HomeMy Public PortalAbout20200227AmendedPacket2.pdfMAYOR CITY MANAGER
Shirley Sessions Dr. Shawn Gillen
CITY COUNCIL CLERK OF COUNCIL
Barry Brown, Mayor Pro Tem Jan LeViner
John Branigin
Jay Burke CITY ATTORNEY
Nancy DeVetter Edward M. Hughes
Spec Hosti
Monty Parks
CITY OF TYBEE ISLAND
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
A M E N D E D A G E N D A
REGULAR MEETING OF TYBEE ISLAND CITY COUNCIL
February 27, 2020 at 6:30 PM
Please silence all cell phones during Council Meetings
Consideration of Items for Consent Agenda 6:30PM
Opening Ceremonies
Call to Order
Invocation
Pledge of Allegiance
Announcements
Recognitions and Proclamations
1. Recognition of the US Army COE, Savannah District
Spencer Davis
Mackie McIntosh
Burt Moore
Josh Nickel
Emily Wortman
2. Janice Elliott, Recognition of Employees and Employee of the Year
Disclosures and Recusals
Consideration of the approval of the minutes of the meetings of the Tybee island City Council
3. Minutes, City Council Meeting, February 13, 2020
4. Minutes, City Council Meeting/Workshop February 19, 2020
Consideration of Boards, Commissions and Committee Appointments
5. Ethics Commission
Ben Goggins (incumbent)
James McNaughton (incumbent)
Tybee Island Youth Council
6. Tybee Island Youth Council Presentation
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Citizens to be Heard: Please limit comments to 3 minutes. Maximum allowable times of 5
minutes.
7. Dana Johnson, Beach Chair Rentals
8. Gerald Schantz, Benefit for the 200 Club
9. Cathy Liberatori, Beachview Inn & Spa Benefit for the Tybee Island Maritime Academy
Reports of Staff, Boards, Standing Committees and/or Invited Guests. Limit reports to 10
minutes.
10. Alan Robertson: Coastal Resilience Update - Dune Restoration and Back River Study
11. Alex Muir, Advocacy Coordinator, One Hundred Miles
If there is anyone wishing to speak to anything on the agenda other than the Public
Hearings, please approach the podium, giving your name and physical address.
Consideration of Approval of Consent Agenda
Consideration of Local Requests & Applications – Funding, Special Events, Alcohol License
12. Agenda Request: Alcohol and Entertainment License Request: Fresh Catch Tybee dba
Pier 16: Liquor/Beer/Wine/Sunday Sales; Entertainment
1601 Inlet Ave
Consideration of Bids, Contracts, Agreements and Expenditures
13. Out of State Travel, Michelle Owens. Attend National Main Street Conference, May 18 -
20, 2020. Line Item 100-7300-52-3500, $1,600.
14. Out of State Travel, Jan LeViner, Clerk, attend the IIMC Conference, St. Louis, MO, May
16 - 20, 2020. Line Item 1130-52-3500, approximate cost $1,000.
15. Budget adjustment to cover shortage in the Animal Control personnel budget.
16. Statewide Mutual Aid and Assistance Agreement from GEMA
17. Water/Sewer Budget Adjustment Request to Purchase a Street Sweeper - $220,000 from
100-4250-54-2102 to 100-4250-54-2100
18. Purchase of New Lifeguard Stands - Authorization to Purchase and Budget Amendment -
$132,100.00
19. Purchase of Clarifier - Budget Amendment - $600,000 from 505-0000-39-1300 to 505-
4310-54-1400
20. Purchase parts to install into the existing clarifier that is currently non-
operational. Budget Adjustment from various accounts to Line Items 505-4310-52-2205
and 505-4310-52-1310
21. Public Education and Government Channel Upgrade - For Approval - Purchased From
100-1535-52-1300 and 100-1535-53-1600. $25,000
22. Secure Records Solutions, LLC: Hard Copy Storage, Thomasville, GA
23. Debris Removal Standby RFP
24. Budget Adjustment from Beach Re-nourishment line item to cover Contract Labor and
Infrastructure Lines for Dune Restoration, $900,000. (Reimbursable Expenses from DCA
Grant
Consideration of Ordinances, Resolutions
25. Second Reading, 2020-02, Sec 34-264 - Short Term Vacation Rentals
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
26. Second Reading, 2020-03, Civil Penalties
27. Second Reading, 2020-08, Retirement Plan Ordinance
28. Second Reading, 2020-12, Article III, Sec 3-170, Home Occupations and Home Business
Offices
29. Second Reading 2020-13, Sec 2-010, Terms and Definitions - Home Occupation
30. First Reading, 2020-06, Chapter 70, Art IIIA, Backflow Ordinance/Prevention Program
31. First Reading, 2020-05, Sec 70-76, Use of the Public Sewer
32. First Reading, 2020-07, Adopt Grease Management Program and the Grease
Enforcement Plan
33. First Reading, 2020-09, Parking Fines, Sec 66-147(c)
34. First Reading, 2020-10, Regular Meetings
35. First Reading 2020-11 Sec 12-1(a) Restriction on Beach Smoking in Designated Areas
Council, Officials and City Attorney Considerations and Comments
36. John Branigin: Maintenance of Non-City Streets
37. Nancy DeVetter: Beach Task Force motion to ban beach smoking
38. Nancy DeVetter, Beach Task Force Update and Letters of Support (Smoke-Free Beach
Ordinance)
39. Bubba Hughes: Award protest concerning RFP on By Pass Pumps and
status/consideration of grant issues.
40. Bubba Hughes, City of Tybee Island Water and Sewer Requirements
41. Bubba Hughes: Possible Rules of Procedures to include adding Disclosures and Recusals
42. Bubba Hughes: Authorization for the Mayor to sign and the Clerk to attest multiple
contracts with homeowners for Hazard Mitigation Grant Program for elevation of homes.
43. Shawn Gillen: Wellness Program Description
44. Shawn Gillen: Setting Price for Virtual Parking Decal at $300.00 - Action Item
45. Shawn Gillen: Parking Fines - Action Item
46. Shawn Gillen: Increase Cost of Parking Decal for Non-Tybee Residents to $200.00 -
Action Item
47. Shawn Gillen: Creation of three part time Code Enforcement Officers in the TIPD for 29
hours per week starting March 23, 2020 (15 weeks), $21,982
48. Todd Smith: City of Tybee website, Transparency and Accessibility
49. Jan LeViner: Voter Rolls
Executive Session
Discuss litigation, personnel and real estate
Possible vote on litigation, personnel and real estate discussed in executive session
Adjournment
Individuals with disabilities who require certain accommodations in order to allow them to observe and/or
participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities are
required to contact Jan LeViner at 912.472.5080 promptly to allow the City to make reasonable accommodations
for those persons.
*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
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
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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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
3. Minutes, City Council Meeting, February 13, 2020
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City Council Minutes, February 13, 2020
Consideration of Items for Consent Agenda
Mayor Sessions called the Consent Agenda to order at 6:30PM. Those present were Jay Burke,
Monty Parks, John Branigin, Barry Brown, Nancy DeVetter and Spec Hosti. Also attending were
Dr. Shawn Gillen, City Manager; Bubba Hughes, City Attorney; George Shaw, Director, Community
Development; and Janet LeViner, Clerk of Council.
Mayor Sessions listed the following items on the consent agenda:
Minutes, City Council Meeting, January 9, 2020
Appointment of Matt Harrell as Interim Fire Chief. Mayor Sessions congratulated Chief
Harrell for his appointment.
Historic Preservation Committee
o Fidelia Fowler
o Holly Grell-Lawe
Bubba Hughes: Ante Litem, Olivia Simons. Mr. Hughes recommended this item be
included with it being denied. TO DENY
Minutes, Planning Commission, January 13, 2020
Minutes, TIMSF Board of Trustees Meeting Minutes
Minutes, Ethics Commission, March 11, 2019 and December 4, 2019
Mayor Sessions called the regular meeting to order at 7:00PM. All those present for the consent
agenda were present.
Opening Ceremonies
Call to Order
Invocation: Rev. Sue Jackson, Trinity Chapel United Methodist Church
Pledge of Allegiance
Recognitions
Chief Robert Bryson approached Mayor and Council. Chief Bryson introduced Chief Bill
Kirkendoff, Hinesville Police Department. Chief Kirkendoff explained the State’s Certification
Program is a volunteer program with 129 Standards with ten addition, totaling 139. It takes a
department and community to achieve this Certification. Chief Kirkendoff stated he made a
recommendation to the Georgia Association of Chiefs of Police and the recommendation was
accepted to grant certification to the Tybee Island Police Department. Chief Kirkendoff then
presentation the State Certification to Chief Bryson and the entire Tybee Island Police
Department. Chief Bryson thanked everyone for their support to include Captain Tiffany Hayes
for all her work with this Certification. Mayor Sessions stated Tybee Island is very proud of our
officers and cannot thank them enough for their service.
Mayor Sessions stated in the future the meetings will begin at 6:30PM and continue to have
the Consent Agenda and move right into the regular meeting. An ordinance will be before Mayor
and Council approving this change.
Gerald Schantz, approached Mayor and Council. Mr. Schantz thanked Mayor, Council, and Staff
for their cooperation with the remodeling of his restaurant. He also thanked Dr. Gillen for his
Friday Morning Coffee Meetings as this provides the citizens an opportunity to discuss their
concerns. Mr. Schantz invited everyone to the grand opening of his restaurant which will benefit
the 200 Club of the Coastal Empire, Friday, February 14, 2020 at 5:00PM, Gerald’s Pig and
Shrimp.
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Mary McLemore, approached Mayor and Council to speak to the Marine Science Center
lease. Ms. McLemore read from a prepared statement (attached) where she expressed her
concerns regarding the proposed Marine Science Center Lease. She stated the Marine Science
Center is a great asset to the Island and nothing she is saying should be taken to denigrate the
Marine Science Center. Mayor Sessions thanked Ms. McLemore for her comments and concerns
and her statement will be included in the official record.
Monty Parks made a motion to approve the consent agenda. Barry Brown seconded. Vote
was unanimous, 6-0.
Public Hearings
Variance: Encroach Rear Setback with Steps to Maximize Porch Area - 11 Bright
Street - 40002 15006-Zone R-1-B. Mike and Deb Goldberg. George Shaw approached
Mayor and Council. Mr. Shaw stated the petitioner is building a container home on Bright Street
and is requesting a variance for a setback for proposed steps. He further stated that variances
are based on hardships. Planning Commission and Staff are recommending denial, unanimously.
Mr. Parks asked Mr. Shaw if any conditions have changed since this was heard by the Planning
Commission. Mr. Shaw responded, none that he is aware of. Mike Goldberg approached Mayor
and Council to speak in favor of this variance request. He is asking to allow his stairs to be within
the 10’ setback. Mr. Goldberg stated this is a grandfathered lot and he distributed documents
(attached) containing drawings and affidavits stating they do not object to this request. He is not
asking to build in that area only for a landing for the staircase. Mayor Sessions thanked Mr.
Goldberg and made mention that in the packet as presented by Mr. Goldberg, there are two
letters in favor of this variance request. Monty Parks made a motion to deny. John Branigin
seconded. Vote was unanimous to deny, 6-0.
Text Amendment: Definitions for Home Based Business. Jay Burke and Spec Hosti
recused. Mr. Shaw approached Mayor and Council. He stated the previous council asked the
Planning Commission to review Home Based Definitions and bring recommendations back to
Mayor and Council. After recommendations from the Planning Commission it was brought before
Mayor and Council for first reading. At that time, it was noted there was a conflict with the
definition of Home Occupation. Ms. DeVetter asked for clarification of the procedure. She
confirmed with Mr. Shaw, Mayor and Council are approving only the adding of one section to the
definitions. Mr. Shaw confirmed. Monty Parks made a motion to approve first reading. John
Branigin seconded. Voting to approve were Monty Parks, John Branigin and Nancy DeVetter.
Voting against was Barry Brown. Vote to approve, 3-1.
Jay Burke and Spec Hosti returned to their seats.
Consideration of Bids, Contract, Agreements and Expenditures
Atlantic Waste Contract. Dr. Gillen addressed Mayor and Council. Dr. Gillen stated he is
trying to resolve four distinct issues: (1) Atlantic Waste charges the City one fee and that fee is
not passed to the residents which creates a shortage in the Solid Waste Fund of about $150,000;
(2) Curbside single stream recycling is not working as it is mostly going to the landfill; (3) how
does the City address the increase in garbage if curbside recycling stops; and (4) issue of Short
Term Vacation Rental (STVR’s) and the increase in garbage they bring. The contract is curbside
or side door recycling of single stream and we have a recycling drop off center with several drop
off units around the City to where residents/visitors can bring their recycling. Therefore, Atlantic
Waste will no longer do recycling as the City will do it. This now creates twice a week garbage
collection. There will no longer be Saturday collection for STVR’s but will be another day of the
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week. He feels this will take care of the problems with garbage sitting in the cans for days and
days. The price to the City will remain the same as will the cost to the residents. Mayor Sessions
stated, to make it simple, currently residents are getting side door recycling pick up, yard trash
once a week and garbage. With the change, the City is eliminating recycling, adding twice a
week garbage pickup (side door pickup) and still have once a week yard pickup. Ben Wall,
Atlantic Waste, approached Mayor and Council. Mr. Wall stated the residents that have pickup
on Monday will go to Monday/Thursday; residents on Tuesday, will go Tuesday/Friday; and the
Wednesday residents will probably go to Tuesday/Friday pickup. Wednesday will now become
yard waste pickup Island wide. Dr. Gillen is proposing a mailing to notify residents of the change
in service as well as on Channel 7. In regards to yard waste, the old recycle cans can now be
used for yard waste. Mayor Sessions stated there is no change in the cost of the new services.
Mayor pro tem Brown asked if these changes are seasonal or year round. Dr. Gillen responded,
year round. Ms. DeVetter asked why the City is not charging the residents what it costs the City.
Dr. Gillen responded it is probably a reluctance to add an additional charge to the residents’ bill
and has always been subsidized by the City. Ms. DeVetter asked is there is a solution. Mr. Branigin
stated it is not applicable to the contract as how the City bills the residents it is a totally separate
issue. Mr. Parks spoke to recycling as what the City is doing currently is a better answer than
curbside recycling and a better system. He stated he will do everything he can to have additional
drop-off centers available to residents. Mr. Parks asked everyone to go the Facebook,
TybeeRecycles, look at the page and “like” for updates. Mayor Sessions thanked Mr. Parks for all
he is doing to create a recycling program and to Mr. Wall for his hard work. Mr. Hughes asked
Mr. Wall for an effective date of the contract. Mr. Wall responded April 1, 2020 which gives the
City time to notify the residents. Atlantic Waste will be stenciling the recycling cans to include
“yard waste” language. These receptacles will now be used for yard waste rather than recycling.
Spec Hosti made a motion to approve. Nancy DeVetter seconded. Vote was unanimous to
approve, 6-0.
Diesel Bypass Pumps RFP contract recommendations (Pumps and Installation).
The staff is recommending the Pumps be purchased from Goforth Williamson. They
are recommending the contract for installation of pumps be awarded to Southern
Civil. Mr. Hughes stated there are two contracts included within the agenda item: (1) concerns
the purchase of bypass pumps for the lift stations necessary in the event power is lost and (2)
for the installation of the pumps. There are no concerns regarding the award of the contract with
regard to the installation of the pumps and he requests Mayor and Council move forward with
the approval of the agreement with Southern Civil as recommended by Staff. Mr. Parks asked if
it benefits the City to approve the contract for installation prior to approval of the purchase of the
pumps. Mr. Hughes responded, this is time sensitive and he would like to have as much in place
as possible. Mayor pro tem Brown stated the City is going to purchase the pumps to be installed
in the lift stations for the possibility of a hurricane. Mr. Hughes responded in the affirmative.
Mayor pro tem Brown asked why was the City not renting the pumps as in the past. Dr. Gillen
stated the pumps are being purchased with a grant from FEMA. Mr. Hosti asked if the pumps
would be used at any other time with the exception of a hurricane. Dr. Gillen responded, no, as
they are installed permanently, above flood level. Ms. DeVetter asked the amount of the FEMA
grant. Dr. Gillen responded $815,000 and the match is from the Water/Sewer Fund. A discussion
ensued regarding the importance of purchasing the pumps as once a hurricane is approaching
other municipalities rent and there is a possibility there are none available when we need them.
Mayor pro tem Brown stated he is not in favor of this purchase as it is unknown if these pumps
will withstand the harsh environment with the salt water environment. Mayor Sessions stated
with speaking with the Water/Sewer Department, this purchase is of great importance. She asked
Dr. Gillen to address. Dr. Gillen responded this is essential as residents may not come back on
the Island until the water/sewer is properly functioning. The City has learned from the past that
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we need to have pumps reserved and set aside. John Branigin made a motion to approve the
contract for installation of the pumps. Monty Parks seconded. Voting in favor were Jay Burke,
Monty Parks, John Branigin, Nancy DeVetter and Spec Hosti. Voting against was Barry Brown.
Vote to approve, 5-1.
Mr. Hughes stated the purchase of the pumps was also part of a Request for Proposal and Staff
reviewed and evaluated the responses, made a recommendation, however, since the
recommendation was made, two protests has been received by the City. Under the Procurement
Policy, the City must go through a procedure which is quick. The purchasing agent will make the
initial decision, the complaining party may appeal to the City Manager and if needed can be
appealed to Mayor and Council. A representative from Allight Primax was present this evening
but he recommended it is not appropriate for him to address Mayor and Council at this stage if
there is an appeal as none of the other participants in the process were notified to be present.
The two protests need to be dealt with under the process prior to the agreement being awarded.
Mr. Hughes stated it is his recommendation that after the first layer of the process is met, the
City proceed to award the contract if the protest is rejected. However, if it is accepted, Mayor
and Council will have to meet to decide how to move forward. Revocation of the award of the
installation contract could happen at that point. He would recommend in the event there is a
workshop or meeting scheduled prior to the next City Council Meeting, as soon as the protest is
resolved, the award of this contract based on the recommendation if the protest is rejected, both
the contracts be dealt with at that time. There would be no vote on the contract tonight.
Purchase of Pumps from Goforth Williamson deferred until February 19, 2020,
9:30AM, City Council Workshop.
The bids for the Jaycee Park Restroom project were opened at 2:00pm on January
23rd, 2020. There were 6 bids received. This agenda item to request that City Council
approve the award to the lowest responsive bidder, CNB Construction, LLC, in the
amount of $330,500.00. Attachments: Original ITB, Greenline Plans and Specs,
Addendum #1, Bid Sheet, Response from CNB Construction. Mayor pro tem Brown
asked Dr. Gillen what the highest bid was. Dr. Gillen stated he does not have that figure but will
provide and confirmed there a Penalty Clause in the proposed contract. Dr. Gillen confirmed. Mr.
Branigin stated the high bid was $499,047 by R. W. Allen and Company. Mayor pro tem Brown
asked Dr. Gillen if the tile used in Memorial Park will be used for the bathrooms in Jaycee Park.
Dr. Gillen responded no due to availability. Mayor Sessions asked Dr. Gillen if the proposed
contractor has been vetted by the City. Dr. Gillen stated there is certain criteria they must follow
and this contractor has met the requirements. Jay Burke made a motion to accept the bid from
CNB Construction. John Branigin seconded. Voting in favor were Jay Burke, John Branigin,
Nancy DeVetter and Spec Hosti. Voting against were Barry Brown and Monty Parks. Vote to
approve, 4-2.
Agreement between City of Tybee Island and Tybee Island Marine Science Center.
Mr. Hughes stated there are overlapping elements associated with this agenda item. They
involved agenda items 10, 11, 12 and 17 respectively. The Agreement with the Marine Science
Center is an exhibit to the Agreement with Limewood, which is the LLC of the Makels who are
donating by lease a parcel of the property to be used for recreational displays. Mr. Hughes
continued, there is no rent paid but they will be covered under the Marine Science Center’s liability
coverage as will the City. Providing that liability coverage by the Marine Science Center is required
in the Marine Science Center’s lease from the City. Hence it all overlaps. The plat needs to be
approved and all can be discussed simultaneously. The proposed lease has been changed so it
closer to the existing lease for the south-end building. Maintenance obligation in respect to the
building which is the City’s will be the City’s responsibility as they maintain the interior and routine
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maintenance of the building. The rent to the City has been changed so it includes the cost of the
City having the structure insured. This has been estimated at $12,100 from GIRMA which will be
paid by the Marine Science Center to the City. He stated representatives from the Marine Science
Center are in attendance if there are questions. Mayor Sessions asked if #12, Agreement for
First Chatham as to Landlord Release for Marine Science Center and #11, Agreement with Makel’s,
can those be voted on independently from the other items or would Mr. Hughes want them
discussed with the other items. Mr. Hughes stated his preference, all at the same time including
#17, Resolution 2020-02 for Plat Approval. Mayor pro tem Brown made a motion to approve
item #10, Agreement between City of Tybee Island the Tybee Island Marine Science; #11,
Agreement with Makel, City of Tybee Island and Marine Science Center; #12, Agreement for First
Chatham as to Landlord Release for Marine Science Center; and #17, Resolution 2020-02 for Plat
Approval: Makel and Marine Science Center. Motion died for lack of second. Nancy DeVetter
made a motion to table until the upcoming City Council Workshop, February 19, 2020. Jay Burke
seconded. Voting in favor were Jay Burke, Monty Parks, John Branigin, Nancy DeVetter and Spec
Hosti. Voting against was Barry Brown. Motion to defer approved, 5-1. Mayor pro tem Brown
stated there is another City owned building on the Island that was paid for with SPLOST funding,
the Marine Rescue Squadron. Ms., DeVetter would like to see all the non-profit leases for City
buildings prior to the workshop. Mayor Sessions asked Council to direct any questions to Mr.
Hughes and/or Dr. Gillen so they can all be included in discussions at the upcoming workshop.
Deferred until City Council Workshop, February 19, 2020.
Agreement with Makel, City of Tybee Island and Marine Science Center. Deferred until
City Council Workshop, February 19, 2020.
Agreement for First Chatham as to Landlord Release for Marine Science Center.
Deferred until City Council Workshop, February 19, 2020.
Consideration of Ordinances
First Reading, 02-2020, Sec 34-264, Signage - Short Term Vacation Rentals. Monty
Parks stated he asked for the proposed ordinance as the City Marshalls asked Mayor and Council
to consider shortening the period between when a STVR is sited and when they respond.
Currently they have 21 days if cited for not having a sign in front of their STVR. Mr. Parks is
recommending changing to seven (7) days. Monty Parks made a motion to approve. John
Branigin seconded. Vote was unanimous to approve, 6-0.
First Reading, 2020-03, Civil Penalties. Monty Parks stated he supports the proposed
ordinance as this will give offenders the opportunity to pay for the violation at the police
department and not have to go through the court system unless it is appealed. These tickets can
be issued by Non-Post Certified Officer of the law. Dr. Gillen stated he will follow-up later during
the meeting. Monty Parks made a motion to approve first reading. John Branigin seconded.
Vote was unanimous to approve, 6-0.
First Reading, 2020-08, Retirement Plan Ordinance. Dr. Gillen stated this is a
housekeeping measure as the IRS requires the Retirement Plan adopt certain provisions. There
is a summary of the provisions included in the packet before Mayor and Council. Monty Parks
made a motion to approve. Nancy DeVetter seconded. Vote was unanimous to approve, 6-0.
Resolution, 2020-01, Supporting Legislation for the Georgia Local Government
Infrastructure Finance Authority Act. Mayor Sessions stated she believes Council agrees
to remove from the agenda. Council confirmed. NO ACTION TAKEN
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Resolution 2020-02 for Plat Approval: Makel and Marine Science Center. Deferred
until City Council Workshop, February 19, 2020.
Resolution 2020-03, to Apply for a Coastal Incentive Grant and Commit upon Award
of the Grant to enter into a Project Agreement with the GDNR Coastal Resources
Division. Dr. Gillen stated the funds are for the monitoring of the dune system. After the
dunes are built the Grant will be used to monitor erosion, growth, and vegetation as this will show
the dunes are either growing in size or not. Alan Robertson approached Mayor and Council.
Mr. Robertson stated this is the same type grant that was used for the water rate study in the
past. The City has applied for a two year grant, $37,000 the first year and $25,000 the second
year. He went on to explain the process of plantings in the dunes. Mr. Robertson stated the
Resolution is required as part of the application package. Mr. Parks asked if this is a match grant.
Mr. Robertson responded in the affirmative. There is no money involved as it is “in-kind” services.
Monty Parks made a motion to approve. Jay Burke seconded. Vote was unanimous to
approve, 6-0.
Resolution 2020-04, In opposition of HB 523 (Monty Parks). Monty Parks read HB 523
per the request of Mayor pro tem Brown. Mayor Sessions stated, for the record, she has spoken
with our local legislators to make them aware the House Bill will be on the agenda and Mayor
and Council will be voting and sending the Resolution to them. Barry Brown made a motion
to approve. Monty Parks seconded. Vote was unanimous to approve.
Council, Officials and City Attorney Considerations and Comments
Barry Brown stated he is still receiving concerns regarding the answering of City Hall
telephones. Mayor pro tem Brown explained the telephone report showing the amount of calls
being answer and those going to the auto-attendant. He expressed his concerns and asked Dr.
Gillen to address. Mayor Sessions confirmed if someone were to call the main number, it should
be answered by a “real” person, if not, the call is directed to the “hunt group” and if not answered
at that point the call would go to the auto-attendant. Dr. Gillen confirmed. He will continue to
work on better percentages of calls that are answered by his administrative assistance and the
“hunt group”. He continued to explain the complications with not having adequate staff due to
travel and multitasking duties. Mr. Parks asked if there ever a dedicated receptionist tasked with
answering the telephones. Mayor pro tem Brown stated no. Dr. Gillen stated his administrative
assistant has multiple duties such as covering Parking during lunch and other projects in City Hall.
Mayor Sessions responded customer service is critical to the Island as we are such a small
community. It is her desire to move forward to ensure the best customer service available.
Builder's Risk Coverage, Marine Science Center. Dr. Gillen stated this agenda item is
separate from others related to the Marine Science Center and needs to be dealt with. The
Insurance needs to be extended. Mr. Hughes stated this is an extension from February to march
28th on the Builder’s Risk Police and it a change order paid out of the contingency for the building.
Spec Hosti made a motion to approve. Monty Parks seconded. Vote was unanimous to
approve, 6-0.
Shawn Gillen and Matt Harrell approached Mayor and Council to speak to Beach Safety
Update - Beach Rule Enforcement Update. Interim Chief Harrell gave an update on the
changes with the Ocean Rescue which has now been rebranded to “Beach Safety” which are the
lifeguards under the Tybee Fire and Rescue. Schedules will be provided to Mayor and Council
outlining training, educational, and actual times they will be in the stands. Zones of coverage
were explained which will provide consistency. He is also proposing new stands which will provide
better coverage during the heat of the day, solar power for charging stations and stairs which
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will reduce injuries as guards jumped from the old stands. Chief Harrell stated he would like to
purchase three pop-up stands which can be moved to busy areas during the summer. This would
be in addition to the new marine grade aluminum. Dr. Gillen moved to the enforcement of beach
rules. Chief Bryson is requesting to have his officers not patrol the beach as they are needed on
the Strand and Tybrisa to patrol but will still be in the vicinity of the beach. Beach enforcement
would be done with technology such as cameras. Code Enforcement Officers will respond to
violations such as litter, glass on the beach and damaging of dunes. These will be Non-Post
Certified Officers which will be under the supervision of the City Marshall. Mr. Burke asked the
cost of the cameras. Dr. Gillen responded approximately $3,000 per camera and will need internet
service. He continued, he is not asking for a vote this evening as he will need to bring a budget
adjustment before Mayor and Council. Ms. DeVetter asked who will be issuing the tickets, Beach
Safety or Code Enforcement. Dr. Gillen responded Code Enforcement as Beach Safety would call
in violations. Mr. Branigin agreed that technology is the best approach as the beach is very busy.
He also recommended signage at the crossovers to make beach goers aware that cameras are
monitoring the beach for rule enforcement. Ms. DeVetter asked if anyone has other violations to
add to the ordinance please let her know. Dr. Gillen recommended the sand bar ordinance that
was put in place last year. Mayor pro tem Brown asked if the lifeguards would still be using their
telephones and playing volleyball while on duty. Chief Harrell addressed Mayor and Council. He
explained use of the telephones would not be tolerated while on duty with the exception of their
breaks. Volleyball might be included as daily physical training but it will not be while they are on
duty. He continued that the guards will now have radios that when there is a need to call dispatch,
the police department and fire department will all be able to hear to call. This will give backup if
needed. Mayor Sessions thanked both Dr. Gillen and Chief Harrell for their presentation.
Barry Brown made a motion to adjourn to Executive Session to discuss Personnel, Real-estate
and Litigation. Monty Parks seconded. Vote was unanimous to approve, 6-0.
Spec Hosti made a motion to return to regular session. Nancy DeVetter seconded. Vote was
unanimous to approve, 6-0.
Barry Brown made a motion to adjourn. John Branigin seconded. Vote was unanimous, 6-
0.
Meeting adjourned at 10:53.
______________________________
Janet R. LeViner, CMC
Clerk
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
4. Minutes, City Council Meeting/Workshop February 19, 2020
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City Council Minutes February 19, 2020
Mayor Sessions called the City Council Meeting/Workshop to order at 9:30AM, February 19, 2020.
Those present were Jay Burke, Monty Parks, John Branigin, Barry Brown, Nancy DeVetter and
Spec Hosti. Also attending were Dr. Shawn Gillen, City Manager; Bubba Hughes, City Attorney;
Dana Braun, Legal Counsel; George Shaw, Director, Community Development; and Janet LeViner,
Clerk of Council.
Mayor Sessions explained thee are items on the agenda carried over from the previous City
Council Meeting to properly address.
Items for Consideration
Diesel Bypass Pumps RFP Contract recommending the pumps be purchased from
Goforth Williamson. Mr. Hughes asked Mayor Sessions to discuss this item prior to the
discussions regarding the Marine Science Center. Mayor Sessions confirmed. Mr. Hughes stated
the City rejected both protests that were received under the Procurement Policy through the City
Manager. As the protest has been appealed, it will be decided by Mayor and Council. This cannot
be done at this meeting as the information is not available as of yet. He recommended this item
be heard at the February 27, 2020 City Council Meeting. Monty Parks made a motion to defer
until the City Council Meeting, February 27, 2020. Barry Brown seconded. Vote was unanimous
to approve, 6-0.
Agreement between City of Tybee Island and Tybee Island Marine Science Center
(MSC). Mr. Hughes stated he will be happy to discuss the agenda items regarding the Marine
Science Center in unison as some points are easier than others. He has received many comments
regarding the term of the lease. The MSC is a non-profit, receives benefits from the City and they
should provide the financial information as other non-profits do. This way, the City can track the
benefits as they flow to the City. This has not been covered in the lease of the existing structure
but may have been covered in the grant process when discussed during the budget cycle. The
initial term of the lease is 15 years with rights for renewal three (3) times to bring it to 30 years.
Mr. Hughes continued, the term of the lease was recommended by him due to the term of the
bond financing through the Chatham County Recreational Authority. Marine Rescue Squadron
has a 15 year lease with a renewal and Shine Club is 15 years with a renewal. He feels the term
seems to be reasonable. He expressed his concerns with the term of the lease if extended past
15 years without renewals as it may not be enforceable. If no formula for rent is included in the
agreement then the agreement is not valid. Mayor Sessions asked the City Manager to prepare,
in the interest of transparency, what the City is paying for with the construction of the MSC
building and what the MSC is paying for as residents would like clarity. Dr. Gillen distributed a
Final Closing Memorandum to Mayor and Council (attached). Mayor pro tem Brown asked
regarding insurance, the $12,000, what is that actually for. Mr. Hughes responded, the building.
He stated originally the MSC was going to build the building but the City is responsible for the
building being built and the financing going through the Recreational Authority. In the original
draft of the lease, the MSC was insuring the building for the City and going forward the building
will be insured by the City but this is to reimburse to the City for the cost the MSC incurs in
insuring the building. Ms. DeVetter stated she has reviewed the other leases regarding the non-
profits using city buildings. She stated the leases are different and most do have a 15 year lease
with the exception of Tybee Arts Association as they have a one (1) year lease. Mr. Hughes
stated the MSC will insure the contents of the building and those contents will be used for
collateral for the Agreement with First Chatham Bank. Mr. Branigin stated he fully supports the
MSC as it is a tremendous asset to the City and Mayor and Council need to look at the term of
the lease. Whether the MSC is paying $10 a year or $10,000 a year does not mean much as it
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applies to the City’s debit service. The perception that $10 rent per year is too low. He would
recommend Mayor and Council have the option to review on a five (5) year basis and language
should be included that requires the MSC to provide a copy of the financial statement on an
annual basis. In this way the rent can be adjusted according to the MSC’s profit. Mayor Sessions
concurred with Mr. Branigin regarding the perception of the proposed rent of $10 is too low. She
supports the MSC and a five (5) year time period is not unreasonable to consider. Mayor Sessions
stated the MSC Board has provided their minutes to Mayor and Council in a timely manner and
they have not been required to provide their financials. She asked that going forward they provide
their financials. Mayor Sessions then asked Dr. Gillen to review the Final Closing Memorandum
that he distributed earlier. She stated the MSC is taking care of the daily operations, the staff,
and the insurance payment of $12,100 as she understands. Dr. Gillen went over the highlights
of the Memorandum to include the twenty year term of the Bond. Dr. Gillen stated the Hotel/Motel
Tax was increased so those funds would be used for the construction of the MSC. Mayor pro tem
Brown concurred as Mayor and Council worked diligently to have that legislation passed. Mr.
Hosti asked Mr. Hughes if the lease is not 15 years will the MSC have issues with procuring a loan
from First Chatham Bank. Mr. Hughes recommended the Board of the MSC answer that question.
Ms. DeVetter asked a representative from the MSC to approach Mayor and Council to respond.
Harold Yellin, Attorney, MSC Board, approached Mayor and Council. Ms. DeVetter stated she will
support a five (5) year re-examination period regarding the lease. Mr. Yellin stated the MSC
Board is not opposed to presenting financials and audited financial statements are given to the
City Manager every year. As to a re-examination every five (5) years is completely acceptable to
the Board. As to the term, the Board originally asked for thirty years as their current lease is thirty
years. The City Attorney asked for a fifteen year lease with the renewals of five (5) year, three
times. The Board’s idea was originally thirty years but will agree to the five (5) year and renewals.
The Board is involved with negotiations with the lender and will be borrowing a substantial amount
of money for furniture, fixtures and equipment, approximately $1.2M - $1.5M and will have a
substantial investment in the building. Mr. Yellin continued to explain the MSC Board thought it
would be better for the City to insure the building rather than them having a standalone policy
and to answer Ms. DeVetter’s question, the MSC will have $1M liability policy. He is asking Mayor
and Council to consider a 15 year lease and will pledge to the City to provide audited financials
as well as workshops if needed. Mayor pro tem Brown asked if the MSC will carry Workman’s
Comp coverage. Mr. Yellin confirmed and if it is not in the comprehensive policy, it will be added.
Mr. Hughes confirmed that Workman’s Comp will be included in the insurance section on their
employees. Ms. DeVetter asked Mr. Yellin if it would be his preference to have the rent waived
for five (5) years. Mr. Braun stated there needs to be something in the lease stating how the
rent is going to be established exactly. There needs to be a formula as to how the rent is
established. A discussed ensued regarding the different scenarios regarding the establishment
of the rent as to a certain amount being waived for the first (5) years or a certain amount per
visitor. Mr. Braun recommended the lease be set for more than five (5) years. Mr. Yellin agreed
as lenders are looking for predictability and if a lease term is included in the lease that is
unpredictable might deter the ability to obtain a loan. Mr. Parks expressed his concerns with the
$1.5M in outstanding debt. He would rather the City write the note than a bank so the City has
the flexibility and he would have liked the possibility Mayor and Council have the option to
underwrite the note. Mr. Parks continued, there is $3.5M in Bond and $600,000 is set aside with
SPLOST totally over $4M currently. He feels the MSC is most fundable organizations on the
southeast coast to this point. He also feels the MSC has every buzz word for grants, foundations,
federal and state money and loans. Ms. Sakas stated the Board has been working off the SPLOST
money to get the design moving forward and once the design was completed, the Board was
about to raise money. She stated the Board needed to do a Capital Campaign prior to raise
donations. They have received two (2) $100,000 grants and was told the money would be
received in increments and they are receiving additional pledges to date. Those pledges can be
23
in a lump sum or over a five (5) year period. Members are now going to other individuals for
donations/grants. Letters have been sent to the residents giving them the opportunity to donate
to the MSC. Mr. Parks asked if the Board is soliciting grants or foundational support from groups
such as the federal, state, local and international financing opportunities. Ms. Sakas confirmed
and stated they have received a NOVA Grant and are in the process of working those various
avenues. Mr. Parks stated he will vote in favor of the lease and would like an option in the future
to know the City has a chance to recover some portion of the debit. Mr. Yellin confirmed the
City will receive audited financials on a regular basis and Mayor and Council will have the
opportunity to question any part of the financials and grant process. Maria Procopio approached
Mayor and Council. Ms. Procopio stated the Board is indeed soliciting corporate and private
foundation grants. They have not been able to find municipal grants to date that they are
qualified for. This loan is a Bridge Loan as pledges and grants that have been received have
timelines in terms of requesting as well as distribution timelines. Ms. Procopio explained the loan
will be spent on exhibits, cabinetry, plumbing, concrete pad pours, and upgrading the windows
in the new facility to sea turtle glass. The relationship with the MSC and the City is a partnership
thus attributing to the success of the MSC. Mr. Parks asked if the MSC was paying for their sign,
security, generator, and security systems. Ms. Procopio confirmed the MSC would pay for
everything he is asking. Mr. Parks stated he would like to go on record as saying what was
agreed to him in the past that no additional monies required from the City. Mr. Parks made
reference to Section 1.8, Permitted Uses, has changed from the old lease but not changed in the
new lease. Mr. Yellin addressed Mr. Parks’ concerns regarding permitted events to be held at the
MSC as well as the number of public bathrooms. Ms. Procopio stated it is their intent to have
events at the MSC that would include programs for children and young adults. They get a MSC
program as they are not renting the venue for events not associated with the MSC. It is part of
an environmental education program. Mr. Parks stated he is moving on to Sec 8.1 which deal
with maintenance of the property and who is responsible. Mr. Hughes responded those provisions
were added while the building was built. The building is now completed or close to it and the
maintenance obligation is now addressed in Subsection C. Mr. Hughes stated the proposed lease
will now be a standard owner/tenant lease obligation. Mr. Parks would like clarification regarding
maintaining of real property and items to include exhibits and signs. Mr. Braun made
recommendation to include language in Article 10.2(a) where the MSC will insure the contents
signs and personal property. Mr. Branigin recommended wording be added to include electric,
mechanical, plumbing and HVAC Systems as provided by the City. Mr. Hughes confirmed. Mr.
Parks then made reference to parking. Mr. Hughes stated what parking is available is delineated
on the plans. It is similar to the existing structure. There are Memorandums of Understanding
that address parking for the south-end structure. Ms. DeVetter recommended there be a separate
document, Memorandum of Understanding, which would address parking on the north-end
structure. Mr. Parks asked when the new facility will be open to the public. Ms. Procopio
responded September 2020. The building will be ready sooner but May, June and July are the
primary revenue generating months and they do not want to lose that opportunity. Ms. Procopio
continued during those months she will be fabricating exhibits and completing projects. She
stated they will be creating the Public Relations Plan shortly which will provide possible funding
and announcing approximate opening. Mr. Branigin expressed his concerns regarding the lease
amount as it is too generous of a gift. Ms. DeVetter recommended removing the $1,200 insurance
coverage and look back period of cost per head. Mr. Yellin stated cost per head might be a
problem as there are programs the MSC using which gives free admission. After a short
discussion, John Branigin made a motion to approve the lease with the following changes:
Add a section that rent will be for years 1 – 5, $10 per year; years 6 – 10, $5,000 per
year; and for years 11-15, $10,000 per year
Reference Sec 8.2, piece parts in the section are only those initially provided by the City
in terms of the building
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�� N o c h a n g e i n t h e i n s u r a n c e a s s t a t e d i n t h e c u r r e n t d r a f t
�� A r t i c l e 1 0 . 2 ( a ) , t o i n c l u d e e x h i b i t s a n d s i g n s w h i c h b e l o n g s t o t h e M a r i n e S c i e n c e C e n t e r
D i s c u s s i o n s :
S p e c H o s t i s t a t e d a s a p o i n t o f r e c o r d , t h e H o t e l / M o t e l T a x w i l l b e p a y i n g
f o r t h e M S C , $ 3 . 5 M . M r . H u g h e s c o n f i r m e d .
N a n c y D e V e t t e r m a d e a m o t i o n , a f t e r a d i s c u s s i o n , t o a m e n d t h e p e n d i n g
m o t i o n f o r a p p r o v a l t o a l l o w t h e M a r i n e S c i e n c e C e n t e r t o h a v e e v e n t s a n d
g a t h e r i n g s a r e p e r m i t t e d . J a y B u r k e s e c o n d e d . V o t e w a s u n a n i m o u s t o
a p p r o v e t h e a m e n d m e n t t o t h e m o t i o n , 6 - 0 .
M o n t y P a r k s s e c o n d e d t h e m o t i o n t o a p p r o v e t h e l e a s e t o i n c l u d e t h e a m e n d m e n t . V o t e w a s
u n a n i m o u s , 6 - 0 .
M r . H u g h e s s t a t e d t h e f i n a l l e a s e w i l l b e b e f o r e M a y o r a n d C o u n c i l f o r a p p r o v a l b y M a r c h 1 2 ,
2 0 2 0 .
A g r e e m e n t w i t h M a k e l , C i t y o f T y b e e I s l a n d a n d M a r i n e S c i e n c e C e n t e r . S p e c H o s t i
m a d e a m o t i o n t o a p p r o v e . M o n t y P a r k s s e c o n d e d . V o t e w a s u n a n i m o u s t o a p p r o v e , 6 - 0 .
R e s o l u t i o n 2 0 2 0 - 0 2 f o r P l a t a p p r o v a l : M a k e l a n d M a r i n e S c i e n c e C e n t e r . S p e c H o s t i
m a d e a m o t i o n t o a p p r o v e . M o n t y P a r k s s e c o n d e d . V o t e w a s u n a n i m o u s t o a p p r o v e , 6 - 0 .
A g r e e m e n t f o r F i r s t C h a t h a m a s t o L a n d l o r d R e l e a s e f o r M a r i n e S c i e n c e C e n t e r .
M o n t y P a r k s m a d e a m o t i o n t o a p p r o v e . B a r r y B r o w n s e c o n d e d . V o t e w a s u n a n i m o u s , 6 - 0 .
M a y o r S e s s i o n s r e c o m m e n d e d M a y o r a n d C o u n c i l r e v i e w a l l t h e l e a s e s f o r t h e C i t y o w n e d
b u i l d i n g s f o r c o n s i s t e n c y .
M o n t y P a r k s m a d e a m o t i o n t o a d j o u r n . J o h n B r a n i g i n s e c o n d e d . V o t e w a s u n a n i m o u s t o
a p p r o v e , 6 - 0 .
M e e t i n g a d j o u r n e d a t 1 1 : 0 5 A M .
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
J a n e t R . L e V i n e r , C M C
C l e r k
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
5. Ethics Commission
Ben Goggins (incumbent)
James McNaughton (incumbent)
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
12. Agenda Request: Alcohol and Entertainment License Request: Fresh Catch Tybee dba
Pier 16: Liquor/Beer/Wine/Sunday Sales; Entertainment
1601 Inlet Ave
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
13. Out of State Travel, Michelle Owens. Attend National Main Street Conference, May 18 -
20, 2020. Line Item 100-7300-52-3500, $1,600.
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
15. Budget adjustment to cover shortage in the Animal Control personnel budget.
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Date Received by Finance:
FINANCE USE ONLY:
Date:Packet No.
Purpose:
Adjusted
Department Account Description Account Number Current Budget (Expenditures)Budget Balance DECREASE ```Budget Balance
TIPD Salaries & Wages 100-3210-51-1100 1,556,132.00 777,333.61 778,798.39 38,000.00 740,798.39
TIPD Health Insurance Benefits 100-3210-51-2100 336,213.00 177,254.60 158,958.40 6,000.00 152,958.40
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
SUBTOTAL LINE ITEM DECREASES:44,000.00$ xx
Department Account Description Account Number Current Budget (Expenditures)Budget Balance ```INCREASE Budget Balance
Animal Cont Salaries & Wages 100-3226-51-1100 34,071.00 37,814.92 (3,743.92)41,000.00 37,256.08
Animal Cont FICA Soc Sec 100-3226-51-2200 2,136.00 2,376.51 (240.51)2,400.00 2,159.49
Animal Cont FICA Medicare 100-3226-51-2300 500.00 555.80 (55.80)600.00 544.20
Animal Cont 0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
SUBTOTAL LINE ITEM INCREASES:xx 44,000.00$
Net Change 44,000.00$ 44,000.00$
Signature : _____________________________________________ Date __________________
____________________________________
Was the Budget Amendment Request approved by the City Council? YES NO N/A
If yes, please indicate the date approval was given: _____________________________Date:____________________________________
Attach Copy of Agenda Item and minutes from the City Council Meeting
Approved by: ___________________________________________ Date: __________________
LINE ITEM INCREASES
Signature of Finance Employee who Processed the Request:
Cover budget shortages in Animal Control personnel
Budget Adjustment
Requested
LINE ITEM DECREASES
BA Ref No.
CITY OF TYBEE ISLAND, GEORGIA
BUDGET LINE ITEM TRANSFER REQUEST FORM
TIPD
1/1/2020
Department
Submitted By:
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
16. Statewide Mutual Aid and Assistance Agreement from GEMA
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
17. Water/Sewer Budget Adjustment Request to Purchase a Street Sweeper - $220,000 from
100-4250-54-2102 to 100-4250-54-2100
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Water/Sewer Budget Adjustment Request
Street Sweeper
The existing street sweeper was bought in 2017 with SPLOST funds and has spent more time in the shop
than operational. The current sweeper is a vacuum style sweeper. When it sucks up the sand from the
roadways it acts like a sand blaster and wears out the hopper which is used for storage. Sections of the
hopper have been replaced with new sheet steel. The electronics on the current sweeper have
continually broken down and the repair bills have been very costly to our maintenance budget. We
have not had the sweeper out in the last four months because it has once again broken down.
The sweeper I am proposing to buy is a Pelican model which is produced by Elgin. It sweeps the debris
onto a conveyor belt and then the debris is dropped into the hopper. This style of street sweeper is the
industry standard and used by many municipalities.
As part of our ongoing MS4 Storm water permit we are required to keep the roadways swept to reduce
the amount of suspended solids from entering our storm sewer system and entering the waters of the
state. We also need to maintain a regularly scheduled street sweeping schedule to keep the streets
looking clean. We use the sweeper after every parade to pick up debris on the parade route.
Clean streets mean cleaner storm sewers and inlets which in turn will lead to less localized flooding.
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
18. Purchase of New Lifeguard Stands - Authorization to Purchase and Budget Amendment
- $132,100.00
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
19. Purchase of Clarifier - Budget Amendment - $600,000 From 505-0000-39-1300 to 505-
4310-54-1400
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Water/Sewer Budget Adjustment Request – Clarifier - Budget Amendment - $600,000 From 505-0000-39-
1300 to 505-4310-54-1400
Clarifier
The existing 65-foot diameter clarifier is 20 years old and beyond its useful life. Last week the worm box
which runs the gears broke again and bent the drive shaft of the clarifier. With this clarifier going down
we lost 50 percent of the capacity of the plant. We can handle the current influent flows, but once the
tourist season starts we will need both clarifiers in operations to keep within permit limits.
The purpose of the clarifier is to remove solids from the influent flows to the wastewater treatment
plant. That’s the first of many steps in treating wastewater. The concentrated solids (sludge) are
discharged from the bottom of the tank. The particles that float to the surface of the liquid are called
scum.
By removing solids you produce a cleaner effluent and concentrate solids. The concentration of solids
removed from the wastewater reduces the volume of sludge for dewatering and disposal.
We are proposing to replace the clarifier with a new Walker Process Clarifier to match the other existing
one. This way we only have to stock parts for one manufacturer of clarifiers. We are in the process of
getting quotes to replace the clarifier. In the meantime we will be doing some temporary repairs to get
the existing clarifier up and running.
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Date Received by Finance:
FINANCE USE ONLY:
Date:Packet No.
Purpose:
Adjusted
Department Account Description Account Number Current Budget (Expenditures)Budget Balance DECREASE ```Budget Balance
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
SUBTOTAL LINE ITEM DECREASES:-$ xx
Department Account Description Account Number Current Budget (Expenditures)Budget Balance ```INCREASE Budget Balance
W/S Prior Year Fund Balance 505-00-39-1300 1,749,462.00 1,749,462.00 600,000.00 2,349,462.00
Sewer Infrastructure 505-4310-54-1400 550,000.00 32,927.39 517,072.61 600,000.00 1,117,072.61
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
SUBTOTAL LINE ITEM INCREASES:xx 1,200,000.00$
Net Change -$ 1,200,000.00$
Signature : _____________________________________________ Date __________________
____________________________________
Was the Budget Amendment Request approved by the City Council? YES NO N/A
If yes, please indicate the date approval was given: _____________________________Date:____________________________________
Attach Copy of Agenda Item and minutes from the City Council Meeting
Approved by: ___________________________________________ Date: __________________
CITY OF TYBEE ISLAND, GEORGIA
BUDGET LINE ITEM TRANSFER REQUEST FORM
W/S
9/30/2019
Department
Submitted By:
Add funds to Sewer Infrastructure from W/S Fund balance to
cover new clarifier.
Budget Adjustment
Requested
LINE ITEM DECREASES
BA Ref No.
LINE ITEM INCREASES
Signature of Finance Employee who Processed the Request:
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
20. Purchase parts to install into the existing clarifier that is currently non-
operational. Budget Adjustment from various accounts to Line Items 505-4310-52-2205
and 505-4310-52-1310
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
21. Public Education and Government Channel Upgrade - For Approval - Purchased From
100-1535-52-1300 and 100-1535-53-1600. $25,000
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
23. Debris Removal Standby RFP
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REQUEST FOR PROPOSAL
RFP NO. 2019-747
STANDBY CONTRACT FOR DISASTER DEBRIS RECOVERY SERVICES
FOR THE COLLECTION, TRANSPORT, DISPOSAL AND REDUCTION OF WHITE GOODS,
HOUSEHOLD HAZARDOUS WASTE, ELECTRONIC WASTE, HAZARDOUS WASTE
MATERIALS, VEGETATIVE DEBRIS, AND CONSTRUCTION/ DEMOLITION DEBRIS,
INFECTIOUS WASTE, SOIL, MUD & SAND. THIS TO INCLUDE HAZARDOUS LEANING TREES
AND TREE STUMP RECOVERY SERVICES (EXTRACTION, GRINDING, OR FLUSH CUT
HAZARDOUS TREES/TREE STUMPS AND BRACING OR STRAIGHTENING TREES FROM
SPECIFICALLY AUTHORIZED PROPERTIES, PUBLIC AREAS AND PUBLIC RIGHT OF-WAYS
PROPOSAL DUE: WEDNESDAY, JANUARY 8, 2020 by 2:00pm
PRE-PROPOSAL MEETING: THURSDAY, DECEMBER 5, 2019 at 11:00am
CITY OF TYBEE ISLAND, GEORGIA
JASON BUELTERMAN, MAYOR
BARRY BROWN, MAYOR PRO TEM MICHAEL HOSTI
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, and are required
to be submitted with the Proposal. It is the responsibility of the Proposer to read, complete and
sign, where indicated, and return these documents with the Proposal. FAILURE TO DO SO
MAY BE CAUSE FOR DISQUALIFICATION OF THE PROPOSER
INTRODUCTION
INSTRUCTIONS TO PROPOSERS
GENERAL INFORMATION
SCOPE OF WORK
SURETY AND BOND REQUIREMENTS
ATTACHMENTS:
A: DRUG FREE WORKPLACE CERTIFICATION
B. NONDISCRIMINATION STATEMENT
C. DISCLOSURE OF RESPONSIBILITY STATEMENT
D. CONTRACTOR AFFIDAVIT
E. SUBCONTRACTOR AFFIDAVIT
F. IMMIGRATION& SECURITY FORM – CONTRACTOR AFFIDAVIT
G. DEBARMENT FORM
H. MINORITY BUSINESS REPORT
I. LOBBYING AFFIDAVIT
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J. BYRD ANTI-LOBBYING AMENDMENT COMPLIANCE CERTIFICATION
K. VENDOR INFORMATION
L. SIGNATURE SHEET
M. PROPOSAL SHEET
N. RFP CHECKLIST
INTRODUCTION
Date: 8-28-18
This is a request for proposals to supply the City of Tybee Island, Georgia with services as
indicated herein.
Sealed proposals must be received by 2:00pm local time, on Wednesday, January 8, 2020.
The City of Tybee Island reserves the right to reject any or all proposals.
A pre-proposal meeting will be held on Thursday, December 5, at 11:00am in the City Hall
auditorium (403 Butler Ave, Tybee Island). Interested vendors are encouraged to attend, as
they will have the opportunity to discuss specifications, visit the site, and ask questions.
The purpose of this document is to provide general and specific information for use in submitting
a proposal 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.
Proposers must carefully review all provisions of, and attachments to, this document prior to
submission. Each proposal constitutes an offer and cannot be withdrawn except as provided herein.
This RFP and any attachments, plans, and/or other related documents can be found on the City’s
website at https://www.cityoftybee.org/Bids.aspx. It is incumbent upon the proposer to check the
website for additional information and/or addendums.
The City of Tybee Island is soliciting competitive proposals from qualified companies to provide
Disaster Recovery Services on a standby basis for specific disaster related damage debris located
on the City of Tybee Island’s streets, roads, public property, public area and public right-of-ways.
In the event of an officially declared disaster, the City of Tybee Island will be seeking
reimbursement from the Federal Emergency Management Agency (FEMA) for having a contractor
provide these services. Therefore, the contractor shall follow FEMA guidelines as outlined in the
January 2016 FEMA 322 Public Assistance Guide. 2010 FEMA 327 Public Assistance Debris
Monitoring Guide, and FEMA 325 Public Assistance Debris Management Guide. The Contractor
must also have an established management team, an established network of resources to provide
the necessary equipment and personnel, comprehensive debris removal and volume reduction
operations plans, and demonstrable experience in major disaster recovery projects.
The Contractor must be duly licensed to perform the work in accordance with the State of Georgia
code requirements. The Contractor shall obtain all permits necessary to complete the work.
The Contractor must be knowledgeable on the rules and regulations governing the transport of
heavy equipment and oversized loads across state boundaries. An emergency situation in the City
does not assure any waiver of regulations or assistance in expediting equipment transportation by
other states.
Debris removal will be limited to debris in, upon, or brought to streets, roads, rights-of-way, City
properties and facilities, and other public sites. The Contractor shall not enter onto private property
during the performance of this contract unless specifically authorized by the City in writing. The
Contractor will be responsible for determining the method and manner of debris removal and
lawful disposal of all debris and debris-reduction by-products generated at all Debris Management
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Sites (DMS), formally known as Temporary Debris Staging and Reduction Sites (TDSRS). For
purposes of the contract, the terms DMS and temporary debris management site will be considered
to be synonymous.
The Contractor shall assign and provide an operations manager to serve as the principal liaison
between the City debris manager and the Contractor’s forces. The assigned operations manager
must be knowledgeable of all facts of the Contractor’s operations and have authority in writing to
commit the Contractor. The operations manager will participate in daily meetings and disaster
exercises, functioning as a source to provide essential element information. The operations
manager will report to the City Public Works Director/debris manager. The operations manager
will be required to be physically capable of responding to the City debris manager within one hour
of notification.
The Contractor shall be responsible for control of pedestrian and vehicular traffic in work areas.
The Contractor shall supervise and direct the work, using skilled labor and proper equipment for
all tasks. Safety of the Contractor’s personnel and equipment is the responsibility of the Contractor.
The Contractor(s) shall take all reasonable steps to insure safety for both workers and visitors to
the DMS and debris collection sites. Safety at these sites includes traffic control such as traffic
cones and flag personnel. The Contractor(s) will also be solely responsible to ensure that all OSHA
requirements are met and a safety officer is assigned to the project for the duration of this
contract. Additionally, the Contractor shall pay for all materials, personnel, and fees necessary to
perform under the terms of the contract.
Method of Award: If the City of Tybee Island awards a contract as a result of this RFP, it will be
awarded to the responsible proposer deemed able to provide the best value for the City. The award
will take into account price among other factors as specified in this RFP. The City reserves the
right to select the proposer which best meets the City’s goals and objectives, needs, budget
constraints, and quality levels, as well as its educational and service level expectations. The City
reserves the right to award a contract to one or multiple vendors.
Signature of proposer indicates understanding and intended compliance with the terms of this
request, the requirements herein, and any subsequent award or contract. All specifications,
conditions, and representations made in this request will become an integral part of the contract.
Nothing contained within this RFP is indicative of intent by the City of Tybee Island to reimburse
the proposer, in whole or in part, for any costs associated with preparation, submission, or
presentation of proposals.
Instructions for preparation and submission of a proposal are contained in this RFP package. Please
note that specific forms for submission of a proposal are required.
The 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. The City
seeks to ensure that all segments of the business community have access to supplying the goods
and services needed by the City. The City 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.
The City of Tybee Island is seeking a proposal package for service or materials equal to or
exceeding specifications set forth on the attached pages. Those not meeting these standards will
be rejected. The attached material specifications become and remain a part of this RFP.
All responses, inquiries, or correspondence relating to, or in reference to, this RFP, and all reports,
charts, displays, schedules, exhibits and other documentation by the proposers will become the
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property of the City when received. The City retains the right to use any or all ideas presented in
any response to this RFP, whether amended or not. Selection or rejection of the proposal does not
affect this right.
1. INSTRUCTIONS TO PROPOSERS
1.1 How to Prepare Proposals:
All Proposals must be:
a. Prepared on the forms enclosed herewith, unless otherwise prescribed, and all
documents must be submitted.
b. Proposals must be signed by the business owner or authorized representative, with all
erasures or corrections initialed and dated by the official si gning the Proposal. ALL
SIGNATURE SPACES MUST BE SIGNED.
c. Provide no more than a two (2) page letter of introduction. The letter should highlight
or summarize whatever information you deem appropriate as a cover letter, as a
minimum, this section should include the name, address, telephone number and fax
number of one (1) contact to whom any correspondence should be directed. Include
a clear statement of the Proposer’s understanding of this RFP and the contract
requirements, and how the Proposer intends to meet the RFP requirements.
1.2 How to Submit Proposals:
One original, and one electronic copy (usb drive) must be submitted in a sealed opaque
envelope, plainly marked with the RFP number and title, and proposer’s company name,
to the office of the address below prior to the time specified. Include your proposal, and all
required attachments, which can be found at the end of this document.
Include all requested documents, including required proposal bond, in
addition to a W-9.
City/County Occupational Tax Certificate Requirement: Contractor must
supply a copy of their Occupational Tax Certificate as proof of payment of the
occupational tax where their office is located. In addition, if a contract is
awarded, contractors that are not located on Tybee Island are required to
obtain a Tybee Island contractor registration. Contact Sharon Shaver for
additional information, at 912-472-5072, or in person at Tybee Island City Hall
403 Butler Ave, Tybee Island, Ga
Include at least three (3) references documenting your experience with similar
projects. Include name of project, construction cost, location, and current
reference contact information including name, phone number, and email
address. In addition to the information above, submit a written and/or
photographic description of how these projects relate to this RFP.
All Proposals must be hand delivered, mailed, or sent by courier in sufficient
time to ensure receipt by the Purchasing Agent on or before the time and date
specified above. Include RFP #2019-747 on front of envelope.
Courier or hand deliver response package to:
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MELISSA FREEMAN
TYBEE ISLAND CITY HALL
403 BUTLER AVE
TYBEE ISLAND, GA. 31328
Proposals may be submitted via US Mail, but proposers choosing this method
should allow at least an additional 24 hours for delivery:
MELISSA FREEMAN
CITY OF TYBEE ISLAND
PO BOX 2749
TYBEE ISLAND, GA. 31328
FAXED OR E-MAILED COPIES WILL NOT BE CONSIDERED. PROPOSALS
NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE
OPENED.
1.3 How to Submit an Objection:
Potential proposers must present any written objection to this RFP at least seven (7) days
prior to the proposal due date. The objections contemplated may pertain to form and/or
substance of the RFP documents. Objections must be made in writing to the Purchasing
agent, Melissa Freeman mfreeman@cityoftybee.org. Email subject line: Objection to RFP
#2019-747.
1.4 Errors in RFP responses:
Proposers are expected to fully inform themselves as to the conditions, requirements, and
specifications of this RFP before submitting a proposal. Failure to do so will be at the
Proposer's own risk. In case of error in extension of prices in the proposal, the unit price
will govern.
1.5 Questions concerning RFP:
Questions, inquiries, suggestions, or requests concerning interpretation, clarification or
additional information concerning any portion of this RFP must be made by email, sent to
the below named individual, who will be the official point of contact for this RFP.
Questions must be submitted at least seven days before the proposal due date. All questions
will be answered through an issued addendum, posted to the City website.
Mark subject line on e-mail “Questions on RFP 2019-747, Disaster Debris Removal.”
POINT OF CONTACT:
Melissa Freeman
mfreeman@cityoftybee.org
Failure of a Proposer to ask questions, request changes, or submit objections by the dates
indicated above shall constitute the Proposer's acceptance of all of the terms, conditions
and requirements set forth in this RFP.
1.6 Addendums to RFP:
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Any changes to the conditions or specifications in this RFP must be in the form of a written
addendum to be valid. If the City of Tybee Island issues an addendum to this RFP, it will
be posted by the Purchasing Agent on the City’s website.
https://www.cityoftybee.org/Bids.aspx
The issuance of a written addendum by the Purchasing Agent is the only official method
by which interpretation, clarification or additional information will be given. The City of
Tybee Island will not be responsible for any oral representation given by any employee,
representative or others.
Proposer must acknowledge each addendum in the response. It is solely your
responsibility as a proposer to ensure that you have received all addenda and
incorporated the changes into your response before submission. Unless otherwise
specified in an addendum, the due date and time remains as listed above.
2 GENERAL INFORMATION
2.1 Specifications: Any obvious error or omission in specifications will not inure to the
benefit of the proposer but will put the proposer on notice to inquire of or identify the
same from the City of Tybee Island. Whenever herein mention 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., will be construed to be the minimum requirements of these
specifications. Changes in the scope of services, specifications, or terms and conditions of
the RFP will be made in writing by the City prior to the proposal opening or due date.
Results of informal meetings or discussions between a potential responder and a City
official or employee may not be used as a basis for deviations from the requirements
contained in this solicitation.
2.2 Contract Commitment: This RFP does not commit the City of Tybee Island to award a
contract, to issue a purchase order, or to pay any costs incurred in the preparation of a
proposal in response to this request.
2.3 Standards for Acceptance of Proposal 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. This RFP does not commit the City of Tybee
Island to issue a purchase order, award a contract, or to pay any costs incurred in the
preparation of a proposal in response to this request.
2.4 Proposal for All or Part: The City of Tybee Island reserves the right to make an award
on all items, or on any of the items, according to the best interest of the City. Proposer
may restrict his proposal to consideration in the aggregate by so stating, but must name a
unit price per ton based on actual weight measurements records on each item.
2.5 Proposer: Whenever the term "proposer" is used it will 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.
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2.6 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.
2.7 Compliance with Laws: The proposer will 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 will be supplementary to this section and not in
substitution thereof.
2.8 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.
2.9 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).
2.10 Security & Immigration Compliance: 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 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.” Responders are 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.
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 can hire only
persons who can 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 any hiree, which includes completing the Employment
Eligibility Verification Form (I-9). The Contractor will 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.
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2.11 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.
2.12 Prices to be Firm: Proposer warrants that proposal prices, terms and conditions quoted
in the proposal will be firm for acceptance for a period of sixty (60) days from proposal
opening date, unless otherwise stated in the RFP.
2.13 Completeness: All information required by the RFP must be completed and submitted to
constitute a proper proposal.
2.14 Quality: All materials or supplies used for, or the workmanship employed in, any
construction necessary to comply with this RFP, will be of the best quality, and adhere to
the highest industry standards.
2.15 Guarantee/Warranty: Unless otherwise specified by the City of Tybee Island, the
Proposer will unconditionally guarantee the materials and workmanship for one (1) year
from completion of the project or delivery of goods. If, within the guarantee period, any
defects occur which are due to faulty material and or services, the contractor, at his
expense, will repair or adjust the condition, or replace the material, to comply with the
contract requirements and applicable standards thereof. These repairs, replacements or
adjustments will 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.
2.16 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
Proposal as requested by the City, the proposer will 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 will 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.
2.17 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) will 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.
2.18 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 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
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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.
2.19 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.
The City 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. The City
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.
2.20 Insurance Provisions, General: The selected proposer to whom the contract is awarded
will be required to procure and maintain for the duration of the contract insurance against
claims for injuries to persons or damages to property that 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 must be included in the proposal.
a. General Information that must 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 is 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, and contract number.
vi. Certificate Holder (Must include the City of Tybee Island as a certificate
holder and an additional insured).
THE INSURANCE CERTIFICATE IS TO IDENTIFY THE CITY OF TYBEE
ISLAND AS A CERTIFICATE HOLDER AND AS AN ADDITIONAL
INSURED FOR GENERAL, AUTO, UMBRELLA, AND EXCESS LIABILITY
COVERAGES.
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: $2,000,000 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.
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iii. Business Automobile Liability: Coverage insures against liability claims
arising out of the Contractor’s use of automobiles. Minimum limit: $2,000,000
combined single limit per accident for bodily injury and property damage.
Coverage must be written on an Any Auto basis.
THE INSURANCE REQUIREMENTS AND LIMITS STATED HEREIN MAY
BE SATISFIED BY A COMBINATION OF PRIMARY, UMBRELLA &/OR
EXCESS COVERAGES.
c. Special Requirements:
i. Extended Reporting Periods: The Contractor must 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 will not affect coverage provided in relation to this request.
iii. Cancellation: Each insurance policy that applies to this request must be
endorsed to state that it will 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 must be furnished with 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 contract.
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 will 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 will 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 will procure
a bond guaranteeing payment of related suits, losses, claims, and related
investigation, claim administration and defense expenses.
2.21 Compliance with Specification - Terms and Conditions: The RFP, Legal
Advertisement, General Conditions and Instructions to Proposers, Specifications, Special
Conditions, Addendum, and/or any other pertinent documents form a part of the Proposal
and by reference are made a part hereof.
2.22 Signed Proposal Considered Offer: The signed Proposal will be considered a binding
offer on the part of the Proposer, which offer will be deemed accepted upon approval by
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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, the City
of Tybee Island may take such action as it deems appropriate, including legal action, for
damages or lack of required performance.
2.23 Notice to Proceed: The successful proposer must 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. If the successful Proposer does commence any work or deliver
items prior to receiving official notification, he does so at his own risk.
2.24 Protest Policy: Any proposer who is aggrieved in connection with the award of a contract
may file a protest with the Purchasing Agent. The protest must be submitted no later than
48 hours prior to the date the award recommendation is scheduled to be approved by City
Council. Recommendations to Council are usually posted on the preliminary agenda on
the City's website on the Thursday prior to the Council meeting date. It is the proposer's
responsibility to ascertain the City's recommendation for award. Protests must be made in
writing to the Purchasing agent, Melissa Freeman at mfreeman@cityoftybee.org, with the
subject line Protest: RFP #2019-747, and must include the following information:
a. Name, address, email address, and telephone numbers of the protester;
b. RFP number;
c. Detailed statement of the legal and factual grounds for the protest, including a
description of resulting harm to the protester;
d. Copies of supporting documents, if any;
e. Statement of relief requested;
f. All information establishing that the protester is an interested party for the purpose
of filing a protest on an award decision;
g. All information establishing the timeliness of the protest.
2.25 Payment to Contractors: Instructions for invoicing the City of Tybee Island for products
delivered to the City are specified in the contract document.
a. Questions regarding payment may be directed to the Accounting Department at 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.
2.26 City’s Rights Concerning Award: The City reserves the right, and sole and complete
discretion to waive technicalities and informalities. The City further reserves the right, and
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sole and complete discretion to reject all proposals, and any proposal 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 City in its sole discretion. In judging whether the Proposer is
responsible, the City 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.
2.27 City’s Right to Negotiate with the Lowest Proposer: In the event that all responsive
and responsible Proposals are in excess of the budget, the City, in its sole and absolute
discretion, and in addition to the rights set forth above, reserves the right either to (i)
supplement the budget with additional funds to permit award to the lowest responsive and
responsible Proposal, or (ii) to negotiate with the lowest responsive and responsible
Proposer (after taking all deductive alternates) only for the purpose of making changes to
the Project that will result in a cost to the Owner that is within the budget, as it may be
amended.
2.28 Debarred or Suspended Subcontractors: Contractor will not subcontract, and will
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
will 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.
2.29 Debarred Firms, Indictments and Pending Litigations: Any potential proposer/firm
listed on Federal, State of Georgia or any government entity, Excluded Parties Listing
(Barred from doing business) will not be considered for contract award. Proposers shall
disclose any record of pending criminal violations not not(Indictment) and/or convictions,
pending lawsuits, etc., and any actions that may be a conflict of interest occurring within
the last five (5) years. Any proposer/firm previously defaulting or terminating a contract
with the City will be not considered.
All responders or proposers are to read and complete the Disclosure of
Responsibility Statement enclosed as an Attachment to be returned with response.
Failure to do so may result in your solicitation response being rejected as non -
responsive.
Proposers acknowledge that in performing contract for the City, responder shall not utilize
any firms that have been a party of any of the above actions. If proposer has engaged any
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firm to work on this contract or project that is later debarred, proposer shall sever its
relationship with that firm with respect to City’s contract.
2.30 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 will cause render your proposal invalid.
In order to conduct this procurement transaction in manner that provides full and open
competition and meet the Federal Uniform Guidance Requirements to ensures objective
contractor performance and eliminate unfair competitive advantage, contractors that
develop or draft specifications, requirements, statement of work, or invitation for bids or
request for proposal must be excluded from competing for this contract.
2.31 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, will 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 contain trade secrets or other confidential matters. A Proposer submitting records
which the entity or person believes contains trade secrets and that it wishes to keep such
records confidential pursuant to O.C.G.A. § 50-19-72(34) will 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. See also, section 2.27.
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.
City of Tybee Island will 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.
2.32 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.
2.33 Contractor Records Retention -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. In addition, specifically
for this contract that involves Federal funding, the contractor must comply the Federal
procurement standards, Federal Uniform Guidance Requirements Section 200.333,
Retention Requirements. This includes records for all financial records, supporting
documentations, statistical records, analysis records, and all other records associated with
this contract pertinent to Federal award must be maintained for a period of three (3) years
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from the date of the City of Tybee Island’s final expenditures report is submitted to the
funding agency for reimbursement.
2.34 Method of Compensation: The compensation provided for herein will include all claims
by the contractor for all costs incurred by the contractor in the conduct of the Project as
authorized by the approved Project Compensation Schedule and this amount will be paid
to the contractor after receipt of the invoice and approval of the amount by the City of
Tybee Island. The City will make payments to the contractor within thirty (30) days from
the date of receipt of the contractor's acceptable statement on forms prepared by the
contractor and approved by the City of Tybee Island.
When the City issues a Notice-to-Proceed to the Contractor, the City and contractor shall
determine the positions and number of persons required to adequately provide the service.
The City shall review contractor’s staffing level as necessary and direct contractor to adjust
personnel accordingly. The City may perform on-site inspections to verify staffing needs.
During this period, the contractor will provide weekly updates on the services and estimate
the time remaining for job completion.
The payment will be based on negotiated pricing depending upon each task performed by
the contractor. Refer to section 12.0 Pricing and Payment for the format of the contractor’s
fee proposal. The City may verify work being performed.
Billings shall be submitted once monthly, in order provide the City staff time to review
supporting documents pertaining to the requested payment period. Invoices must be
submitted within 10 days of completion of physical work.
The compensation provided for herein shall include all claims by the contractor for all costs
incurred by the contractor in the conduct of the Project as authorized by the approved
Project Compensation Schedule and this amount shall be paid to the contractor after receipt
of the invoice and approval of the amount by the City of Tybee Island. The City of Tybee
Island shall make payments to the contractor within thirty (30) days from the date of receipt
of the contractor’s acceptable statement on forms prepared by the contractor and approved
by the City of Tybee Island.
Should the Project begin within any one month, the first invoice will cover the partial
period from the beginning date of the Project through the last day of the month (or on a
mutually agreeable time) in which it began. The invoices will be submitted each month
until the Project is completed. Invoices will be itemized to reflect actual expenses for each
individual task; also refer to the requirements concerning changes, delays and termination
of work pursuant to provisions of the contract. Each invoice will be accompanied by a
summary progress report, which outlines the work accomplished during the billing period
and any problems that may be inhibiting the Project execution. The terms of this contract
are intended to supersede all provisions of the Georgia Prompt Pay Act.
As long as the gross value of completed work is less than 50% of the total contract amount,
or if the contractor is not maintaining his construction schedule to the satisfaction of the
engineer, the City of Tybee Island will retain 10% of the gross value of the completed
work as indicated by the current estimate approved by the engineer.
After the gross value of completed work becomes to or exceed 50% of the total contract
amount within a time period satisfactory to the City of Tybee Island, then the total amount
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to be retained will be reduced to 5% of the gross value of the completed work as indicated
by the current estimate approved by the engineer, until all pay items are substantially
completed.
When all work is completed and time charges have ceased, pending final acceptance and
final payment the amount retained will be further reduced at the discretion of the City of
Tybee Island.
The Contractor may submit a final invoice to the City of Tybee Island for the remaining
retainage upon City’s acceptance of the Certificate of Substantial Completion. Final
payment constituting the entire unpaid balance due will be paid by the City to the
Contractor when work has been fully completed and the contract fully performed, except
for the responsibilities of the Contractor which survive final payment. The making of final
payment will constitute a waiver of all claims by the City except those arising from
unsettled liens, faulty or defective work appearing after substantial completion, failure of
the work to comply with the requirements of the Contract Documents, or terms of any
warranties required by the Contractor Documents or those items previously made in
writing and identified by the City as unsettled at the time of final application for payment.
Acceptance of final payment will constitute a waiver of all claims by the Contractor,
except those previously made in writing and identified by the Contractor as unsettled at
the time of final application for payment.
2.35 Audits and Inspections: The contractor and his subcontractors will make available to the
City of Tybee Island for examination of all its records with respect to all matters covered
by this Contract. It will also permit the City of Tybee Island and/or representatives of the
Finance Department to audit, inspect, examine and make copies, excerpts or transcripts
from such records of personnel, conditions of employment and other data relating to all
matters covered by this Contract. All documents to be audited will be available for
inspection between 8am and 5pm in the main offices of the City of Tybee Island or during
normal business hours at the offices of the Contractor, as requested by the City of T ybee
Island.
2.36 Proposal Surety: Each proposal must be accompanied by a Proposal/Bid Bond, issued by
a surety company licensed to do business under the laws of the State of Georgia, and
satisfactory to the City of Tybee Island in the amount of five percent (5%) of the total
contract amount to ensure the Contractor’s satisfactory performance. Proposer will forfeit
this amount should it be offered a contract by the City and refuse or fail to promptly enter
into such contract.
2.37 Performance and Payment Bonds:
a. Prior to the Agreement being signed, the Contractor shall furnish to the City of
Tybee Island a Performance Bond issued by a surety company licensed to do
business under the laws of the State of Georgia and satisfactory to the City of Tybee
Island in the amount of one-hundred-percent (100%) of the total contract amount
to ensure the Contractor’s satisfactory performance.
b. Also prior to the Agreement being signed, the Contractor shall furnish to the City
of Tybee Island a Payment Bond issued by a surety comp any licensed to do
business under the laws of the State of Georgia and satisfactory to the City of Tybee
Island in the amount of one-hundred-percent (100%) of the total contract amount
to ensure the Contractor’s satisfactory payment of subcontractors and m aterial
suppliers.
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c. The Contractor shall be solely responsible for keeping the surety informed as to
the total contract price, significant changes in project scope, and overall progress
and completion of project for the entire life of the contract.
d. If the surety on the bonds furnished by the Contractor is declared bankrupt or
becomes insolvent, or it’s right to do business in the State of Georgia is terminated,
the Contractor shall within five (5) calendar days thereafter substitute other bonds
and surety acceptable to the City of Tybee Island. If the Contractor does not furnish
the replacement bonds to the City of Tybee Island within the five (5) days, the City
of Tybee Island may consider the Contractor in material breach of contract and
take appropriate actions.
2.38 Vendor Performance Evaluation: The City Council reserves the right to perform Vendor
Performance Evaluation, as minimum, annually, prior to the contract anniversary dates.
Should vendor performance be unsatisfactory, the appoint City Project Manager(s) for the
contract may prepare a Vendor Compliant Form or a Performance Evaluation to the
Finance Department.
2.39 Byrd Anti-Lobby Amendment: All proposals that exceed $100,000 are required to sign
an anti-lobbying certification letter to comply with the Byrd Anti-Lobbying Amendment
(31 U.S.C. 1352). This certification applies to contractors subcontractors based on a tiered
system. The requires that each tier certifies to the tier above that, it will not and has not
used Federal appropriated funds to pay any person or organization for influencing, or
attempting to influence an officer or employee of any agency, a member of Congress,
officer or employee of Congress, or an employee of a member of Congress in connection
with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352.
Each tier must also disclose any lobbying with non-Federal funds that takes place in
connection with obtaining any Federal award. Such disclosures must be forwarded from
tier to tier up to the City of Tybee Island.
a. If any litigation, claim, or audit has started before the expiration of the 3-year period,
the records must be retained until all litigation, claims, or audit findings involving the
records have been resolved and final action taken.
b. When the City of Tybee Island is notified in writing by the Federal awarding agency,
cognizant agency for audit, oversight agency for audit, cognizant agency for indirect
costs, or pass-through entity to extend the retention period.
c. When records are transferred to or maintained by the Federal awarding agency or
pass-through entity, the 3-year retention requirement is not applicable to the non-
Federal entity.
2.40 Contract Work Hours and Safety Standards Act: All proposals that exceed $100,000
that involves the employment of laborers must comply with the Contract Work Hours and
Safety Standards Act (40 U.S.C. 3701-3708). Each contractor must be required to compute
the wages of every laborer based upon a standard workweek of 40 hours. Work in excess
of the standard workweek is permissible provided that the worker is compensated at a rate
of not less than one and a half times the basic rate of pay for all hours worked in excess of
40 hours in the work week. In addition, no laborer must be required to work in
surroundings or under working conditions which are unsanitary or dangerous.
2.41 Clean Air Act and Water Pollution Control Act: All proposals that exceed $150,000
must comply with all applicable standards, orders or regulations issued pursuant to the
Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as
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amended (33 U.S.C. 1251-1387). The City must report all violations to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
2.42 Pending Litigation: Proposals will not be accepted from any company, firm, person,
party, or parent subsidiary, against which the City of Tybee Island has an outstanding
claim, or a financial dispute relating to prior contract performance. If the City, at any time,
discovers such a dispute during any point of evaluation, the proposal will not be
considered further.
2.43 Recovered Materials (C.F.R.Part 200, Appendix II, 1JK;2 C.F.R. 200.322;Chapter
V,1J7). In the performance of the contract resulting from this solicitation, the contractor
shall make maximum use of products containing recovered materials that are EPA-
designated items unless the product cannot be acquired- (i) Competitively within a
timeframe providing for compliance with the contract performance schedule; (ii) Meeting
contract performance requirements; or (iii) At a reasonable price.
2.44 DHS Seal, Logo, and Flags: The contractor shall not use the DHS seal(s), logos, crests,
or reproductions of flags or likenesses of DHS agency officials without specific FEMA
pre-approval.
2.45 Compliance with Federal Law, Regulations, and Executive Orders: This is an
acknowledgement that FEMA financial assistance will be used to fund the contract only.
The contractor will comply with all applicable federal law, regulations, executive orders,
FEMA policies, procedures, and directives.
2.46 No Obligation by Federal Government: The Federal Government is not a party to the
contract resulting from this solicitation and is not subject to any obligations or liabilities
to the non-Federal entity, contractor, or any other party pertaining to any matter resulting
from the contract.
2.47 Program Fraud and False or Fraudulent Statements or Related Acts: The contractor
acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and
Statements) applies to the contractor’s actions pertaining to the contract resulting from
this solicitation.
3 SCOPE OF WORK - DISASTER DEBRIS RECOVERY SERVICES FOR THE COLLECTION,
TRANSPORT, DISPOSAL AND REDUCTION OF WHITE GOODS, HOUSEHOLD
HAZARDDOUS WASTE, ELECTRONIC WASTE, HAZARDOUS WASTE MATERIALS,
VEGETATIVE DEBRIS, AND CONSTRUCTION/ DEMOLITION DEBRIS, INFECTIOUS
WASTE, SOIL, MUD & SAND
The successful Proposer at a minimum shall do, perform and carry out the services as follows
in a satisfactory and proper manner and in conformance with the standard practices and
procedures of its profession.
3.1 Specific responsibilities include, but are not limited to:
Task 1: Debris removal from public property, public areas and public road right-of-
ways, load and haul.
Task 2: Temporary staging, reduction, and transportation of debris for disposal,
including DMS Site remediation.
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Task 3: Hazardous waste abatement
Task 4: Sand screening
Task 5: Removal, hauling and disposal of white goods
Task 6: Removal, hauling and disposal of Electronic Waste (E-Waste)
Task 7: Removal, hauling and disposal of Putrescent Waste
The specifications that follow apply to all of the City of Tybee Island’s improved public
property, improved public areas and public right-of ways. The “hauler” contractor shall be
responsible for the collection, transport and disposal of the following category of disaster
damaged debris from City public property, public areas and public right-of-ways:
CATEGORY TYPE OF DIASTER DAMAGED DEBRIS FOR THIS
CONTRACT
LIST OF DIASTER DAMAGE DEBRIS FOR THIS CATEGORY
WHICH IS NOT ALL INCLUSIVE
White Goods Disaster Debris For purposes of this contract "White Goods Disaster Debris" is discard
disaster damaged household appliances that contain ozone-depleting
refrigerants, mercury or oil compressors oils such as the following:
Refrigerators
Freezers
Air Conditioners
Heat pumps
Ovens
Ranges
Washing machines and dryers
Water heaters
Infectious Disaster Debris Waste Infectious Disaster Debris is waste capable of causing infections in
humans and can include the following:
Animal waste
Human blood
Blood products
Medical waste
Pathological waste
Discarded sharp objects (needles, scalpels or broken medical equipment
Chemical and Biological Disaster Damaged Debris Waste This includes chemical and biological contaminated debris is any debris
contaminated by chemicals and biological materials that is man-made in
nature.
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CATEGORY TYPE OF DISASTER DAMAGED DEBRIS FOR
THIS CONTRACT
LIST OF DISASTER DAMAGE DEBRIS FOR THIS CATEGORY
WHICH IS NOT ALL INCLUSIVE
Construction & Demolition Disaster Debris For the purpose of this contract "Construction and Demolition Disaster
Debris" examples may include components of buildings and structures
and some of the following:
Lumber and wood
gypsum wall board
glass
Metal
roofing material
Tile
Carpeting and other flooring coverings
Window coverings
Pipe
Concrete
Asphalt
Equipment
Furnishings and fixtures
Hazardous Waste Disaster Debris "Hazardous Waste Disaster Debris" may waste that appears on one of
the four hazardous waste lists in Title 40 of the Code of Federal
Regulations (CFR) Part 261 or exhibits at least one of the following four
characteristic:
Ignitability
Corrosivity
Reactivity
Toxicity
This type of waste is regulated under the Resources Conservation and
Recovery ACT (RCRA) and contain properties that make it potentially
harmful to human health or the environment.
Vegetative Disaster Debris For the purpose of this contract "Vegetative Disaster Debris" may
include the following:
Tree limbs
Tree branches
Trees Leaning and hanging
Tree stumps with 50% or greater of the root exposed
Trees still in place but damaged to the extent they pose an immediate
threat
Other Leafy materials
Household Hazardous Waste Disaster Debris For the purpose of this contract "Household Hazardous Waste(HHW)
Disaster Debris" is a hazardous product or material used and disposed of
by residential consumers, rather than commercial consumers.
When HHW mixes went other debris types will contaminate the entire
load, which necessitates special disposal methods. Some this items
include the following:
Some paints
Some stains
Varnishes
Solvents
Pesticides
Other material containing volatile chemicals that catch fire, react or
explode under certain circumstances or that are corrosive or toxic.
When HHW mixes went other debris types will contaminate the entire
load, which necessitates special disposal methods.
Electronic Waste Disaster Debris For purpose of this contract "Electronic Waste Disaster Debris"
includes electronics that contain hazardous materials that require
specific deposal methods. Some of these items include the following:
Computer monitors
TV's
Cell Phones
Batteries
Soil, Mud and Sand Disaster Debris Floods, winds and storm surge often deposit soil, mud and sand on
improved public property and public rights-of ways. For purposes of
this contract the areas effected by the "Soil, Mud, and Sand Disaster
Debris" includes the following:
Streets
Sidewalks
Storm sanitary sewers
Water treatment facilities
Drainage canals and basins
Parks
The construction & demolition debris must be a result of an officially declared disaster. The
contractor should not pickup, transport or dispose of any construction or demolition debris for new
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construction work. Certain construction & demolition debris is usable or recyclable. To conserve
landfill space, it is prudent that the hauler contractor separate material for reuse or recycle.
The hauler contractor should have knowledge of how to handle hazardous waste debris as it
contains properties that are harmful to humans and the environment. Hazardous waste is regulated
under RCRA. The hauler contractor must ensure that certified hazardous waste technicians should
handle, capture, recycle, reuse and dispose of hazardous waste.
Many white goods contain ozone-depleting refrigerants, mercury, or compressor oils. The hauler
contractor must comply with the Clean Air Act when handling white goods debris. The Clean Air
Act prohibits the release of refrigerants into the atmosphere, and requires that certified technicians
extract compressors oils before disposing of or recycling white goods. The haule r contract must
adhere to all Federal, State and local requirements concerning ozone-depleting refrigerants,
mercury or oils. In addition, the a hauler contract must document how white goods are disposed
of in addition to ensure that white good disaster debris is staged separately for other types of
disaster debris to avoid contamination.
The hauler contractor must ensure that the disposal of putrescent debris is in compliance with
Federal, State and local laws. The NRCA has specific guidelines for disposal of animal carcasses.
Infectious waste debris is capable of causing infections in humans, including animals waste, human
blood and blood products, etc. The hauler contractor must take caution when coming in contact
with this type of debris. Clearance, removal, and disposal of infectious waste may be the authority
of another Federal agency; therefore, the hauler contractor must notify the City’s Project Manager
when infection waste is identified to ensure that agreed upon procedures are followed depending
upon the type of infection waste debris.
The hauler contractor shall be responsible for assembling and directing a workforce that can
complete all debris management tasks by the deadline of this contract.
The Contractor shall be responsible for correcting any notices of violations issued as a result of
the Contractor’s or any subcontractor’s actions or operations during the performance of the
contract. Corrections for any such violations shall be at no additional cost to the City and/or the
authorized agencies.
The Contractor shall ensure that wherever non-English speaking crews are utilized, at least one
crew supervisor must be fluent in English.
The Contractor shall conduct the work so as not to interfere with the disaster response and recovery
activities of federal, state or local governments or agencies, or of any public utilities or other
private Contractor.
Contractor must be able to mobilize management staff and field crews
The contractor shall work with the City’s contracted debris recover monitoring service to identify
eligible debris damaged debris.
One of FEMA requirements is for the City to have monitoring service observe and document the
procedures of hired “hauler” contractors who are responsible for disaster debris recovery efforts
of debris from public property, public areas and public right-of –ways. The monitoring service will
ensure that the City’s hired disaster damaged recovery contractors only recovery disaster damaged
debris that is eligible for reimbursement by FEMA and that is covered under the individual
contractors contract. The selected “hauler” contractor will work coordinate work the City’s hired
monitoring service contractor to ensure that the monitoring service is aware your daily work
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schedules. The monitoring service will complete load tickets that documents the following for each
group of items collected by the “hauler” contractors:
Using load tickers, keep a detailed list of items recovered;
Document location of where the items were recovered;
Estimate the weight of the original items collected;
Track the name of the company and employee who collected the collected the items;
Document whether or not the items recovered by the hauler contractor were eligible under
the hauler’s contract;
Document whether or not the items recovered are eligible under FEMA reimbursement
guidelines;
Document if the recovered items are hazardous and require special handling;
Document if hazardous items are staged separately for other non-similar disaster debris;
Document if the hauler followed the proper procedures to disposed of the hazardous
disaster debris;
Document the methods used by the hauler contractor to reduce the volume of the disaster
debris prior to disposal into the landfill;
Document the disposal method for all disaster debris collected by the hauler contractor;;
and
Reconciled the disaster debris load tickers to the haulers invoices for accuracy prior to the
City paying the haulers invoices.
3.2 Debris Management
Debris management operations is a function of the Public Works Department; this department
will assist with directing the debris removal and disposal operations.
The general concept of debris removal operations includes multiple, scheduled passes of each site,
location, or right-of-way. This will allow residents to return to their properties and bring debris to
the right-of-way as recovery progresses. With assistance and recommendations from the
Contractor, the City will direct the specific schedule to be used after ascertaining the scope and
schedule for debris removal and will be consistent with the description of critical facilities and
route clearing priorities based on as assessment of the disaster.
The City will employ a Debris Monitor to oversee, audit and regulate debris management
operations to insure compliance with FEMA requirements, rules and regulations.
The contractor shall work with the City’s contracted debris recover monitoring service to identify
eligible debris damaged debris.
One of FEMA requirements is for the City to have monitoring service observe and document the
procedures of hired “hauler” contractors who are responsible for recovery efforts of disaster
damage debris from public property, public areas and public right-of –ways. The monitoring
service will ensure that the Cit y’s hired disaster damaged recovery contractors only recovery
disaster damaged debris that is eligible for reimbursement by FEMA and that is covered under the
individual contractors contract. The selected “hauler” contractor will work coordinate work the
City’s hired monitoring service contractor to ensure that the monitoring service is aware your daily
work schedules. The monitoring service will complete load tickets that documents the following
for each group of items collected by the “hauler” contractors:
Using load tickers, keep a detailed list of items recovered;
Document location of where the items were recovered;
Estimate the weight of the original items collected;
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�� T r a c k t h e n a m e o f t h e c o m p a n y a n d e m p l o y e e w h o c o l l e c t e d t h e c o l l e c t e d t h e i t e m s ;
�� D o c u m e n t w h e t h e r o r n o t t h e i t e m s r e c o v e r e d b y t h e h a u l e r c o n t r a c t o r w e r e e l i g i b l e u n d e r t h e h a u l e r s
c o n t r a c t ;
�� D o c u m e n t w h e t h e r o r n o t t h e i t e m s r e c o v e r e d a r e e l i g i b l e u n d e r F E M A r e i m b u r s e m e n t g u i d e l i n e s ;
�� D o c u m e n t i f t h e r e c o v e r e d i t e m s a r e h a z a r d o u s a n d r e q u i r e s p e c i a l h a n d l i n g ;
�� D o c u m e n t i f h a z a r d o u s i t e m s a r e s t a g e d s e p a r a t e l y f o r o t h e r n o n - s i m i l a r d i s a s t e r d e b r i s ;
�� D o c u m e n t i f t h e h a u l e r f o l l o w e d t h e p r o p e r p r o c e d u r e s t o d i s p o s e o f t h e h a z a r d o u s d i s a s t e r d e b r i s ;
�� D o c u m e n t t h e m e t h o d s u s e d b y t h e h a u l e r c o n t r a c t o r t o r e d u c e t h e b u l k o f t h e d i s a s t e r d e b r i s p r i o r t o d i s p o s a l
i n t o t h e l a n d f i l l ;
�� D o c u m e n t t h e d i s p o s a l m e t h o d f o r a l l d i s a s t e r d e b r i s c o l l e c t e d b y t h e h a u l e r c o n t r a c t o r ; a n d
�� R e c o n c i l e t h e d i s a s t e r d e b r i s l o a d t i c k e r s t o t h e h a u l e r s i n v o i c e s f o r a c c u r a c y p r i o r t o t h e C i t y p a y i n g t h e
h a u l e r s i n v o i c e s .
C u r b s i d e s e g r e g a t i o n o f d e b r i s a n d d i s a s t e r - g e n e r a t e d o r r e l a t e d w a s t e s i s a n e l e m e n t o f t h e C i t y s
d i s a s t e r r e c o v e r y p r o g r a m . T h e d e b r i s r e m o v a l a n d d i s p o s a l C o n t r a c t o r w i l l b e r e q u i r e d t o a i d i n
t h e s e g r e g a t i o n a n d w a s t e s t r e a m m a n a g e m e n t p r o c e s s e s . W a s t e i n c l u d e s t h e f o l l o w i n g c a t e g o r i e s
w i t h r e s p o n s i b i l i t y a s s h o w n :
�� H o u s e h o l d t r a s h c o n t i n u e d r e s p o n s i b i l i t y o f p r i v a t e s o l i d w a s t e r e f u s e h a u l e r , A t l a n t i c W a s t e . N o t i n c l u d e d
i n t h e s c o p e o f t h i s c o n t r a c t u n l e s s o t h e r w i s e m u t u a l l y a g r e e d u n d e r s e p a r a t e a r r a n g e m e n t s .
�� V e g e t a t i v e d i s a s t e r d e b r i s i s n o t i n c l u d e d i n t h e s c o p e o f t h i s c o n t r a c t .
�� C o n s t r u c t i o n a n d d e m o l i t i o n d e b r i s , f u r n i t u r e , f u r n i s h i n g s , a p p l i a n c e s , e t c . s u i t a b l e f o r b e i n g l a n d f i l l e d o r
r e c y c l e d , s t a c k e d b y c u r b o r s h o u l d e r C o n t r a c t o r r e s p o n s i b i l i t y f o r r e m o v a l a n d d i s p o s a l .
�� H o u s e h o l d a n d t o x i c w a s t e ( H T W ) , s e p a r a t e d f r o m a l l o t h e r t y p e s o f w a s t e a n d d e b r i s , p l a c e d a t c u r b o r r o a d
s h o u l d e r C o n t r a c t o r r e s p o n s i b l e f o r r e m o v a l a n d d i s p o s a l .
�� W h i t e G o o d s a r e h o u s e h o l d a p p l i a n c e s s u c h a s r e f r i g e r a t o r s , f r e e z e r s , a i r c o n d i t i o n e r s h e a t p u m p s , o v e n s ,
r a n g e s , w a s h i n g m a c h i n e s , c l o t h e s d r y e r s , a n d w a t e r h e a t e r s . C o n t r a c t o r i s r e s p o n s i b l e f o r r e m o v a l ,
d e c o m m i s s i o n , d e c o n t a m i n a t i o n a n d d i s p o s a l .
�� E l e c t r o n i c w a s t e , e - w a s t e o r e - s c r a p , r e f e r s t o e l e c t r o n i c s t h a t c o n t a i n h a z a r d o u s m a t e r i a l s s u c h a s c a t h o d e
r a y t u b e s i n c l u d i n g c o m p u t e r m o n i t o r s a n d t e l e v i s i o n s - C o n t r a c t o r r e s p o n s i b l e f o r c o l l e c t i o n a n d d i s p o s a l .
�� P u t r e s c e n t d e b r i s i s a n y d e b r i s t h a t w i l l d e c o m p o s e o r r o t , s u c h a s a n i m a l c a r c a s s e s - C o n t r a c t o r r e s p o n s i b l e
f o r c o l l e c t i o n a n d d i s p o s a l .
�� S o i l , m u d , a n d s a n d f r o m i m p r o v e d p u b l i c p r o p e r t y - C o n t r a c t o r r e s p o n s i b l e f o r r e m o v a l , s c r e e n i n g , a n d
d i s p o s a l / r e t u r n t o b e a c h .
C i t i z e n s w i l l b e a d v i s e d t o s e p a r a t e a l l w a s t e a n d d e b r i s , t o t h e e x t e n t p r a c t i c a b l e , i n t o t h e a b o v e
c a t e g o r i e s . F a i l u r e b y t h e c i t i z e n s t o p e r f o r m t h i s s e p a r a t i o n d o e s n o t r e l i e v e t h e C o n t r a c t o r o f
h i s / h e r c u r b s i d e s e p a r a t i o n r e s p o n s i b i l i t i e s , t o t h e e x t e n t p r a c t i c a b l e .
A n y h o u s e h o l d a n d t o x i c w a s t e ( H H W ) e n c o u n t e r e d b y t h e d e b r i s r e m o v a l C o n t r a c t o r i s t o b e k e p t
s e p a r a t e d a s m u c h a s p o s s i b l e i n o r d e r t o e x p e d i t e d i s p o s a l p r o c e s s . C o n t r a c t o r i s t o b e p r o p e r l y
t r a i n e d a n d c e r t i f i e d t o p i c k u p h a n d l e a n d t r a n s p o r t f o r p r o p e r d i s p o s a l a n d i n a c c o r d a n c e w i t h
l o c a l , s t a t e a n d f e d e r a l r e q u i r e m e n t s . T h e f o l l o w i n g i t e m s a r e c o n s i d e r e d H H W f o r t h e p u r p o s e o f
t h e c o n t r a c t :
�� C l e a n i n g p r o d u c t s
�� B a t t e r i e s
�� W o r k s h o p / P a i n t i n g S u p p l i e s
�� A e r o s o l s p r a y c a n
�� I n d o o r P e s t i c i d e s
�� L a w n a n d G a r d e n P r o d u c t s
�� A u t o m o t i v e P r o d u c t s
9 3
�� F l u o r e s c e n t l i g h t b u l b s
�� P r o p a n e t a n k s a n d o t h e r c o m p r e s s e d g a s c y l i n d e r s
�� F l a m m a b l e P r o d u c t s
�� H o m e / O f f i c e E l e c t r o n i c s c o m p u t e r s , T V s , m o n i t o r s , l i t h i u m , a n d
c a d m i u m b a t t e r i e s .
�� R e f r i g e r a t o r s a n d F r e e z e r s
�� O r a n y o t h e r p r o d u c t o r m a t e r i a l n o t s p e c i f i c a l l y m e n t i o n e d t h a t m i g h t
p o s e a t h r e a t t o h u m a n h e a l t h o r t h e e n v i r o n m e n t i f n o t d i s p o s e d o f
p r o p e r l y a n d b e c a u s e t h e p r o d u c t o r m a t e r i a l e x h i b i t s o n e o r m o r e
f o l l o w i n g c h a r a c t e r i s t i c s i n t h a t i t i s ; t o x i c , c o r r o s i v e , i g n i t a b l e o r r e a c t i v e .
3 . 3 D e b r i s R e m o v a l a n d D i s p o s a l O p e r a t i o n s
T h e C o n t r a c t o r s h a l l p r o v i d e e q u i p m e n t , o p e r a t o r s a n d l a b o r e r s f o r d e b r i s r e m o v a l o p e r a t i o n s .
T h e C o n t r a c t o r s h a l l p r o v i d e a l l l a b o r a n d m a t e r i a l s n e c e s s a r y t o f u l l y o p e r a t e a n d m a i n t a i n
( i n c l u d i n g f u e l , o i l , g r e a s e , a n d r e p a i r s ) a l l e q u i p m e n t u n d e r t h e c o n t r a c t .
T h e C o n t r a c t o r i s r e s p o n s i b l e f o r c o l l e c t i n g a n d r e m o v i n g , f r o m p u b l i c r i g h t s - o f - w a y a n d p u b l i c
p r o p e r t y , a l l d e b r i s t h a t e x c e e d s i n s i z e , w e i g h t , v o l u m e , o r s h a p e t h a t w h i c h c a n r e a s o n a b l y b e
c o l l e c t e d b y t h e a v e r a g e h o m e o w n e r u s i n g a r a k e , b r o o m , s h o v e l a n d b a g s . H o m e o w n e r s a r e
r e s p o n s i b l e f o r c o l l e c t i n g t h e s m a l l r e s i d u a l q u a n t i t i e s o f l e a v e s , d i r t , s a w d u s t , t w i g s a n d s i m i l a r
s m a l l i t e m s o f d e b r i s t h a t c a n b e r e a d i l y p u t i n t o b a g s . E x c e p t f o r t h e a b o v e , t h e C o n t r a c t o r w i l l
c o l l e c t a n d r e m o v e a l l d e b r i s e x i s t i n g o n a s t r e e t d u r i n g e a c h p a s s a n d n o t l e a v e a n y d e b r i s f o r
s u b s e q u e n t p a s s e s . T h i s d o e s n o t p r e c l u d e t h e C o n t r a c t o r f r o m u s i n g s e p a r a t e v e h i c l e s a n d c r e w s
t o : s e p a r a t e b a g s f r o m o t h e r v e g e t a t i v e d e b r i s ; c o l l e c t i n g C & D d e b r i s ; c o l l e c t i n g r e c y c l a b l e
t i m b e r o r f r o m h a u l i n g s t u m p s w i t h r o o t b a l l s . T h e C o n t r a c t o r w i l l o r g a n i z e h i s e q u i p m e n t a n d
c r e w s s o t h a t a l l t y p e s o f d e b r i s a r e c o l l e c t e d w i t h i n a n y o n e p a s s . A n y e l i g i b l e d e b r i s , s u c h a s
f a l l e n t r e e s , w h i c h e x t e n d s o n t o t h e R O W f r o m p r i v a t e p r o p e r t y , s h a l l b e c u t a t t h e p o i n t w h e r e i t
e n t e r s t h e R O W , a n d t h a t p a r t o f t h e d e b r i s w h i c h l i e s w i t h i n t h e R O W s h a l l b e r e m o v e d .
A l l r a t e s a r e t o i n c l u d e a l l r e l a t e d c o s t s , i n c l u s i v e o f t h e c o s t o f p e r s o n a l p r o t e c t i v e c l o t h i n g ( t o
i n c l u d e h a r d h a t s , g l o v e s , e y e p r o t e c t i o n a n d s t e e l - t o e d b o o t s ) , f r i n g e b e n e f i t s , h a n d t o o l s ,
s u p e r v i s i o n , t r a n s p o r t a t i o n , t r a f f i c c o n t r o l a n d a n y o t h e r c o s t s . C o n t r a c t o r s a r e r e q u i r e d t o i n s u r e
t h a t a l l e m p l o y e e s a n d s u b c o n t r a c t o r s a n d i t s e m p l o y e e s w e a r h i g h v i s i b i l i t y s a f e t y a p p a r e l . S a f e t y
a p p a r e l s h a l l m e e t A N S I 1 0 7 - 1 9 9 9 ( C l a s s 2 ) s t a n d a r d .
T h e C o n t r a c t o r s h a l l b e r e s p o n s i b l e f o r f i l l i n g t o g r a d e w i t h l i k e m a t e r i a l a l l s u r f a c e d a m a g e , s u c h
a s r u t t i n g a n d p a v e m e n t d a m a g e c a u s e d b y t h e C o n t r a c t o r s e q u i p m e n t d u r i n g d e b r i s r e m o v a l . T h e
C o n t r a c t o r s h a l l r e p a i r a l l d a m a g e t o e x i s t i n g g r a d e , r o a d s h o u l d e r s , s i d e w a l k s , d r a i n a g e s t r u c t u r e s ,
t r e e s , s h r u b s , g r a s s e d a r e a s , a b o v e g r o u n d u t i l i t i e s e t c . c a u s e d b y t h e C o n t r a c t o r s e q u i p m e n t o r
p e r s o n n e l . T h e C o n t r a c t o r s h a l l p r e s e r v e a n d p r o t e c t a l l e x i s t i n g s t r u c t u r e s , u t i l i t i e s , v e g e t a t i o n
e t c . o n o r a d j a c e n t t o w o r k a r e a .
T h e C o n t r a c t o r s h a l l r e p a i r o r r e p l a c e w i t h l i k e m a t e r i a l a l l d a m a g e d m a i l b o x e s a s s o o n a s p o s s i b l e
a f t e r w h i c h t h e d a m a g e o c c u r r e d . T h e C o n t r a c t o r s h a l l c o n t a c t t h e p e r s o n ( s ) m a k i n g t h e c l a i m
r e g a r d i n g d a m a g e s w i t h i n 2 4 h o u r s a f t e r r e c e i v i n g t h e c l a i m .
T h e C o n t r a c t o r s h a l l p r o v i d e t h e C i t y w i t h a w e e k l y r e p o r t l i s t i n g a l l d a m a g e c l a i m s a n d o u t l i n i n g
t h e s t a t u s o f a l l d a m a g e r e p a i r s .
A l l d e b r i s r e s i d i n g i n t h e C i t y R O W a n d C i t y p r o v i d e d D M S s h a l l b e t h e p r o p e r t y o f t h e C i t y u n t i l
f i n a l d i s p o s a l a t a p e r m i t t e d d i s p o s a l s i t e o r r e c y c l i n g f a c i l i t y , u n l e s s o t h e r w i s e n e g o t i a t e d b y t h e
C i t y . T h e C i t y w i l l p r o v i d e D M S s i t e s , t o t h e e x t e n t t h e y a r e a v a i l a b l e , f o r t h e C o n t r a c t o r s u s e i n
9 4
volume reduction efforts and recycling programs.
The Contractor shall pay all disposal tipping fees associated with the disposal of all eligible disaster
related debris and will be reimbursed for those fees by including them as a separate line item on
the invoice associated with the disposal along with all supporting documentation from the disposal
facility.
3.4 Debris Management Sites (DMS)
The City’s Public Work’s Department has identified temporary debris management sites (DMS).
These sites may be amended from time to time throughout the term of the contract. The City
recognizes that additional sites may be needed dependent upon the severity of the disaster.
The work shall consist of managing the operations of a DMS site and performing debris reduction
by air curtain incineration and or grinding of storm generated debris as directed by the City Public
Works Director/debris manager.
The Contractor shall supervise and direct the work, using skilled labor and proper equipment for
all tasks. Safety of the Contractor’s personnel and equipment is the responsibility of the Contractor
including the posting of traffic control signage. Additionally, the Contractor shall pay for all
materials, personnel, taxes and fees necessary to perform under the terms of the contract.
The Contractor shall be responsible for control of pedestrian and vehicular traffic in the work area
including providing for, installing, and enforcing traffic control signage.
The Contractor(s) shall be responsible for installing site security measures and maintaining
security for operation at the site.
The Contractor(s) shall manage the site to minimize the risk of fire.
The Contractor shall provide a DMS Foreman. The DMS site foreman is responsible for
management of all operations of the site to include, traffic control, dumping operations, burning,
segregation of debris, grinding, and safety. The DMS site foreman will coordinate directly with
the City’s/authorized agency’s site monitor.
The DMS site foreman will be responsible for documenting equipment and labor time, quantities
of debris received, processed materials hauled away and providing the daily operational report to
the Contractor’s operation manager, for further delivery to the City’s debris manager.
The Contractor will provide a DMS site management plan. The plan must be approved by the City
prior to opening the site for use.
The plan shall address following functions:
Access to site
Site preparation – clearing, erosion, and grinding
Traffic control procedures
Safety
Segregation of debris
Location of ash disposal area, hazardous material containment area,
Contractor work, area, and inspection tower
Location of incineration operations and grinding operations (if
required).Site preparation – clearing, erosion, and grinding
95
�� T r a f f i c c o n t r o l p r o c e d u r e s
�� S a f e t y
�� S e g r e g a t i o n o f d e b r i s
�� L o c a t i o n o f a s h d i s p o s a l a r e a , h a z a r d o u s m a t e r i a l c o n t a i n m e n t a r e a ,
C o n t r a c t o r w o r k , a r e a , a n d i n s p e c t i o n t o w e r
�� L o c a t i o n o f i n c i n e r a t i o n o p e r a t i o n s a n d g r i n d i n g o p e r a t i o n s ( i f r e q u i r e d ) .
�� B u r n i n g o p e r a t i o n s r e q u i r e a 2 0 0 - f o o t c l e a r a n c e f r o m t h e s t o c k p i l e a n d
5 0 0 - f o o t c l e a r a n c e f r o m s t r u c t u r e s , r o a d w a y s o r w o o d e d a r e a s .
�� L o c a t i o n o f e x i s t i n g s t r u c t u r e s o r s e n s i t i v e a r e a s r e q u i r i n g p r o t e c t i o n
T h e C o n t r a c t o r w i l l o p e r a t e t h e D M S s i t e s a n d o n l y C o n t r a c t o r v e h i c l e s a n d o t h e r s s p e c i f i c a l l y
a u t h o r i z e d b y C i t y o f T y b e e I s l a n d w i l l b e a l l o w e d t o u s e t h e s i t e s . T h e l o c a t i o n s o f p u b l i c l y o w n e d
s i t e s a r e c u r r e n t l y i d e n t i f i e d . A d d i t i o n a l s i t e s m a y b e c o m e a v a i l a b l e a s p l a n s d e v e l o p .
T h e C i t y m a y a l s o e s t a b l i s h d e s i g n a t e d h o m e o w n e r d r o p - o f f s i t e s . T h e C o n t r a c t o r w i l l b e
r e s p o n s i b l e f o r r e m o v i n g a l l d e b r i s f r o m t h o s e s i t e s d a i l y .
P a y m e n t f o r d e b r i s h a u l e d w i l l b e b a s e d o n t h e q u a n t i t y o f d e b r i s h a u l e d i n t r u c k / t r a i l e r m e a s u r e d
c u b i c y a r d s a n d t h e d i s t a n c e h a u l e d d e p e n d i n g o n w h e r e t h e d e b r i s i s t a k e n . D e b r i s h a u l e d t o a
D M S s i t e w i l l r e q u i r e a v a l i d a t e d l o a d t i c k e t . D r i v e r s w i l l b e g i v e n l o a d t i c k e t s a t t h e l o a d i n g s i t e
b y a C i t y l o a d i n g s i t e m o n i t o r . T h e q u a n t i t y o f d e b r i s h a u l e d w i l l b e e s t i m a t e d i n c u b i c y a r d s
a t t h e D M S s i t e b y a C i t y D M S s i t e ( d i s p o s a l ) m o n i t o r . T h e e s t i m a t e d q u a n t i t y w i l l b e r e c o r d e d
o n t h e l o a d t i c k e t . T h e C i t y D M S s i t e m o n i t o r w i l l r e t a i n o n e c o p y o f t h e l o a d t i c k e t a n d t h e d r i v e r
w i l l r e t a i n t w o c o p i e s o f t h e l o a d t i c k e t . D e b r i s b e i n g h a u l e d t o a p e r m a n e n t l a n d f i l l w i l l b e p a i d
b a s e d o n c u b i c y a r d s a n d t h e d i s t a n c e h a u l e d r e c o r d e d o n a n a p p r o v e d l o a d t i c k e t . P a y m e n t w i l l
b e m a d e a g a i n s t t h e C o n t r a c t o r s i n v o i c e o n c e s i t e m o n i t o r a n d C o n t r a c t o r l o a d t i c k e t s
a n d / o r s c a l e t i c k e t s m a t c h . T h e l o a d t i c k e t w i l l i n c l u d e a n o r i g i n a l a n d f o u r c o p i e s . P a y m e n t f o r
d i s p o s a l c o s t s s u c h a s t i p p i n g f e e s i n c u r r e d b y t h e C o n t r a c t o r a t C i t y d e s i g n a t e d f i n a l d i s p o s a l s i t e s
w i l l b e r e i m b u r s e d b y t h e C i t y a s a p a s s t h r o u g h c o s t .
T h e C i t y D M S s i t e m o n i t o r s a n d t h e d i s p o s a l f a c i l i t y m o n i t o r s w i l l u s e t h e i r b e s t j u d g m e n t i n
e s t i m a t i n g t h e q u a n t i t y o f d e b r i s i n t h e t r u c k s . F o r p u r p o s e s o f t h e c o n t r a c t , t h e C i t y m o n i t o r s a r e
t h e f i n a l a u t h o r i t y . D e d u c t i o n s w i l l b e m a d e f o r : c o n s o l i d a t i o n d u r i n g h a u l i n g l i g h t l y p a c k e d l o a d s
w i t h e x c e s s i v e a i r v o i d s , a n d v o i d s c a u s e d b y i n c o m p l e t e l o a d i n g a t t h e l o a d i n g s i t e .
T h e C o n t r a c t o r w i l l b e r e s p o n s i b l e f o r r e t u r n i n g a l l u t i l i z e d D M S t o t h e i r o r i g i n a l c o n d i t i o n p r i o r
t o d e m o b i l i z a t i o n . D M S r e m e d i a t i o n w i l l i n c l u d e , b u t i s n o t l i m i t e d t o , r e t u r n i n g t h e o r i g i n a l s i t e
g r a d e , f i l l d i r t , b a s e m a t e r i a l , a n d o t h e r p h y s i c a l f e a t u r e s . D M S s i t e r e m e d i a t i o n w i l l a l s o i n c l u d e
r e t u r n i n g a l l u t i l i z e d s i t e t o t h e i r o r i g i n a l c o n d i t i o n a s v e r i f i e d t h r o u g h s o i l a n d g r o u n d w a t e r
s a m p l e s . A l l s i t e r e m e d i a t i o n i s s u b j e c t t o f i n a l a p p r o v a l b y t h e C i t y a n d G e o r g i a D e p a r t m e n t o f
N a t u r a l R e s o u r c e s .
3 . 5 E q u i p m e n t
A l l t r u c k s , t r a i l e r s a n d e q u i p m e n t m u s t b e i n c o m p l i a n c e w i t h a l l a p p l i c a b l e f e d e r a l , s t a t e , a n d
l o c a l r u l e s a n d r e g u l a t i o n s . T r u c k s a n d t r a i l e r s u s e d t o h a u l d e b r i s m u s t b e c a p a b l e o f r a p i d l y
d u m p i n g t h e i r l o a d w i t h o u t t h e a s s i s t a n c e o f o t h e r e q u i p m e n t , b e e q u i p p e d w i t h a t a i l g a t e t h a t w i l l
e f f e c t i v e l y c o n t a i n t h e d e b r i s d u r i n g t r a n s p o r t a n d t h a t w i l l p e r m i t t h e t r u c k s t o b e f i l l e d t o
c a p a c i t y .
A l l t r u c k s a n d t r a i l e r s m u s t b e s u i t a b l e f o r e q u i p m e n t l o a d i n g . T h e C i t y d e b r i s m a n a g e r d e s i r e s
t h a t t h e C o n t r a c t o r m a x i m i z e t h e u s e o f s e l f - l o a d i n g t r u c k s e q u i p p e d w i t h g r a p p l e s o r l o a d e r s w i t h
9 6
grapple attachments to reduce potential collateral damage and to expedite the cleanup operation.
Hand loading of trucks or trailers must be approved in writing by the City debris manager before
being put into operation. Trucks that do not comply with these conditions may be approved for
use, depending upon the needs of the City, but a deduction will be made to the measured maximum
volume to account for reduced compaction capability and inefficiency of operation, City monitors
located at temporary or final debris disposal sites will reduce the observed capacity of each hand-
loaded trailer or truck load by 50% because of the low compaction achieved by hand loading.
At the time of an activation of contract, the Contractor shall submit to the City certifications
indicating the type of vehicle, make and model, license plate number, equipment number, and
measured maximum volume in cubic yards, of the load bed of each piece of equipment utilized to
haul debris. The measured volume of each piece of equipment shall be calculated from actual
internal physical measurement performed by the Contractor and a City representative. Maximum
volumes may be rounded to the nearest cubic yard. The reported measured maximum volume of
any load bed shall be the same as shown on the signs fixed to each piece of equipment. The City
reserves the right to re-measure trucks at any time to verify reported capacity.
All trucks and trailers utilized in hauling debris shall be equipped with a tailgate that will permit
the vehicle to be loaded to capacity and effectively contain the debris on the vehicle while hauling.
All extensions to the bed must be approved in writing by the City debris manager.
Trucks or equipment that is designated for use under the contract shall not be used for any other
work. The Contractor shall not solicit work from private citizens or others to be performed in the
designated authorized agency or City during the period of the contract. Under no circumstance will
the Contractor mix debris hauled for others with debris hauled under the contract.
3.6 Securing Debris
The Contractor shall be responsible for properly and adequately securing debris on each piece of
equipment utilized to haul debris. Prior to leaving the loading site, the Contractor shall ensure that
each load is secure and trimmed so that no debris extends horizontally beyond the bed of the
equipment in any direction. All loose debris shall be reasonably compacted during loading and
secured during transport. Tarps or other coverings shall be provided by the Contractor to prevent
reduction by-products and other materials from being blown from the bed during hauls to disposal
landfills.
3.7 Equipment Signage
Prior to commencing operations, the Contractor shall affix to each piece of equipment, a sign
indicating the owner operator’s name and a unique equipment identification number. One sign
shall be placed on each side of the equipment. For those trucks, trailers and other equipment
intended to haul debris, the maximum volume, in cubic yards, of the load bed shall also be shown.
Signs shall be maintained in an easily readable fashion for the duration of the work.
3.8 Contractor(s) Petroleum, Oil, Lubricant (POL) Spills
The Contractor(s) shall be responsible for reporting to the City debris management center and
cleaning up all petroleum, oil, lubricant “poll” spills caused by the Contractor(s)’s operations at
no additional cost.
Immediate containment actions shall be taken as necessary to minimize effect of any spill or leak.
Cleanup shall be in accordance with applicable Federal and local laws and regulations.
3.9 Private Property Access
97
The Contractor is not authorized to perform work on private property and shall not seek or accept
requests from private property owners to perform debris clearing or removal activities.
3.10 Recycling Program
Recycling of debris removed by the Contractor is strongly encouraged and will be coordinated
with the City and authorized agencies. Recycling efforts will also be carried out under the current
recycling programs existing at most landfills. The strength or weakness of the various landfills
recycling programs will be a factor in choosing disposal locations. Common recyclable materials
that are a result of a debris-generating event include wood waste, metals, and concrete. The recent
passing of the Sandy Disaster Assistance Improvement Act of 2013 allows for the City to retain
any income received for recycling of disaster debris. The Contractor will submit all recycling
proceeds to the City.
The sale of marketable timber, chips, mulch and other recyclable materials is authorized.
The overall cost to the City will not be increased as a result of the Contractor’s recycling program.
3.11 Removal of White Goods
The Contractor(s) may be responsible for collecting, transporting, de-commissioning, and
disposing of eligible white goods from the ROW. Work shall consist of all labor, equipment, fuel,
traffic control costs and other associated costs necessary for the collection of white goods from the
ROW, removal of refrigerants, transportation to a City TDSR, decontamination, and transportation
to a City approved facility for recycling. White goods containing refrigerants must be
decommissioned by the Contractors qualified technician prior to mechanical loading.
All white goods containing food items will be decontaminated in accordance with local, state and
federal laws prior to recycling.
The Contractor(s) shall recycle all white goods in accordance with all rules and regulations of
local, state, and federal regulatory agencies.
3.12 Removal of E-Waste
Work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs
necessary for the removal, transportation, and proper disposal of eligible E -waste from the ROW
to a City designated E-waste recycling facility. Eligible E-waste includes, but is not limited to,
televisions, computers, computer monitors and microwaves in areas identified and approved by
the City. The Contractor shall recycle or disposal of all E-Waste items in accordance with the rules
and regulations of local, state, and federal regulatory agencies.
3.13 Dead Animal Carcasses
The Contractor(s) may be responsible for removing dead animal carcasses from City ROW. Work
shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary
for the removal, transportation, and lawful disposal of dead animal carcasses from City ROW to a
designated final disposal site. All activities should be coordinated with the City of Tybee Island
Animal Control and City of Tybee Island Health Department along with other state and federal
agencies.
3.14 Sand Removal and Screening
98
The Contractor(s) shall screen all sand to remove debris deposited as a result of a disaster and as
directed by the City. Sand screening shall include the collection of debris-laden sand, hauling to
the processing screen, processing the sand through the screen and returning clean sand to the beach
or designated site. Debris removed from the sand shall be collected, hauled and processed at the
TDSR.
3.15 Documentation Management and Support
The Contractor shall provide data management and support to the City during the disaster
recovery effort including but not limited to:
Assist the City in the preparation of FEMA and State reports for reimbursement,
including review of documentation prior to submittal
Work closely with the City’s Emergency Management , Chatham County Emergency
Management Agency, Georgia Emergency Management Agency, FEMA, and other
agencies to ensure that debris collection, disposition and all supporting data meet each
agency’s requirements for reimbursement
Conduct daily meetings with the City to provide updates on the status of operations,
discuss issues/problems, and provide detailed daily work schedules. The Contractor
shall provide daily situation reports in a format approved by the City that detail progress
of the debris removal and disposal program. Such reports shall include a description of
all areas where work was done and where debris removal was completed. Reports must
also include the types and volumes of debris transported, reduced, and disposed to be
include with invoices submitted for payment.
4 SCOPE OF WORK - DISASTER DEBRIS RECOVERY SERVICES FOR HAZARDOUS
LEANING TREES AND TREE STUMPS (EXTRACTION, GRINDING, OR FLUSH CUT
HAZARDOUS TREES/TREE STUMPS AND BRACING OR STRAIGHTENING TREES
FOR CITY OF TYBEE ISLAND’S IMPROVED PUBLIC AND PRIVATE PROPERTY,
IMPROVED AREAS, AND ROWS)
Contractors will be required to identify, extract, remove, and dispose of disaster related hazardous
leaning trees and tree stump debris from the City’s improved public property, improved public
areas, and public right-of-ways. This includes fill in, or grinding in place, of root ball areas of
disaster damaged tree/tree stumps or flush cut disaster damaged trees/tree stumps. In addition,
contractors will be required to identify leaning trees that pose a threat for straightening or bracing
if it is less costly than removal and disposal. The City of Tybee Island is seeking reimbursement
from the Federal Emergency Management Agency (FEMA) for having a contractor provide these
services. Therefore, the contractor shall follow FEMA guidelines as outlined in the January 2016
FEMA 322 Public Assistance Guide. 2010 FEMA 327 Public Assistance Debris Monitoring Guide
and FEMA 325 Public Assistance Debris Management Guide. For additional information concerning
these specifications, please contact Melissa Freeman, Purchasing Specialist, at (912) 472-5023. Proposers are not to
contact any City Department Directly other than to acquire the Occupation Tax Certification document.
Trees that are uprooted from the ground during a disaster such that all or part of the roots is exposed
may pose an immediate threat to public health and safety. The specifications that follow apply to
all of the City of Tybee Island’s improved public property, improved public areas and public right -
of ways. Detailed specifications are as follows:
99
1. The contractor shall work with the City’s contracted debris recover monitoring service to identify debris
damaged tree stumps that are eligible under FEMA guidelines for extraction, grinding to the ground, flush
cutting by the contractor or disaster damaged tree stump debris located on public right-of-way that has already
be cut by another contractor\person but requires picking up (collection), transporting and disposal services. In
addition to identifying lean trees that poses an immediate threat to life, public health and safety, or to eliminate
immediate threats of significant damage to improved public property.
2. FEMA will only reimburse the City for contracted cost charges on a per stump bases if:
a. The stump is 2 feet or larger in diameter measured 2 feet above the ground; and
b. Extraction is required as part of the removal
Otherwise, FEMA will reimburse the City for the contractors other services based on unit price per weight or
volume; the City will pay the contractor on unit price based on volume (cubic yards) for all smaller size
extracted tree stumps.
3. Tree Removal: Hazardous disaster damaged tree debris eligibility requests that the tree has a diameter of 6
inches or greater measure 4.5 feet above the ground level, and the tree has a splint trunk; has a broken canopy
at an angle of more than 30 degrees.
4. FEMA will reimburse the City for bracing or straightening hazardous leaning trees when doing so is less
expensive than removal. Therefore, the contractor is required to determine which method is eliminates the
hazardous threat to public health and safety as well as which method is the most cost efficient method.
The contractor must note that grinding any residual tree stump after the tree is not eligible for reimbursement
by FEMA; therefore, that process is not an acceptable method for this contract.
5. Prior to extracting any trees stumps and leaning disaster damaged hazardous trees, the contractor shall
photograph the stump, identify the tree stumps location on the property (GPS coordinates, specifics of the
threat, stump diameter measured two feet and up from the ground, quantity of the material to fill the hole, and
any special circumstances; the contractor shall document this information using the Hazardous Stump
Worksheet or an automated system that will capture the same information. Refer to the Hazardous Stump
Worksheet shown in SOP No. 5.
6. For hazardous disaster damaged tree stumps debris located on improved public property, improved public
areas and public right-of-ways that have has 50% or more of the root ball exposed measured 24 inches in
diameter (measured 2 feet from the ground), the contractor shall extract the tree stump and fill in to the root
ball of the tree stump, then collect the debris remains of the tree stump for transport and reduction and disposal.
Note, if it is less costly for the contractor to grind the disaster damaged tree stump in place rather than extracting
the tree, the contractor shall grind the tree stump in place, collect, transporting and dispose of the tree stump
debris and is less than 24 inches in diameter, the contractor shall flush cut the tree stump to the ground or grind
the tree stump to the ground, collect the tree stump remains debris, transport and dispose of the debris based
on unit price by volume (cubic yards).
7. For hazardous disaster damaged trees stumps that are less than 50% of the root ball is exposed the contractor
shall flush cut tree stump to the ground or grind the tree stump to the ground.
8. For disaster damaged debris trees that are leaning and pose a threat to public health and safety or to eliminate
immediate threats of significant damaged to improved public property, improved public areas or public right-
of ways, the contractor shall either remove the tree, straighten or brace the tree depending upon which method
is the most cost efficient service to perform.
Contractor should have experience working on construction sites and be familiar with safety
regulations. They should have the ability to estimate debris quantities, tree diameters,
100
differentiate between debris types, properly fill out load tickets, and follow all site safety
procedures. Specific services may include:
Coordinating daily briefings, work progress, staffing, and other key items with the City.
Work with and coordinate work with City hired monitoring services contractors.
Scheduling work for all team members and contractors and subcontractors on a daily
basis.
Alert the City and the debris contractor(s) of safety concerns during the debris removal
process by conducting both routine and random safety inspections of operations.
Developing daily operational reports to keep the City informed of work progress.
Complete Hazardous Stomp Worksheet and other pertinent report preparation required
for reimbursement FEMA and any other applicable agency for disaster recovery efforts
by City staff and designated debris removal contractors.
Providing a Final Report within 30 days of completion of the recovery operations.
The worksheet shown below is the formation of the information that the contractor must complete and provide to the
City and FEMA regarding removal of hazardous disaster damaged tree stumps debris. In addition, the contract
must use the FEMA’s Stump Conversion Table to report the tree stumps diameter (Page 38)
DATE:_________________________
FILL FOR
DEBRIS
STUMPS
Yes No Lat - N Long - W Yes No CY
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
HAZARDOUS STUMP WORKSHEET - CITY OF TYBEE ISLAND
Applicant_________________________________________________
Applicant Representative___________________________________
FEMA Representative______________________________________
State Representative______________________________________
Signature________________________________________________
Signature________________________________________________
Signature________________________________________________
TREE SIZE
(Diameter)
PHYSICAL LOCATION - Street
Address, Road, Cross St, etc
DESCRIPTION
OF FACILITY -
(Park, ROW,
City Hall, etc)
COMMENTS
(See attached sketch, photo, etc)
HAZARD
GPS
Decimal degrees,
00.000000 ELIGIBLE
101
Stump Diameter
(inches)
Debris Volume
(Cubic Yards)
Stump Diameter
(inches)
Debris Volume
(Cubic Yards)
6 0.3 46 15.2
7 0.4 47 15.8
8 0.5 48 16.5
9 0.6 49 17.2
10 0.7 50 17.9
11 0.09 51 18.6
12 1 52 19.4
13 1.2 53 20.1
14 1.4 54 20.9
15 1.8 55 21.7
16 1.8 56 22.5
17 2.1 57 23.3
18 2.3 58 24.1
19 2.6 59 24.9
20 2.9 60 25.8
21 3.2 61 26.7
22 3.5 62 27.6
23 3.8 63 28.4
24 4.1 64 29.4
25 4.5 65 30.3
26 4.8 66 31.2
27 5.2 67 32.2
28 5.6 68 33.1
29 6 69 34.1
30 6.5 70 35.1
31 6.9 71 36.1
32 7.3 72 37.2
33 7.8 73 38.2
34 8.3 74 39.2
35 8.8 75 40.3
36 9.3 76 41.4
37 9.8 77 42.5
38 10.3 78 43.6
39 10.9 79 44.7
40 11.5 80 45.9
41 12 81 47
42 12.6 82 48.2
43 13.3 83 49.4
44 13.9 84 50.6
45 14.5
0.7854 is one-fourth Pi and is a constant.
FEMA STUMP CONVERSION TABLE
Diameter to Volume Capicity
The quantification of the cubic yards of debris for each size of stump in the following table was derived
from FEMA field studies conducted thourghout the State of Florida during the debris removal operations
following Hurricane Charley, Frances, Ivan and Jeanne. The following formula is used to derive cubic
yards.
[(Stump Diameter2 x 0.7854 x Stump Length] + [Root Ball Diameter2 x .07854 x Root Ball Height]
46656
46656 is used to convert cubic inches to cubic yards and is a constant.
* Root ball height of 31"
The formula used to calculate the cubic yardage used the following, based upon findings in the field:
* Stump diameter measured two feet up from ground
* Stump diameter to root ball diameter ratio 1:3:6
102
For the recovery service operations the City shall issue unit price contract based on a set cost for a
specific task order. The format for the disaster damaged tree stump and leaning tree fee proposal is
as follows:
The City’s payment method must comply with FEMA guidelines for disaster damaged tree
stump removal.
FEMA will only reimburse the City for contracted cost charges on a per stump bases if:
a. The stump is 2 feet or larger in diameter (measured 2 feet above the ground); and
b. Extraction is required as part of the removal
Otherwise, FEMA will reimburse the City for the contractors other services based on unit price per weight or
volume; the City will pay the contractor on unit price based on weight (tons) for all smaller size extracted tree
stumps.
1. For disaster damage trees stumps with 50% or more of the root ball exposes or at least 24 inches
in diameter extracted by the contractor, the extraction service must include the both the
extraction process, the filling in the root ball hole and transport; the contractor shall be paid per
tree stump.
2. For disaster damaged tree stumps with less than 50% of the root ball exposed and that are less
than 24 inches in diameter or hazardous tree stump for any size that does not require extraction
and the contractor either flush cuts the tree stump or grinds the tree stump in place, the contractor
shall receive a fee based on the unit price for volume (cubic yards) calculated using FEMA’s
Stump Conversion Table which is shown on the following page:
3. The contractor shall be paid by unit price based on the volume/cubic yards for tree stumps remains of hazardous
disaster damaged trees stumps that are less than 50% of the root ball is exposed the contractor that the contractor
either shall flush grind the tree stump to the ground.
4. For hazardous disaster damaged leaning tree and or tree stumps picked up, transported and
disposed of tree stumps 2 feet or larger in diameter that the contractor did not cut, that is located
on improved public property, improved public area or public right-of-way, the contractor must
substantiate the a reasonable cost for the service based upon the equipment required to perform
the work.
5. The City shall use a progress method of payment and use performance measures for the
contracted services. Request for payments from the contractor will require specific
documentation to validate and verify the completed work to support the contractor’s invoices.
At a minimum, the documentation shall include the following:
Required Documentation for Hazardous Tree/Tree Stump Recovery
Reimbursement
Debris Totals (Volumes) for all trees/tree stump less than 24 inches in
diameter and for tree stump disasters debris cut by other contractors and
left on public right-of-ways recovered;
Hazardous Stump Worksheet Reports and price charged per stump
extraction unit cost (which should include extraction, fill in root ball
hole, transport, disposal);
Photographs of disaster damaged stumps, leaning trees or trees with
50% (a minimum of 24 inches in diameter) or more of the root ball
exposed;
103
�� I d e n t i f i c a t i o n o f t h e t r e e s t u m p o r l e a n i n g t r e e s l o c a t i o n o n t h e p r o p e r t y ( G P S
c o o r d i n a t e s , s p e c i f i c s o f t h e t h r e a t , s t u m p d i a m e t e r m e a s u r e d t w o f e e t a n d u p f r o m t h e
g r o u n d , q u a n t i t y o f t h e m a t e r i a l t o f i l l t h e h o l e , a n d a n y s p e c i a l c i r c u m s t a n c e s ;
�� E x c e p t i o n R e p o r t s ( w h e n d e b r i s m o n i t o r i n g r e v e a l s p r o b l e m s w i t h
d e b r i s r e m o v a l o p e r a t i o n s ) ;
�� T r u c k / T r a i l e r C e r t i f i c a t i o n R e p o r t s ;
�� Q u a n t i t y o f m a t e r i a l t o f i l l i n r o o t f i l l b a l l h o l e s ;
�� E q u i p m e n t u s e d t o p e r f o r m t h e w o r k
S C O R I N G : T h i s i s n o t a b i d . T h e r e w i l l n o t b e a p u b l i c o p e n i n g . T h e P r o p o s a l s r e c e i v e d i n
r e s p o n s e t o t h i s R F P w i l l b e e v a l u a t e d a n d r a n k e d , b y t h e P r o p o s a l E v a l u a t i o n T e a m i n a c c o r d a n c e
w i t h t h e p r o c e s s a n d e v a l u a t i o n c r i t e r i a c o n t a i n e d b e l o w . R e s p o n s e s w i l l b e e v a l u a t e d i n l i g h t o f
t h e m a t e r i a l a n d s u b s t a n t i a t i n g e v i d e n c e p r e s e n t e d i n t h e r e s p o n s e , a n d n o t b a s e d o n w h a t i s
i n f e r r e d . A f t e r t h o r o u g h l y r e a d i n g a n d r e v i e w i n g t h i s R F P , e a c h t e a m m e m b e r s h a l l c o n d u c t h i s
o r h e r i n d e p e n d e n t e v a l u a t i o n o f t h e p r o p o s a l s r e c e i v e d , a n d g r a d e t h e r e s p o n s e s o n t h e i r m e r i t i n
a c c o r d a n c e w i t h t h e e v a l u a t i o n c r i t e r i a s e t f o r t h i n t h e f o l l o w i n g :
Q U A L I F I C A T I O N S A N D E X P E R I E N C E - T o t a l P o s s i b l e P o i n t s : 3 0
A . T h e n a m e , t i t l e , a d d r e s s , a n d t e l e p h o n e n u m b e r o f t h e p e r s o n ( s ) w h o w i l l
b e a s s i g n e d t o p e r f o r m s e r v i c e u n d e r t h e p r o p o s a l .
B . R e s u m e s / c r e d e n t i a l s o f t h e p e r s o n ( s ) w h o w i l l p e r f o r m t h e s e r v i c e s r e q u i r e d
a n d s t a t e h o w l o n g t h e y h a v e b e e n w i t h y o u r f i r m . F o r e a c h k e y s t a f f p e r s o n
t h a t w i l l p a r t i c i p a t e i n t h e p r o g r a m , a t t a c h a r e s u m e . P r o v i d e a n
o r g a n i z a t i o n a l c h a r t . H i g h l i g h t k e y a n d r e l e v a n t e x p e r i e n c e . A t t a c h c o p i e s
o f l i c e n s e s , c e r t i f i c a t e s a n d c e r t i f i c a t i o n s f o r k e y p e r s o n n e l . C r e d e n t i a l s
m a y b e s u b j e c t t o v e r i f i c a t i o n .
C . P r o v i d e a l i s t i n g o f D i s a s t e r R e c o v e r y p r o j e c t s w i t h i n t h e l a s t f i v e ( 5 ) y e a r s
w i t h a b r i e f n a r r a t i v e o f e a c h p r o j e c t , c l i e n t , a n d s e r v i c e s p r o v i d e d b y
c o n s u l t a n t , w h e t h e r t h e y w e r e t h e l e a d a g e n c y o r a s u b - c o n t r a c t o r , v a l u e o f
s e r v i c e s a n d c u r r e n t s t a t u s o n d a t e o f c o m p l e t i o n .
D . P r o v i d e a n e q u i p m e n t l i s t t o m e e t o r e x c e e d t h e m i n i m u m r e q u i r e m e n t s o f
t h e S c o p e o f S e r v i c e s a n d i n d i c a t e i f o w n e d , l e a s e d , s u b - c o n t r a c t e d , a n d
t i m e o f a v a i l a b i l i t y s h o u l d c o n t r a c t b e e x e r c i s e d .
E . P r o v i d e a c o p y o f t h e c o m p a n y s d i s a s t e r r e s p o n s e p o l i c i e s a n d / o r p l a n .
F . P r o v i d e d o c u m e n t a t i o n o f c o m p a n y s f i n a n c i a l s t r e n g t h a n d c e r t i f i c a t e o f
i n s u r a n c e .
G . P r o v i d e l i s t i n g o f c u r r e n t a n d / o r p e n d i n g l a w s u i t s a n d i n d i c a t e t h e s t a t u s o f
e a c h .
H . S t a t e i f y o u r f i r m h a s o p e r a t e d u n d e r a d i f f e r e n t n a m e w i t h i n t h e p a s t 1 0
y e a r s a n d p r o v i d e t h a t n a m e t h a t y o u r f i r m p r e v i o u s l y o p e r a t e d u n d e r .
I . P r o v i d e c o m p l e t e d e t a i l s o f a n y c o n t r a c t t e r m i n a t i o n w i t h i n t h e l a s t 5 y e a r s
a n d s t a t e t h e r e a s o n ( s ) f o r t h e t e r m i n a t i o n .
J . D e m o n s t r a t e e x p e r i e n c e i n a d m i n i s t e r i n g a l l a s p e c t s o f f e d e r a l d i s a s t e r a n d
1 0 4
mitigation program.
K. Demonstrate reporting to the State of Georgia Emergency Management
(GEMA) and the Federal Emergency Management Agency (FEMA).
L. Must demonstrate complete and full working knowledge of numerous
FEMA documents including Public Assistance Guide (FEMA 322), Public
Assistance Handbook (FEMA 323), and the Public Assistance Debris
Management Guide (FEMA 325).
M. Must provide documentation that shows the Contractor has met the
Emergency Management Program accreditation requirements as outlined in
NFPA 1600.
N. Key personnel must be trained in National Incident Management Systems
(NIMS) for Public Works including copies of Incident Command System
certifications.
O. Demonstrate effective and efficient automated processing of all documents
for reimbursement.
PROJECT UNDERSTANDING AND METHODOLOGY- Total Possible Points: 20
Discuss the methodology to meet or exceed the minimum requirements of the
Scope of Work and the approach to rendering the required services. Methodology
shall specifically describe how the company will approach the service to meet the
City’s Scope of work and what deliverables the City can expect from the
Contractor. Any special techniques, strategies and capabilities should be discussed
here. A detailed narrative statement to demonstrate the offeror’s understanding of
the Scope of Work described below to include:
A. The statement shall include by not necessarily be limited to the offeror’s
proposed organizational structure and procedures to provide the required
services;
B. Equipment and software to be used;
C. Expectations regarding the City’s responsibilities and contributions
under the contract;
D. Any limitations in delivering all the required services;
E. Any potential problem areas that might impede the successful
implementation of the contract;
F. Any other information not specifically required elsewhere in this RFP but
considered pertinent by the offeror.
FINANCIAL STRENGTH – Total Possible Points: 10
Provide one (1) original (preferred) or copy of your audited and already published
financial statements for three (3) annual periods preceding the due date for your
Proposal. Please be certain that the statements provided are in the same legal
name as that in which you intend to do business with the City and not in the name
105
of parent organizations, or include other subsidiaries. Proponent shall provide
proof from a surety company authorized to issue bonds in the State of Georgia
indicating the Proposer’s capability to provide adequate performance and
payment bonds for this Project.
MWBE PARTICIPATION – Total Possible Points: 15
Commitment in the level of MWBE firms, subcontractors, consultants and
employees. Approach to meeting and exceeding the MWBE requirements. History
of Minority-owned, Women-owned business utilization. Detail as to dividing total
requirements into smaller tasks or quantities to permit maximum participation by
MWBE firms.
REFERENCES – Total Possible Points: 5
Please provide at least three (3) governmental references. Proposer must disclose
existing governmental contract of similar nature and the term limits of those
contracts that are within a 200 mile radius of Tybee Island. Please provide the
client’s name, address, phone number and the name of a contact person.
FEE SCHEDULE – Total Possible Points: 20
Use fee schedule form and submit with proposal. Quantities are estimates based
on projected needs and are for evaluation purposes only. The City reserves the
right to authorize tasks to a selected contractor.
INTERVIEWS/PRESENTATIONS (IF REQUIRED) – Total Possible Points: 30
CONTRACT: The successful respondent will be expected to execute a contract within 30 days
of notice of award with the first term ending December 31, 2020. Contract will be subject to
automatic renewal for up to two (2) years if no notice is provided by the City up to 6 months prior
to term end (December 31). The contract will require compliance with all terms herein and with
all regulations necessary for the city to receive appropriate reimbursement of expenditures,
including but not limited to, all requirements contained in 2 CFR Sec 200 & Appendix II and any
other applicable regulations.
ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without
prior written consent of the City.
PERMITING, TIPPING FEES & TAXES: The City of Tybee Island shall be responsible for
obtaining all permits necessary to complete the work. The City shall cover the cost of tipping fees
for all disaster related debris disposed of at landfills by the hauler contractor. FEMA will not
reimburse the City the full cost of the landfill tipping fees such as for the taxes collected for other
governments by landfill operations; therefore, the hauler contractor must submit all copies of
landfill invoices to the City to allow the City to back-off the ineligible tipping fee taxes from the
reimbursement request that the City send to FEMA.
QUALIFICATIONS: The contractor must be duly licensed to perform work in accordance with
the State of Georgia and all local governments’ legal requirements. City of Tybee Island requires
disaster debris collection, removal and disposal of specific debris from the City’s pu blic and
private property and right-of-ways.
RESPONSIBILITIES FOR CLAIMS AND LIABILITY: Except as otherwise provided, the
successful proposer agrees to indemnify City of Tybee Island and its officers, agents and
106
employees against liability, including costs and expenses for infringement upon any letters patent
of the United States arising out of the performance of this Contract or out of the use or disposal
for the account of the City of supplies furnished or debris monitoring removal service work
performed hereunder.
107
ATTACHMENT A
DRUG FREE WORKPLACE CERTIFICATION
The undersigned certifies that the provisions of Code Sections 50-24-1 through 50-24-6 of the
Official Code to Georgia Annotated, related to the Drug Free Workplace have been complied with
in full.
1.A drug-free workplace will be provided for the employees during the performance of the
contract; and;
2.Each sub-contractor under the direction of the Contractor shall secure the following written
certification: ________________________________________________________
_____________________________________________(Contractor) certifies to City of
Tybee Island that a drug-free workplace will be provided for the employees during the
performance of any contract with the City.
Pursuant to paragraph (7), of subsection (B) of Code Section 50-24-3. Also, the
undersigned further certifies that he/she will not engage in the unlawful manufacture, sale,
distribution, dispensation, possession or use of a controlled substance or marijuana during
the performance of the contract.
_______
SIGNATURE TITLE
_______
COMPANY DATE
Subscribed and sworn to before me on this _____ day of _______,
20__ by _____________________ representing him/herself to be
____________________ of the company named herein.
__________________________
Notary Public
My Commission expires:
_____________________
Resident State:
108
ATTACHMENT B
PROMISE OF NON-DISCRIMINATION STATEMENT
Know All Men by These Presents, that I (We)_____________________________,
Name
(Herein after “Company”) in consideration of the privilege to bid/or propose on the
following City of Tybee Island project procurement project for Disaster Recovery Services
for specific disaster related damage debris located on the City of Tybee Island’s streets,
roads, public property, public area and public right-of-ways, Hereby consent, covenant and
agree as follows:
1. No person shall be excluded from participation in, denied the benefit of or otherwise
discriminated against on the basis of race, color, national origin or gender in connection
with the proposal submitted to City of Tybee Island or the performance of the contract
resulting therefrom;
2. That it is and shall be the policy of this Company to provide equal opportunity to all
business persons seeking to contract or otherwise interested with the Company, including
those companies owned and controlled by racial minorities, and women;
3. In connection herewith, I (We) acknowledge and warrant that this Company has been made
aware of, understands and agrees to take affirmative action to provide minority and women
owned companies with the maximum practicable opportunities to do business with this
Company on this contract;
4. That the promises of non-discrimination as made and set forth herein shall be continuing
throughout the duration of this contract with City of Tybee Island;
5. That the promises of non-discrimination as made and set forth herein shall be and are
hereby deemed to be made a part of an incorporated by reference in the contract which this
Company may be awarded;
6. That the failure of this Company to satisfactorily discharge any of the promises of non-
discrimination as made and set forth above may constitute a material breach of contract
entitling the City to declare the contract in default and to exercise appropriate remedies
including but not limited to termination of the contract.
_______
SIGNATURE TITLE
_______
COMPANY DATE
109
ATTACHMENT C
DISCLOSURE OF RESPONSIBILITY STATEMENT
Failure to complete and return this information will result in your proposal being
disqualified from further competition as non-responsive.
1. List any convictions of any person, subsidiary, or affiliate of the company, arising
out of obtaining, or attempting to obtain a public or private contractor subcontract,
or in the performance of such contract or subcontract.
_______________________
2. List any indictments or convictions of any person, subsidiary, or affiliate of this
company for offenses such as embezzlement, theft, fraudulent schemes, etc. or any
other offenses indicating a lack of business integrity or business honesty which
affects the responsibility of the contractor.
_________________________________________________________________
3. List any convictions or civil judgments under states or federal antitrust statutes.
_________________________________________________________________
4. List any violations of contract provisions such as knowingly (without good cause)
to perform, or unsatisfactory performance, in accordance with the specifications
of a contract.
_________________________________________________________________
5. List any prior suspensions or debarments by any governmental agency.
_________________________________________________________________
____________________________________________________________
6. List any contracts not completed on time.
_________________________________________________________________
____________________________________________________________
7. List any penalties imposed for time delays and/or quality of materials and workmanship.
__________________________________________________________________
____________________________________________________________
8. List any documented violations of federal or any state labor laws, regulations, or
standards, occupational safety and health rules.
__________________________________________________________________
I, _________________________________, as _______________________
Name of individual Title & Authority
Of _______________________________, declare under oath that
Company Name
110
The above statements, including any supplemental responses attached hereto, are true.
_______________________________________________
Signature
State of ________________
City of _______________
Subscribed and sworn to before me on this ______ day of _______,
20__ by _____________________ representing him/herself to be
____________________ of the company named herein.
___________________
Notary Public
My Commission expires:
_____________________
Resident State:
111
ATTACHMENT D
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
_____________________________________ _____________________
BY: Authorized Officer of or Agent Date of Authorization
(Contractor Name)
_________________________________
Name of Project
_________________________________
Name of Public Employer
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on ______, ___, 20___ 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:
112
ATTACHMENT E
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 _________, ___, 20___ 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:
_________________________________
113
ATTACHMENT F
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 (8 § USC 1641) or non-immigrant under the Federal
Immigration and Nationality Act (8 USC 1101 § et seq.) 18 years of age or
older and lawfully present in the United Sates 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 THIS THE
___ DAY OF ___________, 20____
_________________________
NOTARY PUBLIC
My Commission Expires:
114
ATTACHMENT G
RESPONDER’S CERTIFICATION REGARDING DEBARMENT, SUSPENSION,
INELIGIBILITY AND VOLUNTARY EXCLUSION
The undersigned certifies, by submission of this proposal or acceptance of this contract,
that neither Contractor, nor its principals, has not within a three year period been debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any Federal department or agency, State of Georgia,
City of Tybee Island, Board of Education or local municipality. Proposer agrees that by
submitting this proposal that proposer will include this clause without modification in all
lower tier transactions, solicitations, proposals, contracts, and subcontracts. Where the
proposer or any lower tier participant is unable to certify to this statement, that participant
shall attach an explanation to this document.
The proposer shall provide immediate written notice to the City of Tybee Island if, at any
time prior to subcontract award, the Offeror learns that its certification was erroneous when
submitted or has become erroneous by reason of changed circumstances. A certification
that any of the items in paragraph (a) of this provision exists will not necessarily result in
withholding of an award under this solicitation. However, the certification will be
considered in connection with a determination of the Offeror's responsibility. Failure
of the Offeror to furnish a certification or provide such additional information as requested
by the University may render the Offeror nonresponsible. Nothing contained in the
foregoing shall be construed to require establishment of a system of records in order to
render, in good faith, the certification required by paragraph (a) of this provision. The
knowledge and information of an Offeror is not required to exceed that which is normally
possessed by a prudent person in the ordinary course of business dealings. The
certification in paragraph (a) of this provision is a material representation of fact upon
which reliance was placed when making award. If it is later determined that the Offeror
knowingly rendered an erroneous certification, in addition to other remedies available to
the City of Tybee Island, the City of Tybee Island may terminate the contract resulting
from this solicitation for default.
Certification – the above information is true and complete to the best of my knowledge and
belief.
(Printed or typed Name of Signatory)
(Signature) (Date)
Purchasing Staff Member Verification
Title Date: ____________
The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001
115
ATTACHMENT H
Minority and Women Business Enterprise Program
MBE/WBE Participation Report
PROPOSER NAME:
PROJECT NAME:
DESCRIPTION OF PROJECT:
NO.MBE/WBE COMPANY NAME OWNER'S NAME ADDRESS, CITY STATE, ZIP TELEPHONE NUMBER STATUS
1
2
3
4
5
6
MBE Total_______% WBE Total_______% MBE/WBE
Combined_______%
The undersigned should enter into a formal agreement with MBE/WBE Contractor identified
herein for work listed in this schedule conditioned upon execution of contract with the City of
Tybee Island’s City Council.
Signature_________________________________ Print_____________________________
Phone ( ) Fax ( )_________________
116
ATTACHMENT I
AFFIDAVIT REGARDING LOBBYING
Each proposer and all proposed team members and subcontractors must sign this affidavit
and the proposer shall submit the affidavits with their proposal confirming that there has
been no contact with public officials or management staff for the purpose of influencing
award of the contract. Furthermore, each individual certifies that there will be no contact
with any public official prior to contract award for the purpose of influencing contract
award.
The undersigned further certifies that no team member or individual has been hired or
placed on the team in order to influence award of the contract. All team members are
performing a commercially useful function on the project.
Failure to provide signed affidavits from all team members with your response may be
cause to consider your bid/proposal non-responsive.
________________________________________ ___________________________
BY: Authorized Officer or Agent Date
_________________________________________
Title of Authorized Officer or Agent
_________________________________________
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
_____ DAY OF ______________________, 20__
________________________________________
Notary Public
My Commission Expires:
___________________
My Commission expires:
_____________________
Resident State: _____________________
117
ATTACHMENT J
BYRD ANTI‐LOBBYING AMENDMENT COMPLIANCE AND CERTIFICATION
For all orders above the limit prescribed in FAR Section 52.203‐12(g), or its successor regulation (currently
$150,000), the Offeror must complete and sign the following:
The following certification and disclosure regarding payments to influence certain federal transactions are
made per the provisions contained in FAR 52.203‐11 and 52.203‐12 and 31 U.S.C. 1352, the “Byrd Anti‐
Lobbying Amendment.”
(a) FAR 52.203‐12, “Limitation on Payments to Influence Certain Federal Transactions” is hereby
incorporated by reference into this certification
(b) The offeror, by signing its offer, hereby certifies to the best of his or her knowledge and belief that:
(1) No Federal appropriated funds have been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a Member of Congress, an officer
or employee of Congress, or an employee of a Member of Congress on his or her behalf in
connection with the awarding of any Federal contract, the making of any Federal grant, the
making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment or modification of any Federal contract, grant, loan, or
cooperative agreement;
(2) If any funds other than Federal appropriated funds (including profit or fee received under a
covered Federal transaction) have been paid, or will be paid, to any person for influencing or
attempting to influence an officer or employee of any agency, a Member of Congress, an officer
or employee of Congress, or an employee of a Member of Congress on his or her behalf in
connection with this solicitation, the offeror shall complete and submit, with its offer, OMB
standard form LLL, Disclosure of Lobbying Activities, to the Contracting Officer; and
(3) He or she will include the language of this certification in all subcontract awards at any tier and
require that all recipients of subcontract awards in excess of $150,000 shall certify and disclose
accordingly.
(a) This certification is a material representation of fact upon which reliance is placed when this
transaction was made or entered into. Submission of this certification and disclosure is a
prerequisite for making or entering into this contract imposed by sect ion 1352, title 31, United
States Code. Any person making an expenditure prohibited under this provision or who fails to file
or amend the disclosure form to be filed or amended by this provision, shall be subject to a civil
penalty of not less than $10,000, and not more than $100,000, for each such failure.
_______
SIGNATURE TITLE
_______
COMPANY DATE
118
ATTACHMENT K
CITY OF TYBEE ISLAND VENDOR INFORMATION
Vendor Name: ________________________________________________________________________
Product or Services Provided: __________________________________________________________
Sales Contact Information
Contact: ___________________________________ Email: ____________________________________
Phone: _____________________________________ Fax: ______________________________________
Address:
_______________________________________________________________________________________
Accounts Receivable Information
Contact: ___________________________________ Email: ____________________________________
Phone: _____________________________________ Fax: ______________________________________
Remittance Address: ___________________________________________________________________
Federal Tax Id #: _______________________________________________________________________
Attach Copy of W-9 and Occupational Tax Certificate
Provide Copy of Worker’s Comp Coverage when providing any service involving labor on City property.
Our terms are net 30
119
ATTACHMENT L
CITY OF TYBEE - INSTRUCTIONS TO PROPOSER SIGNATURE SHEET
The Proposer certifies that he/she has examined all documents contained in this RFP package, and
is familiar with all aspects of the RFP and understands fully all that is required of the successful
Proposer. The Proposer further certifies that his/her Proposal is in accordance with all documents
contained in this RFP package, and will 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 Contract, he/she will:
A. Furnish, upon receipt of an authorized City of Tybee Island Purchase Order, all services
and/or items indicated thereon as specified in this RFP for the proposal 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 RFP for the
proposal amount.
_______
SIGNATURE TITLE
_______
COMPANY DATE
_______
TELEPHONE EMAIL
120
ATTACHMENT M
PROPOSAL FORM – DISASTER
TASK ITEM DESCRIPTION
ESTIMATED
QUANTITIES
UNIT
PRICE TOTALS
2
Eligible ROW Disaster Damaged Vegetative Debris Removal
Work consists of collection and transportation of Eligible
vegetative debris on the Public or Private Property ROW to a
City approved Temporary Staging Site (TSS) or City designated
Final Disposal Site (FDS).
Estimated
Quantity
Per Cubic
Yard
$ Per
Cubic
Yard
Total
Minor Disaster (Tornado\Category 1-2 Hurricane) 200,000
Major Disaster (Category 3-4 Hurricane) 1,000,000
2
TSS Management and reduction of Vegetative Disaster Debris
Through Open or Enhanced (Force Air) Burning
Work consists of management and operation of TSS locations
for the reduction of Eligible disaster related debris though air
curtain incineration.
Estimated
Quantity
Per Cubic
Yard
$ Per
Cubic
Yard
Total
Minor Disaster (Tornado\Category 1-2 Hurricane) 200,000
Major Disaster (Category 3-4 Hurricane) 1,000,000
2
Haul-out of Vegetative Disaster Damaged Debris Through
Grinding to a City Designated Final Disposal Site. Work consists
of loading and transporting reduced Eligible disaster related
debris at a City approved TSS locations to a City designated
Final Disposition Site. Tipping fees shall be a pass through to
the City.
Estimated
Quantity
Per Cubic
Yard
$ Per
Cubic
Yard
Total
Minor Disaster (Tornado\Category 1-2 Hurricane) 200,000
Major Disaster (Category 3-4 Hurricane) 1,000,000
8
TSS Management and Reduction of Vegetative Disaster Debris
through grinding. Work consists of management and operation
of TSS locations for the reduction of Eligible disaster related
debris though grinding.
Estimated
Quantity
Per Cubic
Yard
$ Per
Cubic
Yard
Total
Minor Disaster (Tornado\Category 1-2 Hurricane) 200,000
Major Disaster (Category 3-4 Hurricane) 1,000,000
1
Eligible ROW Disaster Debris Construction & Demolition Debris
Removal. Work consists of collection and transportation of
eligible C&D debris on the City ROW to a City designated Final
Disposal Site.
Estimated
Quantity
Per Cubic
Yard
$ Per
Cubic
Yard
Total
Minor Disaster (Tornado\Category 1-2 Hurricane) 50,000
Major Disaster (Category 3-4 Hurricane) 300,000
1
TSS Management and reduction of Construction & Demolition
Disaster Debris Through Grinding. Work consists of
management and operation of TSS locations for the reduction
of Eligible disaster related debris though grinding
Estimated
Quantity
Per Cubic
Yard
$ Per
Cubic
Yard
Total
Minor Disaster (Tornado\Category 1-2 Hurricane) 50,000
Major Disaster (Category 3-4 Hurricane) 300,000
121
1
Haul out of Construction & Demolition Disaster Debris Reduced
by Grinding to a City Designated Final Disposal Site. Work
consists of loading and transporting reduced Eligible disaster at
a City approved location to a City Designated Final Disposal
Site. Tipping fees shall be a pass through cost to the City.
Estimated
Quantity
Per Cubic
Yard
$ Per
Cubic
Yard
Total
Minor Disaster (Tornado\Category 1-2 Hurricane) 50,000
Major Disaster (Category 3-4 Hurricane) 300,000
3
Eligible Household Hazardous Waste Removal, Transport and
Disposal. Work consists of removal, transportation and proper
disposal of Eligible Household Hazardous Waste (HHW) at a
permitted Hazardous Waste TSDF
Estimated
Quantity
$ Per
Gallon Total
Liquid Type of Hazardous Waste 500
3
Eligible Household Hazardous Waste Removal, Transport and
Disposal. Work consists of removal, transportation and proper
disposal of Eligible Household Hazardous Waste (HHW) at a
permitted Hazardous Waste TSDF
Estimated
Quantity
$ Per
Pound Total
Solid Type of Hazardous Waste 500
3
Eligible White Goods Disaster Debris Removal (Collect and
Haul). Work consists removal of Eligible white goods from the
ROW to a designated City approved TSS location. The
Contractor shall also be responsible for the transportation of
Eligible white goods from the designated City approved TSS
location to a City designated facility for recycling.
Estimated
Quantity
$ Per
Unit Total
Refrigerators and freezers requiring refrigerant recovery and
decontamination 250
Washers, dryers, stoves, ovens, AC units hot water heaters 500
6
Eligible Electronic Scarp (E-Scrap) Item Removal. Work consists
of the recovery and recycling of Eligible E-Scrap such as
televisions, computers, computer monitors, and microwaves
unless otherwise specific in writing by the City.
Estimated
Quantity
$ Per
Pound Total
1,000
7
Eligible Dead Animals. Work consists of the recovery and
disposal of dead animals.
Estimated
Quantity
$ Per
Unit Total
300
4
Other Eligible Disaster Debris Removal Estimated
Quantity
$ Per
Cubic
Yard
Total
Work consists of Sand Screening - The Contractor shall screen
all sand to remove Eligible debris deposited as a result of a
natural or manmade disaster. 25,000
GRAND TOTAL
122
Removal of eligible Hazardous Stumps
$ Per
Stump Work consists of removing Eligible hazardous stumps of more than 2 ft in
diameter or with 50% of more of its root ball exposed, and transporting resulting
debris to a City Designated Final Disposal Site.
24.1 inches to 36.99 inch diameter Eligible Stump
37 inch to 48.99 inch diameter Eligible Stump
49 inch and larger diameter Eligible Stump
Reduction of Tree Stump Debris Through Grinding $ Per
Cubic
Work consists of reduction of eligible disaster related Tree Stump debris through
grinding. Yard
Haul-out of Stump Removal Debris Reduced by Grinding to a City
Designated Final Disposal Site
$ Per
Cubic
Work consists of loading and transporting reduced Eligible disaster related debris
to a City Designated Final Disposal Site. Tipping fees shall be a pass through cost to
City
Yard
Removal of Eligible Hazardous Leaning Trees and Eligible Hanging Limbs
Work consists of removing and disposing eligible hazardous leaning trees or hanging
limbs
$ Per Tree
6 inch to 12.99 inch diameter Eligible Leaning Tree
13 inch to 24.99 inch diameter Eligible Leaning Tree
25 inch to 36.99 inch diameter Eligible Leaning Tree
37 inch to 48.99 inch diameter Eligible Leaning Tree
49 inch and larger diameter Eligible Leaning Tree
(Per tree) Removal of Eligible Hanging Limbs >2"
Service Description HOURLY
RATE
Personnel & Equipment (Operator, fuel, maintenance included)
Small Loader or Large. Skid steer, (Push machine, wheeled or rubber tracked)
Knuckle boom Loader Truck (Self-Loading 25-35 CY)
Dump Truck (16 to 24 CY)
Supervisor with Truck (1man, will assist toss operations)
Operators with Chainsaw (2 or 1 man crew, cut and toss)
Laborer with Tools (1 man, toss)
Traffic Control/Safety Personnel (2 man crew, as needed)
Total Hourly
123
ATTACHMENT N
CHECKLIST FOR SUBMITTING PROPOSAL
Sign below and submit this sheet with your proposal
NOTE: All of the following items must be submitted with your proposal to be considered
“responsive”. Remember to follow the Instructions in the RFP Documents.
COVER/INTRODUCTION LETTER _____
(3) REFERENCES AS REQUESTED IN SUBMISSION INSTRUCTIONS _____
OCCUPATIONAL TAX CERTIFICATE AND W-9 _____
PROPOSAL BOND _____
ACKNOWLEDGMENT OF ANY/ALL ADDENDUMS _____
ATTACHMENTS TO THE PROPOSAL:
A. DRUG FREE WORKPLACE CERTIFICATION _____
B. NONDISCRIMINATION STATEMENT _____
C. DISCLOSURE OF RESPONSIBILITY STATEMENT _____
D. CONTRACTOR AFFIDAVIT _____
E. SUBCONTRACTOR AFFIDAVIT _____
F. IMMIGRATION& SECURITY FORM – S.A.V.E _____
G. DEBARMENT FORM _____
H. MINORITY BUSINESS REPORT _____
I. LOBBYING AFFIDAVIT ______
J. BYRD ANTI-LOBBYING AMENDMENT COMPLIANCE CERTIFICATION ______
K. VENDOR INFORMATION ______
L. SIGNATURE SHEET ______
M. PROPOSAL SHEET ______
N. RFP CHECKLIST ______
________________________________________ ____________________________________
NAME TITLE
________________________________________
COMPANY NAME
_______________________________________ __________________________________
ADDRESS CITY STATE ZIP
_______________________________________ __________________________________
EMAIL PHONE NUMBER
________________________________________ __________________________________
SIGNATURE DATE 124
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
24. Budget Adjustment from Beach Re-nourishment line item to cover Contract Labor and
Infrastructure Lines for Dune Restoration, $900,000. (Reimbursable Expenses from DCA
Grant
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
25. Second Reading, 2020-02, Sec 34-264 - Short Term Vacation Rentals
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128
129
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
26. Second Reading, 2020-03, Civil Penalties
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135
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
27. Second Reading, 2020-08, Retirement Plan Ordinance
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
28. Second Reading, 2020-12, Article III, Sec 3-170, Home Occupations and Home Business
Offices
142
143
144
145
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
29. Second Reading 2020-13, Sec 2-010, Terms and Definitions - Home Occupation
146
ORDINANCE NO. 2020-13
AN ORDINANCE TO AMEND THE CODE OF ORDINANCES
FOR THE CITY OF TYBEE ISLAND, GEORGIA, SO AS TO PROVIDE FOR
TERMS AND DEFINITIONS FOR HOME OCCUPATION BUSINESSES AND TO
ESTABLISH AN EFFECTIVE DATE, AND FOR OTHER PURPOSES
WHEREAS, the duly elected governing authority for the City of Tybee Island,
Georgia, is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the
State of Georgia to adopt reasonable ordinances to protect and improve the public health,
safety, and welfare of the citizen of Tybee Island, Georgia, and
WHEREAS, the duly elected governing authority for the City of Tybee Island,
Georgia, is the Mayor and Council thereof, and
WHEREAS, the governing authority desires to adopt ordinances under its polic e
and home rule powers.
NOW, THEREFORE, it is hereby ordained by the governing authority of the City
of Tybee Island as follows:
SECTION 1
Code Section 2-010 be amended so as to read as follows:
Sec. 2-010. Terms and definitions
Home occupation means an occupation customarily carried on within a home for
gain or support, involving the sale of only those articles, products or services produced on
the premises, conducted entirely within a dwelling unit and conducted entirely by persons
residing and up to one employee in the dwelling unit, using only that equipment as is
customarily found in a home and involving no display of articles or products.
SECTION 2
All ordinances and parts of ordinances in conflict herewith are expressly repealed.
147
SECTION 3
It is the intention of the governing body, and it is hereby ordained, that the
provisions of this ordinance shall become effective and be made a part of the Code of
Ordinances, City of Tybee Island, Georgia, and the sections of this ordinance maybe
renumbered to accomplish such intention.
SECTION 4
This ordinance shall be effective upon its adoption by the Mayor and Council
pursuant to The Code of the City of Tybee Island, Georgia.
The ordinance shall be become effective on _______ day of ___________,
2020.
ADOPTED THIS _____ DAY OF _______________, 2020.
___________________________
MAYOR
ATTEST
_________________________
CLERK OF COUNCIL
FIRST READING: __________
SECOND READING: __________
ENACTED: __________
148
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
30. First Reading, 2020-06, Chapter 70, Art IIIA, Backflow Ordinance/Prevention Program
149
1
ORDINANCE NO. 06-2020
AN ORDINANCE TO AMEND THE CODE OF ORDINANCES
SO AS TO ESTABLISH A BACKFLOW PREVENTION ORDINANCE AND TO CODIFY
THE SAME SO AS TO PREVENT THE BACK FLOW OF CONTAMINANTS INTO THE
POTABLE WATER SYSTEM OF THE CITY, TO REPEAL CONFLICTING ORDINANCES,
TO ESTABLISH AN EFFECTIVE DATE AND FOR OTHER PURPOSES
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is
authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia to
adopt reasonable ordinances to protect and improve the public health, safety, and welfare of the
citizens of Tybee Island, Georgia, and
WHEREAS, the duly elected governing authority for the City of Tybee Isla nd, Georgia, is
the Mayor and Council thereof, and
WHEREAS, the governing authority desires to adopt ordinances under its police and home
rule powers, and
WHEREAS, the city operates a potable water system and maintains the system to provide
the city with water free of contaminants, and
NOW, THEREFORE, be it resolved and it is hereby ordained by the governing authority
of the City of Tybee Island as follows:
The City hereby adopts, in full, the backflow ordinance/prevention program as part of the
Code of Ordinances of the City of Tybee Island and such provisions shall be enforced as provided
by law.
The following shall be codified, Sections _____ through _____ of Chapter 70, Article IIIA
shall provide as follows:
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2
TABLE OF CONTENTS
I. Purpose 3
II. Authority 3
III. Responsibility 3
IV. Definitions 4
V. Administration 8
VI. Requirements 9
VII. Degree of Hazard 10
VIII. Permits 10
IX. Approval of Backflow Prevention Devices 11
X. Periodic Testing 11
XI. Records and Reports 12
XII. Cross Connection Emergency Response Plan 13
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3
CITY OF TYBEE ISLAND
WATER AND SEWER DEPARTMENT
BACKFLOW PREVENTION ORDINANCE/PROGRAM
I. PURPOSE
a. To protect the public potable water supply served by the City of Tybee Island
from the possibility of contamination or pollution by isolating, within its
customers internal distribution system, such contaminants or pollutants which
could backflow or back-siphon into the public water system.
b. To promote the elimination or control of existing cross connections, actual or
potential, between a non-residential potable water system and non-potable
systems.
c. To provide for the maintenance of a continuing program of cross-connection
control which will effectively prevent the contamination or pollution of all
potable water systems e cross-connection.
II. AUTHORITY
a. The United States Environmental protection Agency Safe Drinking water Act of
1974 and the Georgia Safe Drinking water Act of 1977 state that the water
purveyor has the primary responsibility for preventing water from unapproved
sources, or any other substances, from entering the public potable water supply.
b. The City of Tybee Island ordinances as adopted.
III. RESPONSIBILITY
a. The Director of the Water and Sewer Department shall be responsible for the
protection of the public potable water distribution system from contamination or
pollution due to the backflow or backsiphonage of contaminants or pollutants
through the water service connection. If in the judgement of the Director of the
Water and Sewer Department, an approved backflow device is required at the
water service connection to any customer’s premises, the Director or his delegated
agent, shall give notice, in writing, to said customer to install an approved
backflow prevention device at each service connection to the premises. The
customer shall, within 90 days, install such approved device or devices, at the
customers own expense, failure, refusal or inability on the part of the customer to
install said device or devices within 90 days, shall constitute grounds for
discontinuing water service to the premises until such device or devices have been
properly installed.
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4
IV. DEFINITIONS
a. Approved
Approved by the Director of the Water and Sewer Department as meeting an applicable
specification stated or cited in program or as suitable for the proposed use.
b. Auxiliary water Supply
Any water supply, on or available, to the premises other than the City of Tybee Island’s
approved public potable water supply.
c. Backflow
The flow of water or other liquids, mixtures or substances, under positive or reduced
pressure in the distribution pipes of the potable water supply from any source than the
one intended.
d. Backflow Preventer
A device or means designed to prevent backflow or backsiphonage. Most commonly
categorized as an air gap, pressure vacuum breaker, dual check valve, double check with
intermediate atmospheric vent and barometric loop.
d.1 Air Gap
A physical separation sufficient to prevent backflow between the free flowing discharge
end of the potable water system and any other system. Physically defined as a distance
equal to twice the diameter of the supply side pipe diameter but never less than one inch.
d.2 Atmospheric Vacuum Breaker
A device that prevents backsiphonage by creating an atmospheric vent when there is
either a negative pressure or sub-atmospheric pressure in a water system.
d.3 Barometric Loop
A fabricated piping arrangement rising at least 35 feet at its topmost point above the
highest fixture it supplies. It is used in water supply systems to prevent backsiphonage.
4
d.4 Double Check Valve Assembly
An assembly of two independently operating spring loaded check valves with tightly
closing shut off valves on each side of the check valves, plus properly located test cocks
for the testing of each check valve.
d.5 Double Check Valve with Intermediate Atmospheric Vent
A device having two spring loaded check valves separated by an atmospheric vent
chamber.
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5
d.6 Hose Bibb vacuum Breaker
A device that is permanently attached to a hose bibb, which acts as an atmospheric
vacuum breaker.
d.7 Pressure Vacuum Breaker
A device containing one or two independently operated spring loaded check valves and
an independently operated spring loaded inlet valve located on the discharge side of the
check or checks. The device includes tightly closing shut off valves on each side of the
check valves and properly located test cocks for the testing of the check valves.
d.8 Reduced Pressure Principal Backflow Preventer
An assembly consisting of two independently operating approved check valves with an
automatically operating differential relief valve located between the two check valves,
tightly closing shut-off valves on each side the check valves. Plus, properly located test
cocks for the testing of check valves and relief valves. Also known as an RPZ or RP
backflow preventer.
d.9 Dual Check Backflow Preventer
An assembly of two spring loaded, independently operating check valves that do not
tightly close off shut-off valves and test cocks. Generally employed immediately
downstream of the water meter to act as a containment device.
e. Back Pressure
A condition in which the customers system pressure is greater than the system pressure.
f. Backsiphonage
The flow of water or other liquids, mixture or substances into the distribution pipes of the
potable water supply system from any source other than its intended source, caused by
the sudden reduction in pressure in the potable water system.
g. Containment
A method of backflow prevention that requires a backflow preventer at the water service
entrance.
h. Contaminant
A substance that will impair the quality of water to a degree that it creates a serious
health hazard to the public, leading to poisoning or the spread of disease.
i. Cross-connection
An actual or potential connection between the public water supply and a source of
contamination or pollution.
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6
j. Environmental Protection Division (EPD)
The State of Georgia Environmental Protection Division of the Georgia Department of
Natural Resources.
k. Director
The Director or his representative in the Water and Sewer Department is invested with
the authority and responsibility for the implementation of a Backflow Prevention
Program and for the enforcement of the provisions of the ordinance.
l. Fixture Isolation
A method of backflow prevention in which a backflow preventer is located to correct a
cross-connection at an in-plant location rather than at a water service entrance. Interior
connections are secondary to the primary device at the public main connection and
testing reports are not generally reported to the utility.
m. Owner
Any person who has legal title to, or license to operate or habitat in a property upon
which a cross-connection inspection is to be made or upon which a cross-connection is
present.
n. Permit
A document issued by The City of Tybee Island that allows for the use of a backflow
preventer.
o. Person
Any individual, partnership, company, public or private corporation, political subdivision
or agency of the state, agency or instrumentality of the United States or any other legal
entity.
p. Pollutant
A foreign substance that if permitted to get into the public water system will degrade its
quality, so as to constitute a moderate hazard or impair the water to a degree which does
not create an actual hazard to the public itself but which does adversely and
unreasonably effect such water for domestic use.
q. Water Service Entrance
That point in the owners water system beyond the sanitary control of the distribution
system, generally considered to be the outlet end of the water meter and always before
any unprotected branch.
V. ADMINISTRATION
a. The City of Tybee Island Water and Sewer Department will operate a backflow
prevention program, to include the keeping of necessary records, which fulfills the
requirements of the City’s Cross-connection regulations as outlined in the ordinance
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7
b. The owner shall allow his property to be inspected for possible cross-connections and shall
follow the provisions of the City’s program if a cross-connection is detected.
c. If the Water and Sewer Department requires that the public water supply be protected by
containment, the owner shall be responsible for water quality beyond the outlet end of the
containment device and should utilize fixture outlet protection for this purpose.
d. The Director may utilize public health officials or personnel from the Water and Sewer
Department or delegated representatives to assist the Owner in the survey of his facilities and to
assist him in the selection of proper fixture outlet devices and the proper installation of these
devices.
VI. Requirements
a. Water and Sewer Department
On new installations, the Water and Sewer Department will provide onsite evaluation and
inspection of plans, in order to determine the type of backflow prevention device, if any that
will be required. The Department will issue permits and schedule routine inspections and
tests. In any case a minimum of a double check valve will be required in any new
construction.
b. For premises existing prior to the start of this program, the Water and Sewer Department
will conduct evaluations and inspections of the premises and inform the owner by letter of
any correction deemed necessary, the method of achieving the correction and the time
allowed to make the correction. Normally 90 90 days will be allowed. This period may be
shortened, depending on the degree of hazard involved and the history of the device
involved.
c. The Department will not allow any cross-connection to remain unless it is protected by an
approved backflow prevention device, for which a permit has been issued and which will be
regularly tested to ensure satisfactory operation. The Water and Sewer Department shall
inform the Owner by letter of any failure to comply, by the time of the first re-inspection.
The Owner will be allowed an additional 15 days for the correction. In the event the Owner
fails to comply with the necessary correction by the time of the second re-inspection, the
Department will inform the Owner by letter, that the water service will be terminated
within a period of five days. In the event
d. The Owner informs the Department of extenuating circumstances as to why the correction
has not been made, a time extension may be granted by the Department, but in no case will
exceed thirty days.
e. If the Water and Sewer Department determines at any time that a serious threat to public
health exists, the water service will be terminated immediately.
f. The Department shall have on file a list of private contractors who are certified backflow
device testers. The Owner will pay all charges for these tests.
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Owner
a. The owner shall be responsible for the elimination or protection of all cross-connections
on his premises.
b. The Owner, after having been informed by letter from the Water and Sewer Department,
shall at his expense, install, maintain and test, or have tested, any and all backflow
preventers on his premises.
c. The Owner shall correct any malfunction of the backflow preventer that is revealed by
periodic testing.
d. The Owner shall inform the Water and Sewer Department of any proposed or modified
cross-connections of which the Owner is aware but has not been found by the
Department.
e. The owner shall not install a bypass around any backflow preventer unless there is a
backflow preventer of the same type on the bypass. Owners who cannot shutdown
operation for testing of the device, must supply additional devices as needed to allow
testing to take place.
f. The Owner shall install backflow preventers in a manner approved by the Water and
Sewer Department.
g. The Owner shall only install backflow preventers approved by the Water and Sewer
Department.
h. Any Owner having a private well or other private water source must not cross-connect
the well or source to The City of Tybee Islands water system.
i. In the event the Owner installs plumbing to provide potable water for domestic purposes,
which is on the City of Tybee Island side of the backflow preventer, such plumbing must
have its own backflow preventer installed. For residential purposes, the required
backflow preventer will be supplied by the City as part of the meter when purchased.
j. The Owner shall be responsible for the payment of all fees for permits, annual or semi-
annual device testing as well as retesting in case that device fails to operate correctly or
has been found to be in non-compliance with the water and Sewer Department
requirements.
VII. Degree of Hazard
The Water and Sewer Department recognizes the threat to the public water system
arising from cross connections. All threats will be classified by degree of hazard, listed
below as Low, Medium and High risk.
a. Category I, High risk: A facility considered as a possible source of contaminants. The
category would include Doctors and Dentist offices, metal plating operations, chemical
companies, facilities that have the capability of exerting back pressure on their water tap
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9
and other business’s using toxic substances. These operations shall be required to install a
reduced pressure principal backflow prevention assembly for maximum protection.
b. Category II, Medium risk: A facility considered as a possible source of pollutants. This
category would include businesses such as grocery stores, restaurants, day care centers,
master metered office buildings and any business that has an auxiliary water supply.
These operations shall be required to install either a reduced pressure principal backflow
prevention assembly or a double check valve backflow prevention assembly, dependent
on their required degree of protection.
c. Category III, Low risk: Considered to be least likely to be a source of contaminant or
pollutant. Typically this would include single or duplex family dwellings or offices
served by a single water
d. Category III, Low risk: Considered to be the least likely to be a source of contaminant or
pollutants meter. All low risk facilities shall be required to install a dual check valve
backflow prevention assembly, unless one has already been installed by the Water and
Sewer Department.
VIII. Permits
The water and Sewer Department shall not permit a cross connection within the public water
supply system unless considered necessary and that it cannot be eliminated.
a. Cross connection permits that are required for each backflow prevention device are
obtained from the Water and Sewer Department.
b. Permits shall be reviewed annually for Medium and High risk devices and are non-
transferable. Permits are subject to revocation and become immediately revoked if the
Owner should so change the type of cross-connection device or degree of hazard
associated with the service.
c. A permit is not required when fixture isolation is achieved with the utilization of a non-
testable backflow preventer, such as those dual check backflow assemblies installed in
Category III, Low risk facilities
IX. Approval of Backflow Prevention Devices
Any existing backflow preventer shall be allowed by the Water and Sewer
Department to continue in service unless the degree of hazard is such as to supersede the
effectiveness of the present backflow preventer or result in an unreasonable risk to the
public health. Where the degree of hazard has increased, any existing backflow preventer
must be upgraded to a reduced pressure principal device or a reduced pressure principal
device must be installed in the event that no backflow device was present.
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All backflow prevention devices at the connection to the public system must be
approved by the Water and Sewer department in accordance with the applicable standards
of the American Society of sanitary Engineering, the American national Standard
Institute, the American Water Works Association, the University of Southern California
Foundation for Cross-Connection Control and Hydraulic Research, the Standard
Plumbing Codes and the City of Tybee Island Backflow Prevention Program.
X. Periodic Testing
a. All testable backflow prevention devices shall be tested and inspected at least
annually.
b. Periodic testing shall be performed by a certified tester, approved in advance by
the water and Sewer Department. This testing will be done at the Owners
expense.
c. Any backflow preventer that fails during a periodic test will be repaired or
replaced. When repairs are necessary, upon completion of the repair, the device
will be re-tested at the Owners expense to ensure correct operation. High hazard
situations will not be allowed to continue unprotected if the backflow preventer
fails the test and cannot be repaired immediately. In other situations, a
compliance date of not more than thirty days after the test date will be
established. The Owner is responsible for spare parts, repair tools or a
replacement device. Parallel installation of two devices is an effective means of
the Owner ensuring that uninterrupted water service during testing or repair of
the devices and is strongly recommended when the Owner desires such
continuity. Backflow prevention devices will be tested more frequently than
specified in a. above, in cases where there is a history of test failures and the
Water and Sewer Department feels that due to the degree of hazard involved,
additional testing is warranted. Cost of the additional testing will be borne by the
Owner.
XI. Records and Reports
a. Records
The City of Tybee Island water and Sewer Department will initiate and maintain the
following:
1. Master files on customer cross-connection tests and/or inspections.
2. Master files on cross-connection permits.
3. Paper and Digital copies of each permit and permit application.
4. Paper and digital copies of lists and summaries supplied to the Water and Sewer
Department.
XII. Cross-connection Emergency Response Plan
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All customer inquiries concerning water quality are directed to the Water and Sewer
Department. When a complaint is received, it is evaluated over the phone with the customer. If
the complaint is determined to be a potential problem, a member of the Water and Sewer
Department will be dispatched to the area reporting the problem. On arrival, the technician will:
a. Make a preliminary judgement of the problem by checking odor and taste.
b. If a cross-connection problem is suspected, notify the Director immediately. If the
preliminary report indicates the necessity, the Director may activate follow up
procedures before samples are sent to the laboratory.
c. Pick up samples and take them to the laboratory for testing. These samples will be
tested for the nature of the pollutant or contaminant
If tests indicate a problem, an onsite inspection for possible sources of contamination
will be done, as well as checking the files for potential sources of contamination in the area. The
Director will evaluate the situation and activate any or all of the following options.
Direct the line crew to open and flush hydrants in the area.
a. If a potentially hazardous cross-connection is found in the vicinity of the area, the
responsible person or owner, with personnel from the water and Sewer
department will make an immediate inspection. If a cross-connection exists, it
will be corrected or the water service will be shut off. The Owner of where the
cross-connection is found will bear the cost correcting the affected system.
b. Close valves to isolate the problem area from the rest of the distribution system.
c. Notify customers in the affected area, using emergency notification methods
established for boil water advisories.
d. Should a health hazard be revealed, additional checks to establish the limits of the
problem area will be made. The problem area will be flushed and treated until
proven safe.
Personal contact will be made to all customers in the affected area.
Standard Operating Procedure of the Water and Sewer Department provide for
personnel to be on duty or on call 24 hours a day, 7 days a week. The Director will be
informed of emergency problems.
SECTION 2
All ordinances and parts of ordinances in conflict herewith are expressly repealed.
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SECTION 3
It is the intention of the governing body, and it is hereby ordained, that the provisions of
this ordinance shall become effective and be made a part of the Code of Ordinances, City of Tybee
Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such
intention.
SECTION 4
This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to
The Code of the City of Tybee Island, Georgia.
This Ordinance shall become effective on ________ day of __________________, 2020.
ADOPTED THIS DAY OF , 2020.
_________________________________
MAYOR
ATTEST:
CLERK OF COUNCIL
FIRST READING:
SECOND READING:
ENACTED:
161
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
31. First Reading, 2020-05, Sec 70-76, Use of the Public Sewer
162
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ORDINANCE NO. 05-2020
AN ORDINANCE TO AMEND THE CODE OF ORDINANCES
SO AS TO REVISE THE PROVISIONS THEREOF IN CONNECTION WITH THE WATER
OR SEWER SYSTEM OF THE CITY REGARDING WASTE WATER AND POLLUTANTS
AND TO PROVIDE FOR PROVISIONS TO THE ORDINANCE AND FOR OTHER
PURPOSES
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is
authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia to
adopt reasonable ordinances to protect and improve the public health, safety, and welfare of the
citizens of Tybee Island, Georgia, and
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is
the Mayor and Council thereof, and
WHEREAS, the governing authority desires to adopt ordinances under its police and home
rule powers, and
WHEREAS, the City of Tybee Island operates a public sewer system
WHEREAS, the City needs to update and revise its ordinances pertaining to the use of the
public sewer as codified in 70-76 et seq.. and
WHEREAS, the changes are consistent with the need to improve the public health, safety
and welfare.
NOW, THEREFORE, be it ordained by the Mayor and Council that the Code of
Ordinances is hereby amended so as to revise Section 70-76 through 70-81 as follows:
SECTION 1
Section 70-76 USE OF THE PUBLIC SEWER:
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(a) Generally: No person shall cause harm to any part of the City’s water or sewer system,
nor discharge or cause to be discharged any storm water, surface water, groundwater,
roof runoff, subsurface drainage cooling water, polluted or unpolluted industrial process
waters to any sanitary sewer. Nor shall any person discharge or cause to be discharged to
any sanitary sewer any other “prohibited discharges”. When such discharges do occur,
the person responsible shall be charged for the expenditures made by the city as a result
thereof, plus shall be subject to section 1-1-8 General Penalties.
(b) Unpolluted Drainage: Storm water and all other unpolluted drainage shall be discharged
to those sewers as are specifically designated as storm sewers or to a natural outlet
approved by the Wastewater Superintendent. Industrial cooling water or unpolluted
process waters may be discharged, upon approval of the Wastewater Superintendent, to a
storm sewer or natural outlet.
(c) Prohibited Discharges: Except as herein provided, no person shall discharge or cause to
be discharged any of the following described waters or wastes to any public sewer.
1. Any liquid or vapor having a temperature higher than one hundred forty (140) degrees
Fahrenheit.
2. Any water or waste containing more than one hundred (100) milligrams per liter (mg/L)
of fats, oils or greases.
3. Any gasoline, benzene, naphtha, fuel oil or other flammable or explosive liquid, solid or
gas.
4. Any garbage that has not been properly shredded.
5. Any ashes, cinders, sand, mud, straw, shavings, metal, glass, rags, feathers, tar, plastics,
wood, paunch manure or any other solid or viscous substance capable of causing
obstruction to the flow in sewers or other interference with the proper operation of the
sewer system. This provision also includes ground or shredded paper products.
6. Any water or wastes having a pH lower than five and five tenths (5.5 su) or higher than
nine (9 su) or having any other corrosive property capable of causing damage or hazard
to structure, equipment, personnel of the sewer system or the Wastewater Plant.
7. Any waters or wastes containing a toxic or poisonous substance in sufficient quantity to
injure or interfere with any sewer line or any sewage treatment process, constitute a
hazard to humans or animals or create any hazard in the influent of the Wastewater
Treatment Plant.
8. Any water or wastes containing Total Suspended Solids of any characteristic and
quantity, so that unusual attention or expense is required to treat those materials at the
Wastewater Treatment Plant.
9. Any noxious or malodorous gas or substance capable of creating a public nuisance,
including hydrogen sulfide, nitrous oxide, and sulfur dioxide which shall be limited to
less than one (1) mg/L. High concentrations of chlorine (greater than three (3)) mg/L
shall also be prohibited.
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(d) Interceptors:
1. Grease interceptors will be provided by all food service facilities. Oil and sand
interceptors will be provided when in the opinion of the Wastewater Superintendent
they are necessary for the proper handling of liquid wastes containing any flammable
substances, sand and other harmful ingredients, except that those interceptors will not
be required for private living quarters or dwelling units. All interceptors will be of a
type and capacity outlined in the Grease Management program. Interceptors will be
located and easily accessible as outlined in the Grease Management Program.
2. Grease and oil interceptors shall be constructed of impervious material capable of
withstanding abrupt and extreme changes in temperature. They shall be of substantial
construction, water tight and equipped with easily removable covers which when
bolted in place shall be gas tight and water tight. Grease interceptors will be built and
sized according to the Grease Management Plan.
(e) Maintenance of Interceptors: When installed, all grease, oil and sand interceptors
will be maintained by the user at his or her expense in continuously efficient operation at
all times. Required interceptor maintenance is explained in section five (5) of the Grease
Management Program.
(f) Review and approval of certain discharge by the Wastewater Superintendent:
1. The Wastewater Superintendent must grant prior approval before the admission of any
water or wastes having the following characteristics:
(a) A five (5) day Biochemical Oxygen Demand (BOD) greater than two hundred fifty
(250) mg/L.
(b) Containing more than 300 mg/L of suspended solids.
(c) Containing any quantity of substance having the characteristics described in
subsection (c).
(d) Having an average daily flow greater than two (2) percent of the average daily flow
of the Wastewater Plant shall be subject to the review and approval of the Wastewater
Superintendent.
2. Where necessary, in the opinion of the Wastewater Superintendent, the user shall provide
at his or her expense, any preliminary treatment as may be necessary to:
(a) Reduce the Bio Chemical Oxygen Demand (BOD) to two hundred fifty milligrams
per liter (250 mg/L) ant suspended solids to three hundred milligrams per liter (300
mg/L)
(b) Reduce objectionable characteristics or constituents to within the maximum limits
provided for in subsection (c).
(c) Control the quantities and rates of discharge of any water or wastes.
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3. Plans, specifications and any other pertinent information relating to proposed
preliminary treatment facilities shall be submitted for the approval of the Wastewater
Superintendent and no construction of any facilities shall be commenced until this
approval is obtained in writing.
(g) Maintenance of Preliminary Treatment Facilities: Where preliminary treatment facilities
are provided for any waters or wastes, they shall be maintained continuously in satisfactory and
effective operation by the user, at his or her expense.
(h) Manholes: The owner or user of any property served by a building sewer carrying industrial
wastes shall install a suitable control manhole in the buildings sewer to facilitate observation,
sampling and measurements of the wastes. This manhole shall easily accessible and safely
located and be constructed in accordance with plans approved by the Superintendent. All new
construction of facilities or a change of ownership or user shall be required to install a manhole
as specified in this section.
(i) Tests, etc. : All measurements, tests and analyses of the characteristics is made in subsections
(c) and (f) shall be determined in accordance with the latest approved volume of Standard
Methods for Examination of Water and Wastewater and shall be determined at the control
manhole as provided in subsection (h) or upon suitable samples taken at the control manhole. In
the event existing facilities do not have a special manhole the nearest downstream manhole in the
public sewer system will be used for the purpose of tests, sampling and measuring.
(j) Special Agreements: No statement contained in this section shall be construed as preventing
any special agreement or arrangement between the city and any industrial concern whereby an
industrial waste of unusual strength or characteristic may be accepted by the city for treatment,
subject to payment therefor by the industrial concern. (Code 1970, 20-45)(1997-60; 8/14/97)
Section 70-77 Protection from Damage:
No unauthorized person shall maliciously, willfully or negligently break, damage, destroy,
uncover, deface or tamper with any structure, appurtenance or equipment which is a part of the
city sewage system. (Code 1970, 20-46)
Section 70-78 Power and Authority of Inspectors:
The Wastewater Superintendent and other duly authorized employees of the city, bearing proper
credentials and identification, shall be permitted to enter upon all properties for the purpose of
inspection, observation, measurement, sampling and testing, in accordance with the provisions of
this chapter. (Code 1970, 20-47)
Section 70-79 Sewerage Service Billing, Collections and Penalties:
Bills for sewer service shall be administered as provided herein per sections 70-106 through 70-
109 (1997-61; 8/14/97)
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SECTION 2
All ordinances and parts of ordinances in conflict herewith are expressly repealed.
SECTION 3
It is the intention of the governing body, and it is hereby ordained, that the provisions of
this ordinance shall become effective and be made a part of the Code of Ordinances, City of Tybee
Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such
intention.
SECTION 4
This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to
The Code of the City of Tybee Island, Georgia.
This Ordinance shall become effective on ________ day of __________________, 2020.
ADOPTED THIS DAY OF , 2020.
_________________________________
MAYOR
ATTEST:
CLERK OF COUNCIL
FIRST READING:
SECOND READING:
ENACTED:
167
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
32. First Reading, 2020-07, Adopt Grease Management Program and the Grease
Enforcement Plan
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ORDINANCE NO. 07-2020
AN ORDINANCE TO AMEND THE CODE OF ORDINANCES
SO AS TO ESTABLISH A GREASE MANAGEMENT PROGRAM ORDINANCE
IT SHALL BE KNOWN AS THE GREASE MANAGEMENT ORDINANCE OF THE CITY
OF TYBEE ISLAND WHICH SHALL BE CODIFIED AT ____ CHAPTER ____, SECTIONS
___ IN THE CITY CODE, AND TO PROVIDE AN EFFECTIVE DATE
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is
authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia to
adopt reasonable ordinances to protect and improve the public health, safety, and welfare of the
citizens of Tybee Island, Georgia, and
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is
the Mayor and Council thereof, and
WHEREAS, the City has determined a need to address the hazards associated with fats,
oils and greases into its wastewater collection system, and
WHEREAS, the governing authority desires to adopt ordinances under its police and home
rule powers, and
NOW THEREFORE, it is hereby ordained as follows:
SECTION 1
The City hereby adopts, in full, the Grease Management Program and the Grease
Enforcement Plan attached hereto as part of the Code of Ordinances of the City of Tybee Island
and that such provisions shall be enforced as provided by law as if each of such provisions were
stated herein.
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SECTION 2
All ordinances and parts of ordinances in conflict herewith are expressly repealed.
SECTION 3
It is the intention of the governing body, and it is hereby ordained, that the provisions of
this ordinance shall become effective and be made a part of the Code of Ordinances, City of Tybee
Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such
intention.
SECTION 4
This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to
The Code of the City of Tybee Island, Georgia.
This Ordinance shall become effective on ________ day of __________________, 2020.
ADOPTED THIS DAY OF , 2020.
_________________________________
MAYOR
ATTEST:
CLERK OF COUNCIL
FIRST READING:
SECOND READING:
ENACTED:
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Section 70-167 Grease Management Program
Table of Contents
1. Purpose of the Grease Management Program
2. Definitions
3. General Criteria
a. Installation Requirements for New Food Service Facilities
b. Requirements for Existing Food Service Facilities
c. Prohibited Discharges
d. Floor Drains
e. Garbage Grinders and Dishwashers
f. Location of Interceptor
g. Waste Minimization Plan
4. Design Criteria
a. Construction of Interceptors
b. Access to Interceptor
c. Load-Bearing capacity
d. Inlet and Outlet Piping
e. Interceptor Sizing
5. Grease Interceptor Maintenance
a. Pumping
b. Pumping Frequency
c. Pump Out Order
d. Disposal of Interceptor Pumped Material
e. Additives
f. Chemical treatment
6. Administrative Requirements
a. Initial Data Acquisition
b. Administrative Fees
c. Inspection and Entry
d. Record Retention and Reporting
I. Manifests
II. Maintenance Logs
7. Enforcement
Appendices
A. Grease Interceptor Customer Information Form
B. City of Tybee Island Grease Interceptor Maintenance Log
C. City of Tybee Island Grease Enforcement Response Plan
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1. Purpose:
The purpose of this program is to minimize the introduction of fats, oils and greases into the City of
Tybee Island wastewater collection system. The main components of the program are the proper sizing,
installation and maintenance of grease interceptors. The administrative and inspection requirements of
food service facilities are also established herein.
2. Definitions:
Unless otherwise expressly stated or the context clearly indicates a different intention, the following
terms shall, for the purpose of this document, have the meanings indicated in this document.
a. City – The City of Tybee Island
b. Domestic Wastewater – Wastewater from sanitary fixtures such as toilets and urinals.
c. Food Service facility – Any facility which cooks, which cuts, bakes, prepares or serves food or
which disposes of food related waste.
d. Garbage Grinder – A device that shreds or grinds up solid or semi-solid waste material into
smaller portions for discharge into the sanitary sewer system.
e. Grease – A material primarily composed of fats, oils and grease from animal or vegetable
sources. The terms fats, oils, and grease shall be deemed as grease by definition. Grease may
also include petroleum based products.
f. Hauler or Transporter - One who transports waste grease from the site of a user to an approved
site for disposal or treatment. The hauler is responsible for assuring that all federal, state and
local regulation and ordinances are followed regarding waste transport.
g. Interceptor, Separator or Trap – A device so constructed as to separate, trap and hold fats, oils,
greases, sand and grit substances from the wastewater discharged by a facility in order to
prevent these substances from entering the sanitary sewer system.
h. Under-sink or Inline Grease Trap – A device placed under or in close proximity to sinks or other
facilities likely to discharge grease in an attempt to separate, trap or hold oil and grease
substances to prevent their entry into the sanitary sewer system.
i. User – A source of discharge into the City of Tybee Island sanitary sewer system.
j. Waste or Wastewater – The liquid and water carried domestic or industrial wastes from
dwellings, commercial establishments, industrial facilities and institutions, whether treated or
untreated that contribute to the sanitary sewer system.
3. General Criteria:
a. Installation Requirements for New Food Service Facilities – All proposed or newly remodeled
food service facilities inside the City of Tybee Island Wastewater service area shall be
required to install an approved, properly operated and maintained grease interceptor. All
interceptor units shall be installed Outdoors of the food service facility building unless the
user can demonstrate to the wastewater Superintendent or his or her representative, that
an outdoor interceptor would not be feasible. All interceptor types shall be of a type and
capacity approved by the Wastewater Superintendent.
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b. Requirements for Existing Food Service Facilities – All existing food services facilities inside
the City Of Tybee Island Wastewater service area are expected to conduct their operations
in such a manner that grease is captured on the user’s premises and then properly disposed
of. Existing food service facilities will be handled under the City of Tybee Island’s Grease
Management Program in the following manner:
i. The City of Tybee Island will periodically inspect each food service facility on an as
needed basis to assure that each facility is complying with the intent of the Grease
management Program. The as needed inspection shall be determined by the Wastewater
Superintendent.
ii. Each food service facility in the vicinity of a problem area will be inspected. The facilities
grease control practices and the adequacy of their grease control interceptor and related
equipment will be asses. Maintenance records will also be reviewed.
iii. Following the inspection, the City of Tybee Island will send written notice to the
inspected facility, containing a summary of the policy requirements and the results of the
inspection. The inspection results will typically result in one of the following actions:
1. Facilities equipped with an appropriate and adequately sized grease interceptor who are meeting
the intent of the Grease management Program through effective grease control practices will be
commended for their compliance.
2. After notice and an opportunity to be heard, facilities not in compliance shall be required to
develop and submit to the Wastewater Superintendent a proposed plan designed to achieve
compliance through improved housekeeping and/or increased maintenance and pumping of the
existing grease interceptor equipment.
3. Facilities that are not successful in achieving compliance with the intent of the Grease
Management Program through improved housekeeping and increased maintenance of the grease
interceptor equipment will be required to install the necessary equipment to bring the facility into
compliance.
c. Prohibited Discharges – Domestic wastewater shall not be discharged to the grease
interceptor.
d. Waste Minimization Plan – Food service facilities shall develop and implement a Waste
Minimization Plan pertaining to the disposal of grease, oils and food particles. Educational
materials are available from City of Tybee Island water/Sewer Department regarding the
minimization of these wastes.
e. Floor Drains – Only floor drains which discharge or have the potential to discharge grease
shall be connected to the grease interceptor.
f. Location – Each grease interceptor shall be installed and connected so that it is easily
accessible for inspection, cleaning and removal of the intercepted grease at any time. Grease
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interceptors required under this ordinance shall be installed outdoors of the food service
facility. The best location is an area outside of an exterior wall but upstream of the domestic
sewer drain line. A grease interceptor may not be installed inside any part of a building unless
approved in writing by the Superintendent. The user bears the responsibility of demonstrating
that an outdoor grease interceptor is not feasible.
4. DESIGN CRITERIA
a. Construction of Interceptors – Grease Interceptors shall be constructed in accordance with the
City plumbing standards. Outdoor units will have a minimum of two compartments with
fittings designed for grease retention. All alternative grease removal devices or technologies
will be subject to the written approval of the Wastewater Superintendent. Such approval will
be based on demonstrated removal efficiencies of the proposed technology. Grease
Interceptor designs represent minimum standards for normal usage. Installations with heavier
usage require more stringent measures for which the user is responsible. The user shall pay
the costs to provide additional measures if required by the City of Tybee Island. The City of
Tybee Island reserves the right to evaluate interceptor sizing on an individual basis for facilities
with special conditions, such as highly variable flows, high levels of grease discharges or other
unusual situations that are not adequately addressed by the sizing formula.
5. GREASE INTERCEPTOR MAINTENANCE:
a. Pumping – All grease interceptors shall be maintained by the user, at the user’s expense.
Maintenance shall include the complete removal of all contents, including floating materials,
wastewater and bottom sludges and solids. Decanting or discharging of removed waste back into
the interceptor from which the material is removed or any other grease interceptor, for the
purpose of reducing the volume to be disposed is strictly forbidden.
b. Pumping Frequency – Outdoor grease interce3ptors must be pumped out completely a minimum
of once every three months. Under-sink or inline grease interceptors must be pumped completely
a minimum of once every month. Grease interceptors may need to be pumped out more
frequently as needed to prevent carry over of grease into the sanitary sewer system. Pumping
frequency may be extended past the minimum period if it can be demonstrated by the user and
approved by the Wastewater Superintendent.
c. Pump Out Order – When the oil and grease concentrations exceed the City of Tybee Island’s
maximum discharge limits and/or the combined depth of bottom and top solids exceeds 33% of
the total depth of the grease interceptor. The Wastewater Superintendent will issue a Pump Out
Order to the user. The user shall have seven days from receipt of the order to comply. When an
emergency exists, a written or verbal warning shall be given to the user and the user will have 24
hours to comply.
d. Disposal of Interceptor Pumped Material – All waste removed from each grease interceptor shall
be recorded on a proper manifest form. Also, all waste removed from each grease interceptor
must be disposed of at a facility approved of by the City of Tybee island to receive such waste in
accordance with the provisions of this program. In no way shall the pumped material be returned
to any private or public portion of the sanitary sewer system.
e. Additives – Any additive placed into the grease interceptor or building discharge line system on a
regular, constant or scheduled basis shall be reported to the Wastewater Superintendent. Such
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additives shall include but are not limited to, commercially available bacteria or other additives
designed to consume, absorb or treat fats, oils and grease. The use of additives shall in no way be
considered as an alternate technology or a substitution for maintenance requirements herein.
f. Chemical Treatment – Chemical treatments such as drain cleaners, enzymes, acids and other
chemicals designed to dissolve, purge or remove grease, shall not be allowed to enter the grease
interceptor.
6. ADMINISTRATIVE REQUIREMENTS
a. Initial Data Acquisition – All food service facilities will be asked to complete a data sheet to
establish the grease interceptor data base. A copy of the form has been attached to this
document as Appendix A. The City of Tybee island database will be updated with additional or
modified information after each yearly inspection.
b. Administrative Fees – No fee will be charged for an annual inspection. However, if the user’s
grease interceptor is not in compliance with this section, a $50.00 re-inspection fee will be
charged for each inspection thereafter, until compliance is achieved.
c. Inspection and Entry – Authorized personnel of the City of Tybee Island, bearing proper
credentials and identification, shall have the right to enter upon all properties subject to this
program, at any time and without prior notification, for the purpose of inspection, observation,
measurement, sampling, testing or record review, as part of this program.
d. Record Retention and Reporting – All users must keep a record of any cleaning or maintenance
of the grease interceptor. The following records must be kept on-site at the food service facility
for a period of two (2) years.
i. Manifests are required for all grease interceptors and shall contain the following information:
1. Food Service Facility information, including name, address, volume pumped, date and
time of pumping and generator (user) signature verifying the information.
2. Transporter information, including company name, address, license plate number, driver
name and driver signature verifying transporter information.
3. Receiving information, including facility name, address, date and time of receiving,
Georgia Environmental Protection Division permit number and signature verifying receipt
of the waste.
4. Manifests must be mailed, faxed or electronically submitted to the Wastewater
Superintendent within fourteen (14) days of interceptor maintenance.
5. A manifest may not be required for under-sink or inline grease interceptors if a user can
demonstrate to the wastewater Superintendent a valid reason not to use one.
ii. Maintenance logs are required for all under-sink and inline receptors. This log shall include
the date, time, amount pumped or cleaned, hauler, disposal site and signature. The log shall
be kept in a conspicuous location for inspection. This log shall be made immediately available
to the City of Tybee Island representative upon request. See Appendix B for an example.
7. Enforcement:
Enforcement of these regulations shall be in accordance with the provisions of the City of Tybee
Island’s Enforcement Response plan. Failure to comply with this program will be grounds for
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penalty imposition and/or discontinuation of water/sewer service. Additionally, failure to comply
may result in revoking of food service permit and or business license. See Appendix C for the City of
Tybee Island’s Grease Enforcement Response Plan.
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APPENDICES
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APPENDIX A
Grease Management Program Information Form
If your business processes, prepares or otherwise handles food products, your facility is required by
the City of Tybee Island to operate and maintain a grease interceptor that prevents excessive
discharge of fats, oils and greases to the sanitary sewer system. Please fill out his form accurately
and return to:
Wastewater Superintendent Office Telephone (912) 472 – 5051
Box 2749, 403 Butler Ave.
Tybee Island, Ga. 31328
After a review of this information, a City of Tybee Island technician will schedule an inspection of
your facility.
Facility Name
Facility Address
Billing Address ( If different )
On-Site Contact Contact Telephone
Corporate Contact (If
applicable)
Telephone
Number of Seats
Maximum daily hours of operation, including
preparation and cleanup time
Volume of existing outdoor grease
interceptor(s)
Indicate the Number of the Following Fixtures Present at your Facility
Kitchen Hand Sinks
Pre-rinse sinks
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Single Compartment Sinks
Double Compartment Sinks
Dishwashers
Indoor In-line (Under-sink) Grease Interceptors:
Size Cleaning Frequency Maintenance Log or
Manifest: Yes/No
Size Cleaning Frequency Maintenance Log or
Manifest: Yes/No
Size Cleaning Frequency Maintenance Log or
Manifest: Yes/No
Size Cleaning Frequency Maintenance log or
Manifest: Yes/No
Size Cleaning Frequency Maintenance Log or
Manifest: Yes/No
Where is the Grease from Indoor Interceptors Disposed?
Is the Pumping of Grease Contracted?
(Circle One)
Yes No Unknown
Who Does the Pumping/Hauling?
What is the Pumping Frequency?
Weekly Monthly Quarterly
Are Waste Manifests Used?
( Attach a Copy of last Manifest )
Yes No
Is the Grease Interceptor Pumped and Cleaned Completely?
Yes No
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Where is the Grease Disposed?
What are the Dimensions of (feet) and Location of all Grease Interceptors?
Depth Width Length Location
Does Sanitary Waste Flow to the Grease Interceptor?
Yes No Unknown
Does the Dishwasher Flow to the Grease Interceptor?
Yes No Unknown
Does the Kitchen Recycle all Available Oil Products?
Yes No Unknown
What is the Name of The Recycling Firm?
*NOTE *
The customer shall resolve all unknown information before the first inspection.
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CITY OF TYBEE ISLAND GREASE INTECEPTOR MAINTENANCE LOG
Pumper/Hauler
Address of Pumper/Hauler
Phone Number of Pumper/Hauler
Disposal Site Name and Address
Pumping/Cleaning Frequency
Date Cleaned Time Cleaned Inlet Chamber
Cleaned
Outlet
Chamber
Cleaned
Amount
Cleaned or
Removed
Signature of
Employee
This record must be maintained and available for inspection for two (2) years. If there is a problem or
concern pertaining to the release of oils and/or grease into the sewer system, please contact the
Wastewater Superintendent at 912-472-5051.
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City of Tybee Island
Grease Enforcement Plan
A. INTRODUCTION:
The purpose of this document is to present a plan for uniform enforcement actions to deal with User
noncompliance with all applicable state and federal laws required by the Clean Water Act of 1977, as
amended and including the City of Tybee Island Sewer Use Ordinance. Specifically section 6-2-5, item D,
Interceptors.
B. USER INVENTORY:
It is the responsibility of the City of Tybee Island to maintain an inventory of Users that have or are
required to have grease interceptors. The following list includes a number of resources used by the City
of Tybee Island for identifying facilities:
1. Telephone Listings
2. Previous Survey Results
3. Restaurant Directories
4. Sewer Connection Permits
5. Referrals from Other Agencies ( Health Department, etc.)
6. Site Visits
7. Reports from Other Regulated Industries
8. Citizen Reports
9. Contact from Potential Restaurants
10. Observations by Sampling , Surveillance or Inspection Personnel
11. Newspaper, Trade Journal or Business magazine Articles
12. Chamber of Commerce
13. Plumbers and Plumbing Inspectors
All new food service facilities are subject to requirements in the City of Tybee Island Grease
Management Program and are added to the list of regulated facilities.
C. COMPLIANCE MONITORING PROCEDURES:
Legal proceedings- Compliance with applicable regulations and ordinances are determined through
Compliance monitoring activities by the City of Tybee Island are necessary to identify and document
violations that can be presented as admissible and irrefutable evidence in administrative actions and
legal proceedings. Compliance with applicable regulations and ordinances are determined through and
evaluated through:
1. Reported data from users
2. Inspections conducted by the City of Tybee Island
3. Surveillance sampling and analysis conducted by the City of Tybee Island
4. Evaluation of application information by the City of Tybee Island
D. DATA SCREENING:
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The majority of the data to be screened and evaluated is generated through manifests, maintenance
logs, inspections and sampling. All data generated by these activities will be reviewed weekly by the
Wastewater Superintendent. Each violation is noted and appropriate enforcement action initiated. The
specific responses and time frames are detailed in the Enforcement Response section. Screening and
tracking reports submitted as part of a schedule of compliance are reviewed at least twice monthly.
Action is taken if required reports are not received or if milestones are missed.
E. Identification of Violations:
The identification of a violation of grease requirements, regardless of the severity, will initiate the
enforcement process. Discovery of a violation may occur as a result of any number of activities that
include:
1. Review of the Wastewater Department’s surveillance-sampling results
2. Review of user manifests and maintenance logs
3. Spill/accidental discharge reports from user
4. Notification of violation by user
5. Site visits and inspections by the City of Tybee Island
6. Information provided by the users employees
7. Observations by field personnel
8. Information provided by the public and private citizens
9. Review of compliance schedule requirements
10. Review of agreed judgement requirements
11. Information provided by other agencies
Once violations are identified, it is the responsibility of the Wastewater Superintendent, through
coordination with and actions of the City Marshall to implement the appropriate enforcement response
required in the plan. When determining the appropriate response, particularly one that includes the
imposition of penalties and/or fines, the specific procedures outlined in the Enforcement Response
section must be followed. However, additional criteria may be used in the determination including:
1. Magnitude of violation
2. Duration of violation
3. Effects of the violation
4. Compliance history of the user
5. Good faith of the user
F. Enforcement Procedures
Generally, all violations identified by the City of Tybee Island are reviewed, evaluated and addressed by
the appropriate enforcement response. The majority of enforcement actions begin with issuance of an
initial notice of violation. This letter describes the nature of the violation and informs the user that any
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additional violations may result in an escalated enforcement action. Once the user has been notified of a
violation or has knowledge of a condition which is a violation, the user may be allowed up to thirty (30)
days to correct the none compliance before escalation before escalation of the enforcement process
occurs. This thirty (30) day period applies only to the initial violation. Any violations occurring after this
period will be evaluated according to plan procedures. Emergency conditions require immediate
correction of non-compliance.
G. Enforcement Remedies Available to the City of Tybee Island:
1. Verbal Warning (VW) or Letter of Warning
2. Site Visit or Re-inspection (SV)
3. Notice of Violation (NOV)
4. Increased Self-monitoring or Reporting (ISM)
5. Consent Orders (CO)
6. Show-cause Hearing (SCH)
7. Compliance Order or Schedule of Compliance (SOC)
8. Cease and Desist Order (CDO)
9. Administrative Fines (AF)
10. Emergency Suspensions (ES)
11. Termination of Discharge (TOD)
12. Water Supply Severance (WSS)
13. Judicial Enforcement Remedies or Litigation (LIT)
H. Staff Responsibilities:
1. The Wastewater Superintendent in conjunction with the City Marshall and staff oversee all
collection and screening of data, organization of enforcement actions, review of actions
taken and general management of enforcement response procedures. They are authorized
to administer enforcement remedies from Verbal Warnings to Increased Self-monitoring.
2. Enforcement will be in conformance with the Ordinance.
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CITY OF TYBEE ISLAND GREASE ENFORCEMENT RESPONSE GUIDE
Noncompliance Nature of Violation Range of Response
Record or Reporting Violation 1. Missing or incomplete
information
2. Failure to provide
required reports (30
days late)
3. Falsification of records
or manifests
VW, LW, SV, NOV
Failure to Maintain Grease
Interceptor
1. Infrequent
2. Frequent or Recurring
VW, LW, SV, NOV
CO, SCH, AF, TOD, WSS, LIT
Improper Waste Disposal Evidence of Intent
(Dumping into Sewer)
CO, SCH, AF, TOD WSS, LIT
Compliance Schedule 1. Missed Milestone
2. Failure to Install
Required Equipment
3. Missed Final Date
(90 days outstanding,
without valid cause)
VW, LW, SV, NOV
CO, SCH, AF, TOD, WSS, LIT
CO, SCH, AF, TOD, WSS, LIT
Failure to Mitigate
Noncompliance or Cease
Production
Failure to Cease CO, SCH. AF, TOD, WSS, LIT
Failure to Provide Free Access
to Facility or Records
1. Initial Violation
2. Recurring Violation
VW, LW, SV, NOV
CO, SCH, AF, TOD, WSS, LIT
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CITY OF TYBEE ISLAND ENFORCEMENT GUIDANCE AND TIME FRAMES
1. Whenever a Notice of Violation is issued that requires a response and the user fails to
respond, the next level of enforcement will be taken.
2. Enforcement responses may be escalated as needed and the City of Tybee is empowered
to take more than one enforcement action against any non-compliant user.
3. The City of Tybee Island may charge any user for Recovery of Costs incurred.
Time Frames for Enforcement Responses:
a. All violations will be identified and documented within seven (7) days of receiving
compliance information.
b. Initial enforcement responses involving contact with the user and requestinf information,
corrective or preventative actions will occur within thirty (30) dys of violation detected.
c. Follow up actions for continuing or recurring violations will be taken within sixty (60) days
of the initial enforcement response. For all continuing violations, the response will include
a compliance schedule.
d. Violations that threaten health, property or environmental quality are considered
emergencies and will receive immediate responses such as halting the discharge of the
user.
NOTE
Designs for grease interceptors may be obtained from the Wastewater Superintendent
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
33. First Reading, 2020-09, Parking Fines, Sec 66-147(c)
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ORDINANCE NO. 2020 -09
AN ORDINANCE TO AMEND THE CODE OF ORDINANCES SO AS TO UPDATE THE
PROVISIONS FOR THE PAYMENT OF PARKING FINES AND TO ESTABLISH AN
EFFECTIVE DATE AND TO REPEAL CONFLICTING ORDINANCES
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia,
is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia
to adopt reasonable ordinances to protect and improve the public health, safety, and welfare of
the citizens of Tybee Island, Georgia;
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia,
is the Mayor and Council thereof;
WHEREAS, the governing authority desires to adopt ordinances under it police, zoning,
and home rule powers;
WHEREAS, due to the inconsistency and parking rates currently existing and the limited
penalty for failure to pay a citation an amendment to the Code updating the penalties for failure
to pay necessitates an amendment.
NOW, THEREFORE, it is hereby ordained by the governing authority of the City of
Tybee Island as follows:
SECTION 1
Section 66-147 (c) is hereby amended so that hereafter such subsection shall read as
follows:
(c) Delinquency of payment. The failure of that owner or operator to make a full
payment within ten (10) days shall result in the issuance of a parking citation delinquency notice
which shall demand full payment plus a $20 penalty by a specified payment due date. The failure
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of that owner or operator to make said payment will result in issuance of an administrative hearing
notice which shall demand:
(1) full payment of the parking violation fine, the $20 delinquency penalty; or
(2) the owner or operators appearance on a given date at specified time and location
for an administrative hearing.
SECTION 2
All ordinances and parts of ordinances in conflict herewith are expressly repealed.
SECTION 3
It is the intention of the governing body, and it is hereby ordained, that the provisions of
this ordinance shall become effective and be made a part of the Code of Ordinances, City of Tybee
Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such
intention.
SECTION 4
This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to
The Code of the City of Tybee Island, Georgia.
This Ordinance shall become effective on ________ day of __________________, 2020.
ADOPTED THIS __ DAY OF ___ , 2020.
_________________________________
MAYOR
ATTEST:
CLERK OF COUNCIL
FIRST READING:
SECOND READING:
ENACTED:
194
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
34. First Reading, 2020-10, Regular Meetings
195
ORDINANCE NO. 2020-10
AN ORDINANCE TO AMEND THE CODE OF ORDINANCES REGARDING THE
SCHEDULING OF MEETINGS AND THE CANCELLATION OF A MEETING, CONSENT
AGENDAS AND FOR OTHER PURPOSES
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia,
is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia
to adopt reasonable ordinances to protect and improve the public health, safety, and welfare of
the citizens of Tybee Island, Georgia;
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia,
is the Mayor and Council thereof;
WHEREAS, the governing authority desires to adopt ordinances under it police, zoning,
and home rule powers;
WHEREAS, the Mayor and Council wish to revise the time of the starting meetings and
the provisions regarding consent agendas;
NOW, THEREFORE, it is hereby ordained by the governing authority of the City of
Tybee Island as follows:
SECTION 1
Regular meetings of the mayor and council will be held on the second and fourth Thursday
of each month at 6:30 p.m. with the consent agenda as the first item of business. The regular
meeting will commence upon the conclusion of the consent agenda or, no later than 7:00 p.m. In
November and December there will be one regular meeting which will be on the second Thursday
of such months. The Mayor and Council may at any time during a meeting vote to cancel a regular
meeting that was scheduled to be conducted on a future date. Special meetings may be called as
provided by law. Meetings, unless otherwise directed, shall be held in city hall or the municipal
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courtroom as may be designated by the mayor and council from time to time. Public hearing under
appendix "A" of this Code shall ordinarily be scheduled for the first meeting of each month;
however, special meetings, including any public hearings under appendix A of this Code, may be
held as provided by section 2.19 of the city Charter.
SECTION 2
All ordinances and parts of ordinances in conflict herewith are expressly repealed.
SECTION 3
It is the intention of the governing body, and it is hereby ordained, that the provisions of
this ordinance shall become effective and be made a part of the Code of Ordinances, City of Tybee
Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such
intention.
SECTION 4
This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to
The Code of the City of Tybee Island, Georgia.
This Ordinance shall become effective on ________ day of __________________, 2020.
ADOPTED THIS __ DAY OF ___ , 2020.
_________________________________
MAYOR
ATTEST:
CLERK OF COUNCIL
FIRST READING:
SECOND READING:
ENACTED:
197
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
35. First Reading 2020-11 Sec 12-1(a) Restriction on Beach Smoking in Designated Areas
198
ORDINANCE NO. 2020 - 11
ORDINANCE TO AMEND THE CODE OF ORDINANCES FOR THE CITY OF TYBEE
ISLAND SO AS TO ADD TO SECTION 12-6 REGARDING BEACH RULES TO
ESTABLISH A NO SMOKING AREA AND FINES APPLICABLE THERETO TO REPEAL
CONFLICTING ORDINANCES AND FOR OTHER PURPOSES AND TO ESTABLISH AN
EFFECTIVE DATE AND TO PROVIDE FOR ADMINISTRATIVE ENFORCEMENT OF
THE PROVISIONS THEREOF
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia,
is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia
to adopt reasonable ordinances to protect and improve the public health, safety, and welfare of
the citizens of Tybee Island, Georgia, and
WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia,
is the Mayor and Council thereof; and
WHEREAS, the governing authority desires to adopt ordinances under its police and
home rule powers; and
WHEREAS, the City, through the mayor and council thereof, has determined that the
hazards of smoking tobacco and the creation of litter as a result as well as the use of vaping
devices of any type are hazardous to the health of those smoking or vaping as well as to others
using the municipal beaches; and
WHEREAS, the use of smoking products, including cigarettes, creates litter that
increases the burden on city workers and on volunteers who work to clean the beach; and
WHEREAS, the City is establishing or has established an administrative ordinance such
that it is appropriate that violations of the hereinafter provided for prohibition of smoking and
vaping and/or devices therefor in certain areas of the beach should generate a penalty to be
imposed as a civil/administrative fine; and
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WHEREAS, the City wishes to tentatively or temporarily establish a prohibition on the
use of tobacco, including vaping of such products, within a designated area of the beach in order
to analyze the benefits and practicality of a prohibition, including the anticipated reduction in
litter, and therefore wishes to amend the Code so as so provide for the prohibitions hereinafter
stated for a period of 12 months from the date of final adoption hereof at which time the
prohibition will expire unless council shall take additional action; and
WHEREAS, the use of smoking and vaping materials creates litter that is detrimental and
harmful to the environment and necessitates substantial clean up activities by city staff,
volunteers, and personnel and is inconsistent with the proper enjoyment of a beach used for
family and recreational purposes; and
WHEREAS, citizens and tourist, including children, are entitled to an area free from
harmful smoke and litter so as to enjoy the untainted, air, sand and water; and
WHEREAS, the litter generated from cigarettes is hazardous to and damages wildlife and
marine animals and therefore amounts to additional justification for the prohibition imposed
below.
NOW, THEREFORE, be it ordained by the Mayor and Council that Section 12-1(a) Use
of Municipal Beaches and facilities, shall be amended so as to add paragraph number "21"
thereof which shall provide as follows:
SECTION 1
It shall be unlawful for any person to smoke, vape or use tobacco or related products in
an area of the public beach commencing at the improved right of way of 14th Street and
proceeding easterly to the ocean and inclusive of the ocean and then proceeding in a southerly
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direction to the end of the right of way of 16th Street/Tybrisa Avenue, to include the dune areas
and ocean adjacent to the beach.
SECTION 2
All ordinances and parts of ordinances in conflict herewith are expressly repealed.
SECTION 3
It is the intention of the governing body, and it is hereby ordained, that the provisions of
this ordinance shall become effective and be made a part of the Code of Ordinances, City of Tybee
Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such
intention.
SECTION 4
This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to
The Code of the City of Tybee Island, Georgia.
This Ordinance shall become effective on ________ day of __________________, 2020.
ADOPTED THIS __ DAY OF ___ , 2020.
_________________________________
MAYOR
ATTEST:
CLERK OF COUNCIL
FIRST READING:
SECOND READING:
ENACTED:
201
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
37. Nancy DeVetter: Beach Task Force motion to ban beach smoking
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Report on the State of Beach Litter
Tybee Clean Beach Volunteers
August 2019
Introduction
This report summarizes the key activities, findings, and recommended solutions for
consideration by the City of Tybee Island to combat beach litter. We stand ready to help support
the implementation of actions recommended in this report, and appreciate the opportunity to
share our insights.
Contents
1. Overall Conclusions
2. Recommendations
3. Focus on Cigarette Butts
4. Effect of Butts in a Marine Environment
5. Frequency Distribution of Tybee Beach Litter
6. Most Harmful Litter Types
7. Prior City Efforts to Combat Beach Litter (Recent)
8. Experiences of Other Beach Towns
9. About Tybee Clean Beach Volunteers
10. Volunteer Reactions at Beach Sweeps
1. Overall Conclusions
The volume of litter removed from the beach each week has continued to grow, despite a vast
increase in the number of volunteers picking it up. We attribute this to a steady increase in the
number of visitors during this period. The reality is that, despite years of increased beach
cleaning efforts involving thousands of participants, we are barely keeping up with the volume of
litter being deposited. Undoubtedly, much of this litter is escaping to the ocean and is trapped in
our salt marsh, creating an increasingly toxic environment for the marine creatures that inhabit
our ecosystem. An increase in litter—and cigarette butts in particular—indicates that past, and
even current, measures are not having the desired effect of reducing or controlling litter.
History has shown that individual initiatives in isolation will not result in meaningful declines in
beach and marsh litter. We strongly recommend that a series of integrated, coordinated, and
sustained efforts from the City of Tybee Island—leveraging volunteers—be planned and
implemented as soon as possible. These initiatives should be communicated clearly and
regularly to all residents.
2. Recommendations
A governing body should be tasked with oversight of the City’s effort to combat island litter. This
body should be empowered to ensure that the City of Tybee Island develop, implement, and
measure the success of an integrated and coordinated set of education, enforcement, and
infrastructure activities aimed at significantly reducing harmful beach litter. Providing guidance
and oversight for these efforts will help drive progress, remove obstacles, and ensure success,
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individually and collectively. The result will be not only a cleaner beach but a healthier marine
environment, a more pleasant visitor experience, and an improved quality of life for residents.
We recommend the following specific actions be implemented in their totality:
BEACH RULES
Amend Tybee’s Beach Rules to include all forms of smoking and e-
cigarette products on the beach and dune crossovers (smoking is already
prohibited in city parks and on the Pier). E-cigarette and vaping litter is a growing
segment of beach litter that has toxic residue and is mostly made of plastic, with
unknown secondary inhalation effects. Consider using the existing draft amendment
from 2015 to expedite passage prior to the next renourishment while sand is clean.
ENFORCEMENT
Instruct enforcement personnel to seek voluntary compliance by
approaching smokers and asking for their cooperation. Issue tickets only for (blatant)
non-compliance. Consider using the same approach for all three principle rules on
the beach: dogs, glass, and smoking. The City should explore making the fines a civil
offense and employing a seasonal Beach Patrol, vs. using fully Certified Police
Officers, freeing up officers to patrol the streets while they remain available to rapidly
respond to calls from the Beach Patrol, as is done with Parking Services.
Ramp up enforcement personnel during the spring and summer seasons
(as mentioned, consider alternatives to armed Certified Police Officers for beach
patrols). Focus on foot patrols in the parking lots and beaches between 14th and 19th
Streets, and along Tybrisa and Strand.
Shift enforcement hours to late afternoons and evenings through dusk,
especially in summer, when the majority of infractions occur.
INFRASTRUCTURE
Conduct second trash and recycling pickups at high-traffic beach and lot areas
on weekends or as needed.
Establish a part-time City Litter Patrol to remove street litter on residential
streets (on golf carts), particularly those close to the beach and marsh, and establish
a litter hotline for rapid city response.
EDUCATION
Conduct extensive education campaigns aimed at reducing all types of litter,
with emphasis on the most harmful. Be creative; engage TIMA, TAA, and other
Island stakeholders.
BUSINESS INVOLVEMENT
Incentivize businesses to reduce harmful plastics, trying different voluntary
measures; target plastic straws, Styrofoam cups, plates, clamshells, and coolers,
plastic cutlery, and plastic bottles and bags.
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Engage vacation-rental managers in litter messaging; provide each guest with a
welcome letter and reusable bag/bottle/straw (with City or sponsor logos).
3. Focus on Cigarette Butts
During beach sweeps, we’ve removed over 310,000 butts from the beach during the period of
January 2017 through June 2019, handled as follows:
245,650 – recycled with TerraCycle
25,000 – awaiting shipment to TerraCycle
30,000 – on display at Tybee Island Marine Science Center
12,000 – on display with Tybee Clean Beach
Since many of the butts collected were too wet to recycle, and not all butts collected by
volunteers are segregated into the provided paint cups, and assuming that 25% are not counted
in this way, the true total is closer to 390,000. If you further assume that cleanup efforts have
collected 25–50% of the actual number of butts discarded during this timeframe, then the
number of butts left on Tybee’s beach since 2017 can be estimated to be between
800,000 and 1.5 million, possibly higher. Extrapolating, the estimate grows to
between 1.5 million and 3 million since the last beach sand renourishment in 2015.
4. Effect of Butts in a Marine Environment
Much has been written about the unique harm posed by spent cigarette butts in a marine
environment, and this research is worth a read. Highlights include:
When wet, butts leach toxins that include arsenic, ammonium, lead, acetic acid, benzene,
hexamine, and chromium, all highly toxic to marine life.
Each filter contains approximately 15,000 cellulose acetate fibers, which are non-
biodegradable.
Estimates vary, but it takes between 2 and 12 years for a filter to degrade, and the fibers
never fully biodegrade.
If a discarded butt is not picked up, only three outcomes are possible, all with harmful
consequences:
a) The filters get buried and degrade into the sand or pluff.
b) The filters are taken out to sea.
c) The filters are ingested by animals, birds, or sea creatures.
5. Frequency Distribution of Tybee Beach Litter
From 2014 to 2016, samples of collected litter were counted by trained volunteers. To ensure a
reliable data set, volunteers were assigned to clean up a beach “block” (e.g., 17th to 18th Streets),
walking along the dune line in one direction and across the dry sand when returning, with focus
on the high tide line(s), removing all visible litter along the way. All items were then counted
and tracked using a common count sheet. Samples were taken from all areas on the Island, with
focus on the south end between 13th and 19th Streets. The most useful aspect of this data is its
reliability in determining the frequency of all types of litter dropped on Tybee’s beach (litter by
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item count rather than weight was determined to be a more effective measure, as almost all of
the litter collected on Tybee is very lightweight).
The following is the actual frequency distribution of litter type in rank order on Tybee Island’s
beaches, based on this sampling:
1. Cigarette butts, wrappers, foil, plastic cigarillo tips (~68% by volume)
2. Plastic straws and straw wrappers
3. Small plastic bottle caps (drink bottles, suntan lotion tops, etc.)
4. Paper & cardboard
5. Plastic snack wrappers
6. Plastic fragments, all sizes
7. Plastic drink lids
8. Plastic bottles
9. Aluminum cans
10. Pieces of polystyrene (Styrofoam)
11. Plastic bags & baggies
12. Fishing line & debris
Based on this sample, the top ten items account for 93% of all beach trash, with over 90%
composed of plastic (including cigarette butts).
As a final note, we were able to determine that the vast majority of litter (>90%) was located in
the most heavily trafficked parts of the beach, demonstrating that it was not brought in by the
tide but rather was dropped by beach visitors.
6. Most Harmful Litter Types
In our view, certain types of litter are much more harmful than other types, and this should
guide the focus of anti-litter efforts. The following categories should be targeted, as they are the
most frequent and most harmful litter streams:
Cigarette butts – leach numerous toxins, easily ingested, slow to fully degrade
Straws – harmful to sea turtles, degrade quickly into microplastic
Beach toys – major source of microplastic
Styrofoam – leaches styrene, carried by wind, breaks up easily, mistaken for food
Fishing line – lethal to marine life, potentially harmful to visitors
Plastic bags – harmful to sea turtles, easily carried by wind, degrade into microplastic
It should be noted that plastic cutlery is ranked as the one of most harmful marine litter types by
the Ocean Conservancy; although ranked #14 on Tybee’s list, it should be addressed due to
potential harm.
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7. Prior City Efforts to Combat Beach Litter (Recent)
Enhanced Litter Enforcement – Just after the last beach renourishment in 2015, an amendment
to Tybee’s Beach Rules was proposed, adding smoking as a prohibited activity. City Council did
not pass the amendment, opting instead to focus efforts on enforcing the existing litter laws.
Since then, very few tickets have been written for butt littering, as the Tybee Police will tell you
that it is very difficult to actually observe someone littering a butt (conversely, it is easy to spot a
smoker).
Beach Ambassador Program – In 2017 and 2018, the City established a Beach Ambassador
program to answer visitors’ questions and encourage them to be careful with their trash.
Information tents were set up at several busy dune crossovers where the Ambassadors would
engage the public and distribute beach ashtrays (>1,000), mostly made by volunteers, four days
a week between 10 a.m. and 2 p.m., or 11 a.m. and 3 p.m. The City discontinued the program
after the 2018 season.
Adopt-a Program – In 2019, the City established a program whereby residents commit to clean
a section of beach or neighborhood on an at-least-monthly basis and submit a report capturing
the amount of butts and litter removed (over 30,000 butts in 7 months have been reported).
This program will continue in 2020.
Coastal-Wide Anti-Butt Litter Initiatives with Keep America Beautiful Affiliates – In 2018 and
2019, the Beach Task Force, Tybee Clean Beach, and Fight Dirty Tybee have engaged with
various coastal conservation groups along the Georgia coast in a sustained public service
campaign called Georgia’s Coast Is Not an Ashtray. The campaign involves coordinated PSA
spots, poster and coaster giveaways, and outdoor ashtray distribution and installation.
8. Experiences of Other Beach Towns
Several years ago, we interviewed city officials at beach communities that had recently restricted
smoking to hear of their approach and lessons learned. The following is a transcript of
experiences for the two beach towns most similar to Tybee in size, population, and visitation.
WRIGHTSVILLE BEACH, NC
Wrightsville Beach is a community located east of Wilmington, NC, with a year-round
population of 2,500 that swells to 45,000–50,000 during summer. The island is approximately
2.4 square miles long.
When did your smoking ban go into effect?
Smoking on Wrightsville Beach was banned in November 2012 after the measure passed with
65% of the vote in a referendum. Twice before, the Town Council had voted against the
measure by a vote of 3–2. We began implementing the policy in the spring of 2013 by
educating beachgoers about the rule rather than immediately writing tickets.
What was the catalyst for the ban?
We were responding to citizen requests to restrict smoking on the beach. I think Wrightsville
Beach became smokeless for several reasons—the experience of fresh air and also the better
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visitor experience it causes. It’s been a pretty positive experience. We’ve found that the beach is
a lot cleaner than it was in the past with cigarette butts.
How have you prepared and educated the public?
New signs were installed for visitors, and we began implementing the policy in the spring of
2013 by educating beachgoers about the rule rather than immediately writing tickets. For the
convenience of the beachgoer, cigarette receptacles are in place at most public access points so
visitors can extinguish their cigarette without actually bringing it onto the beach. Two beach
ambassadors also patrol the beach during the summer to educate tourists.
How is it enforced, and is enforcement working?
The town has issued verbal and written warning tickets, but there have been no actual fines,
which is $50. There have been no issues to date with the ban.
Has the ban reduced cigarette litter on the beach, and if so, to what degree?
While we can’t quantify the reduction of cigarettes on the beach, the feeling is that the ban has
significantly reduced overall litter on the beach.
Are there any key lessons or takeaways you can share with us from your
implementation experience?
The way the initial ordinance was written, it was only enforceable above the high-tide line. At
low tide, the ordinance would not apply to half of the beach. This caused confusion and
opposition.
REHOBOTH BEACH, DE
Rehoboth Beach is a community of 1,500 year-round residents. A one-mile-long boardwalk runs
the length of the public beach. The population swells to 25,000+ during summer.
When did your smoking ban go into effect?
Smoking on the beach (outside of designated areas) was banned in 2009 by City (Borough)
Council vote. The designated smoking areas were located 20 feet onto the beach from the
boardwalk, in a roped-off area. Last year, smoking on the beach and boardwalk were banned
entirely. Convenient smoking areas, with receptacles, are now located close to the boardwalk
entrances.
What was the catalyst for the ban?
We were responding to citizen requests. This is also part of an overall plan to improve the
family-friendly image of our community.
How have you prepared and educated the public?
New signs were installed at all appropriate areas, and our town website was updated.
Education occurs when smokers are told that the beach is now non-smoking. We have found
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that banning smoking on the boardwalk has been considerably more difficult than the beach,
where most people seem to understand the need to do so.
How is it enforced, and is enforcement working?
Our town Code Enforcement Officials were given the task of education and enforcement. Fines
have not been necessary. When smokers are approached, the ordinance is explained and
designated smoking areas are pointed out (most city officials, when they see smoking in
prohibited areas, will approach smokers in a friendly manner and request compliance). Most
smokers claim they did not see the signs and were unaware of the ordinance. Virtually
everyone has complied voluntarily. We also found that fellow beachgoers have been letting
smokers know of the ordinance themselves. There have been no reported incidents or arrests,
and, as mentioned, no fines have been necessary.
Has the ban reduced cigarette litter on the beach, and if so, to what degree?
The difference in cigarette-related litter before and after the ban are like night and day. There
were tons—thousands—of butts before the ban, and there are virtually no cigarette butts on the
beach today.
What would you estimate the cost of implementation to be?
We spent around $3,000 on signs and other educational materials before and during
implementation. The cost of enforcement was minimal, as our Code Enforcement Officers
already patrol the beach and boardwalk, and they simply added smoking to their enforcement
protocols.
Are there any key lessons or takeaways you can share with us from your
implementation experience?
Everyone involved in implementing the ban must be committed to its enforcement. We agreed
in advance that this would be the case, so that if a citizen complained to the Mayor, or Town
Manager, or anyone in government, they would receive the same courteous response and
there would be no attempts to slow or stop enforcement.
9. About Tybee Clean Beach Volunteers
Tybee Clean Beach Volunteers (TCBV) is a registered Georgia nonprofit corporation founded in
2015. We received a 501(c)(3) designation in 2016, and since then we have hosted 239 beach
sweeps involving 7,463 volunteer participants. The average sweep size is 31 participants, but
they range in size from 10 to over 100 volunteers. TCBV hosts standing beach sweeps open to
everyone on Sunday afternoons all year (weekly from April through September and every other
week in the off season). Group sweeps are also conducted all year, and these have involved
numerous businesses, universities, church and school groups, and US military personnel from
Ft. Stewart and the US Coast Guard.
During beach sweeps, we ask volunteers to segregate the butts they pick up from the regular
litter by placing them in a paint cup attached to the provided bucket. Butts are then stored and
eventually sent to TerraCycle in Trenton, NJ (after sand and debris are removed). TerraCycle
shreds the butts, composting the paper and tobacco while cleaning and melting the filters into
pellets, which are sold to manufacturers of heavy (typically outdoor) equipment.
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10. Volunteer Reactions at Beach Sweeps
A key element in all TCBV sweeps involves sorting the litter at the end of the event, as we strive
to recycle, repurpose, reuse, or store for future use as much of the litter as is feasible. Many
volunteers join in or watch this process, and they find it quite revealing. The most typical
volunteer reactions after a sweep include these impressions:
Beach trash volumes are overwhelming.
Butts are everywhere, and the beach shouldn’t be used as an ashtray.
The numbers of butts, straws, discarded and broken beach toys, and polystyrene
(Styrofoam) pieces, in particular, are shocking.
Many express a desire to see the City do more in terms of education, trash pickups,
litter control, and enforcement.
Volunteers often observe that there are overflowing trash cans on the beach and in the adjacent
parking lots and that there are no City personnel present at the Sunday afternoon events. In fact,
our volunteers have been involved in calling the police to report fights, drunken behavior,
removal of sea life, injured animals, lost children, lost valuables, car races, and an assortment of
(minor) injuries. Passers-by often come to our setup area to report on these problems, as there
are no City personnel present in the evening.
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
38. Nancy DeVetter, Beach Task Force Update and Letters of Support (Smoke-Free Beach
Ordinance)
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Report on the State of Beach Litter
Tybee Clean Beach Volunteers
August 2019
Introduction
This report summarizes the key activities, findings, and recommended solutions for
consideration by the City of Tybee Island to combat beach litter. We stand ready to help support
the implementation of actions recommended in this report, and appreciate the opportunity to
share our insights.
Contents
1. Overall Conclusions
2. Recommendations
3. Focus on Cigarette Butts
4. Effect of Butts in a Marine Environment
5. Frequency Distribution of Tybee Beach Litter
6. Most Harmful Litter Types
7. Prior City Efforts to Combat Beach Litter (Recent)
8. Experiences of Other Beach Towns
9. About Tybee Clean Beach Volunteers
10. Volunteer Reactions at Beach Sweeps
1. Overall Conclusions
The volume of litter removed from the beach each week has continued to grow, despite a vast
increase in the number of volunteers picking it up. We attribute this to a steady increase in the
number of visitors during this period. The reality is that, despite years of increased beach
cleaning efforts involving thousands of participants, we are barely keeping up with the volume of
litter being deposited. Undoubtedly, much of this litter is escaping to the ocean and is trapped in
our salt marsh, creating an increasingly toxic environment for the marine creatures that inhabit
our ecosystem. An increase in litter—and cigarette butts in particular—indicates that past, and
even current, measures are not having the desired effect of reducing or controlling litter.
History has shown that individual initiatives in isolation will not result in meaningful declines in
beach and marsh litter. We strongly recommend that a series of integrated, coordinated, and
sustained efforts from the City of Tybee Island—leveraging volunteers—be planned and
implemented as soon as possible. These initiatives should be communicated clearly and
regularly to all residents.
2. Recommendations
A governing body should be tasked with oversight of the City’s effort to combat island litter. This
body should be empowered to ensure that the City of Tybee Island develop, implement, and
measure the success of an integrated and coordinated set of education, enforcement, and
infrastructure activities aimed at significantly reducing harmful beach litter. Providing guidance
and oversight for these efforts will help drive progress, remove obstacles, and ensure success,
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individually and collectively. The result will be not only a cleaner beach but a healthier marine
environment, a more pleasant visitor experience, and an improved quality of life for residents.
We recommend the following specific actions be implemented in their totality:
BEACH RULES
Amend Tybee’s Beach Rules to include all forms of smoking and e-
cigarette products on the beach and dune crossovers (smoking is already
prohibited in city parks and on the Pier). E-cigarette and vaping litter is a growing
segment of beach litter that has toxic residue and is mostly made of plastic, with
unknown secondary inhalation effects. Consider using the existing draft amendment
from 2015 to expedite passage prior to the next renourishment while sand is clean.
ENFORCEMENT
Instruct enforcement personnel to seek voluntary compliance by
approaching smokers and asking for their cooperation. Issue tickets only for (blatant)
non-compliance. Consider using the same approach for all three principle rules on
the beach: dogs, glass, and smoking. The City should explore making the fines a civil
offense and employing a seasonal Beach Patrol, vs. using fully Certified Police
Officers, freeing up officers to patrol the streets while they remain available to rapidly
respond to calls from the Beach Patrol, as is done with Parking Services.
Ramp up enforcement personnel during the spring and summer seasons
(as mentioned, consider alternatives to armed Certified Police Officers for beach
patrols). Focus on foot patrols in the parking lots and beaches between 14th and 19th
Streets, and along Tybrisa and Strand.
Shift enforcement hours to late afternoons and evenings through dusk,
especially in summer, when the majority of infractions occur.
INFRASTRUCTURE
Conduct second trash and recycling pickups at high-traffic beach and lot areas
on weekends or as needed.
Establish a part-time City Litter Patrol to remove street litter on residential
streets (on golf carts), particularly those close to the beach and marsh, and establish
a litter hotline for rapid city response.
EDUCATION
Conduct extensive education campaigns aimed at reducing all types of litter,
with emphasis on the most harmful. Be creative; engage TIMA, TAA, and other
Island stakeholders.
BUSINESS INVOLVEMENT
Incentivize businesses to reduce harmful plastics, trying different voluntary
measures; target plastic straws, Styrofoam cups, plates, clamshells, and coolers,
plastic cutlery, and plastic bottles and bags.
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Engage vacation-rental managers in litter messaging; provide each guest with a
welcome letter and reusable bag/bottle/straw (with City or sponsor logos).
3. Focus on Cigarette Butts
During beach sweeps, we’ve removed over 310,000 butts from the beach during the period of
January 2017 through June 2019, handled as follows:
245,650 – recycled with TerraCycle
25,000 – awaiting shipment to TerraCycle
30,000 – on display at Tybee Island Marine Science Center
12,000 – on display with Tybee Clean Beach
Since many of the butts collected were too wet to recycle, and not all butts collected by
volunteers are segregated into the provided paint cups, and assuming that 25% are not counted
in this way, the true total is closer to 390,000. If you further assume that cleanup efforts have
collected 25–50% of the actual number of butts discarded during this timeframe, then the
number of butts left on Tybee’s beach since 2017 can be estimated to be between
800,000 and 1.5 million, possibly higher. Extrapolating, the estimate grows to
between 1.5 million and 3 million since the last beach sand renourishment in 2015.
4. Effect of Butts in a Marine Environment
Much has been written about the unique harm posed by spent cigarette butts in a marine
environment, and this research is worth a read. Highlights include:
When wet, butts leach toxins that include arsenic, ammonium, lead, acetic acid, benzene,
hexamine, and chromium, all highly toxic to marine life.
Each filter contains approximately 15,000 cellulose acetate fibers, which are non-
biodegradable.
Estimates vary, but it takes between 2 and 12 years for a filter to degrade, and the fibers
never fully biodegrade.
If a discarded butt is not picked up, only three outcomes are possible, all with harmful
consequences:
a) The filters get buried and degrade into the sand or pluff.
b) The filters are taken out to sea.
c) The filters are ingested by animals, birds, or sea creatures.
5. Frequency Distribution of Tybee Beach Litter
From 2014 to 2016, samples of collected litter were counted by trained volunteers. To ensure a
reliable data set, volunteers were assigned to clean up a beach “block” (e.g., 17th to 18th Streets),
walking along the dune line in one direction and across the dry sand when returning, with focus
on the high tide line(s), removing all visible litter along the way. All items were then counted
and tracked using a common count sheet. Samples were taken from all areas on the Island, with
focus on the south end between 13th and 19th Streets. The most useful aspect of this data is its
reliability in determining the frequency of all types of litter dropped on Tybee’s beach (litter by
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item count rather than weight was determined to be a more effective measure, as almost all of
the litter collected on Tybee is very lightweight).
The following is the actual frequency distribution of litter type in rank order on Tybee Island’s
beaches, based on this sampling:
1. Cigarette butts, wrappers, foil, plastic cigarillo tips (~68% by volume)
2. Plastic straws and straw wrappers
3. Small plastic bottle caps (drink bottles, suntan lotion tops, etc.)
4. Paper & cardboard
5. Plastic snack wrappers
6. Plastic fragments, all sizes
7. Plastic drink lids
8. Plastic bottles
9. Aluminum cans
10. Pieces of polystyrene (Styrofoam)
11. Plastic bags & baggies
12. Fishing line & debris
Based on this sample, the top ten items account for 93% of all beach trash, with over 90%
composed of plastic (including cigarette butts).
As a final note, we were able to determine that the vast majority of litter (>90%) was located in
the most heavily trafficked parts of the beach, demonstrating that it was not brought in by the
tide but rather was dropped by beach visitors.
6. Most Harmful Litter Types
In our view, certain types of litter are much more harmful than other types, and this should
guide the focus of anti-litter efforts. The following categories should be targeted, as they are the
most frequent and most harmful litter streams:
Cigarette butts – leach numerous toxins, easily ingested, slow to fully degrade
Straws – harmful to sea turtles, degrade quickly into microplastic
Beach toys – major source of microplastic
Styrofoam – leaches styrene, carried by wind, breaks up easily, mistaken for food
Fishing line – lethal to marine life, potentially harmful to visitors
Plastic bags – harmful to sea turtles, easily carried by wind, degrade into microplastic
It should be noted that plastic cutlery is ranked as the one of most harmful marine litter types by
the Ocean Conservancy; although ranked #14 on Tybee’s list, it should be addressed due to
potential harm.
7. Prior City Efforts to Combat Beach Litter (Recent)
Enhanced Litter Enforcement – Just after the last beach renourishment in 2015, an amendment
to Tybee’s Beach Rules was proposed, adding smoking as a prohibited activity. City Council did
not pass the amendment, opting instead to focus efforts on enforcing the existing litter laws.
Since then, very few tickets have been written for butt littering, as the Tybee Police will tell you
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that it is very difficult to actually observe someone littering a butt (conversely, it is easy to spot a
smoker).
Beach Ambassador Program – In 2017 and 2018, the City established a Beach Ambassador
program to answer visitors’ questions and encourage them to be careful with their trash.
Information tents were set up at several busy dune crossovers where the Ambassadors would
engage the public and distribute beach ashtrays (>1,000), mostly made by volunteers, four days
a week between 10 a.m. and 2 p.m., or 11 a.m. and 3 p.m. The City discontinued the program
after the 2018 season.
Adopt-a Program – In 2019, the City established a program whereby residents commit to clean
a section of beach or neighborhood on an at-least-monthly basis and submit a report capturing
the amount of butts and litter removed (over 30,000 butts in 7 months have been reported).
This program will continue in 2020.
Coastal-Wide Anti-Butt Litter Initiatives with Keep America Beautiful Affiliates – In 2018 and
2019, the Beach Task Force, Tybee Clean Beach, and Fight Dirty Tybee have engaged with
various coastal conservation groups along the Georgia coast in a sustained public service
campaign called Georgia’s Coast Is Not an Ashtray. The campaign involves coordinated PSA
spots, poster and coaster giveaways, and outdoor ashtray distribution and installation.
8. Experiences of Other Beach Towns
Several years ago, we interviewed city officials at beach communities that had recently restricted
smoking to hear of their approach and lessons learned. The following is a transcript of
experiences for the two beach towns most similar to Tybee in size, population, and visitation.
WRIGHTSVILLE BEACH, NC
Wrightsville Beach is a community located east of Wilmington, NC, with a year-round
population of 2,500 that swells to 45,000–50,000 during summer. The island is approximately
2.4 square miles long.
When did your smoking ban go into effect?
Smoking on Wrightsville Beach was banned in November 2012 after the measure passed with
65% of the vote in a referendum. Twice before, the Town Council had voted against the
measure by a vote of 3–2. We began implementing the policy in the spring of 2013 by
educating beachgoers about the rule rather than immediately writing tickets.
What was the catalyst for the ban?
We were responding to citizen requests to restrict smoking on the beach. I think Wrightsville
Beach became smokeless for several reasons—the experience of fresh air and also the better
visitor experience it causes. It’s been a pretty positive experience. We’ve found that the beach is
a lot cleaner than it was in the past with cigarette butts.
How have you prepared and educated the public?
New signs were installed for visitors, and we began implementing the policy in the spring of
2013 by educating beachgoers about the rule rather than immediately writing tickets. For the
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convenience of the beachgoer, cigarette receptacles are in place at most public access points so
visitors can extinguish their cigarette without actually bringing it onto the beach. Two beach
ambassadors also patrol the beach during the summer to educate tourists.
How is it enforced, and is enforcement working?
The town has issued verbal and written warning tickets, but there have been no actual fines,
which is $50. There have been no issues to date with the ban.
Has the ban reduced cigarette litter on the beach, and if so, to what degree?
While we can’t quantify the reduction of cigarettes on the beach, the feeling is that the ban has
significantly reduced overall litter on the beach.
Are there any key lessons or takeaways you can share with us from your
implementation experience?
The way the initial ordinance was written, it was only enforceable above the high-tide line. At
low tide, the ordinance would not apply to half of the beach. This caused confusion and
opposition.
REHOBOTH BEACH, DE
Rehoboth Beach is a community of 1,500 year-round residents. A one-mile-long boardwalk runs
the length of the public beach. The population swells to 25,000+ during summer.
When did your smoking ban go into effect?
Smoking on the beach (outside of designated areas) was banned in 2009 by City (Borough)
Council vote. The designated smoking areas were located 20 feet onto the beach from the
boardwalk, in a roped-off area. Last year, smoking on the beach and boardwalk were banned
entirely. Convenient smoking areas, with receptacles, are now located close to the boardwalk
entrances.
What was the catalyst for the ban?
We were responding to citizen requests. This is also part of an overall plan to improve the
family-friendly image of our community.
How have you prepared and educated the public?
New signs were installed at all appropriate areas, and our town website was updated.
Education occurs when smokers are told that the beach is now non-smoking. We have found
that banning smoking on the boardwalk has been considerably more difficult than the beach,
where most people seem to understand the need to do so.
How is it enforced, and is enforcement working?
Our town Code Enforcement Officials were given the task of education and enforcement. Fines
have not been necessary. When smokers are approached, the ordinance is explained and
designated smoking areas are pointed out (most city officials, when they see smoking in
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prohibited areas, will approach smokers in a friendly manner and request compliance). Most
smokers claim they did not see the signs and were unaware of the ordinance. Virtually
everyone has complied voluntarily. We also found that fellow beachgoers have been letting
smokers know of the ordinance themselves. There have been no reported incidents or arrests,
and, as mentioned, no fines have been necessary.
Has the ban reduced cigarette litter on the beach, and if so, to what degree?
The difference in cigarette-related litter before and after the ban are like night and day. There
were tons—thousands—of butts before the ban, and there are virtually no cigarette butts on the
beach today.
What would you estimate the cost of implementation to be?
We spent around $3,000 on signs and other educational materials before and during
implementation. The cost of enforcement was minimal, as our Code Enforcement Officers
already patrol the beach and boardwalk, and they simply added smoking to their enforcement
protocols.
Are there any key lessons or takeaways you can share with us from your
implementation experience?
Everyone involved in implementing the ban must be committed to its enforcement. We agreed
in advance that this would be the case, so that if a citizen complained to the Mayor, or Town
Manager, or anyone in government, they would receive the same courteous response and
there would be no attempts to slow or stop enforcement.
9. About Tybee Clean Beach Volunteers
Tybee Clean Beach Volunteers (TCBV) is a registered Georgia nonprofit corporation founded in
2015. We received a 501(c)(3) designation in 2016, and since then we have hosted 239 beach
sweeps involving 7,463 volunteer participants. The average sweep size is 31 participants, but
they range in size from 10 to over 100 volunteers. TCBV hosts standing beach sweeps open to
everyone on Sunday afternoons all year (weekly from April through September and every other
week in the off season). Group sweeps are also conducted all year, and these have involved
numerous businesses, universities, church and school groups, and US military personnel from
Ft. Stewart and the US Coast Guard.
During beach sweeps, we ask volunteers to segregate the butts they pick up from the regular
litter by placing them in a paint cup attached to the provided bucket. Butts are then stored and
eventually sent to TerraCycle in Trenton, NJ (after sand and debris are removed). TerraCycle
shreds the butts, composting the paper and tobacco while cleaning and melting the filters into
pellets, which are sold to manufacturers of heavy (typically outdoor) equipment.
10. Volunteer Reactions at Beach Sweeps
A key element in all TCBV sweeps involves sorting the litter at the end of the event, as we strive
to recycle, repurpose, reuse, or store for future use as much of the litter as is feasible. Many
volunteers join in or watch this process, and they find it quite revealing. The most typical
volunteer reactions after a sweep include these impressions:
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Beach trash volumes are overwhelming.
Butts are everywhere, and the beach shouldn’t be used as an ashtray.
The numbers of butts, straws, discarded and broken beach toys, and polystyrene
(Styrofoam) pieces, in particular, are shocking.
Many express a desire to see the City do more in terms of education, trash pickups,
litter control, and enforcement.
Volunteers often observe that there are overflowing trash cans on the beach and in the adjacent
parking lots and that there are no City personnel present at the Sunday afternoon events. In fact,
our volunteers have been involved in calling the police to report fights, drunken behavior,
removal of sea life, injured animals, lost children, lost valuables, car races, and an assortment of
(minor) injuries. Passers-by often come to our setup area to report on these problems, as there
are no City personnel present in the evening.
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
40. Bubba Hughes, City of Tybee Island Water and Sewer Requirements
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X:\Clients\000572\000572\014536 - General\City of Tybee Water and
Sewer Requirements 02-04-2020.docx
City of Tybee Island Water and Sewer Requirements
All requirements are taken from the City of Tybee Island Code of Ordinances, which are available at:
• The cost of laying water pipes from the mains to the property line will be borne by the applicant, as herein provided.
(Section 70-29)
• Water tapping and sewer stubbing fees for a water consumer will be based on the following formula. The fee shall cover
the cost of the meter and inspection of installation of same. Actual installation of both lines and meter shall be the
responsibility of the applicant. This tapping stubbing fee is payable in advance. (Section 70-33)
• Meter costs. The cost for a water meter for sprinkler systems, swimming pools, etc., shall be based on the size of the
meter deemed necessary by the water and sewer department supervisor and/or his designee. The following rates cover
the cost of the meter only. The property owner is responsible for both installation of meter and running of necessary
lines. (Section 70-33)
• Location of installation. Meters shall be installed as close to the property line of the customer as possible. All
connections shall be inspected by a designated city employee from the water department. Only those properties where
meters have been installed will be furnished water from the city water system. (Section 70-34)
• Access to premises. The duly authorized employee of the city shall have at all times free access to the premises for the
purpose of readying the meter or removing the same for the purpose of testing its accuracy. (Section 70-34)
• Permanent fixture upon property. Each meter shall become a permanent fixture upon the property or premises where
installed and may be transferred upon the transfer of ownership of the property or premises to provide for continued
water service to that property.
• Meter size. The size of the water meter shall be in accordance with the decision of the department director. (Section 70-
34)
• Responsibility of property owner. Water laterals are to be maintained by the property owner. The owner of the property
serviced by city water service shall be responsible for maintaining the water pipes between the plumbing fixtures on the
property to the property line or the water meter keeping them in good operating condition and free from all internal
obstructions. (Section 70-34)
• Separate meters for multiple units. Duplexes, multiple-family dwellings and structures divided into several apartments,
offices, or separate businesses, excluding hotels and motels, shall be so equipped that each unit can be supplied with a
separate meter. The rate for each meter shall be based on the service rate schedule; provided, however, that in the
case of existing buildings the city may allow one meter of the proper size to continue to be utilized. The rates for that
meter shall be based on a standby minimum base charge for each dwelling unit or business unit. The actual water
usage shall be computed on the primary unit, according to the meter reading, and so billed. In all such instances of
multiple units, the property owner shall be billed for all service charges for all units. (Section 70-34)
• Circumstances for water service. Water meters shall be installed upon issuance of a building permit so that water
may be available during the construction process. Normal occupancy billing will begin for new construction after a
certificate of occupancy is issued by the city and at the time the first occupant occupies the building, whether it is the
owner, a short term or long-term lessee, or a purchaser. In the event a structure is unfit for habitation or use, due
either to the absence of a certificate of occupancy or by condemnation, and the owner thereof nevertheless effects
occupancy of the premises, the city shall not provide water and sewer services to the premises. (Section 70-34)
• The city shall have the right to shut off the water supply for the purpose of making any additions and repairs as may be
desired or necessary to the water system, and the city shall not be liable to any customer for any damage resulting from
that shutoff. (Section 70-42)
• Permit required prior to use. No unauthorized person shall uncover, make any connection with or opening into, use,
alter or disturb any public sewer or appurtenances thereof without first obtaining a written permit from the
superintendent. (Section 70-75)
• Costs. All cost and expense incident to the connection of the building sewer from the owner's building to the public
sewer shall be borne by the owner. Any connection from the owner's property into the public sewer shall be made by
the owner and inspected by a designated employee of the sewer department, and no connection into the public sewer
shall be covered until approval of the superintendent of the department is granted. The owner shall pay the city a
standard sewer tap fee for each tap into the public sewer. (Section 70-75)
• Connection with public sewer. The connection of the building sewer into the public sewer shall be made at the Y branch,
if that branch is available at a suitable location. If the public sewer is 12 inches in diameter or less and no properly
located Y branch is available, a Y branch shall be installed by the owner in the public sewer at the location specified by
the superintendent. Where the public sewer is greater than 12 inches in diameter, and no properly located Y is
available, a neat hole may be cut into the public sewer to receive the building sewer when used with a flexible saddle
and stainless steel bands to fasten to the main sewer, and concrete shall not be used. Special fittings may be used for
the connection only when approved by the superintendent. (Section 70-75)
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
42. Bubba Hughes: Authorization for the Mayor to sign and the Clerk to attest multiple
contracts with homeowners for Hazard Mitigation Grant Program for elevation of homes.
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
43. Shawn Gillen: Wellness Program Description
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Events and Lunch and Learns for 2020
January 16 Lunch & Learn Nutrition/Reading Labels (YMCA)
January 31/Feb 1 Critz Tybee Run
February 20 Lunch & Learn: Activate (YMCA) - YMCA Weight Room: 11:30 am & 12:30 pm
(6 weeks program to help make lifestyle changes for your health)
March 12 Lunch & Learn: Diabetes (YMCA) – Cafeteria: 11:30 am
March (TBA) Biometric Screening: Cafeteria: 9:00 am – 1:00 pm
March 26 Lunch & Learn: Stress (John Capachione - EAP) Cafeteria: 12:30 pm
April 13-May 10 Walking Challenge
April 16 Lunch and Learn: Yoga Class (YMCA) – Place and Time TBA
April 25 Turtle Trot: 5K Beach Run and Turtle Release
May 19 & 21 Paddle Board Clinic (YMCA) – Place and Time TBA
May 31 Trybee Island Sprint Triathlon
June 4 Disc Golf Clinic (George Shaw) - Jaycee Park: 11:30 am & 12:30 pm
June 18 Lunch & Learn: Skin Cancer Information – Cafeteria: 11:30 am
July 23 Financial Wellness (Jennifer Disrud – Nationwide Rep) – Cafeteria: 12:30 pm
August 20 Lunch & Learn Stress: Hurricane Preparedness (CEMA) – Cafeteria: 11:30 am
September 10 Lunch & Learn: Ovarian and Prostrate Cancer – Cafeteria: 11:30 am
October 16 Employee Picnic – Frisbee Competition (Jaycee Park): Noon - ??????
October 8 Lunch & Learn: Flu Information & Flu Clinic (YMCA) – Cafeteria: 11:30 am
October 22 Lunch and Learn: Breast Cancer Awareness (YMCA) – Cafeteria: 11:30 am
November 23 – Jan 3 Holiday Walking Challenge
November 28 Pickle Run: 5K (TBA)
There will be a Spring and Fall Skin Screening Clinic – Place and Time TBA
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CITY OF TYBEE ISLAND WELLNESS PROGRAM
“2020 AWARENESS TO WELLNESS”
WHY SHOULD YOU PARTICIPATE IN THE CITY OF TYBEE ISLAND “AWARENESS
TO WELLNESS” PROGRAM?
The City of Tybee Island Wellness Committee believes in your future and wants to invest in the
best YOU now. Taking care of the health of you and your family is extremely important to the
City. We are proud to continue to invest in the well-being of employees by offering a robust
wellness program created to promote healthy lifestyle choices. The City of Tybee Island strive s
to promote health awareness among its employees by offering the “Awareness to Wellness”
program. This will help us lower the cost of healthcare premiums, serve as role models for the
community, and ensure a better quality of life for our employees and their family members.
WHO IS ELIGIBLE?
The City of Tybee Island Wellness Program is available to all full time employees. All other
employees are welcome to attend any of the events and lunch and learns but are not eligible to
earn point.
PROGRAM DESCRIPTION
The City of Tybee Island “Awareness Wellness Program” is designed to empower employees to
take personal control over their own health. By participating in a variety of City-sponsored
health promotion programs and activities, employees can earn $1 for every 1 point earned (up
to $900 or 900 points) throughout each calendar year. Points may be earned by reaching
“participation tiers.” (See Tiers below)
TIERS:
TIER 1: Earn 450 points to be completed before May 30th.
TIER 2: Earn 450 points to be completed before November 30th.
TIER 3: Earn 1000+ points by November 30th earn 1 Wellness PTO day.
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WAYS TO EARN POINTS THROUGH CITY-SPONSORED EVENTS
Employees will keep track of their points on a monthly log sheet (provided to you by the City).
Points earned must be reported to the Wellness Committee Member listed below by the
deadline of either May 30th or November 30th so that incentives can be paid on time.
Participation in the wellness program is strongly encouraged! Not only will this help contain
healthcare costs for the City (which will also affect your benefits and paycheck deductions),
but it will help you become more aware of and focused on improving your overall health.
PLEASE NOTE:
If there is a wellness item or activity that you want to participate in or have
participated in and it is not listed below, please contact the HR Director.
The HR Director will submit to the Wellness Committee for approval
to receive credit for your earned points!
IMPORTANT DEADLINES:
Participants will be paid for their participation two times each year.
May 30th to receive wellness incentive in June
November 30th to receive wellness incentive in December
No log sheet collected after the deadline will be processed!
WELLNESS ACTIVITIES
GENERAL HEALTH
POINTS
MAX PER
YEAR
Complete Annual Wellness Exam (Must be completed by Nov 15) 100 100
Mammogram 50 50
Pap or Prostate Screening 50 50
Preventive/Cleaning Dental Exam (2 per year) 50 100
Annual Eye Exam 50 50
Complete Skin Cancer Screening 50 50
Complete United Healthcare Online Health Risk Survey 50 50
Complete Biometric Screening 75 75
Attend a Lunch and Learn (12 per year) 20 240
Get Flu Shot 25 25
Other Immunizations approved by Wellness Committee 25 100
Participate in Walking Challenge (2 a year) 50 100
Participate in Maintain-Don’t Gain Challenge 50 100
Sign up for any Walk, Run, Swim Event (4 per year) 50 200
Enroll in any Class offered by YMCA for 1 month (4 per year) 25 100
30 Min Activity 3 Times a Week-YMCA Gym or Outside using Fitbit 5 260
Volunteer for any Community Event or Program (10 per year) 25 250
Total Point Per Year 1900
To receive the wellness incentives, participants will need to submit their points to
Jamey Rabun at the Campground: jrabun@cityoftybee.org 288
You can contact Jamey for your wellness score sheet at 912-472-5016
UHC SIMPLY ENGAGED WELLNESS PROGRAM
In addition to the City-sponsored wellness program, employees and spouses who are enrolled in one of
the City’s UnitedHealthcare’s Medical Plans can participate in UHC Simply Engaged Wellness Program.
Simply Engaged is an innovative wellness program designed to help you earn rewards for completing
healthy behaviors.
1. How to earn and access rewards:
The Simply Engaged program is found within the Rally Health and Wellness experience.
Access www.myuhc.com and click the Rally link under Health Resources.
Register on Rally to view and track your activities and start earning your Simply Engaged
rewards.
2. Incentives:
Maximum Annual Incentive: Up to $200/employee and $200/spouse.
Rally Coins: In addition to earning gift cards you will receive Rally Coins for
completing Healthy Actions. Rally Coins can be used as entries into sweepstakes for
chances to win health and technology related prizes.
3. Getting Started:
Health Survey: Complete your confidential Health Survey to earn rewards and get your
Rally Age. This is an assessment of your current health compared to your actual age.
This survey includes feedback and recommendations to help you set goals that may be
important to you!
Continue to earn points for activities like participating in suggested missions, health
coaching and more! Please see the following charts for a list of all the ways you can earn
points.
4. How to redeem your gift cards:
Go to www.myuhc.com and login.
Click on Health Resources at the top of the screen.
Click on the Visit Rally Now button, click the Rewards button and then Redeem Credits.
Select the Gift Card Category, retail vendor of your choice, value of your gift card and
then add to cart and check out.
To review your confirmation, click Return to All Rewards and under the Reward tab click
Redemption Details. You will be able to use your gift card code to make online purchases
or print out the gift card to use in store.
COMPLETE HEALTHY BEHAVIORS AND BE REWARDED
HEALTH ACTION REWARD
Health Survey $25 + Rally Coins
Biometric Screening $75 + Rally Coins
Missions $40 + Rally Coins
Health Coaching $75 + Rally Coins
Fitness Action $20/mo. + Rally Coins
Health Care Cost Estimator $25 + Rally Coins
289
List of Organizations/Events for Volunteer Opportunities on Tybee Island:
Adopt-A Program
- A monthly commitment to clean up an adopted area at least once a month and a complete a Pickup
Report after every pick-up. Participants are able to join at any time throughout the year committing
to the monthly pickups for the months remaining in that year.
Contact: Email: rrosner@cityoftybee.org Website: www.cityoftybee.org/371/Adopt-an-Area-Program
American Legion
Contact: Ron Vollmer
Email: Phone:
Burton 4-H Center
Contact: Erine-Fay McNaught
Email: Phone:
Coastal Mermaids & Pirates
Barbara Hayes
Contact: Barbara Hayes
Email: Phone:
Farmers Market
Contact: Stephen Johnson
Email: Phone:
Food Pantry
Contact: Roxy Hogan
Email: Phone:
Fresh Air Home
Contact: Susan Arden
Email: Phone:
Operation Starlight
Contact: Emory Randolph and Jessica Wright
Email: Phone:
Tybee Arts Association
Contact: Renee
Email: Phone:
290
Tybee Clean Beach Volunteers
Typically meet every Sunday afternoon (every-other from November to March) for as long as you
would like, usually about an hour. They rotate locations, which are posted on their website and
announced via email to their email group.
Contact:
Email: tybeecleanbeach@gmail.com Website: www.Tybeecleanbeach.com
Tybee Festival Association/Pirates Fest
Contact: Jenny/Christi
Email: Phone:
Tybee Island Historical Society
Offer both morning and afternoon shifts every day except for Tuesdays, and need at least 6
volunteers per day/3 each shift at the Museum, Lighthouse, and head keepers.
Contact: Gus or Art
Email: volunteers@tybeelighthouse.org Phone: 912-786-5801
Tybee Island Main Street
Need Volunteers on August 22nd for Beachstock Event (previously Community Day) and on December
4th for the nighttime Christmas Parade
Contact: Michelle Owens
Email: michelle.owens@cityoftybee.org Phone: 912-472-5071
Tybee Island Maritime Academy
Contact: Noel – waiting on response from Jennifer/Principal
Email: Phone:
Tybee Island Marine Science Center
Most volunteer opportunities are based on upcoming programming each week, normally only 1-3
volunteers are needed at a time and it is preferred first-time volunteers go through an orientation
process. However, with the move to the new building, and for events such as the Turtle Trot on April
25th, additional volunteers may be needed.
Contact:
Email: beth@tybeemarinescience.org
Tybee Post Theater
Opportunities for 50-60 volunteers each month, with three or four staffing every event in box office,
will call and usher positions. Events are typically Thursday-Sunday evenings and some Saturday-
Sunday afternoons. Volunteers get free access to the events they staff.
Contact:
Email: info@tybeeposttheater.org - send your name, address, email address and phone number,
Jaime Whalen the volunteer coordinator will contact you.
291
S.A.N.T.A/Poker Run/Other Poos Events?
Contact: Heather
Email: Phone:
YMCA
-Skate Nights (2/21, 3/20, 4/17, 6/19, 7/17, 8/21, 9/18, 10/16, 11/20)
-Healthy Kids Day May 2nd
-Trunk or Treat October 31st
-Christmas in the Gym December 5th
Employees may also volunteer to read to the kids during summer camp and to coach sports!
Contact: Makenzie Mullins
Email: Makenzie.mullins@ymcaofcoastalga.org Phone: 912-786-9622
Tybee Island Library (Story time on Tuesday)
Contact:
Email: Phone:
Visit Tybee/Visitor Center
Contact: Kim/Liz – Liz responded that Visit Tybee does not have anything at this time
Contact: Email: Phone:
Churches
Trinity Chapel
All Saints
Saint Michael’s (Carolynn Williams, Michael Beytagh)
292
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
45. Shawn Gillen: Parking Fines - Action Item
293
294
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Item Attachment Documents:
47. Shawn Gillen: Creation of three part time Code Enforcement Officers in the TIPD for 29
hours per week starting March 23, 2020 (15 weeks), $21,982
295
Personnel (Proposed)
July 2019 - June 2020 Department Police
Department Budget Request Dept #3210
Chief Robert Bryson
Submitted by Janice Elliott
Type
Code
Item
Number Line Item Description Details / Job Title
# Positions
Required Grade
Annual
Amount
51 1100 Salaries and Wages
Holiday Pay
Vac Pay In Lieu of Time Off
Longevity Pay
Uniform Cleaning
POAB Total Animal Control 2 PT (20 hrs)104
Full Time Total Detention Officer 4 PT (20 hrs) 104 -
51 1200 Part Time / Seasonal Wages Code Enforcement Officers 3 PT (29 hrs)104 19,400
51 1300 Comp Pay/Overtime Wages
51 1400 Benefit - Phone and Car
51 2910 Wellness Incentive
Total Wages 19,400
51 2100 Group Insurance Employee Health Ins 15% Increase
51 2200 FICA 6.2% of total wages 1,203
51 2300 Medicare 1.45% of total wages 281
51 2400 Retirement contributions 9.83% GMEBS
51 2600 Unemployment Insurance
51 2700 Workers Compensation 5.66% of Gross Wages 1,098
Total for Dept 21,982
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