HomeMy Public PortalAbout20180208CityCouncilPacket.pdfTable of Contents
000_000_Agenda20180208....................................................................................................................................................................................... 1050_010_20180111Minutes....................................................................................................................................................................................... 3050_011_vote-01292018144249....................................................................................................................................................................................... 7050_012_p0lice calls-01292018144215-0001....................................................................................................................................................................................... 10050_020_20180125MinutesSpecialMeeting....................................................................................................................................................................................... 11100_010_CC 2-PACKET-1705 BUTLER....................................................................................................................................................................................... 12 20180122 PC_AGENDA 20171218 PC_MINUTES PLANNING COMMISSION CITY MANAGER Demery Bishop Shawn Gillen Alan Robertson Edward M. Hughes 1312 BUTLER-GEORGIANNE INN Untitled_20180116_163003_001 Untitled_20180116_163003_002 GEORGIAN INN-SITE PLAN Temp00186 Temp00182 Temp00187 Temp00188 Temp00181 Temp00189 Temp00190 Temp00191 Temp00192 Temp00183 Temp00184 Temp00185 Temp00193 Untitled_20180116_163135_001 1705 BUTLER AV-KELLY....................................................................................................................................................................................... 14 Untitled_20180116_165352_001....................................................................................................................................................................................... 14 1705 Butler-Drainage....................................................................................................................................................................................... 21100_020_CC 1-PACKET-1312 BUTLER....................................................................................................................................................................................... 26 20180122 PC_AGENDA 20171218 PC_MINUTES PLANNING COMMISSION CITY MANAGER Demery Bishop Shawn Gillen Alan Robertson Edward M. Hughes 1312 BUTLER-GEORGIANNE INN....................................................................................................................................................................................... 28 Untitled_20180116_163003_001....................................................................................................................................................................................... 28 Untitled_20180116_163003_002....................................................................................................................................................................................... 45 GEORGIAN INN-SITE PLAN....................................................................................................................................................................................... 48 Temp00186....................................................................................................................................................................................... 48 Temp00182....................................................................................................................................................................................... 49 Temp00187....................................................................................................................................................................................... 50 Temp00188....................................................................................................................................................................................... 51
Temp00181....................................................................................................................................................................................... 52 Temp00189....................................................................................................................................................................................... 53 Temp00190....................................................................................................................................................................................... 54 Temp00191....................................................................................................................................................................................... 55 Temp00192....................................................................................................................................................................................... 56 Temp00183....................................................................................................................................................................................... 57 Temp00184....................................................................................................................................................................................... 58 Temp00185....................................................................................................................................................................................... 59 Temp00193....................................................................................................................................................................................... 60 Untitled_20180116_163135_001....................................................................................................................................................................................... 61 1705 BUTLER AV-KELLY Untitled_20180116_165352_001 1705 Butler-Drainage100_030_20180122 PC_MINUTES....................................................................................................................................................................................... 64120_010_FCSA-Sec 1037 Study_Tybee Island (SAD OC input 21 Dec 17) - SAS Revised....................................................................................................................................................................................... 66120_011_Certificate of Authority - scan....................................................................................................................................................................................... 74120_020_Agenda Request- Award of RFP No. 2018-708 Pool Decking Replacement-2.8.18....................................................................................................................................................................................... 75120_021_2018-708 Pool Deck Repairs....................................................................................................................................................................................... 76120_022_USA Management Business Information....................................................................................................................................................................................... 97120_030_SAGIS Partnership Tybee....................................................................................................................................................................................... 119120_031_TybeeGIShostedservice_2018-2019Draft....................................................................................................................................................................................... 120120_032_TybeeIsland_GIS_FINAL....................................................................................................................................................................................... 127120_040_Agenday Request-Hwy 80 Median Improvement Concept....................................................................................................................................................................................... 133120_041_27012.0000 - Tybee Highway 80 Median Landscape Concept....................................................................................................................................................................................... 135120_042_27012.0000-Tybee Highway 80 Median Landscape Concept - CE - 1-19-18....................................................................................................................................................................................... 142 Highway 80 ....................................................................................................................................................................................... 142130_010_2-8-18 CCAR_2018 HPFG Resolution....................................................................................................................................................................................... 143 Resolution-Agenda Request for CC 2-8-18....................................................................................................................................................................................... 143 Resolution for 2018 HPFG....................................................................................................................................................................................... 144140_010_01.31.18 Indemnity Agreement....................................................................................................................................................................................... 145160_010_20170717HPCminutes....................................................................................................................................................................................... 146160_011_20170918HPCminutes....................................................................................................................................................................................... 148160_012_20171120HPCminutes....................................................................................................................................................................................... 150160_020_20170927DAMSBODminutes....................................................................................................................................................................................... 152
AGENDA
REGULAR MEETING OF TYBEE ISLAND CITY COUNCIL
FEBRUARY 8, 2018 7:00PM
Please silence all cell phones during Council Meetings
I. Consideration of Items for Consent Agenda 6:30PM
II. Executive Session
III. Opening Ceremonies
1 Call to Order
2 Invocation – Ken Douberly, St. Michaels Parrish
3 Pledge of Allegiance
IV. Recognitions and Proclamations
1 Officer Strickland, Tybee Island Police Department, 200 Club for Valor
V. Consideration of the approval of the minutes of the regular meetings of the Tybee island City Council
1 City Council Meeting, January 11, 2018
2 Special City Council Meeting, January 25, 2018
VI. Consideration of Boards, Commissions and Committee Appointments
VII. Reports of Staff, Boards, Standing Committees and/or Invited Guest. Limit reports to 10 minutes.
VIII. Citizens to be Heard: Please limit comments to 3 minutes. Maximum allowable times if 5 minutes.
IX. Consideration of Approval of Consent Agenda
X. Public Hearings
1 Site Plan Approval: Modify site – 1312 Butler Ave, Georgianne Inn, Zone C1-SE – PIN: 4-0007-
06-005 – Greg Stoeffler
2 Site Plan Approval: Modify Site – 1705 Butler Ave, Zone C-1; PIN: 4-0009-02-006 – Karen and
Frank Kelly
3 Planning Commission Minutes, January 22, 2018
XI. Consideration of Local Requests & Applications – Funding, Special Events, Alcohol License
XII. Consideration of Bids, Contracts, Agreements and Expenditures
1 Agreement with the Department of Army to extend Federal Participation in the Tybee Island
Shoreline Protection Project
2 Approval of bid for decking replacement/renovation for Campground pool. Bid amount $48,000.
3 GIS Services Contract, Budget Line Item 100-1535-52-1300
4 Highway 80 Median Improvement Concept
XIII. Consideration of Ordinances, Resolutions
1 Resolution – 2018 Historic Preservation Fund Grant Application: Design Guidelines
XIV. Council, Officials and City Attorney Considerations and Comments
1 Bubba Hughes
i. Indemnity Agreement
2 Monty Parks
i. South-end Shallow Well Project Update
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XV. City Manager’s Report
1 Hazard Mitigation Grant Update
XVI. Minutes of Boards and Committees
1 Minutes, Historic Preservation Commission, July 17, 2017, September 18, 2017 and November
20, 2017
2 Minutes, DAMSBOD, September 27, 2017
XVII. Executive Session
1 Discuss litigation, personnel and real estate
XVIII. Possible vote on litigation, personnel and real estate discussed in executive session
XIX. 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 Minutes January 11, 2018
Consideration of Items for Consent Agenda
Mayor Buelterman called the consent agenda to order at 6:30PM on January 11, 2018. Those
present were Monty Parks, John Branigin, Wanda Doyle, Barry Brown, and Jackson Butler. Also
attending were Dr. Shawn Gillen, City Manager; Bubba Hughes, City Attorney; George Shaw,
Director, Community Development; and Janet LeViner, Clerk of Council. Julie Livingston was
excused due to illness.
Mayor pro tem Brown listed the following items on the consent agenda:
City Council Minutes, December 14, 2017 as amended by the language: Mayor Buelterman
made reference to a resident that had not applied for their homestead but can prove they
are a full time resident, how would that be handled. Mr. Shaw stated if they can prove
they are a full time resident, they will be added back to the list.
Special City Council Minutes, December 20, 2017
Organizational Meeting, January 2, 2018
Alcohol License Request: Special Event – Beer and Wine – Turtle Trot, Walter Parker Pier
and Pavilion/1509 Strand, April 28, 2018
McColm Consulting, Ratification
Mayor Buelterman called the regular meeting to order at 7:00PM. All those present for the
consent agenda were present.
Opening Ceremonies
Call to Order
In Memoriam – 2017
Invocation
Pledge of Allegiance
Recognitions and Proclamations
Ava Thomas, President, Tybee Island Youth Council approached Mayor and Council to
present the Spotlight for Youth of the Month to Charlotte Boatwright.
Consideration of Boards, Commissions and Committee Appointments
Tybee Island Planning Commission
Demery Bishop (re-appointment)
Ron Bossick (re-appointment)
Marianne Bramble
Tina Gann (re-appointment)
John King (re-appointment)
Vote taken and Jan LeViner, Clerk read the results (attached). The following individuals were
appointed by the majority:
Demery Bishop – re-appointed
Ron Bossick – re-appointed
Tina Gann – re-appointed
Marianne Bramble - appointed
Reports of Staff, Boards, Standing Committees and/or Invited Guest. Limit reports
to 10 minutes.
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Tabitha Hill approached Mayor and Council to present a check for $4,758.40 from the Volunteer
Fire Fighters Fundraiser. Ms. Hill thanked everyone who was involved in the fundraiser as well
as those who attended. Mayor Buelterman and Chief Fields thanked Ms. Hill and the community
for their support.
Cheryl Haven Branch, Executive Director, SAFE Shelter. Rescheduled to meeting in
February 2018
Andrew Dekle, Attorney, approached Mayor and Council to thank them for amending the
minutes from the previous City Council Meeting.
Kathryn Williams approached Mayor and Council to ask for additional information regarding
the Resolution for Special Events as listed on the agenda. Mr. Hughes responded, the Public
Safety Committee met and recommended he prepare a Resolution to address the outdoor
consumption of alcohol and use of amplified music during college spring break season. It is his
understanding the majority of George colleges and universities have spring break the week of
March 12 - 17, 2018 to include dates anticipated for the major event that is being commercially
promoted in April 2018, which has not been specifically set. The Resolution is to prohibit during
those periods of time the outdoor consumption from all public property in the City of alcoholic
beverages, in vehicles and amplified music. Mr. Hughes clarified this is for unpermitted special
events. Ms. Williams expressed her concerns that the Resolution has come up so quickly and
people have not had an opportunity to study or to have contact with Mayor and Council. She
requested this be postponed until further dialogue can take place.
Jenny Orr approached Mayor and Council to ask this Resolution be tabled as she does not see
it as being enforceable. The proposed Resolution will also affect their businesses during spring
break. Mayor Buelterman thanked Ms. Orr for her input.
Monty Parks made a motion to approve the consent agenda. Barry Brown seconded. Vote
was unanimous, 5-0.
Public Hearings
Zoning Variance, 10 Robinson Avenue: Consideration of setback encroachments for
Single-family dwelling: Zone R-1, PIN 4-0002-08-005, Mack Kitchens. Mr. Shaw
approached Mayor and Council stating at 10 Robinson Avenue there is a very small lot,
approximately 3500 sq ft in the R-1 District, which Mr. Kitchens is asking approval so he can build
his future home. This variance request was before Mayor and Council three times in the past and
was approved each time. Mayor Buelterman asked for clarification of the setback. Mr. Shaw
explained to his satisfaction. Monty Parks made a motion to approve. Barry Brown seconded.
Vote was unanimous, 5-0.
Consideration of Bids, Contracts, Agreements and Expenditures
North Beach Grill, Repairs. To be heard at a future meeting
Passport Labs, Inc. To be heard at a future meeting
Council, Officials and City Attorney Considerations and Comments
Jason Buelterman asked staff to look into the purchasing of sand and bags to stockpile for
residents for flooding and salt for road treatment for winter weather events. Dr. Gillen stated he
would look for a location on the Island for sand and have a few bags of deicer for the bridges.
Ms. Doyle recommended a volunteer group be organized as they could assist senior citizens in
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loading sandbags if there is another hurricane. Dr. Gillen responded he will speak to Jimmy
Brown.
Bubba Hughes stated that before them is a Resolution regarding restrictions on special events
including dates, alcohol consumption, outdoor music and other restrictions. Ms. Doyle stated a
Resolution was done the previous year for amplified music and open containers on the beach to
include parking lots, public streets and all public property for two weekends. She stated people
seemed to follow the rules as outlined in the Resolution and the crowd was better controlled. Ms.
Doyle stated with her observation the banning of amplified music was very effective. She is not
in agreement with the additional spring break dates. Mr. Parks stated he is proud with the
marketing of Tybee Island. He commented, he is in favor of a 25 fluid ounce cup for people to
use but is against the mass consumption during spring break. Mr. Parks feels the City needs to
provide a safe environment for the kids who participate in spring break and is favor of the
proposed Resolution. John Branigin stated there is room in the ordinance to better define what
an open container may be. He does not feel having a half-gallon plastic container should be legal
and the City could take strides in prohibiting mechanical devices which encourage large
consumption of alcohol. Mr. Branigin outlined his issues with the Resolution which includes: (1)
structural issues; (2) spring breakers; and (3) two separate events as outlined in the Resolution.
He maintains there are two events outlined in the Resolution which is structurally wrong: spring
break and Orange Crush as they need to be addressed separately. Mr. Butler made reference to
the breakdown of incidents for the year and asked if there are more incidents in July why are
certain months being targeted. Mayor Buelterman again stated the City needs to do something.
By adding spring break there is not a perception the City is targeting any particular group or race.
Mayor pro tem Brown stated there are more problems with amplified music and is agreeable to a
Resolution stating no amplified music on the beach. Ms. Doyle expressed her concerns with the
restrictions of amplified music and public consumption on the business owners. Mr. Branigin
stated he strongly supports restrictions, which gives the City better control over the mayhem that
is experienced during Orange Crush as this is an issue related to behavior. Mr. Butler expressed
his concerns with stipulating dates of the restrictions as things could change. Mayor Buelterman
stated he did research and spring break for the Georgia colleges is confirmed for the week of
March 11, 2018. He is asking council approve the Resolution, which includes six and half days.
Jenny Orr approached Mayor and Council. Ms. Orr expressed her concerns with the loss of
business during Orange Crush and asked the week in March not be included in the Resolution.
Mayor pro tem Brown expressed his concerns with enforcement. Ms. Doyle commended Chief
Bryson for enforcement of the traffic flow on Butler and Tybrisa, which kept traffic moving and
stopped loitering. Ms. Doyle stated she is not in favor of the Resolution as presented. Barry
Brown made a motion to deny as written and only include the prohibition of amplified music.
John Branigin seconded. Mayor Buelterman clarified the motion. This would be the restriction
of amplified music for March 12 – 16, 2018 and the two weekends in April. Those voting in favor
of the motion to deny were John Branigin, Barry Brown and Jackson Butler. Those against motion
to deny were Wanda Doyle and Monty Parks. Motion to deny passed 3-2.
Wanda Doyle gave a brief update on the Marine Science Center. Ms. Doyle stated Ms. Procopio
asked to present their Business Plan at the upcoming City Council Workshop. This will be in draft
form and serve as an outline going forward. Mayor Buelterman would like recommendations from
staff for an alternate staging area for debris. Dr. Gillen stated he reached out to Chatham County
for recommendations. Ms. Procopio is working on construction drawings and the anticipated
completion time is mid-April. She asked staff consider using a Construction Manager at Risk
option for the construction of the Marine Science Center. She asked Dr. Gillen to reach out to
the architect and make them aware staff would like to use the Construction Manager at Risk for
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the project. Mayor Buelterman asked a representative from Thomas & Hutton attend a future
council meeting to discuss parking for the Marine Science Center. Dr. Gillen stated he would add
to the next Infrastructure Committee Meeting.
Wanda Doyle asked for an Update on Island wide drainage. She specifically asked for corrective
actions off North Campbell near Bright Street. Mayor pro tem Brown stated the Infrastructure
Committee met and has recommendations to present to Mayor and Council. Ms. Doyle asked Dr.
Gillen to bring a budget amendment to the meeting in February for the back-flow preventers to
include a map showing where they will be located.
Wanda Doyle stated Ryan Thompson, Thomas and Hutton, met with Dr. Gillen and herself and
will have a conceptual drawing to include an estimate for the Highway 80 median. There was a
brief discussion regarding the types of trees that would be planted in that area.
Monty Parks expressed his concerns regarding the Dog Park. Mr. Parks asked volunteers to
come forward for design ideas to include in the budget cycle.
Dr. Gillen approached Mayor and Council to give an update on the Hazard Mitigation Grant
Program. He stated Mr. McColm gave a presentation not only to Mayor and Council but also at a
public meeting to explain the grant program. Dr. Gillen stated according to GEMA the City needs
to include the substantially damaged homes, which makes the grant competitive. He stated the
City would be asking for an extension of the Grant to allow more homes added to the list. The
goal of Mayor and Council is to have all 138 homes elevated but finding the funds is the issue.
February 1, 2018 the pre-application will be submitted and there is a year from that date before
approval is granted. Mayor pro tem Brown asked for a definition of substantial damage. Dr.
Gillen responded substantial damage is the cost to repair is more than 50% of the value of the
structure, not the land value but the structure. This amount is taken from the Tax Digest and
welcome independent appraisals. Dr. Gillen stated further discussions are to be held at the
upcoming City Council Workshop on January 25, 2018.
Jackson Butler made a motion to adjourn. John Branigin seconded. Vote was unanimous,
5-0.
Meeting adjourned at 8:45PM.
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Special City Council Minutes January 25, 2018
Mayor Buelterman called the special city council meeting to order at 3:30PM on January 25, 2018.
Those present were Julie Livingston, Monty Parks, John Branigin, Wanda Doyle, Barry Brown, and
Jackson Butler. Also attending were Dr. Shawn Gillen, City Manager; Bubba Hughes, City
Attorney; George Shaw, Director, Community Development; and Janet LeViner, Clerk of Council.
Call to Order
Tybee Dune Restoration – 2018. Dr. Gillen stated he is currently working with the Beach
Task Force and DNR to do a Dune Restoration Program that will extend from the Pier to 19th
Street. This will include a vehicular crossover at 19th Street, which will have the Guardian System
sandbag and sand on top for City vehicles. To apply for the permit, a design of the dune system
and landscaping is required. Dr. Gillen is asking Mayor and Council to approve a contract in the
amount of $3,789 to complete this work. Monty Parks made a motion to approve. Wanda
Doyle seconded. Vote was unanimous to approve, 6-0.
Beach Re-nourishment Project. Dr. Gillen stated he and George Shaw attended the bid
opening for the Beach Re-nourishment and the bids came in for the construction alone at $4.8M.
The COE cannot move forward without additional non-Federal dollars and he is asking approval
for a check for $138,064.18, which will be hand carried to the COE on Friday, January 26, 2018.
This is for 200,000 cu yds of sand and the Beach Task Force at a special meeting recommended
Mayor and Council move forward with the project. Mayor Buelterman asked about the dune at
18th Street. Dr. Gillen stated it will be rebuilt and will match the profile. Wanda Doyle made a
motion to approve. Monty Parks seconded. Vote was unanimous to approve, 6-0.
Executive Session. Julie Livingston made a motion to adjourn to executive session to discuss
litigation and real estate. Monty Parks seconded. Vote was unanimous to approve. Julie
Livingston made a motion to return to regular session. Wanda Doyle seconded. Vote was
unanimous to approve, 6-0.
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MAYOR
Jason Buelterman
CITY COUNCIL
Barry Brown, Mayor Pro Tem
John Branigin
Jackson Butler
Wanda Doyle
Julie Livingston
Monty Parks
CITY OF TYBEE ISLAND
CITY MANAGER
Shawn Gillen
CLERK OF COUNCIL
Janet LeViner
CITY ATTORNEY
Edward M. Hughes
City Council Agenda Item Request
Agenda Item Requests must be submitted to the Clerk of Council by noon on Wednesday a week prior to
the scheduled Council meeting. If this form is received after the deadline, the item will be listed on the
next scheduled agenda. There is a three minute limit for all visitors.
Council Meeting Date for Request: 2/8/2018
Item: SITE PLAN APPROVAL
Explanation: MODIFY SITE -1705 BUTLER AVE. –ZONE C-1 -4-0009-02-006 –KAREN & FRANK
KELLY
Paper Work: YES Attached
Audio/Video Presentation*
• If applicable, a copy of the presentation / report must be submitted with this agenda request.
• If applicable, audio / video presentations must be submitted to the IT department at City Hall at least
48 hours prior to the meeting.
• Request will be postponed if necessary information is not provided.
Submitted by: Lisa L. Schaaf
Phone / Email: lschaaf@cityoftybee.org
Date given to Clerk of Council: 1/30/2018
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org
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PLANNING COMMISSION CITY MANAGER
Demery Bishop Shawn Gillen
Ron Bossick
Tina Gann COMMUNITY DEVELOPMENT DIRECTOR
John King George Shaw
Charles Matlock
David McNaughton CITY ATTORNEY
Alan Robertson Edward M. Hughes
Planning Commission Meeting
AGENDA
January 22, 2018 – 7:00 p.m.
For City Council Meeting February 8, 2018 – 7:00 p.m.
A. Call to order:
B. Consideration of Minutes:
1. Minutes of December 18, 2017
C. Disclosures/Recusals:
D. Old Business:
E. New Business:
1. Site Plan Approval: Modify site – 1312 Butler Ave. – Zone C1-SE –PIN 4-0007-06-005 – Greg
Stoeffler.
2. Site Plan Approval: Modify site - 1705 Butler Ave. –Zone C-1 –4-0009-02-006 - Karen & Frank
Kelly.
Adjournment:
Lisa L. Schaaf
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MAYOR
Jason Buelterman
CITY COUNCIL
Barry Brown, Mayor Pro Tem
John Branigin
Jackson Butler
Wanda Doyle
Julie Livingston
Monty Parks
CITY OF TYBEE ISLAND
CITY MANAGER
Shawn Gillen
CLERK OF COUNCIL
Janet LeViner
CITY ATTORNEY
Edward M. Hughes
City Council Agenda Item Request
Agenda Item Requests must be submitted to the Clerk of Council by noon on Wednesday a week prior to
the scheduled Council meeting. If this form is received after the deadline, the item will be listed on the
next scheduled agenda. There is a three minute limit for all visitors.
Council Meeting Date for Request: 2/8/2018
Item: SITE PLAN APPROVAL
Explanation: MODIFY SITE -1312 BUTLER AVE.-GEORGIANNE INN –ZONE C1-SE –PINN 4-0007-06-
005 – GREG STOEFFLER.
Paper Work: YES Attached
Audio/Video Presentation*
• If applicable, a copy of the presentation / report must be submitted with this agenda request.
• If applicable, audio / video presentations must be submitted to the IT department at City Hall at least
48 hours prior to the meeting.
• Request will be postponed if necessary information is not provided.
Submitted by: Lisa L. Schaaf
Phone / Email: lschaaf@cityoftybee.org
Date given to Clerk of Council: 1/30/2018
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org
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PLANNING COMMISSION CITY MANAGER
Demery Bishop Shawn Gillen
Ron Bossick
Tina Gann COMMUNITY DEVELOPMENT DIRECTOR
John King George Shaw
Charles Matlock
David McNaughton CITY ATTORNEY
Alan Robertson Edward M. Hughes
Planning Commission Meeting
AGENDA
January 22, 2018 – 7:00 p.m.
For City Council Meeting February 8, 2018 – 7:00 p.m.
A. Call to order:
B. Consideration of Minutes:
1. Minutes of December 18, 2017
C. Disclosures/Recusals:
D. Old Business:
E. New Business:
1. Site Plan Approval: Modify site – 1312 Butler Ave. – Zone C1-SE –PIN 4-0007-06-005 – Greg
Stoeffler.
2. Site Plan Approval: Modify site - 1705 Butler Ave. –Zone C-1 –4-0009-02-006 - Karen & Frank
Kelly.
Adjournment:
Lisa L. Schaaf
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1
AGREEMENT
BETWEEN
THE DEPARTMENT OF THE ARMY
AND
THE CITY OF TYBEE ISLAND, GEORGIA
FOR THE
SECTION 1037 STUDY TO EXTEND FEDERAL PARTICIPATION
IN THE TYBEE ISLAND SHORELINE PROTECTION PROJECT
THIS AGREEMENT is entered into this day of , 2018, by and
between the Department of the Army (hereinafter the “Government”), represented by the U.S.
Army Engineer, Savannah District (hereinafter the “District Commander”) and the City of Tybee
Island, Georgia (hereinafter the “Non-Federal Sponsor”), represented by its Mayor.
WITNESSETH, THAT:
WHEREAS, pursuant to Section 156 of the Water Resources Development Act of 1976,
as amended (42 U.S.C. 1962d-5f), the Secretary of the Army is authorized to carry out a study to
determine the feasibility of extending the period of nourishment for a period not to exceed 15
additional years for the Tybee Island Shoreline Protection Project at Tybee Island, Georgia,
authorized in Senate and House Resolutions pursuant to Section 201 of the Flood Control Act of
1965 (42 U.S.C. 1962d-5), as presented in House Document No. 92-105;
WHEREAS, Section 105(a) of the Water Resources Development Act of 1986, Public
Law 99-662, as amended (33 U.S.C. 2215(a)), specifies the cost-sharing requirements; and
WHEREAS, the Government and the Non-Federal Sponsor have the full authority and
capability to perform in accordance with the terms of this Agreement.
NOW, THEREFORE, the parties agree as follows:
ARTICLE I - DEFINITIONS
A. The term “Study” means the activities and tasks required to validate continued
Federal participation in the authorized project and the preparation of a Beach Renourishment
Evaluation Report that provides recommendations on extension of the period of nourishment at
the Tybee Island Shoreline Protection Project at Tybee Island, Georgia.
B. The term “shared study costs” means all costs incurred by the Government and
Non-Federal Sponsor after the effective date of this Agreement that are directly related to
performance of the Study and cost shared in accordance with the terms of this Agreement. The
term includes, but is not necessarily limited to, the Government’s costs for preparing the PMP;
for plan formulation and evaluation, including costs for economic, engineering, real estate, and
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environmental analyses; for preparing and processing the Beach Renourishment Evaluation
Report; for supervision and administration for Agency Technical Review and other review
processes required by the Government; and for response to any required Independent External
Peer Review; and the Non-Federal Sponsor’s creditable costs for in-kind contributions. The term
does not include any costs for dispute resolution; for participation in the Study Coordination
Team; for audits; for an Independent External Peer Review panel, if required; or for negotiating
this Agreement.
C. The term “PMP” means the project management plan, and any modifications
thereto, developed in consultation with the Non-Federal Sponsor, that specifies the scope, cost,
and schedule for Study activities and tasks, including the Non-Federal Sponsor’s in-kind
contributions, and that guides the performance of the Study.
D. The term “in-kind contributions” means those planning activities (including data
collection and other services) that are integral to the Study and would otherwise have been
undertaken by the Government for the Study and that are identified in the PMP and performed or
provided by the Non-Federal Sponsor after the effective date of this Agreement and in
accordance with the PMP.
E. The term “maximum Federal study cost” means the $1,500,000 Federal cost limit
for the Study, unless the Government has approved a higher amount.
F. The term “fiscal year” means one year beginning on October 1st and ending on
September 30th of the following year.
ARTICLE II - OBLIGATIONS OF THE PARTIES
A. In accordance with Federal laws, regulations, and policies, the Government shall
conduct the Study using funds appropriated by the Congress and funds provided by the Non-
Federal Sponsor. The Non-Federal Sponsor shall perform or provide any in-kind contributions
in accordance with applicable Federal laws, regulations, and policies.
B. The Non-Federal Sponsor shall contribute 50 percent of the shared study costs in
accordance with the provisions of this paragraph and provide required funds in accordance with
Article III.
1. No later than 15 calendar days after the effective date of this Agreement,
the Non-Federal Sponsor shall provide funds in the amount of $25,000, for the Government to
initiate the Study, including preparation of the PMP. In the event more funds are needed to
develop the PMP, the Government shall provide the Non-Federal Sponsor with a written estimate
of the amount of funds required from the Non-Federal Sponsor, and no later than 15 calendar
days after such notification, the Non-Federal Sponsor shall provide the full amount of such funds
to the Government.
2. As soon as practicable after completion of the PMP, and after considering
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the estimated amount of credit for in-kind contributions that will be afforded in accordance with
paragraph C. of this Article, the Government shall provide the Non- Federal Sponsor with a
written estimate of the amount of funds required from the Non- Federal Sponsor to meet its share
of the shared study costs for the remainder of the initial fiscal year of the Study. No later than 15
calendar days after such notification, the Non- Federal Sponsor shall provide the full amount of
such funds to the Government.
3. No later than August 1st prior to each subsequent fiscal year of the Study,
the Government shall provide the Non-Federal Sponsor with a written estimate of the amount of
funds required from the Non-Federal Sponsor during that fiscal year. No later than September
1st prior to that fiscal year, the Non-Federal Sponsor shall provide the full amount of such
required funds to the Government.
C. The Government shall include in the shared study costs and credit towards the
Non-Federal Sponsor’s share of such costs, the costs, documented to the satisfaction of the
Government, that the Non-Federal Sponsor incurs in providing or performing in-kind
contributions, including associated supervision and administration. Such costs shall be subject to
audit in accordance with Article VI to determine reasonableness, allocability, and allowability,
and crediting shall be in accordance with the following procedures, requirements, and
limitations:
1. As in-kind contributions are completed and no later than 60 calendar days
after such completion, the Non-Federal Sponsor shall provide the Government appropriate
documentation, including invoices and certification of specific payments to contractors,
suppliers, and the Non-Federal Sponsor’s employees. Failure to provide such documentation in
a timely manner may result in denial of credit. The amount of credit afforded for in-kind
contributions shall not exceed the Non-Federal Sponsor’s share of the shared study costs less the
amount of funds provided pursuant to paragraph B.1. of this Article.
2. No credit shall be afforded for interest charges, or any adjustment to
reflect changes in price levels between the time the in-kind contributions are completed and
credit is afforded; for the value of in-kind contributions obtained at no cost to the Non-Federal
Sponsor; for any items provided or performed prior to completion of the PMP; or for costs that
exceed the Government’s estimate of the cost for such item if it had been performed by the
Government.
D. To the extent practicable and in accordance with Federal laws, regulations, and
policies, the Government shall afford the Non-Federal Sponsor the opportunity to review and
comment on solicitations for contracts prior to the Government’s issuance of such solicitations;
proposed contract modifications, including change orders; and contract claims prior to resolution
thereof. Ultimately, the contents of solicitations, award of contracts, execution of contract
modifications, and resolution of contract claims shall be exclusively within the control of the
Government.
E. The Non-Federal Sponsor shall not use Federal Program funds to meet any of its
obligations under this Agreement unless the Federal agency providing the funds verifies in
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writing that the funds are authorized to be used for the Study. Federal program funds are those
funds provided by a Federal agency, plus any non-Federal contribution required as a matching
share therefor.
F. Except as provided in paragraph C. of this Article, the Non-Federal Sponsor shall
not be entitled to any credit or reimbursement for costs it incurs in performing its responsibilities
under this Agreement.
G. In carrying out its obligations under this Agreement, the Non-Federal Sponsor
shall comply with all the requirements of applicable Federal laws and implementing regulations,
including, but not limited to: Title VI of the Civil Rights Act of 1964 (P.L. 88-352), as amended
(42 U.S.C. 2000d), and Department of Defense Directive 5500.11 issued pursuant thereto; the
Age Discrimination Act of 1975 (42 U.S.C. 6102); and the Rehabilitation Act of 1973, as
amended (29 U.S.C. 794), and Army Regulation 600-7 issued pursuant thereto.
H. If Independent External Peer Review (IEPR) is required for the Study, the
Government shall conduct such review in accordance with Federal laws, regulations, and
policies. The Government’s costs for an IEPR panel shall not be included in the shared study
costs or the maximum Federal study cost.
I. In addition to the ongoing, regular discussions of the parties in the delivery of the
Study, the Government and the Non-Federal Sponsor may establish a Study Coordination Team
to discuss significant issues or actions. The Government’s costs for participation on the Study
Coordination Team shall not be included in the shared study costs, but shall be included in
calculating the maximum Federal study cost. The Non- Federal Sponsor’s costs for participation
on the Study Coordination Team shall not be included in the shared study costs and shall be paid
solely by the Non-Federal Sponsor without reimbursement or credit by the Government.
ARTICLE III - PAYMENT OF FUNDS
A. As of the effective date of this Agreement, the shared study costs are projected to
be $600,000.00, with the Government’s share of such costs projected to be
$300,000.00 and the Non-Federal Sponsor’s share of such costs projected to be
$300,000.00. These amounts are estimates only that are subject to adjustment by the
Government and are not to be construed as the total financial responsibilities of the Government
and the Non-Federal Sponsor.
B. The Government shall provide the Non-Federal Sponsor with quarterly reports
setting forth the estimated shared study costs and the Government’s and Non-Federal Sponsor’s
estimated shares of such costs; costs incurred by the Government, using both Federal and Non-
Federal Sponsor funds, to date; the amount of funds provided by the Non-Federal Sponsor to
date; the estimated amount of any creditable in-kind contributions; and the estimated remaining
cost of the Study.
C. The Non-Federal Sponsor shall provide to the Government required funds by
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delivering a check payable to “FAO, USAED, Savannah (K6)” to the District Commander, or
verifying to the satisfaction of the Government that the Non-Federal Sponsor has deposited such
required funds in an escrow or other account acceptable to the Government, with interest
accruing to the Non-Federal Sponsor, or by providing an Electronic Funds Transfer of such
required funds in accordance with procedures established by the Government.
D. The Government shall draw from the funds provided by the Non-Federal Sponsor
to cover the non-Federal share of the shared study costs as those costs are incurred. If the
Government determines at any time that additional funds are needed from the Non-Federal
Sponsor to cover the Non-Federal Sponsor’s required share of the shared study costs, the
Government shall provide the Non-Federal Sponsor with written notice of the amount of
additional funds required. Within 60 calendar days of such notice, the Non-Federal Sponsor
shall provide the Government with the full amount of such additional funds.
E. Upon conclusion of the Study and resolution of all relevant claims and appeals,
the Government shall conduct a final accounting and furnish the Non-Federal Sponsor with the
written results of such final accounting. Should the final accounting determine that additional
funds are required from the Non-Federal Sponsor, the Non-Federal Sponsor, within 60 calendar
days of written notice from the Government, shall provide the Government with the full amount
of such additional funds. Should the final accounting determine that the Non-Federal Sponsor
has provided funds in excess of its required amount, the Government shall refund the excess
amount, subject to the availability of funds. Such final accounting does not limit the Non-
Federal Sponsor's responsibility to pay its share of shared study costs, including contract claims
or any other liability that may become known after the final accounting.
ARTICLE IV - TERMINATION OR SUSPENSION
A. Upon 30 calendar days written notice to the other party, either party may elect at
any time, without penalty, to suspend or terminate future performance of the Study.
Furthermore, unless an extension is approved by the Assistant Secretary of the Army (Civil
Works), the Study will be terminated if a Report of the Chief of Engineers, or, if applicable, a
Report of the Director of Civil Works, is not signed for the Study within 3 years after the
effective date of this Agreement.
B. In the event of termination, the parties shall conclude their activities relating to
the Study. To provide for this eventuality, the Government may reserve a percentage of
available funds as a contingency to pay the costs of termination, including any costs of resolution
of contract claims, and resolution of contract modifications.
C. Any suspension or termination shall not relieve the parties of liability for any
obligation previously incurred. Any delinquent payment owed by the Non-Federal Sponsor
pursuant to this Agreement shall be charged interest at a rate, to be determined by the Secretary
of the Treasury, equal to 150 per centum of the average bond equivalent rate of the 13 week
Treasury bills auctioned immediately prior to the date on which such payment became
delinquent, or auctioned immediately prior to the beginning of each additional 3 month period if
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the period of delinquency exceeds 3 months.
ARTICLE V - DISPUTE RESOLUTION
As a condition precedent to a party bringing any suit for breach of this Agreement, that
party must first notify the other party in writing of the nature of the purported breach and seek in
good faith to resolve the dispute through negotiation. If the parties cannot resolve the dispute
through negotiation, they may agree to a mutually acceptable method of non-binding alternative
dispute resolution with a qualified third party acceptable to the parties. Each party shall pay an
equal share of any costs for the services provided by such a third party as such costs are incurred.
The existence of a dispute shall not excuse the parties from performance pursuant to this
Agreement.
ARTICLE VI - MAINTENANCE OF RECORDS AND AUDIT
A. The parties shall develop procedures for the maintenance by the Non-Federal
Sponsor of books, records, documents, or other evidence pertaining to costs and expenses for a
minimum of three years after the final accounting. The Non-Federal Sponsor shall assure that
such materials are reasonably available for examination, audit, or reproduction by the
Government.
B. The Government may conduct, or arrange for the conduct of, audits of the Study.
Government audits shall be conducted in accordance with applicable Government cost principles
and regulations. The Government’s costs of audits for the Study shall not be included in shared
study costs, but shall be included in calculating the maximum Federal study cost.
C. To the extent permitted under applicable Federal laws and regulations, the
Government shall allow the Non-Federal Sponsor to inspect books, records, documents, or other
evidence pertaining to costs and expenses maintained by the Government, or at the request of the
Non-Federal Sponsor, provide to the Non-Federal Sponsor or independent auditors any such
information necessary to enable an audit of the Non- Federal Sponsor’s activities under this
Agreement. The costs of non-Federal audits shall be paid solely by the Non-Federal Sponsor
without reimbursement or credit by the Government.
ARTICLE VII - RELATIONSHIP OF PARTIES
In the exercise of their respective rights and obligations under this Agreement, the
Government and the Non-Federal Sponsor each act in an independent capacity, and neither is to
be considered the officer, agent, or employee of the other. Neither party shall provide, without
the consent of the other party, any contractor with a release that waives or purports to waive any
rights a party may have to seek relief or redress against that contractor.
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ARTICLE VIII - NOTICES
A. Any notice, request, demand, or other communication required or permitted to be
given under this Agreement shall be deemed to have been duly given if in writing and delivered
personally or mailed by certified mail, with return receipt, as follows:
If to the Non-Federal Sponsor:
Mayor of Tybee Island, Georgia
Post Office Box 2749
Tybee Island, Georgia 31328
If to the Government:
District Commander
Savannah District
100 W. Oglethorpe Avenue
ATTN: CESAS-PM-C
Savannah, Georgia 31401
B. A party may change the recipient or address for such communications by giving
written notice to the other party in the manner provided in this Article.
ARTICLE IX - CONFIDENTIALITY
To the extent permitted by the laws governing each party, the parties agree to maintain
the confidentiality of exchanged information when requested to do so by the providing party.
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ARTICLE X - THIRD PARTY RIGHTS, BENEFITS, OR LIABILITIES
Nothing in this Agreement is intended, nor may be construed, to create any rights, confer
any benefits, or relieve any liability, of any kind whatsoever in any third person not a party to
this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement, which shall
become effective upon the date it is signed by the District Commander.
DEPARTMENT OF THE ARMY CITY OF TYBEE ISLAND, GEORGIA
BY:_______________________ BY: __________________________
MARVIN L. GRIFFIN, P.E. JASON BUELTERMAN
Colonel, U.S. Army Mayor
District Commander
DATE: ____________________ DATE: ____________________
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MAYOR
Jason Buelterman
CITY COUNCIL
Barry Brown, Mayor Pro Tem
John Branigin
Jackson Butler
Wanda Doyle
Julie Livingston
Monty Parks
CITY OF TYBEE ISLAND
CITY MANAGER
Shawn Gillen
CLERK OF COUNCIL
Janet LeViner
CITY ATTORNEY
Edward M. Hughes
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
City Council Agenda Item Request
Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by
4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the
deadline, the item will be listed on the next scheduled agenda.
Council Meeting Date for Request: February 8, 2018
Item: Approval of bid for decking replacement/renovation for Campground pool, per City RFP process.
Explanation: Staff distributed copies of RFP No. 2018-708, requesting proposals from several local pool
companies with expertise in renovations associated with comparable decking and pool construction projects.
After onsite meetings with several other potential companies regarding this project, only a single bid was
received totaling $48,000.
Budget Line Item Number (if applicable): 555-6180-54-1140
Paper Work: X Attached*
______ Audio/Video Presentation**
* Electronic submissions are requested by not required. Please email to
jleviner@cityoftybee.org.
** Audio/video presentations must be submitted to the IT department at City Hall
by 4:00PM on the Thursday prior to the scheduled meeting.
NOTE: Request will be postponed if necessary information is not provided.
Submitted by: Woody Hemphill, Campground Director
Phone / Email: (912) 257-9890
Comments: ________________________________________________________________________________
__________________________________________________________________________________________
Date given to Clerk of Council: 1/31/18
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REQUEST FOR PROPOSAL
RFP NO. 2018-708
SWIMMING POOL DECK RENOVATIONS AND REPAIRS
RFP DUE: MONDAY, JANUARY 29, 2018 by 10:00am
CITY OF TYBEE ISLAND, GEORGIA
JASON BUELTERMAN, MAYOR
BARRY BROWN, MAYOR PRO TEM JACKSON BUTLER
WANDA DOYLE JULIE LIVINGSTON
JOHN BRANIGIN MONTY PARKS
DOCUMENT CHECK LIST
The following documents are contained in and made a part of this RFP Package or are
required to be submitted with the RFP. It is the responsibility of the Proposer to read,
complete and sign, where indicated, and return these documents with his/her RFP.
FAILURE TO DO SO MAY BE CAUSE FOR DISQUALIFYING THE PROPOSER
GENERAL INFORMATION AND INSTRUCTIONS TO RFP WITH ATTACHMENTS
SPECIAL CONDITIONS
SURETY REQUIREMENTS
RFP SPECIFICATIONS
CONTRACT
ATTACHMENTS: A. CONTRACTOR AFF.; B. SUBCONTRACTOR AFF.; C. SAVE
AFF.; D. W-9/VENDOR INFORMATION; E. PROPOSAL SHEET; F. REFERENCE
SHEET; G. SIGNED CHECK LIST
Date: 1-15-18 RFP NO. 2018-708
GENERAL INFORMATION FOR INVITATION FOR RFP
This is a request for proposals to supply the City of Tybee Island, Georgia (sometimes
hereinafter referred to as “Owner”) with services as indicated herein. The City of Tybee
seeks a contractor to repair, replace, and/or renovate pool decking at the River’s End
Campground. Sealed RFPs must be received by 10:00am local time, on Monday, January
29, 2018. The City of Tybee Island reserves the right to reject any or all RFPs.
Instructions for preparation and submission of a RFP are contained in this RFP package.
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Please note that specific forms for submission of a RFP are required. RFPs must be typed or
printed in ink.
City of Tybee Island has an equal opportunity purchasing policy to assure all procurement
procedures are conducted in a manner that provides maximum open and free competition.
City of Tybee Island seeks to ensure that all segments of the business community have access
to supplying the goods and services needed by the City of Tybee Island. The City of Tybee
Island provides equal opportunity for all businesses and does not discriminate against any
persons or businesses regardless of race, color, religion, age, sex, national origin or handicap.
PURPOSE: The City of Tybee Island, GA is seeking proposals from qualified pool service
companies to replace/repair/renovate the decking surrounding the River’s End Campground
outdoor swimming pool.
Submittal Requirements
Company must have minimum of 5 years of experience in commercial pool
renovations and repair projects to design and execute project. Submit qualifications
& references.
All work proposed by qualified pool service company must be complete to code and
meet or exceed industry standards. Submit line item descriptions on each component
of the project with equipment and materials specifications.
River’s End Campground Pool Narrative
The pool at River’s End Campground is approximately 24’ x 48’ with a shallow end of 3’
depth and a gradual slope to 6’ in the deep end. The pool has four skimmer wells within its
filtration system, dual drain covers covering a pair of hydrostat valves in the deep end, and
water line tile inside the pool shell.
The pool holds approximately 42, 188 gallons, and is equipped with a sand filtration chlorine
system for filtration. The pool appears to be holding water and assumed to be operating
properly without leaks. The pool deck (approx. 2,752 sq. ft.) surrounding the pool has settled
intermittently around the entirety of the pool deck to the point of creating a trip hazard, and
exposing sharp edges & shards of concrete within the pool area.
Description of Services:
Company shall provide all labor, material, tools, equipment, supervision and other
related items required to complete the project as per scope of work and specifications,
to satisfaction of City of Tybee Island.
Companies are strongly advised to visit the site and verify the existing site conditions
before developing their proposal.
Submittals:
A. Product Data: Manufacturer’s data sheets on each product to be used, including:
1. Preparation instructions & recommendations
2. Storage & handling requirements & recommendations
3. Installation methods
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B. Selection Samples: For each finish product specified, two complete sets of color
chips/samples representing manufacturer’s full range of available colors and patterns.
C. Verification Samples: For each finish product specified, two samples, minimum size
6 inches (150 mm) square, represent actual product, color, & patterns.
Quality Assurance:
A. Manufacturer’s Qualifications
B. Installer Qualifications
C. Mock-Up: Provide mock-up for evaluation of surface preparation techniques &
application workmanship. A sample shall be provided, prior to installation. Do not
proceed with remaining work until workmanship, color, and sheen are approved by
the Campground Director. Refinish mock-up area as required to produce acceptable
work.
Scope of Work - Pool Renovation/Repairs (Open to Competitive Bidders)
Company shall remove/chisel out the existing swimming pool deck without
compromising the structural integrity or functional nature of swimming pool, its liner,
filtration infrastructure, & all associated components
Upon removal, Company shall perform site assessment of existing concrete pool deck
area, to include:
o Installation of concrete footers and blocking
o Base installation (M10)
o Compacting
o Paver Installation to be flush with existing wood decking along perimeter of
pool decking
o Replacement of coping along sides of pool
Company shall replace all decking tiles as found on existing pool deck in order to
meet and/or exceed requirements and standards of local pool inspection
Contractor will provide solid waste rollout dumpster for any construction debris
associated with project at predetermined site, as defined by Campground staff. All
construction debris shall be disposed outside of pool fencing within rollout dumpster
provided by company, in accordance with local laws & ordinances.
Conduct pressure test to find, diagnose, and/or remedy any leakage prior to
completion.
NOTE: Electrical outlets are limited and located within the pool’s ‘pump house’.
Work may entail that these outlets are unusable during the completion of the
work. If not, these outlets are available and will require coordination with
Campground staff to arrange access during work hours.
Please provide separate pricing for any associated work to be completed outside
of what is specified within this document.
This project is expected to commence by March 1, 2018, and must be completed
by April 15, 2018.
Inquiries or other need for clarification in this document should be submitted no later
than January 24, 2018.
Questions by email only to Woody Hemphill whemphill@cityoftybee.org
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1 INSTRUCTIONS TO PROPOSERS
Purpose: The purpose of this document is to provide general and specific information for
use in submitting a RFP to supply the City of Tybee Island with equipment, supplies, and/or
services as described herein. All RFPs are governed by the Code of the City of Tybee Island,
Georgia, 15-2015 Sec 1, Art VII, Procurement, Sec 2-400, and the laws of the State of
Georgia.
1.1 How to Prepare RFPs: All RFPs shall be:
Prepared on the forms enclosed herewith, unless otherwise prescribed, and all
documents must be submitted.
Typewritten or completed with pen and ink, signed by the business owner or
authorized representative, with all erasures or corrections initialed and dated by the
official signing the RFP. ALL SIGNATURE SPACES MUST BE SIGNED
1.2 How to Submit RFPs:
a. An original, 1 duplicate copy and one electronic copy (thumb drive) must
be submitted in a sealed opaque envelope, plainly marked with the RFP
number and title, date and time of RFP opening, and company name.
b. Please include all documents requested. Also, include a copy of the
responder’s current business license.
c. All RFPs shall be mailed or hand delivered in sufficient time to ensure
receipt by the Purchasing Agent on or before the time and date specified
above. Mailing Address and Hand Delivery: City of Tybee Island, Attn:
Melissa Freeman, PO Box 2749, 403 Butler Avenue, Tybee Island, Georgia
31328.
RFPS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT
BE OPENED OR CONSIDERED.
1.3 How to Submit an Objection: Objections from Proposers to this RFP and/or these
specifications shall be brought to the attention of the City of Tybee Island Purchasing
Agent in the following manner:
a. Proposers shall either present their oral objections at that time or submit their
written objections at least two (2) days prior to the scheduled pre-RFP
conference.
b. The objections contemplated may pertain to form and/or substance of the RFP
documents. Failure to object in accordance with the above procedure will
constitute a waiver on the part of the business to protest this RFP.
1.4 Errors in RFPs: Proposers or their authorized representatives are expected to fully
inform themselves as to the conditions, requirements, and specifications before
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submitting proposal(s). Failure to do so will be at the Proposer's own risk. In case of
error in extension of prices in the RFP or proposal, the unit price will govern.
1.5 Standards for Acceptance of RFP for Contract Award: City of Tybee Island
reserves the right to reject any or all proposals and to waive any irregularities or
technicalities in proposals received whenever such rejection or waiver is in the best
interest of City of Tybee Island. City of Tybee Island reserves the right to reject the
Proposal of a Proposer who has previously failed to perform properly or complete
on time contracts of a similar nature, or a proposal from a proposer whom
investigation shows is not in a position to perform the contract.
1.6 RFP Tabulation: Tabulations for all RFPs will be posted for thirty (30) days after
the RFP is awarded on the City website, www.cityoftybee.org
1.7 Proposer: Whenever the term "proposer" is used it shall encompass the "person,"
"business," "supplier," "vendor," or other party submitting a proposal to City of
Tybee Island in such capacity before a contract has been entered into between such
party and City of Tybee Island.
1.8 Responsible / Responsive proposer: Responsible proposer means a person or
entity that has the capability in all respects to perform fully and reliably the contract
requirements. Responsive proposer means a person or entity that has submitted a
proposal that conforms in all material respects to the requirements set forth in the
RFP.
1.9 Compliance with Laws: The proposer and/or contractor shall obtain and maintain
all licenses, permits, liability insurance, workman's compensation insurance and
comply with any and all other standards or regulations required by federal, state,
county or city statute, ordinances and rules during the performance of any contract
between the contractor and City of Tybee Island. Any such requirement specifically
set forth in any contract document between the contractor and City of Tybee Island
shall be supplementary to this section and not in substitution thereof.
1.10 Contractor: Contractor or subcontractor means any person or business having a
contract with City of Tybee Island. The Contractor/Vendor of goods, material,
equipment or services certifies that they will follow equal employment opportunity
practices in connection with the awarded contract as more fully specified in the
contract documents.
1.11 State Licensing Board for General Contractors: If applicable, pursuant to
Georgia law, any proposer must be a Georgia licensed General Contractor
(Contractor work or activity that is unlimited in scope regarding any residential or
commercial projects).
1.12 Immigration: On 1 July 2007, the Georgia Security and Immigration Compliance
Act (SB 529, Section 2) became effective. All contractors and subcontractors with
100 or more employees entering into a contract or performing work must sign an
affidavit that he/she has used the E-Verify System. E-Verify is a no-cost federal
employment verification system to insure employment eligibility. No proposals will
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be considered unless a signed E-Verify Affidavit is enclosed with the submittal
package.
Affidavits are enclosed in this solicitation. You may download M-274 Handbook
for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may
go to http://www.uscis.gov. to find the E-Verify information.
Systematic Alien Verification for Entitlements (SAVE) Program: O.C.G.A. 50-
36-1, required Georgia cities to comply with the federal Systematic Alien
Verification for Entitlements (SAVE) Program. SAVE is a federal program used
to verify that applicants for certain “public benefits” are legally present in the United
States. Contracts with the City are considered “public benefits.” Therefore, the
successful proposer will be required to provide the Affidavit Verifying Status for
City of Tybee Benefit Application prior to receiving any City contract. The affidavit
is included as part of this RFP package but is only required of the successful
proposer.
Protection of Resident Workers. City of Tybee Island actively supports the
Immigration and Nationality Act (INA) which includes provisions addressing
employment eligibility, employment verification, and nondiscrimination. Under the
INA, employers may hire only persons who may legally work in the United States
(i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The
employer must verify the identity and employment eligibility of anyone to be hired,
which includes completing the Employment Eligibility Verification Form (I-9). The
Contractor shall establish appropriate procedures and controls so no services or
products under the Contract Documents will be performed or manufactured by any
worker who is not legally eligible to perform such services or employment.
2 GENERAL CONDITIONS
2.1 Specifications: Any obvious error or omission in specifications shall not inure to
the benefit of the proposer but shall put the proposer on notice to inquire of or
identify the same from the City of Tybee Island. Whenever herein mentioned is
made of any article, material or workmanship to be in accordance with laws,
ordinances, building codes, underwriter's codes, A.S.T.M. regulations or similar
expressions, the requirements of these laws, ordinances, etc., shall be construed to
be the minimum requirements of these specifications.
2.2 Multiple RFPs: No vendor will be allowed to submit more than one (1) RFP. Any
alternate proposals must be brought to the Purchasing Agent's attention during the
Pre-RFP Conference or submitted in writing at least five (5) days preceding the RFP
opening date.
2.3 Permitting and Approvals: The contractor that is awarded the contract will be
responsible for securing all necessary federal, state and local approvals required for
the project.
2.4 Prices to be Firm: Proposer warrants that proposal prices, terms and conditions
quoted in his proposal will be firm for acceptance for a period of sixty (60) days
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from RFP opening date, unless otherwise stated in the RFP.
2.5 Completeness: All information required by the RFP must be completed and
submitted to constitute a proper proposal.
2.6 Quality: All materials, or supplies used for the construction necessary to comply
with this proposal shall be of the best quality, and of the highest standard of
workmanship.
Workmanship employed in any construction, repair, or installation required by this
proposal shall be of the highest quality and meet recognized standards within the
respective trades, crafts and of the skills employed.
2.7 Guarantee/Warranty: Unless otherwise specified by the City of Tybee Island, the
Proposer shall unconditionally guarantee the materials and workmanship for one (1)
year on all material and/or services. If, within the guarantee period, any defects occur
which are due to faulty material and or services, the contractor at his expense, shall
repair or adjust the condition, or replace the material and/or services to the complete
satisfaction of the City of Tybee Island. These repairs, replacements or adjustments
shall be made only at such time as will be designated by the City of Tybee Island as
being least detrimental to the operation of the City.
2.8 Liability Provisions: Where proposers are required to enter or go onto City of
Tybee Island property to take measurements or gather other information in order to
prepare the RFP as requested by the City, the proposer shall be liable for any injury,
damage or loss occasioned by negligence of the proposer, his agent, or any person
the proposer has designated to prepare the proposal and shall indemnify and hold
harmless City of Tybee Island from any liability arising there from. The contract
document specifies the liability provisions required of the successful proposer in
order to be awarded a contract with City of Tybee Island.
2.9 Cancellation of Contract: The contract may be canceled or suspended by City of
Tybee Island in whole or in part by written notice of default to the Contractor upon
non-performance or violation of contract terms. An award may be made to the next
higher ranked Proposer, for articles and/or services specified or they may be
purchased on the open market. The defaulting Contractor (or his surety) shall be
liable to City of Tybee Island for costs to the City of Tybee Island in excess of the
defaulted contract prices. See the contract documents for complete requirements.
2.10 Certification of Independent Price Determination: By submission of this
proposal, the Proposer certifies, and in the case of a joint proposal each party thereto
certifies as to its own organization, that in connection with this procurement:
a. The prices in this proposal have been arrived at independently, without
consultation, communication, or agreement, for the purpose of restricting
competition, as to any matter relating to such prices with any other proposer or
with any competitor;
b. Unless otherwise required by law, the prices which have been quoted in this
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proposal have not been knowingly disclosed by the proposer and will not
knowingly be disclosed by the proposer prior to opening, directly or indirectly
to any other proposer or to any competitor; and
c. No attempt has been made or will be made by the proposer to induce any other
person or firm to submit or not to submit a proposal for the purpose of restricting
competition.
2.11 Award of Contract: The contract, if awarded, will be awarded to the proposal with
the highest score whose base proposal meets the requirements and criteria set forth
in the RFP. The City of Tybee Mayor and Council must approve the award. The
award will take into account price among other factors as specified in this RFP.
2.12 Procurement Protests: Objections and protests to any portion of the procurement
process or actions of the City of Tybee Island staff may be filed with the Purchasing
Agent for review and resolution. The Code of the City of Tybee Island will control
the protest.
2.13 Qualification of Business (Responsible Proposer): A responsible Proposer is
defined as one who meets, or by the date of the proposal acceptance can meet,
certifications, all requirements for licensing, insurance, and registrations, or other
documentation required by the Scope of Work, specifications and plans. These
documents will be listed in the Special Conditions further on in this solicitation. City
of Tybee Island has the right to require any or all proposers to submit documentation
of the ability to perform, provide, or carry out the service or provide the product
requested.
City of Tybee Island has the right to disqualify the proposal of any proposer as being
unresponsive or un-responsible whenever such Proposer cannot document the ability
to deliver the requested product or service.
2.14 Insurance Provisions, General: The selected proposer to whom the contract is
awarded shall be required to procure and maintain for the duration of the contract
insurance against claims for injuries to persons or damages to property which may
arise from or in connection with the performance of the work hereunder by the
Contractor, his agents, representatives, employees or subcontractors. The cost of
such insurance shall be included in the proposal.
a. General Information that shall appear on a Certificate of Insurance:
i. Name of the Producer (proposer’s insurance Broker/Agent).
ii. Companies affording coverage (there may be several).
iii. Name and Address of the Insured (this should be the Company or Parent
of the firm the City is contracting with).
iv. A Summary of all current insurance for the insured (includes effective
dates of coverage).
v. A brief description of the operations to be performed, the specific job to
be performed, or contract number.
vi. Certificate Holder (This is to always include the City of Tybee Island).
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City of Tybee Island as an Additional Insured: The City of Tybee Island
should also be named as an Additional Insured.
b. Minimum Limits of Insurance to be maintained for the duration of the
contract:
i. Commercial General Liability: Provides protection against bodily injury
and property damage claims arising from operations of a Contractor. This
policy coverage includes: premises and operations, use of independent
contractors, products/completed operations, personal injury, contractual,
broad form property damage, and underground, explosion and collapse
hazards. Minimum limits: $1,000,000 bodily injury and property damage
per occurrence and annual aggregate.
ii. Worker's Compensation and Employer’s Liability: Provides statutory
protection against bodily injury, sickness or disease sustained by
employees of the Contractor while performing within the scope of their
duties. Employer’s Liability coverage is usually included in Worker’s
Compensation policies, and insures common law claims of injured
employees made in lieu of or in addition to a Worker’s Compensation
claim. Minimum limits: $500,000 for each accident, disease policy limit,
and disease each employee and Statutory Worker’s Compensation limit.
iii. Business Automobile Liability: Coverage insures against liability claims
arising out of the Contractor’s use of automobiles. Minimum limit:
$1,000,000 combined single limit per accident for bodily injury and
property damage. Coverage should be written on an Any Auto basis.
iv. Liquor Liability. If the sale of alcoholic beverages, including beer and
wine, is part of the proposal, and if the City awards the contract to a
proposal providing for the sale of alcoholic beverages from the concession,
liquor liability coverage in the amount of $1,000,000 combined single
limit per accident for bodily injury and property damage will be required.
c. Special Requirements:
i. Extended Reporting Periods: The Contractor shall provide the City of
Tybee Island with a notice of the election to initiate any Supplemental
Extended Reporting Period and the reason(s) for invoking this option.
ii. Reporting Provisions: Any failure to comply with reporting provisions
of the policies shall not affect coverage provided in relation to this request.
iii. Cancellation: Each insurance policy that applies to this request shall be
endorsed to state that it shall not be suspended, voided, or canceled, except
after thirty (30) days prior to written notice by certified mail, return receipt
requested, has been given to the City of Tybee Island.
iv. Proof of Insurance: City of Tybee Island shall be furnished with
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certificates of insurance and with original endorsements affecting
coverage required by this request. The certificates and endorsements are
to be signed by a person authorized by the insurer to bind coverage on its
behalf. All certificates of insurance are to be submitted prior to, and
approved by, the City of Tybee Island before services are rendered. The
Contractor must ensure Certificate of Insurance is updated for the entire
term of the City of Tybee Island.
v. Insurer Acceptability: Insurance is to be placed with an insurer having
an A.M. Best’s rating of A and a five (5) year average financial rating of
not less than V. If an insurer does not qualify for averaging on a five year
basis, the current total Best’s rating will be used to evaluate insurer
acceptability.
vi. Lapse in Coverage: A lapse in coverage shall constitute grounds for
contract termination by the City of Tybee Island Mayor and Council.
vii. Deductibles and Self-Insured Retention: Any deductibles or self-
insured retention must be declared to, and approved by, the City of Tybee
Island. At the option of the City of Tybee Island, either: the insurer shall
reduce or eliminate such deductibles or self-insured retention as related to
the City of Tybee Island, its officials, officers, employees, and volunteers;
or the Contractor shall procure a bond guaranteeing payment of related
suits, losses, claims, and related investigation, claim administration and
defense expenses.
2.15 Compliance with Specification - Terms and Conditions: The RFP, Legal
Advertisement, General Conditions and Instructions to Proposers, Specifications,
Special Conditions, Vendor's RFP, Addendum, and/or any other pertinent
documents form a part of the Proposer’s proposal and by reference are made a part
hereof.
2.16 Signed RFP Considered Offer: The signed Proposal shall be considered an offer
on the part of the Proposer, which offer shall be deemed accepted upon approval by
the City of Tybee Island Mayor and Council, Purchasing Agent or designee, as may
be applicable. In case of a default on the part of the Proposer after such acceptance,
City of Tybee Island may take such action as it deems appropriate, including legal
action for damages or lack of required performance.
2.17 Notice to Proceed: The successful proposer shall not commence work under this
RFP until a written contract is awarded and a Notice to Proceed is issued by the
Purchasing Agent or his designee, or as specified in the Special Conditions. If the
successful Proposer does commence any work or deliver items prior to receiving
official notification, he does so at his own risk.
2.18 Payment to Contractors: Instructions for invoicing the City of Tybee Island for
products delivered to the City of Tybee Island are specified in the contract document.
a. Questions regarding payment may be directed to the Accounting Department at
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912-472-5024 or City of Tybee Island’s Project Manager as specified in the
contract documents.
b. Contractors will be paid the agreed upon compensation upon satisfactory
delivery of the products or completion of the work as more fully described in
the contract document.
c. Upon completion of the work or delivery of the products, the Contractor will
provide the City of Tybee Island with an affidavit certifying all suppliers,
persons or businesses employed by the Contractor for the work performed for
the City of Tybee Island have been paid in full.
d. City of Tybee Island is a tax exempt entity. Every contractor, vendor, business
or person under contract with City of Tybee Island is required by Georgia law
to pay State sales or use taxes for products purchased in Georgia or transported
into Georgia and sold to City of Tybee Island by contract. Please consult the
State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta
(404) 656-4065 for additional information.
2.19 Owner’s Rights Concerning Award: The Owner reserves the right, and sole and
complete discretion to waive technicalities and informalities. The Owner further
reserves the right, and sole and complete discretion to reject all RFPs and any RFP
that is not responsive or that is over the budget, as amended, or that fails to suit the
needs of the City as determined by the Owner in its sole discretion. In judging
whether the Proposer is responsible, the Owner will consider, but is not limited to
consideration of, the following:
a. Whether the Proposer or principals are currently ineligible, debarred,
suspended, or otherwise excluded from contracting by any state or federal
agency, department, or authority;
b. Whether the Proposer or principals have been terminated for cause or are
currently in default on a public works contract;
c. Whether the Proposer can demonstrate a commitment to safety with regard to
Workers' Compensation by having an experience Modification Rate (EMR)
over the past three years not having exceeded an average of 1.2; and
d. Whether the Proposer’s past work provides evidence of an ability to
successfully complete public works projects within the established time,
quality, or cost, or to comply with the Proposer’s contract obligations.
2.20 Owner’s Right to Negotiate:
With respect to concession operations – highest proposer:
In the event all responsive and responsible RFPs are lower than the anticipated
payments to the Owner, the Owner, in its sole and absolute discretion and in addition
to the rights set forth above, including the right to reject all such proposals, reserves
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the right either to (i) supplement its request so as to include additional terms to
generate potential compensation to the Owner from the highest responsive and
responsible RFP, or (ii) to negotiate with the highest responsive and responsible
Proposer only for the purpose of making changes to the Project that will result in
additional revenue to the Owner.
2.21 Debarred or Suspended Subcontractors.
CONTRACTOR shall not subcontract, and shall ensure that no subcontracts are
awarded at any tier, to any individual, firm, partnership, joint venture, or any other
entity regardless of the form of business organization, that is on the Federal
Excluded Parties List System (EPLS) at https://www.epls.gov or the State of
Georgia, DOAS, State Purchasing Exclusion listing, or other local government
entity. This includes pending litigation or claims with the City or other government
entities. Contractor shall immediately notify City of Tybee Island in the event any
subcontractor is added to a Federal, State or other Government Entity listing after
award of the subcontract.
2.22 Cone of Silence:
Lobbying of Procurement Evaluation Committee members, City employees, and
elected officials regarding this product or service solicitation, Request for Proposal
(RFP) or contract by any member of a proposer’s staff, or those people employed by
any legal entity affiliated with an organization that is responding to the solicitation
is strictly prohibited. Negative campaigning through the mass media about the
current service delivery is strictly prohibited. Such actions may cause your proposal
to be rejected.
2.23 GEORGIA OPEN RECORDS ACT - The responses will become part of the City
of Tybee Island’s official files without any obligation on the City of Tybee Island’s
part. Ownership of all data, materials and documentation prepared for and submitted
to City of Tybee Island in response to a solicitation, regardless of type, shall belong
exclusively to City of Tybee Island and will be considered a record prepared and
maintained or received in the course of operations of a public office or agency and
subject to public inspection in accordance with the Georgia Open Records Act,
Official Code of Georgia Annotated, Section 50-18-70, et. Seq., unless otherwise
provided by law.
It is the responsibility of the Proposer to notify the City of any documents turned
over which may contain trade secrets or other confidential matters. A Proposer
submitting records which the entity or person believes contains trade secrets that
wishes to keep such records confidential pursuant to O.C.G.A. § 50-19-72(34) shall
submit and attach to the records an affidavit affirmatively declaring that specific
information in the records constitute trade secrets pursuant to Article 27 of Chapter
1 of Title 10 of the Official Code of Georgia.
Proposals will not be opened in public, and the information is exempt from
disclosure, including the Open Records Act until the RFP has been awarded, or all
proposals have been rejected.
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City of Tybee Island shall not be held accountable if material from responses is
obtained without the written consent of the proposer by parties other than the City
of Tybee Island, at any time during the solicitation and evaluation process.
2.24 GEORGIA TRADE SECRET ACT of 1990 - In the event a Proposer submits
trade secret information to the City of Tybee Island; the information must be clearly
labeled as a Trade Secret. The City of Tybee Island will maintain the confidentiality
of such trade secrets to the extent provided by law.
2.25 CONTRACTOR RECORDS -The Georgia Open Records Act is applicable to the
records of all contractors and subcontractors under contract with the City of Tybee
Island. This applies to those specific contracts currently in effect and those which
have been completed or closed for up three (3) years following completion.
3 SCORING MATRIX
SELECTION CRITERIA
The following weighted criteria will be utilized to select the award of this contract:
Experience & Qualifications: Previous experience w/ similar projects, on Tybee Island, or
nearby. Include no less than four references. – 50 points
Cost: Amount charged for completion of the project to be paid by the City of Tybee Island –
50 points
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INSTRUCTIONS TO PROPOSERS – SIGNATURE SHEET
CITY OF TYBEE ISLAND
CHATHAM COUNTY, GEORGIA
The Proposer certifies that he/she has examined all documents contained in this RFP package, and is
familiar with all aspects of the proposal and understands fully all that is required of the successful
Proposer. The Proposer further certifies that his/her RFP shall not be withdrawn for sixty (60) days
from the date on which his proposal is submitted to the City.
The Proposer agrees, if awarded this RFP, he/she will:
A. Furnish, upon receipt of an authorized City of Tybee Island Purchase Order, all items indicated
thereon as specified in this proposal for the RFP amount; or,
B. Enter a contract with City of Tybee Island to do and/or furnish everything necessary to provide
the service and/or accomplish the work as stated and/or specified in this proposal for the proposal
amount.
COMPANY DATE
SIGNATURE TITLE
TELEPHONE NUMBER
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ATTACHMENT A
CONTRACTOR AFFIDAVIT under O.C.G.A. § 13-10-91(b) (1)
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-
91, stating affirmatively that the individual, firm or corporation which is engaged in the physical
performance of services on behalf of CITY OF TYBEE ISLAND has registered with, is authorized to
use and uses the federal work authorization program commonly known as E-Verify, or any subsequent
replacement program, in accordance with the applicable provisions and deadlines established in
O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work
authorization program throughout the contract period and the undersigned contractor will contract for
the physical performance of services in satisfaction of such contract only with subcontractors who
present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).
Contractor hereby attests that its federal work authorization user identification number and date of
authorization are as follows:
_________________________________
Federal Work Authorization User Identification Number
_________________________________
Date of Authorization
_________________________________
Name of Contractor
_________________________________
Name of Project
_________________________________
Name of Public Employer
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on ______, ___, 201__ in _____ (city), ______ (state).
_________________________________
Signature of Authorized Officer or Agent
_______________________________
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN BEFORE ME ON THIS THE___ DAY OF _____, 20__.
_________________________________
NOTARY PUBLIC
My Commission Expires:
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ATTACHMENT B
SUBCONTRACTOR AFFIDAVIT under O.C.G.A. § 13-10-91(b)(3)
By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-
10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical
performance of services under a contract with______________________ (name of contractor) on
behalf of CITY OF TYBEE ISLAND has registered with, is authorized to use and uses the federal
work authorization program commonly known as E-Verify, or any subsequent replacement program,
in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.
Furthermore, the undersigned subcontractor will continue to use the federal work authorization
program throughout the contract period and the undersigned subcontractor will contract for the physical
performance of services in satisfaction of such contract only with sub-subcontractors who present an
affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91 (b). Additionally,
the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub -
subcontractor to the contractor within five (5) business days of receipt. If the undersigned subcontractor
receives notice of receipt of an affidavit from any sub-subcontractor that has contracted with a sub-
subcontractor to forward, within five (5) business days of receipt, a copy of such notice to the
contractor. Subcontractor hereby attests that its federal work authorization user identification number
and date of authorization are as follows:
_______________________________
Federal Work Authorization User Identification Number
_________________________________
Date of Authorization
_________________________________
Name of Subcontractor
_________________________________
Name of Project
_________________________________
Name of Public Employer
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on _________, ___, 201__ in _____________________(city), ______(state).
_________________________________
Signature of Authorized Officer or Agent
_______________________________
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN BEFORE ME ON THIS THE __ DAY OF ________, 201__.
_________________________________
NOTARY PUBLIC
My Commission Expires: _________________________________
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ATTACHMENT C
O.C.G.A. § 50-36-1(e)(2) Affidavit
By executing this affidavit under oath, as an applicant for a(n) ____________________ contract
for a public benefit as referenced in O.C.G.A. § 50-36-1, from the CITY OF TYBEE ISLAND,
Georgia, the undersigned applicant verifies one of the following with respect to my application for
a public benefit:
1) _________ I am a United States citizen.
2) _________ I am a legal permanent resident of the United States.
3) _________ I am a qualified alien or non-immigrant under the Federal Immigration and
Nationality Act with an alien number issued by the Department of Homeland
Security or other federal immigration agency.
My alien number issued by the Department of Homeland Security or other federal
immigration agency is:____________________.
The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has
provided at least one secure and verifiable document, as required by O.C.G.A.
§ 50-36-1(e)(1), with this affidavit.
The secure and verifiable document provided with this affidavit can best be classified as:
_____________________________________________________________________.
In making the above representation under oath, I understand that any person who knowingly and
willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be
guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowed by such
criminal statute.
Executed in ___________________ (city), __________________(state).
_________________________________
Signature of Applicant
_________________________________
Printed Name of Applicant
SUBSCRIBED AND SWORN BEFORE ME ON THE ___ DAY OF ___________, 20____
_________________________
NOTARY PUBLIC
My Commission Expires:
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ATTACHMENT D
What products/services do you provide to the City of Tybee Island?
_________________________________________________________________
To whom shall we direct the Purchase Order?
Contact:______________________ Email:_______________________
Phone#______________________________ Fax#________________________________
Location: ________________________________________________________
To whom shall we direct Payment?
A/R Contact: _______________________ Email:_________________________________
Phone#_____________________________ Fax#________________________________
Remittance Address:________________________________________________________
Our terms are Net 30.
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ATTACHMENT E
PROPOSAL SHEET
POOL DECK REPAIRS – RIVER’S END CAMPGROUND
RFP # 2018-708
TOTAL COST OF PROJECT: $________________
__________________________ (Firm)
__________________________ (Signature)
__________________________ (Title)
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ATTACHMENT F
REFERENCES
CITY OF TYBEE ISLAND, GA RFP 2018-708
COMPANY NAME: _______________________________________________________________________
ADDRESS: _______________________________________________________________________________
CITY: STATE: ZIP: _______________________________
CONTACT PERSON: _____________________________________________________________________
PHONE NUMBER: _______________________________________________________________________
*****************************************************************************************************
COMPANY NAME: ______________________________________________________________________
ADDRESS: _____________________________________________________________________________
CITY: STATE: ZIP: _______________________________ __
CONTACT PERSON: _____________________________________________________________________
PHONE NUMBER: ___________________ __________________________________________________
******************************************************************************************************
COMPANY NAME: ______________________________________________________________________
ADDRESS: _______________________________________________________________________________
CITY: STATE: ZIP: ______________________________
CONTACT PERSON: _____________________________________________________________________
PHONE NUMBER: _______________________________________________________________________
**************************************************************************************************
COMPANY NAME: _____________________________________________________________________
ADDRESS: ______________________________________________________________________________
CITY: STATE: ZIP: ______________________________
CONTACT PERSON: ___________________________________________________ _________________
PHONE NUMBER: ___________________________________________________________ ___________
******************************************************************************************************
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ATTACHMENT G
CHECKLIST FOR SUBMITTING RFP
Sign below and submit this sheet with RFP
NOTE: All of the following items must be submitted with your RFP to be considered
“responsive”. Remember to follow the Instructions in the RFP Documents.
1. INSTRUCTIONS TO PROPOSERS SIGNATURE SHEET
2. ACKNOWLEDGMENT OF ANY/ALL ADDENDUMS (if any Addendums issued).
3. RFP SHEETS COMPLETELY FILLED OUT AND SIGNED.
5. COMPLETE AND SUBMIT ALL ATTACHMENTS TO THE RFP (Attachments A-G).
____________________________
NAME/TILE
____________________________
COMPANY NAME
____________________________
ADDRESS
____________________________
CITY/STATE/ZIP
___ __________
PHONE NUMBER
___________________________________
EMAIL
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SAGIS Proposal for GIS Services for the City of Tybee Island
Thank you for the opportunity to offer GIS services to the City of Tybee Island. The cost
for the SAGIS partnership is $10,000.00 annually. The following is included in this fee:
1. Direct access to current local and regional data:
SAGIS currently manages over 550 vector and raster layers of GIS data developed and
maintained by Chatham County, City of Savannah, Chatham County – Savannah
Metropolitan Planning Commission, and other government partners. In contrast to
other regional agencies or businesses, SAGIS can provide direct access to the most
current version of all data sets. SAGIS also provides access to Pictometry oblique
imagery via the online viewer Connect Access.
3. GIS Data and Imagery Viewer:
SAGIS will provide access to these data layers via a secure custom online map viewer
with various analysis and reporting tools. SAGIS has developed a portfolio of custom
viewer tools that can be added as needed. A sample of the functions available include
search by field value, select records by a defined area, export table records to Excel or
other software formats, exporting or printing a map with custom view and data, or
adding additional GIS data available from other sources. Training and support is
available as well.
2. Data storage and security:
SAGIS will provide a secure location to store and edit all Tybee Island GIS data via ArcGIS
and Microsoft SQL server. Security is provided through SQL Server authentication by
username and password. Permissions can be set on each layer within the GIS as defined
by the City of Tybee Island. SAGIS will also provide continuous backup protection for
GIS data, as well as emergency access to the data for CEMA and approved regional
partners in the event of a large-scale emergency, such as a hurricane.
4. GIS Services as needed:
SAGIS will provide general GIS services up to 100 hours throughout the year on various
projects, such as the local address update process for the Census. Map development
and viewer customization is included in these hours. In addition, SAGIS can host
published GIS services as needed for third-party software. *Note that the current cost of
the Imagery Viewer and LUCA services will be included as part of the annual partnership
program fee.
For additional information or questions regarding this proposal, please contact Lara Hall,
SAGIS Director at 912-651-1451 or halll@thempc.org
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MEMORANDUM OF AGREEMENT (MOA) BETWEEN
COASTAL REGIONAL COMMISSION AND
CITY OF TYBEE
This MEMORANDUM OF AGREEMENT by and between the Coastal Regional
Commission (hereinafter referred to as "CRC") and the City of Tybee (hereinafter
referred to as “the City”).
WHEREAS, the City desires that the CRC maintain hosted services of the City's Geographic
Information System (GIS) data and publish this data for use by City staff (and/or the
general public as desired) through a variety of internet‐based mapping applications;
and
WHEREAS, the City desires to ensure that these hosted services are maintained as
continuously published web resources in support of the day‐to‐day departmental
workflows and activities; and
WHEREAS, these applications are to be hosted on CRC premises utilizing finite CRC
network resources and infrastructure for as long as they remain published to the
internet; and
WHEREAS, these applications require periodic maintenance and updates to ensure full
functionality and availability; and
WHEREAS, the CR C has the professional staff and expertise to develop and
maintain these hosted services and mapping applications and conduct updates as
needed.
NOW, THEREFORE, BE IT RESOLVED that the CRC and the City do mutually agree as
follows:
(0l) Terms of Agreement
Upon execution by the appropriate parties, the CRC agrees to maintain hosted services of
the City's Geographic Information System (GIS) data and publish this data for use by City
staff (and/or the general public as desired) through a variety of internet‐based mapping
applications; update it as needed, and maintain its network infrastructure in such a
way as to support the same. In consideration of the following mutual promises,
covenants, and conditions, it is agreed that the CRC is to be responsible for performance
under this Agreement, as described in Section (04), Scope of Work.
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(02) Project Title
Hosted GIS Services for the City of Tybee.
(03) Background
The City desires hosting and maintenance of its geospatial features, web applications and
information in support of its day‐to‐day operational mission and goals. Such an
application will, by necessity, be hosted on CRC premises using finite CRC
network infrastructure and resources including, but not limited to, broadband access
and web‐server capacity. Furthermore, due to the technical nature of the application,
periodic maintenance and updates will be required to be performed by CRC staff to
ensure full functionality.
(04) Scope of Work
The CRC's Responsibility:
The prime responsibilities of the CRC shall be to maintain the hosted services used by
the City to maintain its geospatial data to the specifications and satisfaction of the City;
and to maintain its network infrastructure in such a way as to support the continued
availability of the application as a resource available on the internet.
Specifically, the CRC will do the following:
1. Provide for the development and publishing of hosted and exported GIS services
designed to assist the City's various departments with essential workflows
and operations through the use of various internet‐based mapping
applications.
2. Ensure the continuous publishing and availability of the hosted services by the
City.
3. Maintain its network infrastructure in such a way as to support:
a. The data capacity requirement of the City’s hosted services.
b. The broadband internet capacity supporting the internet‐based access to
City data to ensure various levels of use with minimal buffering or loading
time.
4. Update the application as software updates become available.
5. Update content native to the application programming as feasible and requested
by the City.
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6. Provide a scope of work and itemized pricing for additional departmental workflow
applications, hosting and development.
(05) Schedule/Timeline
Maintenance Services provided under this Agreement shall continue for a term of
two (2) Years and shall commence upon full execution of this Agreement.
Any reference to "days" in this Agreement shall be deemed calendar days unless
otherwise specifically stated.
(06) Compensation
The City agrees to pay an annual fee of five thousand ($5,000) dollars to the CRC,
which includes maintenance services for a one year term. This fee is based on the
estimate of staff time and resources and the current cost of network support services
as included in "Appendix A" to this Agreement. Compensation for these services shall
be paid to the CRC on a semi‐annual basis due by June 30, 2018; and December 1, 2018;
June 30, 2019; December 1, 2019.
(07) Method of Payment
An invoice for services described in Section 04 of this Agreement will be sent to the
City annually on or about November 1 and May 1.
(08) Termination of the Contract for Cause
If, through any cause, the CRC shall fail to fulfill in a timely and proper manner its
obligation under this Agreement, or if the CRC shall violate any of the covenants,
agreements, or stipulations of this Agreement, the City shall have the right to
terminate this Agreement by giving written notice to the CRC of such termination and
specifying the effective date thereof, at least thirty (30) days prior to the effective
date of such termination. In that event, all geospatial features and data compiled in the
map application shall be provided to the City. The CRC shall be entitled to receive just and
equitable compensation for any satisfactory work completed and any outstanding
obligations. Also, the City shall be entitled to receive a pro‐rated refund of payment
for any work not complete at time of termination.
(09) Termination for the Convenience of the CRC or City of Tybee
The CRC and City of Tybee may terminate this Agreement at any time by giving
written notice to the City of such termination and specifying the effective date
thereof, at least thirty (30) days prior to the effective date of such termination. In
that event, all geospatial features and data compiled in the map application shall
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be provided to the City. The CRC shall be entitled to receive just and equitable
compensation for any work completed and any outstanding obligations on such
documents. Also, the City shall be entitled to receive a pro‐ rated refund of payment
for any work not complete at time of termination.
(10) Amendments/Modifications
From time to time, the City and the CRC may mutually consent to changes in the
Scope of Work or any other aspect of this Agreement. Such changes, including any
increases or decreases in the compensation paid to the C RC, shall be incorporated in
written amendments to this Agreement and signed by the duly authorized
representatives of both parties.
This Agreement may be modified only by a formal, written modification
signed by authorized representatives of both the City and the CRC. All changes to the
Scope of Work and/or any other aspect of this Agreement shall be agreed upon and
mutually accepted via contract amendments executed by the City and the CRC.
(11) Assignment of Duties
The CRC shall not assign its duties under this Agreement without prior express
written approval of the City.
(12) Nondiscrimination
Neither party to this Agreement will discriminate against any employee or applicant
for employment or against any applicant for enrollment at any school or college or
against any student in his/her course of study or training because of race or
ethnicity, gender, creed, national origin, age, religion, sexual orientation, veteran
status, or disability.
(13) Ownership
All geospatial features and datasets produced in whole or in part under this
contract shall remain the property of the City.
(14) Drug ‐Free Workplace
The CRC hereby certifies that it will not engage in the unlawful manufacture,
sale, distribution, possession, or use of a controlled substance or marijuana
during the performance of this Agreement.
(15) Entire Agreement
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This Agreement (and all documents incorporated herein) constitutes the entire
agreement between the parties with respect to the subject matter and supersedes
all prior agreements, representations, statements, negotiations, and undertakings,
whether oral or written.
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IN WITNESS WHEREOF, the City and the CRC have executed this Agreement
as of the date first above written.
Coastal Regional Commission City of Tybee
Reggie Loper., Council Chairman Jason Buelterman., Mayor
Date Date
Allen Burns, RC Executive Director
Date
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Exhibit A
ESTIMATED COST OF GIS HOSTING
DEVELOPMENT AND MAINTENANCE SERVICES
Cost Description
2018 2019
Database Administration
$2,500
$2,500 Network Support, Maintenance & Backup Services
Map Server Hosting Fee & Broadband Access
Database, Editing, Support for PubWorks Work
worder applications.
$2,500 $2,500
Annual Maintenance $5,000 $5,000
Total Annual Cost
$5,000
$5,000
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35 Abercorn Street, Suite 210 912.596.3407
Savannah, GA 31401 ecologicalplanning.net
December 13, 2017
George Shaw, Planning and Zoning Manager
City of Tybee Island
403 Butler Avenue
Tybee Island, GA 31328
Re: GIS Database Management
We understand that the City of Tybee Island is exploring the option of having access to an in-
house GIS system to assist with zoning, planning, stormwater, and other departmental needs.
We also understand that the City is not currently interested in hiring of a full-time position
dedicated to GIS and baring the associated software costs.
The purpose of this letter is to present our scope of work to provide a full-service GIS solution in
a cost -effective manner that is consistent with the immediate needs of the City. The tasks herein
define our approach, which includes the development of a comprehensive GIS database, map
viewers and mobile applications for staff, training, and support .
We appreciate your confidence in EPG, and we look forward to successfully working on this
project with the City of Tybee Island. Please contact the undersigned should you have any
questions, or if you need additional information.
Sincerely,
Ecological Planning Group
Ed DiTommaso, AICP
Principal Planner
(912) 596-3407
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35 Abercorn Street, Suite 210 912.596.3407
Savannah, GA 31401 ecologicalplanning.net
Scope of Work
Task 1 –Initial Database Development
EPG proposes to develop and/or compile an initial database containing the City of Tybee Island's GIS
information. This will include the incorporation of existing GIS datasets such as; parcels, zoning, streets,
environmental features, water and sewer infrastructure, aerial photography, and other data as available. The
initial database will also include some county-wide and regional datasets where appropriate. In developing
this database, EPG will work with the staff to get the most recent data maintained by the City to reflect any
recent changes.
After the database is developed, EPG staff recommends that the City perform routine updates on the GIS
layers to maintain the highest level of accuracy. EPG will work with the City to determine the most
appropriate schedule for conducting thes e updates. EPG can perform updates on an hourly, as needed basis
at the request of the City. Alternatively, City staff will be able to utilize the online and mobile applications
created in Task 2 to perform their own updates.
Task 2 – Online GIS Viewers and Mobile Application Development
GIS can be a very valuable tool for most local government functions. It is our belief that all City staff should
have access to GIS data that can assist in the daily functions and work duties. EPG will compile the City’s
GIS data into an online map application so that staff may view and utilize the GIS database. By hosting
the GIS data online, EPG will enable T yb ee Island staff to use the GIS database without the purchase of
costly, unneeded ArcGIS licenses. For example, zoning staff will be able to view the parcel, zoning, flood
plain GIS data; search for specific properties, and print maps for Council and Planni ng Commission packets.
Other City departments could also print maps to assist with their day to day operations. The Public Works
Department will have the ability to utilize the GIS data to facilitate the completion of NPDES stormwater
compliance related tasks such as stormwater and ditch inspections.
EPG proposes to develop a series of GIS viewers, each serving a particular purpose and audience. The
availability of a public GIS viewer can alleviate some burden on staff by providing a tool for residents and
businesses to obtain information about a property or other geographic features. EPG proposes to develop
a publicly facing GIS site that could be embedded or accessed from the City’s website. This site would
include general information such as parcels, zoning, flood zones, etc. EPG would develop a viewer available
to all staff containing more detailed information about city features such as stormwater, water, and sewer
infrastructure. This would allow staff to view information and obtain data about these features as well as
the information contained on the publicly facing viewer.
Additionally, EPG proposes to create a password protected viewer with editing privileges setup allowing
City staff to maintain and update the GIS data associated with various features. This will include a password
protected mobile application(s) for data collection in the field. The purpose of the mobile application is to
assist with the routine maintenance of infrastructure condition, inspection and maintenance data. For
example, the mobile application is a great tool for assisting with NPDES stormwater compliance, updating
water features, or updating sewer lines as pipes are replaced or cleaned. This application will allow the
City to keep better track of City assets by keeping this information current. For example, Public Works
staff will be able to use the password protected viewer to record information about NPDES stormwater
inspections, that can then be printed out at the end of the year for Annual Reporting purposes.
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35 Abercorn Street, Suite 210 912.596.3407
Savannah, GA 31401 ecologicalplanning.net
EPG has implemented this approach effectively in other cities, but the number of viewers and associated
content will ultimately be determined based on our meetings with city staff. EPG will work with the City
to determine the types of tools needed for the application. General setup typically includes tools for
searching data, printing, measuring, and drawing. Additional tools and searches are considered technical
support and will be developed on an hourly basis. It should be noted that the GIS viewers developed are
designed to be accessible using computers as well as smart phones and tablets, making them widely
available and accessible from virtually anywhere.
EPG is continually making improvements to website and mobile applications we host as new tools are
developed and tested internally. The City of Tybee Island will benef it by our routine development of new
tools that we believe will help streamline workflow and improve the overall user experience. When new
tools are added, EPG will send out a notification describing the new tool with information about how it
works.
Task 3 –Technical Support and Training
Once the GIS website is published, EPG will be available for technical support as the City begins using the
web site(s) and mobile application. EPG staff will lead a two-hour training session for any City of Tybee
Island staff wishing to learn how to use the application. This training session will include hands on
experience with the software, field work and training material that staff can reference in the future. EPG
can provide additional training as needed or address more specific questions about the functionality and
additional options.
EPG will provide on-call services to the City. This includes but is not limited to the production/reproduction
of maps for meetings, general data updates (ie. Rezoning), updates to the viewer, creation of new GIS data,
etc. EPG will work as an extension of staff and will provide the City all the resources associated with
having a full-time GIS staff position at a cost that is efficient and suitable to the needs of the City.
PROJECT BUDGET
EPG proposes to perform the scope of services included herein for the following proposed budget:
Task 1 – GIS Database Development Included with annual subscription
Task 2 – Online Viewer and Mobile Application* $5,000 / year, if paid in full, or $500 / month
Task 3 – Technical Support Hourly, as needed
* Note: This includes one unique user name and password. Additional password protected users can be added for
$600 each per year. The Annual Subscription fee will be increased by the CPI (consumer price index) annually,
beginning in FY 2020.
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35 Abercorn Street, Suite 210 912.596.3407
Savannah, GA 31401 ecologicalplanning.net
AUTHORIZATION
EPG proposes to implement the scope of work outlined herein in accordance with the terms and conditions
included in Attachment A. As our authorization, please sign in the space provided below.
City of Tybee Island, Georgia
By: ______________________________
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ATTACHMENT A: TERMS AND CONDITIONS
Ecological Planning Group. (hereinafter EPG, "we", "us", "our", "Consultant") agrees to provide Client (City of Tybee
Island), for Client’s sole and exclusive use, services as set forth in Ecological Planning Group’ proposal subject to the
Terms and Conditions set out herein and agreed to hereby. No third party beneficiaries are made or intended by either
Party to this Agreement.
1.) PAYMENT TERMS. Client agrees to pay EPG’ invoice upon receipt. If payment is not received within 30
days of Client's receipt, a service charge shall apply in the amount of the greater of (i) 1% per month or (ii) the allowable
legal rate, including attorney's fees and expenses. EPG may (in its sole judgment and without any liability) suspend
services until paid where payment outstanding more than 30 days after the date of EPG’ invoice.
2.) TERMINATION OF CONTRACT. Either party may terminate this Agreement without cause upon 30 days
prior written notice. In the event of termination, the Client shall pay EPG for all services rendered to the date of
termination and all reimbursable expenses.
3.) INSURANCE. EPG maintains insurance coverage as follows: Worker's Compensation Insurance; Employer's
Liability Insurance; Commercial General Liability Insurance; Errors & Omissions.
4.) RISK ALLOCATION. In recognition of the relative risks, rewards and benefits of the project to both the
Client and EPG, the risks have been allocated such that EPG and the Client agree that, to the fullest extent permitted
by the law, each parties’ total aggregate liability to the one another and their respective contractors, subcontractors,
consultants and other parties with legal standing to file claims resulting from any and all injuries, claims, losses,
expenses, damages or claim expenses arising out of this agreement from any cause or causes, shall not exceed
$50,000 or the total fee for services contemplated under this Agreement, whichever is less. Such causes include, but
are not limited to, EPG or Client negligence, errors, omissions, strict liability, breach of contract or breach of
warranty.
5.) SITE OPERATIONS. Client will provide right-of-entry to the property for EPG so EPG can provide the agreed
services. Client represents that it possesses necessary permits and licenses required for activities at the site. EPG will take
reasonable precautions to minimize damage to the property caused by EPG’ operations. Unless otherwise stated in EPG’
proposal, our charges do not include cost of restoration due to any related damage which may result.
6.) FIELD REPRESENTATIVE. The presence of EPG’ or its subcontractor's field personnel, either full-time or
part-time, are for the purpose of providing the agreed to services. Client agrees to inform all contractors at the site not
hired by EPG that: (i) EPG’ services do not include supervision or direction of the work of the contractor(s), its employees
or agents, and (ii) the presence of EPG’ field representative will not relieve the contractor of its responsibilities for
performing the work in accordance with the plans and specifications. It is agreed that EPG is not responsible for job or site
safety or security on the project, other than for EPG’ employees and subcontractors, furthermore EPG does not have the
duty or right to stop the work of non- EPG contractors.
7.) DISCOVERY OF UNANTICIPATED HAZARDOUS MATERIALS. Hazardous materials may exist
where there is no reason to believe they could or should be present. The client acknowledges that EPG’s scope of
services for this project does not include any services related to hazardous wastes. EPG and the Client agree that the
discovery of unanticipated hazardous materials constitutes a changed condition mandating a renegotiation of the
scope of work or termination of services. EPG and the Client also agree that the discovery of unanticipated
hazardous materials may make it necessary for EPG to take immediate measures to protect human health and safety,
and/or the environment. EPG agrees to notify the Client as soon as practically possible should unanticipated
hazardous materials or suspected hazardous materials be encountered. The Client encourages EPG to take any and
all measures that in EPG professional opinion are justified to preserve and protect the health and safety of EPG
personnel and the public, and/or the environment, and the Client agrees to compensate EPG for the additional cost of
such work.
8.) CLIENT DISCLOSURE. Client agrees (on an ongoing basis) to advise EPG of any hazardous substance or
any condition, known or that reasonably should be known by Client, existing in, on, or near the site that presents a potential
danger to human health, the environment, or EPG’ equipment EPG does not assume control of the site or undertake
responsibility for reporting to any federal, state or local public agencies any conditions at the site that may present a
potential danger to public health, safety or the environment or that may otherwise be required by applicable law, rule or
regulation, all of which is the Client’s responsibility.
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2 | Page
9.) DOCUMENTS EPG will furnish Client the agreed upon number of written reports, support documents, and
electronic files. These instruments of service are for Client's exclusive internal use and reliance, and that of Client’s
counsel, qualified bidders (design services only) and for regulatory submittal, but not for advertising or other type of
distribution, and are subject to the following:
A.) All documents generated by EPG under this Agreement shall remain the sole property of EPG until all
outstanding EPG invoices are paid in full, at which time ownership shall vest jointly with EPG and the Client, subject to
the terms and provisions of this paragraph concerning re-use or third party reliance, all of which shall remain in full force
and effect, regardless of which Party owns the documents. Any unauthorized use or distribution of EPG’ work shall be at
Client's and recipient's sole risk and without liability. EPG may retain a confidential file copy of its work product and
related documents. If Client desires to release, or for EPG to provide, EPG’ report(s) to a third party not described above
for that party's reliance, EPG will agree to such release provided we receive written acceptance from such third party to be
bound by acceptable terms and conditions similar to this Agreement (e.g. Secondary Client Agreement). Reports provided
for information only will not require separate agreement. Client acknowledges and agrees to inform the third party
recipient that EPG’ report(s) reflects conditions only at the time of the study and may not reflect conditions at a later time.
Client further acknowledges that such request for release creates a potential conflict of interest for EPG and by this request
Client waives any such claim EPG complies with the request.
B.) EPG may rely upon Client-provided documents (and upon the completeness thereof) in performing the
services required under this Agreement; however, EPG assumes no responsibility or liability for their accuracy. Upon
Client's request, EPG’ work product may be provided electronically or on magnetic media. In connection therewith, Client:
(i) waives any risk of disclosure of confidential information via Internet/Web transmissions and (ii) also agrees that the
written copy retained by EPG in its files shall be the official base document. EPG disclaims all warranty that any electronic
and/or magnetic copy is accurate, but will correct any errors brought to EPG’ attention by Client. Any modifications of
such electronic and/or magnetic copy by Client shall be at Client's risk and without liability to EPG. Such electronic and/or
magnetic copy is subject to all other conditions of this Agreement.
10.) OPINIONS OF COST. If requested EPG will use its professional efforts to provide opinions or estimates of
costs based on reasonably available data, EPG’ designs or EPG’ recommendations. However, such opinions are intended
primarily to provide information on the order of magnitude of such costs, not for use in firm budgeting or negotiation
unless specifically agreed otherwise, in writing with EPG. Client agrees actual costs of such work depend heavily on
regional economics, local construction practices, material availability, site conditions, weather conditions, contractor skills,
and many other factors beyond EPG’ control.
11.) GOVERNING LAW/HARMONY/FEES. This Agreement shall be governed by the laws of the State of
Georgia. The provisions of this Agreement control over any form writings, such as Purchase Orders. EPG’ Fee Schedule
follows, and is hereby incorporated herein by reference thereto. The Parties agree that the fee schedule attached shall be
automatically adjusted to the most current fee schedule promulgated by EPG, effective the date of such promulgation.
12.) ADDITIONAL SERVICES. Additional services include increase or change in scope of project, major
revisions when such revisions are inconsistent with written approvals or instructions previously given, services after
award of contract in evaluation of substitutions proposed by the client, and other services that are not included under
the scope of work; provided, however, that additional services shall not be classified as reimbursable expenses and
will be billed at EPG’s 2017 Billing Rates as shown below. EPG will only perform additional services when
authorized in writing by the Owner.
Position Rate
Project Manager $145/hour
GIS Professional $105/hour
Sr. GIS Analyst $90/hour
GIS Analyst/Field Tech $85/hour
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www.thomasandhutton.com682 Johnnie Dodds Boulevard • Suite 100Mt. Pleasant, SC 29464 • 843.849.0200CONCEPTUAL LANDSCAPE PLAN
HWY. 80 - MEDIAN IMPROVEMENTS
CITY OF TYBEE ISLAND
PLANT MATERIAL
LOW GROWING (0’-6” to 2’)
Juniperus confertus - Seashore Juniper
Pennisetum orientale - Oriental fountain grass
Lomandra longifolia - Breeze grass
Spartina patens - Salt marsh cordgrass
SPECIMEN/COLOR (0’-6” to 3’)
Lantana - Yellow Lantana
Lagerstroemia - Miniature Crape Myrtle
Rosa ‘Red Drift’ - Red Drift Roses
MASSING (2’ to 4’)
Spartina bakeri - Sand Cordgrass
Muhlenbergia capillaries - Pink Muhly Grass
Tripsacum floridana - Dwarf fakahatchee grass
TALL GRASS (5’ and above)
Andropogan geradi - Big Bluestem
Miscanthus sinensis - Maiden Grass
Pancium virgatum - Switch Grass
Seashore Juniper Oriental fountain grass
Dwarf fakahatchee grass
Yellow Lantana
Pink Muhly Grass
Red Drift Roses
Sand Cordgrass
Breeze grass
Big Bluestem Maiden Grass Switch Grass
VISION
MASSING + SPECIMEN/COLOR
LOW GROWING
TALL GRASSES
SHEET MAP
Miniature Crape Myrtle
2.1 2.2 3.23.1
4.2
3.2 4.1
5.2
5.16.2
6.17.27.1HWY 80
HWY 80
Ca
t
a
l
i
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a
D
r
.
Battery Dr.Breezy PointSolomon A
v
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Old US
H
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8
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LOW-GROWING MASSING + COLOR
MASSING + COLOR MASSING + COLOR
INSET 2.1
INSET 2.2 MATCH LINE WITH INSET 2.1MATCH LINE WITH INSET 2.2MATCH LINE WITH INSET 3.1LOW-GROWING (0’-6” to 2’)
(432) PLANTS AT 3’ O.C.
SPECIMEN/COLOR (0’-6” to 3’)
(2,701) PLANTS AT 2’ O.C.
MASSING (2’ to 4’)
(3,841)
TALL GRASSES (5’ and above)
(207)OLD US HWY 80CRUSGE ST.CONCRETE EXTENSION
www.thomasandhutton.com682 Johnnie Dodds Boulevard • Suite 100Mt. Pleasant, SC 29464 • 843.849.020020180208CityCouncilPacketPage 136 of 15320180202/jrl
MASSING + COLOR TALL GRASSES
TALL GRASSES
MASSING + COLOR
INSET 3.1
INSET 3.2 MATCH LINE WITH INSET 2.2MATCH LINE WITH INSET 3.1MATCH LINE WITH INSET 3.2MATCH LINE WITH INSET 4.1LOW-GROWING (0’-6” to 2’)
(432) PLANTS AT 3’ O.C.
SPECIMEN/COLOR (0’-6” to 3’)
(2,701) PLANTS AT 2’ O.C.
MASSING (2’ to 4’)
(3,841)
TALL GRASSES (5’ and above)
(207)www.thomasandhutton.com682 Johnnie Dodds Boulevard • Suite 100Mt. Pleasant, SC 29464 • 843.849.020020180208CityCouncilPacketPage 137 of 15320180202/jrl
MASSING + COLOR LOW-GROWING
LOW-GROWING
INSET 4.1
INSET 4.2MATCH LINE WITH INSET 3.2MATCH LINE WITH INSET 4.1MATCH LINE WITH INSET 4.2MATCH LINE WITH INSET 5.1CONCRETE EXTENSION
CONCRETE EXTENSION BATTERY DR.CATALINA DR.LOW-GROWING (0’-6” to 2’)
(432) PLANTS AT 3’ O.C.
SPECIMEN/COLOR (0’-6” to 3’)
(2,701) PLANTS AT 2’ O.C.
MASSING (2’ to 4’)
(3,841)
TALL GRASSES (5’ and above)
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MASSING + COLOR
MASSING + COLOR TALL GRASSES
INSET 5.1
INSET 5.2MATCH LINE WITH INSET 4.2MATCH LINE WITH INSET 5.1MATCH LINE WITH INSET 5.2MATCH LINE WITH INSET 6.1LOW-GROWING (0’-6” to 2’)
(432) PLANTS AT 3’ O.C.
SPECIMEN/COLOR (0’-6” to 3’)
(2,701) PLANTS AT 2’ O.C.
MASSING (2’ to 4’)
(3,841)
TALL GRASSES (5’ and above)
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TALL GRASSES MASSING + COLOR
TALL GRASSESMASSING + COLOR
INSET 6.1
INSET 6.2MATCH LINE WITH INSET 5.2MATCH LINE WITH INSET 6.1MATCH LINE WITH INSET 6.2MATCH LINE WITH INSET 7.1LOW-GROWING (0’-6” to 2’)
(432) PLANTS AT 3’ O.C.
SPECIMEN/COLOR (0’-6” to 3’)
(2,701) PLANTS AT 2’ O.C.
MASSING (2’ to 4’)
(3,841)
TALL GRASSES (5’ and above)
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MASSING + COLOR TALL GRASSES
LOW-GROWING MASSING + COLOR
INSET 7.1
INSET 7.2 MATCH LINE WITH INSET 6.2MATCH LINE WITH INSET 7.1MATCH LINE WITH INSET 7.2TERESA LN.LOW-GROWING (0’-6” to 2’)
(432) PLANTS AT 3’ O.C.
SPECIMEN/COLOR (0’-6” to 3’)
(2,701) PLANTS AT 2’ O.C.
MASSING (2’ to 4’)
(3,841)
TALL GRASSES (5’ and above)
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City of Tybee Island - Highway 80 - Median Improvements - Conceptual Landscape
Covington, Georgia JOB:27012.0000
Preliminary Opinion of Probable Construction Costs DATE:01.19.18
Prepared By: BY:RPT
PROPOSED IMPROVEMENTS
#Item QTY.Unit Unit Price Total
1 Remove and dispose of existing plantings 62,000 sf $0.25 $15,500.00
2 1,725 cy $25.00 $43,125.00
3 Fine grading of amended soil areas 62,000 sf $0.17 $10,540.00
4 432 ea $25.00 $10,800.00
5 Specimen color 2,701 ea $20.00 $54,020.00
6 Massing Plantings 3,841 ea $20.00 $76,820.00
7 Tall Grasses 207 ea $25.00 $5,175.00
8 Temporary Hand Watering for 1 year 1 al $20,000.00 $20,000.00
TOTAL:$235,980.00
SUB TOTAL $235,980.0010%Soft Cost $23,598.0015%CONTIGENCY $38,936.70TOTAL$298,514.70
NOTES:
Improved soil (3" of topsoil to amend into existing soil)
Low growing plantings
1)This opinion of probable cost is based on the Conceptual Landscape Plans date January 19, 2018.
2)This opinion of probable cost is based off of past projects and historical bids in the region. Please note that prices may v ary significantly, the
Nursery Tree Stock availability has become constrained due to issues with supply and demand of trees industry wide.
3)Fees provided herein are for budget purposes only and are based solely on the current plan.
4)Planting quantities are based off of a conceptual plan and are subject to change.
5)Unit costs for grass seeding and canopy trees assumes necessary temporary watering as needed for a year establishment period.
Since Landscape Architect has no control over the cost of labor, materials, equipment, or services furnished by others, or over the Contractor's
methods of determining prices, or over competitive bidding, or market conditions, his opinions of probable project cost and construction cost
provided herein are to be made on the basis of his experience and qualifications and represent his best judgment as an experienced and qualified
professional, familiar with the construction industry; but Landscape Architect cannot and does not guarantee that proposals, bids or actual project or
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MAYOR
Jason Buelterman
CITY COUNCIL
Barry Brown, Mayor Pro Tem
John Branigin
Jackson Butler
Wanda Doyle
Julie Livingston
Monty Parks
CITY OF TYBEE ISLAND
CITY MANAGER
Shawn Gillen
CITY CLERK
Janet LeViner
CITY ATTORNEY
Edward M. Hughes
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
City Council Agenda Item Request
Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the
Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be
listed on the next scheduled agenda.
Council Meeting Date for Request: 2/8/18
Category: Consideration of Ordinances, Resolutions
Item: Resolution – 2018 Historic Preservation Fund Grant Application: Design Guidelines
Explanation: A copy of the Resolution is attached for the mayor’s signature.
Budget Line Item Number (if applicable):
Supporting Documentation: X Attached* _____ Audio/Video Presentation**
* Electronic submissions are requested but not required. Please email to jleviner@cityoftybee.org.
** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM
on the Thursday prior to the scheduled meeting.
Submitted by: Chantel Morton, Development Authority / Main Street Executive Director
Phone / Email: 912-844-9771 / cmorton@cityoftybee.org
Date given to Clerk of Council 1/30/18
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CITY OF TYBEE ISLAND
RESOLUTION
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE
CITY OF TYBEE ISLAND, GEORGIA, COMMITTING LOCAL RESOURCES AND
APPROVING SUBMITTAL OF THE
2018 HISTORIC PRESERVATION FUND GRANT APPLICATION
WHEREAS, the Historic Preservation Division (HPD) of the Georgia Department of
Natural Resources has issued a notice of funding availability for the Historic Preservation
Fund (HPF) Grant program; and
WHEREAS, the City of Tybee Island (City) authorizes submission of an application to
HPD for HPF Grant program assistance for fiscal year 2018; and
WHEREAS, the City is applying for $6,120 from the 2018 Historic Preservation Fund
CLG Survey & Planning Grant to prepare Design Guidelines for the South End Overlay
District; and
WHEREAS, the total proposed project cost to prepare the guidelines is estimated at
$10,200; and
WHEREAS, the HPF Grant program is a 60/40 match grant, with the applicant
committing the 40% match ($4,080), cash and/or in-kind, for the proposed project;
BE IT THEREFORE RESOLVED that the City of Tybee Island authorizes submittal of
the proposed HPF Grant Application for funding to HPD, and certifies that the required
match will be made available upon approval of the application.
This request to submit the aforementioned application was unanimously approved at the
City Council Meeting of the Mayor and Tybee Island City Council held
on the 8 day of February, 2018.
Jason Buelterman, Mayor
In Witness Whereof, I have here unto set my hand and caused the Seal of the City of Tybee
Island, Georgia to be affixed this 8 day of February 2018.
Attest: Janet LeViner, Clerk of Council
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STATE OF GEORGIA )
COUNTY OF CHATHAM )
INDEMNIFICATION AGREEMENT
PURSUANT TO STAFFORD ACT
WHEREAS, the City of Tybee Island (“City”) has requested public assistance from the
Federal Government in connection with hurricane-related damages and impacts; and
WHEREAS, the representatives of the Federal Emergency Management Agency, through
the Georgia Emergency Management Agency, Homeland Security, have called for the City to
execute an indemnification agreement pursuant to the Stafford Act.
NOW, THEREFORE, it is hereby agreed by the City of Tybee Island as follows:
As required by Section 407(b) of the Stafford Act [42 U.S.C. 5173(b)], the City of Tybee
Island hereby agrees that it shall indemnify and hold harmless the Federal Government and its
respective employees, agents, contractors and subcontractors from any claims arising from debris
removal. The City of Tybee Island hereby acknowledges that, in accordance with Section 305 of
the Stafford Act (42 U.S.C. § 5148), the Federal Government shall not be liable for any claim
based upon the exercise or performance of or the failure to exercise or perform a discretionary
function or duty on the part of a Federal agency or an employee of the Federal Government in
carrying out the provisions of the Act.
THIS ____ day of _________________________________, 2018.
CITY OF TYBEE ISLAND, GEORGIA
By: _______________________________
Jason Buelterman, Mayor
Attest: _____________________________
Jan LeViner, Clerk
572/1062/01.31.18 Indemnity Agreement
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HPC approved: 9-18-17 Page 1 of 2
TYBEE ISLAND HISTORIC PRESERVATION COMMISSION
MEETING MINUTES
July 17, 2017
ATTENDANCE
(Present) Commissioner: Sue Bentley, Susan Estroff, Dottie Kluttz,
Neca Stoller
Staff: Chantel Morton
City Council Representative: Bill Garbett
Guest: Jackson Butler
(Absent) Commissioner: Jane Coslick
Advisor: Sarah Jones
CALL TO ORDER
Sue called the meeting to order at 6:08pm. Tybee resident, Jackson Butler was introduced and
welcomed.
HPC MEETING MINUTES
Motion was made by Neca, which was seconded by Susan, to approve the HPC meeting minutes
of March 20, 2017. The motion passed unanimously.
HISTORIC RESOURCES SURVEY UPDATE
Chantel confirmed that she had not received comments back from Commissioners regarding the
Historic Resources Survey: Phase II drafts submitted by the consultant to the Historic
Preservation Division. Chantel reported that the Historic Preservation Divis ion did send an email
today to the consultant confirming they will need a third draft from the consultant. Bill and Sue
inquired about a map of the resources. Chantel confirmed that once this phase was complete, a
map of the resources would be available at gnahrgis.org. The link will be provided with the
posting on the city’s HPC webpage, similar to the first phase.
PRESERVATION AWARENESS EFFORTS
Sue confirmed that a thank you note is being sent to South State Bank from the Tybee Island
Historical Society for their donation towards the first printing of the coloring placemats. Sue
reported that when she was distributing the coloring placemats to businesses, merchants asked
about being a sponsor. Commissioners discussed the process for sponsorships of projects they
undertake. Chantel will develop a sponsorship form and email it to commissioners. Sue will
send Chantel different pictures of cottages for the next phase of placemat designs and check
with potential sponsors to help cover costs. Dottie suggested that the next printing of the
placemats include the phrase “Keep Tybee Historic”. Jackson offered to contact the Print Shop to
help with the printing and Tybee Cottages as a potential sponsor. Commissioners all agreed to
proceed with having more placemats printed based on the above discussions.
Sue confirmed that she spoke with Mr. Strickland again about allowing the HPC to display panels
with historic photos inside the windows of his building at 1606 Butler Avenue. Mr. Stricklan d will
not allow the panels to be put inside of the windows at the building. Another location will have
to be considered if this project is to continue.
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HPC approved: 9-18-17 Page 2 of 2
Dottie reviewed that the “I Remember Tybee” event will be one hour long with people sharing
their experiences at and stories of historic buildings. She is working on a list of people that she
knows and asked for others to send her suggestions. Commissioners discussed various buildings
and ideas to have people talk about, such as the elementary school and dancing at the pier.
Dottie will review potential dates in November with the schedule at the Post Theater and
confirm via email. Chantel will look for a videographer.
DESIGN GUIDELINES
Chantel inquired about the commissioner’s willingness to revisit the design guidelines that they
modified for the proposed Local Historic Districts so that they can be presented as a general
guide for maintaining the character of the island. She referenced the city’s master plan in
regards to historic preservation and maintaining the unique character of the island. Design
guidelines are used in many communities that are committed to maintaining their historic fabric
and sense of place. Commissioners agreed to review and propose revisions to the design
guidelines at the next meeting. Bill confirmed that having such a document for the city to use is
needed and that he does want to revisit districts with council. Chantel will ask the Community
Development Director to provide input about the guidelines again.
HPC PERMIT REVIEW UPDATE
Sue reported that one permit she received to review was for an historic home. The owners are
retaining the character of the home.
OTHER BUSINESS
Discussion ensued about doing videos regarding the benefits of preservation to Tybee and
projects that have been completed. Commissioners discussed having a drone fly over the
proposed districts to use in the videos. Jackson offered to check with a drone operator that he
knows. Bill offered to check with Andy Young and Susan offered to check with Dillon Patel to see
if they would be interested in assisting with the videos.
ADJOURNMENT
The meeting adjourned at 7:10pm
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HPC approved: 11-20-17 Page 1 of 2
TYBEE ISLAND HISTORIC PRESERVATION COMMISSION
MEETING MINUTES
September 18, 2017
ATTENDANCE
(Present) Commissioner: Sue Bentley, Susan Estroff, Jane Coslick
Advisor: Sarah Jones
City Council Representative: Bill Garbett
Staff: Chantel Morton
(Absent) Commissioner: Dottie Kluttz, Neca Stoller
CALL TO ORDER
Sue called the meeting to order at 6:09pm and welcomed the city manager, Shawn Gillen, Jackson Butler,
and Jan Will to the meeting.
PROPERTY MAINTENANCE CODE ENFORCEMENT AND HISTORIC PROPERTIES
Chantel shared that she was informed that Shawn has met with the community development director and
the city marshal regarding derelict properties. A few of these properties are listed on the Historic
Resources Surveys. Shawn reviewed his concerns with maintenance of the properties and the city code.
He expressed his appreciation for the commissioner's work on preserving Tybee and is supportive of
continuing preservation efforts to meet goals that are in agreement with the Master Plan. His goal is to
protect properties that are historic, not to tear them down and is seeking advice from the commissioners
based on their experience and knowledge. Commissioners and Shawn discussed ideas to encourage
property owners to resolve maintenance issues early so they do not worsen, how the current code is
enforced, Shawn’s consideration of implementing a blight ordinance with penalties and possible
tax abatement for non‐owner occupied properties, eminent domain, and incentives for property owners
to maintain their building.
Shawn commented that he is working with directors on the Dev'l Authority/Main Street board regarding
offering incentives to waive permit fees for owner occupied homes. Sarah inquired about demo by
neglect. Discussion ensued regarding specific properties, procedures, and steps they could suggest to
the city manager that elected officials can implement. Commissioners will send Shawn and Chantel their
suggestions. Chantel will send Commissioners new information as available.
HPC MEETING MINUTES
Motion was made by Jane, which was seconded by Sue, to approve the HPC meeting minutes of July 17,
2017. The motion passed unanimously.
REVIEW HISTORIC RESOURCES SURVEYS
Chantel reminded Commissioners that both phases of the Historic Resources Survey are available online.
Directors discussed dates to present the results of the second phase to the Mayor and City Council. All
confirmed that Sarah will present on October 26. Chantel and Sarah will work on the presentation.
Chantel presented the updated Facade Improvement Grant program that the Dev'l Authority/Main Street
Board of Directors approved. One update is that the HPC will make recommendations to the board for
approval of applications for improvements to buildings that are listed on the HRS. Applications for newer
buildings will be considered by the Design Committee. Commissioners agreed that these applications will
be reviewed by Sarah and Sue (Chairperson) for recommendation first and, if needed, will be presented to
the entire commission.
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ONGOING PRESERVATION EFFORTS
Chantel confirmed that Dottie is continuing to work on the “I Remember Tybee” program. Information
will be sent as it is available
Commissioners discussed the process for proceeding with working on the design guidelines and how they
would be implemented and enforced. Chantel confirmed she is seeking assistance from the Community
Development Director as it relates to incorporating guidelines into the LDC and/or Overlay Districts similar
to other communities she has visited.
Commissioners discussed that more educational opportunities for the public need to be provided. They
suggested residents be surveyed. Sarah and Chantel confirmed they will produce a brochure that shares
information about and a map of each of the proposed districts that are distinct for the island.
HPC PERMIT REVIEW UPDATE
Sue reported that she has received two permits for review. Sarah reviewed information about a
preservation project being proposed for 15 Meddin.
OTHER BUSINESS
N/A
ADJOURNMENT
The meeting adjourned at 7:20pm
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HPC approved: 1-22-18 Page 1 of 2
TYBEE ISLAND HISTORIC PRESERVATION COMMISSION
MEETING MINUTES
November 20, 2017
ATTENDANCE
(Present) Commissioner: Susan Estroff, Jane Coslick, Dottie Kluttz,
Neca Stoller
City Council Representative: Bill Garbett
Advisor: Sarah Jones
Staff: Chantel Morton
Guests: Jackson Butler, Kathy Black-Dennis, Jan Will
(Absent) Commissioner: Sue Bentley
CALL TO ORDER
Neca called the meeting to order at 6:05pm and welcomed everyone.
HPC MEETING MINUTES
Motion was made by Susan, which was seconded by Neca, to approve the HPC meeting minutes of
September 18, 2017. The motion passed unanimously.
COMMISSIONER OPENINGS FOR 2018 – 2020
Chantel reviewed Commissioner’s term limits and the posting of four (4) seats that are available for the
2018 – 2020 term. Dottie, Neca, and Sue have served two consecutive terms allowed by ordinance. Jane
has served one out of two terms. Since Bill will not be continuing on City Council, a new Councilmember
will be appointed to be a liaison for the HPC. Sarah and Chantel thanked everyone for their dedication to
preservation on Tybee Island and for the work they have done while serving on the HPC. Commissioners
discussed potential applicants for the 2018 – 2020 term. Chantel confirmed the positions will be
advertised until they are filled by city council.
UPDATES: PRESERVATION EFFORTS
Dottie reviewed the “I Remember Tybee” program that was held at the Post Theater earlier in the month.
She shared that attendance was approximately 230 people and the response was overwhelmingly
positive. There was also good response to the heart bombing project. People have expressed their
interest in having another such program. She has reserved the theater for January 21, but a
Commissioner would have to organize the program since she will no longer be serving on the HPC.
Commissioners discussed design guidelines and the work that has been done over the past two years. Bill
shared that he has reviewed items with George. Chantel shared that she has talked with George about
hiring a consultant to assist with the continuation of the guidelines. Dottie suggested the HPC coordinate
with the Master Planning committee.
PROPERTY MAINTENANCE RECOMMENDATIONS FOR HISTORIC PROPERTIES
Commissioners discussed possible processes that the city could implement to ensure property owners are
maintaining their properties and to enforce the existing city codes. Chantel confirmed that the city
manager told her that no further action is being taken at this time to update applicable codes.
Discussion ensued regarding historic properties on Solomon and various properties around the island that
need maintenance and the discussion about Meddin Avenue that took place at the city council meeting.
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HPC approved: 1-22-18 Page 2 of 2
HPC PERMIT REVIEW UPDATE
Sarah reported that the permit applications she has received recently from the Planning & Zoning Office
have to do with repairs due to storm damage and one for a tear down on Lewis Avenue.
OTHER BUSINESS
Jan Will presented an idea for the Fort Screven entrance at Campbell and Van Horne. Commissioners and
guests discussed the possibilities and options for funding. All agreed that this discussion should continue
at future meetings with new commissioners once they are appointed.
ADJOURNMENT
The meeting adjourned at 7:05pm
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TIDA/MS BOD approved: 11/15/17 Page 1 of 2
TYBEE ISLAND DEVELOPMENT AUTHORITY / MAIN STREET
BOARD OF DIRECTORS MONTHLY MEETING
Meeting Minutes: September 27, 2017
Vision: To improve the quality of life for those that live, work, and visit Tybee Island and enhance the cultural experience while preserving
the community's barrier island heritage.
The Mission of the Tybee Island Development Authority / Main Street Program is to:
- facilitate efforts to revitalize, redevelop, and enhance that which improves the quality of life;
- create a sense of place and improve the quality of life for residents, business owners, and visitors using the Main Street Four Point
Approach;
- encourage quality economic growth and development while preserving Tybee Island's unique architectural and community heritage;
- support and encourage the arts as a cultural endeavor and economic engine on the Island.
ATTENDANCE
(Present) Director: Sarah Bernzott, Vicki Hammons, Julie Livingston, Ted Lynch
Ex-Officio Director: Kelly Swope, Melissa Turner
Program City Staff: Chantel Morton
(Absent) Director: Marianne Bramble, Diane Kaufman, Steve Kellam
Ex-Officio Director: Angela Caldwell, Melissa Memory
CALL TO ORDER
Ted called the meeting to order at 4:40pm. Ted welcomed City Manager, Shawn Gillen, and thanked him
for attending the meeting.
DEVELOPMENT AUTHORITY PROPOSAL OF PROJECTS FOR THE CITY
Directors reviewed their proposal to address long-term solutions for employee recruitment and retention
challenges that businesses face with the city manager. Details that directors discussed included
presenting a comprehensive parking plan and long-term housing options that can be implemented with
the city using the tools available through the development authority. Directors discussed various parking
options for employees that work on the island year-round. They also discussed properties that could be
pursued for long-term housing options and private-public partnerships for achieving overall goals. Shawn
reviewed his ideas for using bonds for title, the Authority’s role with ownership, and various possibilities
for tax incentives. Chantel and Vicki discussed how other communities, such as Madison and Statesboro,
have implemented housing solutions to meet their needs. Discussion ensued regarding homes that were
flooded during Hurricane Irma, the possibility of raising them through a grant the city may apply for, and
how the Authority may be able to assist. Shawn will email everyone an update following a meeting with
FEMA in the upcoming week.
Shawn introduced the concepts he is developing for a beach app that he is working on and researching
how it will be paid for. He mentioned that the app might be able to include a special parking discounted
coupon that employers could give their employees.
Chantel requested that details be finalized for a comprehensive plan to be written that directors and / or
she can present. Directors confirmed they are looking forward to implementing plans that will have a
positive and meaningful impact for the community for the long-term, receiving additional information
following the FEMA meeting and developing the overall plan with Shawn to present to city officials. Julie
mentioned the nursing home and possible opportunities with the two buildings next to her business.
Shawn requested that a meeting be arranged for him to meet with representatives with Green Growth.
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DEVELOPMENT AUTHORITY / MAIN STREET BOARD OF DIRECTORS MINUTES
Motion was made by Vicki, which was seconded by Sarah, to approve the minutes of the Tybee Island
Development Authority / Main Street Board of Directors August 16, 2017 meeting. Motion carried.
COMMITTEE UPDATES
Organization
Chantel confirmed that Krystal with Tybee Cottage Art Gallery cancelled the ribbon cutting
ceremony due to the hurricane and other priorities for their artists and the island.
Chantel reported that the owners of Tybee Bakery and Café Miss Korea may want to do a ribbon
cutting later this year.
Promotions
Sarah confirmed she is working with a dance studio to do a five-minute flash mob after the
regular dance performance at the Lights on for Tybee Celebration. She also confirmed that she is
working with the Arts Association to secure donations from Whole Foods and others to help with
supplies for decorations that the association is working with volunteers to put together.
Business Assistance & Design
Updates were deferred until the next meeting due to time constraints.
OTHER BUSINESS/NEWS
Directors expressed an interest in rescheduling their board meetings to meet at 4:30pm. Chantel will
include this on the next meeting agenda for a vote.
ADJOURN
The meeting adjourned at 5:45pm.
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