 558 DOC112816-11282016110127-0119....................................................................................................................................................................................... 560 DOC112816-11282016110127-0120....................................................................................................................................................................................... 562 DOC112816-11282016110127-0121....................................................................................................................................................................................... 564 DOC112816-11282016110127-0122....................................................................................................................................................................................... 565 DOC112816-11282016110127-0123....................................................................................................................................................................................... 567 DOC112816-11282016110127-0124....................................................................................................................................................................................... 569 DOC112816-11282016110127-0125....................................................................................................................................................................................... 571 DOC112816-11282016110127-0126....................................................................................................................................................................................... 573 DOC112816-11282016110127-0127....................................................................................................................................................................................... 575 DOC112816-11282016110127-0128....................................................................................................................................................................................... 577 DOC112816-11282016110127-0129....................................................................................................................................................................................... 579 DOC112816-11282016110127-0130....................................................................................................................................................................................... 581 DOC112816-11282016110127-0131....................................................................................................................................................................................... 583020_040_Agenda Item - Nov 30 2016 - RFP# 2016-688 Phillips & Jordan Private Property Roads....................................................................................................................................................................................... 585 Agenda Nov 30 2016 - RFP 2016-688 Disaster Debris Recovery Service White Goods Private Roads....................................................................................................................................................................................... 585 2016-688 PreBid....................................................................................................................................................................................... 586 RFP 2016-688 Phillips & Jordan Proposal Recovery Ser Private Rds....................................................................................................................................................................................... 587 688 Part 1....................................................................................................................................................................................... 587 688 Part 2....................................................................................................................................................................................... 633 688 Part 3....................................................................................................................................................................................... 677020_050_Agenda itemm - Nov 30 2016 - RFP# 2016-689 Phillps & Jordan - Debris Recovery White Goods, etc....................................................................................................................................................................................... 756 Agenda Nov 30 2016 - RFP 2016-689 Disaster Debris Recovery Service White Goods Public Roads....................................................................................................................................................................................... 756 2016-689 PreBid....................................................................................................................................................................................... 758 2016-689 Response Phillips_Jordan....................................................................................................................................................................................... 759020_060_Agenda Item - Nov 30 2016 - General Fund Budget Amendment $4800000....................................................................................................................................................................................... 931 Agenda Nov 30 2016 - General Fund Budget Amendment....................................................................................................................................................................................... 931 Final FY17 Budget Amendment Resolution for Fund 100 - Nov 30 2016....................................................................................................................................................................................... 933
AGENDA SPECIAL MEETING OF TYBEE ISLAND CITY COUNCIL NOVEMBER 30, 2016 3:15PM
Please silence all cell phones during Council Meetings
I. Opening Ceremonies
1 Call to Order
II. Consideration of Bids, Contracts, Agreements and Expenditures
1 To request the City Council’s approval to award a contract for RFP No. 2016-685, Disaster
Debris Monitoring for Public Roads and Areas to Atkins North America, Inc. in the amount of $130,234
2 To request the City Council’s approval to award a contract for RFP No. 2016-686 Disaster Debris
Monitoring for Private Roads and Areas to Atkins North America, Inc. in the amount of $186,622
3 To request the City Council’s approval to award a contract for RFP No. 2016-687 Disaster Debris
Collection, Removal and Disposal Service of tree stumps on public right-of-ways, improved
public property and improved public areas to Phillips and Jordan, Inc. for an amount not to
exceed $250,000
4 To request the City Council’s approval to award a contract for RFP No. 2016-688 Disaster Debris
Collection, Removal and Disposal Service of disaster debris on private roads and right-of-ways
to Phillips and Jordan, Inc. for an amount not to exceed $200,000
5 To request the City Council’s approval to award a contract for RFP No. 2016-689 Disaster Debris Collection, Removal and Disposal Service of white goods on public right-of-ways, public property
and public areas to Phillips and Jordan, Inc. for an amount not to exceed $300,000
6 To request the City Council’s uncommitted $4,800,000 from the City’s General Fund’s fund
balance reserves and amend the General Fund’s FY2017 budget by an increase of $4,800,000
from $11,440,011 to $16,240,011 to cover the upfront cost of the Hurricane Matthew storm
damage debris recovery services
III. Executive Session
1 Discuss litigation, personnel and real estate acquisition
IV. Possible vote on litigation, personnel and real estate acquisition discussed in executive session
V. Adjournment
*PLEASE NOTE: Citizens wishing to speak on items listed on the agenda, other than public hearings, should do so during the citizens to be heard section. Citizens wishing to place items on the council meeting agenda must submit an agenda request form to the City Clerk’s office by Thursday at
5:00PM prior to the next scheduled meeting. Agenda request forms are available outside the Clerk’s office at City Hall and at www.cityoftybee.org.
THE VISION OF THE CITY OF TYBEE ISLAND
“is to make Tybee Island the premier beach community in which to live, work, and play.”
THE MISSION OF THE CITY OF TYBEE ISLAND
“is to provide a safe, secure and sustainable environment by delivering superior services through responsible planning, preservation of our natural
and historic resources, and partnership with our community to ensure economic opportunity, a vibrant quality of life, and a thriving future.”
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City Council Agenda Item Request
Council Meeting Date for Request: November 30, 2016
Item: To request the City Council’s approval to award a contract for RFP No. 2016-686 Disaster Debris
Monitoring for Private Roads and Areas to Atkins North America, Inc. in the amount of $186,622.
Explanation: In order to receive financial assistance from the Federal government due to the disaster
debris resulting from Hurricane Matthew, FEMA requires that the City hire a company to monitor the work
of contracted haulers hired by the City to collect, removal, reduce and dispose of the disaster debris
materials. FEMA will not provide financial assistance to the City for disaster debris collection, removal,
reduction or disposal for any materials located on private roads, private property or private right-of-way,
unless FEMA grants permission prior to the service being provided to these areas. The City submitted a
request to FEMA to provide financial assistance to provide disaster debris recovery services to the residents
living on private roads.
The City’s current contract with Atkins North America, Inc. does not include the collection, removal,
reduction and disposition of organic vegetative debris, white goods, electronics, and disaster damaged
construction & demolition materials. Therefore, in anticipation of the FEMA approving the City’s request,
the City issued request for proposals from companies acquire to monitoring services of the contracted
haulers’ collection, removal, and disposition for the vegetative debris material (excluding tree stumps,
leaning trees and hanging limbs), white goods, tree stumps, leaning trees, electronic, stormed damaged
construction & demolition debris and hazardous materials from private roads and private rights-of-way.
The City held a pre-proposal meeting and six interested firms attended; however, the City only received
one proposal from Atkins North America, Inc. for $186,622.
Atkins North America, Inc.’s proposal is included as an attachment with this agenda item report, along with
the list of the interested firms who attended the pre-proposal meeting.
Budget: If approved the City Council approves the proposal, costs for the contract shall be charged to
Public Works Department’s Street Division in general ledger line item, 100.4225.52.3019, Debris
Monitoring Service. The Debris Monitoring Service line item is a new account and will require a budget
amendment approved by the City Council to establish it.
Paper Work: X___ Attached* Already Distributed
Submitted by: Finance Department
November 28, 2016 Date given to Clerk of Council
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City Council Agenda Item Request
Council Meeting Date for Request: November 30, 2016
Item: To request the City Council’s approval to award a contract for RFP No. 2016-687 Disaster Debris
Collection, Removal and Disposal Service of tree stumps on public right-of-ways, improved public
property and improved public areas to Phillips and Jordan, Inc. for an amount not to exceed $250,000.
Explanation: The City’s current contract with Phillips and Jordan does not include the collection,
removal, reduction and disposition of tree stumps, leaning trees, and hanging tree limbs. Therefore, the City
issued a request for proposal from companies to acquire debris recovery services to collection, removal,
and disposition tree stumps, leaning trees, hanging limbs materials from public roads, public areas and
public rights-of-way. The City held a pre-proposal meeting and 11 interest firms attended; however, the
City only received one proposal from Phillips and Jordan.
Phillips and Jordan, Inc.’s proposal is included as an attachment with this agenda item report, along with
the list of the interested firms who attended the pre-proposal meeting.
Budget: If approved the City Council approves the proposal, costs for the contract shall be charged to
Public Works Department’s Street Division in general ledger line item, 100.4225.52.2119, Street Cleaning-
Storm Debris. The Street Cleaning – Storm Debris line item is a new account and will require a budget
amendment approved by the City Council to establish it.
Paper Work: X___ Attached* Already Distributed
Submitted by: Finance Department
November 28, 2016 Date given to Clerk of Council
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City Council Agenda Item Request
Council Meeting Date for Request: November 30, 2016
Item: To request the City Council’s approval to award a contract for RFP No. 2016-688 Disaster Debris
Collection, Removal and Disposal Service of white goods on private roads and right-of-ways to
Phillips and Jordan, Inc. for an amount not to exceed $200,000.
Explanation: The City’s current contract with Phillips and Jordan does not include the collection,
removal, reduction and disposition of white goods, electronics, hazardous materials and storm damaged
construction & demolition material. Therefore, the City issued a request for proposal from companies to
acquire debris recovery services to collection, removal, and disposition of these materials from private
roads and private rights-of-way. The City held a pre-proposal meeting and six interested firms attended;
however, the City only received one proposal from Phillips and Jordan.
Phillips and Jordan, Inc.’s proposal is included as an attachment with this agenda item report, along with
the list of the interested firms who attended the pre-proposal meeting.
Budget: If approved the City Council approves the proposal, costs for the contract shall be charged to
Public Works Department’s Street Division in general ledger line item, 100.4225.52.2119, Street Cleaning-
Storm Debris. The Street Cleaning – Storm Debris line item is a new account and will require a budget
amendment approved by the City Council to establish it.
Paper Work: X___ Attached* Already Distributed
Submitted by: Finance Department
November 28, 2016 Date given to Clerk of Council
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City Council Agenda Item Request
Council Meeting Date for Request: November 30, 2016
Item: To request the City Council’s approval to award a contract for RFP No. 2016-689 Disaster Debris
Collection, Removal and Disposal Service of white goods on public right-of-ways, public property
and public areas to Phillips and Jordan, Inc. for an amount not to exceed $300,000.
Explanation: The City’s current contract with Phillips and Jordan does not include the collection,
removal, reduction and disposition of white goods, electronics, hazardous materials and storm damaged
construction & demolition material. Therefore, the City issued a request for proposal from companies to
acquire debris recovery services to collection, removal, and disposition of these materials from public
roads, public areas and public rights-of-way. The City held a pre-proposal meeting and eight interested
firms attended; however, the City only received one proposal from Phillips and Jordan.
Phillips and Jordan, Inc.’s proposal is included as an attachment with this agenda item report, along with
the list of the interested firms who attended the pre-proposal meeting.
Budget: If approved the City Council approves the proposal, costs for the contract shall be charged to
Public Works Department’s Street Division in general ledger line item, 100.4225.52.2119, Street Cleaning-
Storm Debris. The Street Cleaning – Storm Debris line item is a new account and will require a budget
amendment approved by the City Council to establish it.
Paper Work: X___ Attached* Already Distributed
Submitted by: Finance Department
20161130CityCouncilPacket Page 756 of 934 20161128/jrl
November 28, 2016 Date given to Clerk of Council
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City Council Agenda Item Request
Council Meeting Date for Request: November 30, 2016
Item: To request the City Council’s uncommitted $4,800,000 from the City’s General Fund’s fund balance
reserves and amended the General Fund’s FY2017 budget by an increase of $4,800,000 from $11,440,011
to $16,240,011 to cover the up front cost of the Hurricane Matthew storm damage debris recovery services.
Explanation: The estimated cost to cover the upfront purchased contracted costs for collection, removal,
reduction and disposing Hurricane Matthew storm damaged debris from public property, public roads,
public right-of-ways, private roads and private right-of-ways is $4,800,000. This is based on the City’s
current contracts and five proposals included as agenda items in today’s council meeting. Please see the
schedule below:
General Ledger Account Name:Debris Monitoring Service
General Ledger Account No.:100.4225.52.3019
Budget Bases for Costs
New proposal RFP # 2016-685 Monitoring Public Roads 130,234.00 RFP proposal price
New Proposal RFP # 2016-686 Monitoring Private Roads 186,622.00 RFP proposal price
Old\Current Contract Monitoring Public Roads Task 1 287,367.00 Contracted Price
Old\Current Contract Monitoring Public Roads Task 2 312,633.00 Contracted Price
Total Debris Monitoring Service Costs 916,856.00 100.4225.52.3019
General Ledger Account Name:Street Cleaning - Storm Debris
General Ledger Account No.:100.4225.52.3019
Budget
New proposal RFP # 2016-687 Debris Removal _ Public Roads - Inorganic Debris 300,000.00 Estimate- Recommended not to exceed budget
Old\Current Contract Debris Removal _ Public Roads - Organic Debris 1,218,000.00 Estimate from Phllips & Jordan
New proposal RFP # 2016-686 Debris Removal _ Private Roads 200,000.00 Estimate- Recommended not to exceed budget
New proposal RFP # 2016-689 Debris Removal - Tree Stumbs 250,000.00 Estimate- Recommended not to exceed budget
Total Debris Collection, Removal, Reduction & Disposal Costs 3,801,712.00 100.4225.52.3019
Total Contracts 4,718,568.00
Contingency 81,432.00 100.9000-61.1000
Total Budget Amendments 4,800,000.00
If approved the City Council approves the five proposals for debris recovery services and monitoring
services the City will need to increase the General Fund’s FY2017 Budget by $4,800,000 until FEMA
reimburses the City. The current FY2017 General Fund is $11,440,011; the budget amendment will
increase the budget to $16,240,011. If FEMA reimburses the City for the total costs of the services, the
$4,800,000 increase will be reflected in revenue line item, 100.00.33.1111, FEMA Revenue Grant. If
FEMA does not reimburse the City for any portion of the recovery services that portion of the $4.8M dollar
of revenues will be budgeted in the General Fund’s Fund Balance, line item 100.9000-61-1000.
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Budget: The requested budget amended is shown below:
Revenue Account Description
Budget
Amendment
Amount General Ledger Account Number
FEMA Grant Revenue 4,718,568.00
Prior Year(s) Fund Balance 81,432.00
Total Revenue Budget Increase 4,800,000.00
Expenditure Account Description
Budget
Amendment
Amount General Ledger Account Number
Debris Monitoring Service Costs 916,856.00 100.4225.52.3019
Street Cleaning Storm Debris 3,801,712.00 100.4225.52.3019
Contingency 81,432.00 100.9000-61.1000
Total Expenditure Budget Increase 4,800,000.00
Current General Fund Budget 11,440,011.00
November 30, 2016 Amended General Fund Budget 16,240,011.00
Paper Work: X___ Attached* Already Distributed
Submitted by: Finance Department
November 24, 2016 Date given to Clerk of Council
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RESOLUTION – FY2016
BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF TYBEE ISLAND:
WHEREAS, the City of Tybee Island is an authorized municipality organized and
existing under the laws of the State of Georgia; and
WHEREAS, as a qualified municipality, the City of Tybee Island is entitled to provide
certain services and is required to comply with certain obligations; and
WHEREAS, as part of the accounting and budgeting process, the City of Tybee Island is
to comply with Governmental Accounting Standards, Board Requirements and Statements; and
WHEREAS, the City of Tybee Island is to maintain its accounts in an appropriate manner
so as to comply with auditing requirements and accounting standards and may designate certain
funds as enterprise funds or other funds with different status including general funds, special
revenue funds, capital project funds, debt service funds, permanent funds, etc.; and
WHEREAS, the City of Tybee Island wishes to clarify certain funds and to establish the
authority for the transfer to and from certain funds as may be necessary and appropriate and to
restrict transfers from certain funds.
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council, in open meeting
duly assembled, as follows:
1. To provide for the raising of revenues and appropriations of funds to support the
City of Tybee Island, Georgia for the fiscal year beginning July 1, 2016 and
ending June 30, 2017 in order to provide for the operations of government
departments, elected officials, other governmental activities; and to provide for
the level of personnel authorized for the various departments, the City of Tybee
Island hereby amends and adopts the Fiscal Year 2016-2017 Revenue and
Expenditure Operating and Capital Budget for the following funds:
General Fund Operating & Capital - $16,240,011
2. Tybee Island has previously designated certain funds for debt service to be
specifically reserved to account for and are restricted to, committed or assigned funds for the
expenditure for principle and interest obligations.
3. There is an established special revenue fund used to account and report the
proceeds of specific revenue sources that are restricted or committed to expenditure for specific
purposes other than debt service or capital projects.
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4. Capital project funds currently assigned are to include funds set aside by the
mayor and council for greenspace, beach renourishment, and capital projects on the city’s capital
improvement plan as established by the mayor and council.
5. Tybee Island receives Special Purpose Local Option Sales Tax Funds, which are
to be separately maintained and segregated and only used for the expenditures for capital
improvement projects authorized by county-wide referendum, intergovernmental agreement, and
the agreed capital improvement plan of the City.
6. Tybee Island receives hotel/motel tax proceeds which are to be maintained and
used as required by Georgia law and only in accordance therewith.
7. Tybee Island continuously accumulates funds for beach nourishment purposes
and, further, seeks additional funding for beach nourishment projects including from federal
sources, state, and county and grant sources to acquire sufficient funds for such projects. All
funds received from whatever source in connection with a beach nourishment project must be
accounted for in a completely transparent manner and consistent with any restrictions imposed
by the grantor of such funds. No transfers from any such restricted funds can be made except
upon the express approval of the mayor and council.
8. There is hereby established a stabilization fund to be used to account for transfers
from other funds when necessary, with all such transfers being reported to the mayor and council
if made by other than the express approval of the mayor and council
9. The Finance Director has presented for adoption and/or approval the matters
addressed herein.
IT IS SO RESOLVED, this the ____ day of ___________________, 2016.
CITY OF TYBEE ISLAND, GEORGIA
By: ___________________________________
Jason Buelterman, Mayor
ATTEST:
By: ___________________________________
Clerk of Council
Tybee/Resolutions/2017/funds
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