2024-06-26 · City Council · Transcript · Work Session

--- title: Work Session date: 2024-06-26 source: 2024-06-26_Work_Session.wav --- [0:00:30, 0:00:35]: But I think I don't know why it's [0:00:45, 0:00:46]: We're good. [0:00:47, 0:01:03]: I madam clerk, I've been informed we are now live. All right. Council, ladies and gentlemen, want to start our council work session on June 26, 2024. I now have 607. [0:01:03, 0:01:05]: Please stand for the invocation. [0:01:08, 0:01:28]: I'll do this this evening. Lord, thank you for bringing us together once again as we continue to move our city forward, make the right logical decisions to make sure our citizens are taken care of and we're able to d deliver on our particular um a mission in reference to our our services that we we give to our citizens. Be us always, Lord, we continue to have great dialogue and as we continue to [0:01:28, 0:01:48]: To go forward with the with things that are happening within our city. Be us always Lord in your name. Amen. Pledge allegiance to the flag of the United States of America and to the Republic for which it stands, one nation, under God, indivisible, liberty and justice. [0:01:48, 0:01:50]: Madam Clerk, Rocal, please. [0:01:51, 0:01:59]: Mayor Ford. Present. Mayor Pro Tem Berry. Let the record reflect. Mayor Pro Tem Berry is not in attendance. [0:02:00, 0:02:13]: Councilmember Alexander. Present. Council Member Barber. Present. Councilmember Gantt. Present. Council Member Thomas. Present. Mayor Ford, you have a quorum. Thank you, Madam Clerk. Appreciate that. Council, I need a motion to adopt the agenda, please. [0:02:14, 0:02:15]: [135.6, 140.1]: So move from Mr. Alexander, second. Ms. Barber? Okay, all favor, please indicate. [0:02:20, 0:02:26]: Okay, so improved. Thank you very much. And please review the uh minutes that you have before you uh for a council meeting. [0:02:27, 0:02:28]: Um on June tenth. [0:02:29, 0:02:33]: And review that and we'll be able to approve those at our next uh council meeting in July. [0:02:33, 0:02:35]: Madam Clerk, do we have any public comments at all? [0:02:37, 0:02:57]: Okay, thank you. So on that note, we'll go to New Business. New business. Council consideration to approve the purchase of two F one fifty uh F three fifties with service body and light package under the Georgia statewide contract number nine nine nine nine-spd ES four zero one nine nine three seven three-shaped. [0:02:57, 0:03:11]: It says with Alan Vigil Ford an amount of$143,001. Funding source from the Public Works Department budget items presented by it says Mr. Aaron here. I guess I was gonna do this. Okay. Please, sir. [0:03:15, 0:03:17]: Evening. Is it Mankon? Mikeon? [0:03:17, 0:03:20]: Yes, honor. Good evening, Mayor and Council. Evening. [0:03:23, 0:03:29]: We're asking that the council approve us getting the F three fifties. [0:03:31, 0:03:43]: Uh, for our fleet. Our fleet is old, um and this is past due. So we're looking to upgrade vehicles at this present time. So we're asking just, you know, for these two F three fifties. [0:03:45, 0:03:50]: Okay. Any questions? M Ms. Gantt, did you have a question for Al at all? [0:03:50, 0:04:01]: I know. All right. Um I see that we're going back to the old vendor on this. What was how did how did you guys choose the vendor of which to go to? [0:04:01, 0:04:05]: Uh whoever's has the state contract. It's not many [0:04:05, 0:04:15]: It's not many that have state contract as far as the vehicles that we're uh requesting the Fords. It's gonna be either Allen Vidigal or Wayford. Then also too with that [0:04:16, 0:04:21]: The way um as far as getting approval and everything, we meet. [0:04:23, 0:04:43]: We come kind of last as far as the block of vehicles when other municipalities, you know, saying submit theirs, the way our budget runs and the approval and everything, that we're kinda on the last end of getting our vehicles. So, you know, when Wave Ford may have it, by that time they close out, then we have to go to Alan Vigil. [0:04:43, 0:04:49]: is like a back and forth thing. But pretty much that's how we choose the um all-state contractors. [0:04:50, 0:04:56]: So those are only two places we can get those vehicles. M Mr. Aaron's coming up with that real quick. [0:05:01, 0:05:15]: Well the reason why is Alan Vigil,'cause they have the state contract for the F three fifties. So it's broken down. Some have the F one fifty, some have the F two fifty, but Alan Vigil is the only one on state contract that has the F three fifties. [0:05:15, 0:05:18]: Okay, thank you. Ms. Elzar. [0:05:18, 0:05:36]: Yeah, so what exactly is the usage for this truck that you require this level versus a traditional one fifty? What is the what what additional work is g being done with this one? But F three fifties, um off road, um towing. [0:05:38, 0:05:45]: Um So how how much are you how much are you towing with this? Excuse me? Oh how much weight are you fli are you talking about towing with this? [0:05:45, 0:06:05]: Oh well no, we're towing we have dandy dumps that we have to tow. So when we're doing cleanup and we're doing um dump sites and everything, sometimes we don't always have to take a dump truck. We can use our F-350 to pull a dandy dump. And that's be one of the things that we need to upgrade actually um next year as well. [0:06:05, 0:06:25]: You know, and that helps with not having to have, you know, a backhoe or tractors, whatever, to lift so high to put in a uh dump truck. We can use our dandy dump where we can kind of throw stuff in ourselves or we can use a smaller bobcat to use that. But mainly, you know, we did a uh somebody got evicted. [0:06:25, 0:06:33]: We had to go out there Friday and pick that stuff up. You know what I'm saying? So we had a tow of dandy dump as well. So the homeless and camps. [0:06:34, 0:06:39]: that we have to break down and everything. So we had a toe, you know, a dandy dump for that. [0:06:40, 0:06:48]: So and then as well as holding the crews as well. So it's enough room for these gentlemen to be in. We get the power and all of that stuff. [0:06:48, 0:07:08]: Okay, so pretty much you are being exercised the use of this equipment uh for uh the cleanups in the city, which we have had. Correct. Uh we have had one over uh off of Joe Car. Correct. We had no law Davidson Parkway, so correct. This particular equipment is aiding in the cleanup of the city when we have it's illegal dumping company. [0:07:08, 0:07:16]: Correct. And then also it provides us to go off off road as well to some of them areas. So that's not, you know, right off the street. [0:07:17, 0:07:18]: Okay. [0:07:18, 0:07:19]: Thank you. [0:07:20, 0:07:24]: Mr uh Mr um Thomas, please, sir. Thank you, Mayor. Um [0:07:26, 0:07:27]: They [0:07:27, 0:07:33]: And I'm I'm familiar with some of the issues that the city has has has a challenge in cleanup. [0:07:34, 0:07:39]: Let me see if I can put this in a better perspective going forward. Um [0:07:39, 0:07:42]: When the city has to [0:07:43, 0:07:44]: A bait [0:07:45, 0:07:46]: An issue. [0:07:47, 0:07:52]: So the answer that you gave to Mr Alexander, that's what it's ought to seem like and I know [0:07:53, 0:08:11]: Uh Mr. Aaron and I have had this conversation about nuisance and the city's ability to abate these issues. So are we sorta looking forward, Mr. Aaron, uh with this equipment and when the city has to abate [0:08:12, 0:08:32]: With with the F-350s, it allows you to pull and tow equipment. If they had to pull a uh backhoe out to the site, they can tow it with and pull it with the F-350, but you can't do that with an F-150 or F-250. Also, when they take a bobcat out to the site, they're using an F-350 to get that equipment. [0:08:32, 0:08:52]: out to the site. So you're choosing a higher level, higher powered vehicle so that you can tow equipment when you have to. Instead of them taking a dump truck out there, because they can pull something with it, they can take the F-350 and also have more available options because the F-350 have tools on it and things of that nature. So we're using it [0:08:52, 0:08:57]: is pulling power versus why we don't get a F-150 for what they're trying to do. [0:08:58, 0:09:00]: All right, thank you. Well Ms. Barber, go ahead, please. [0:09:02, 0:09:08]: Yes. Um, Mr. Aaron, this F three fifty purchase here. [0:09:09, 0:09:09]: Yes, ma'am. [0:09:10, 0:09:15]: Was this prepared by internal staff? [0:09:15, 0:09:29]: That sheet right there? Yes. That's just a spreadsheet of the cost of each one of those behaviors. I know. I'm trying to understand the calculations though. It says the original budget is two forty, and that is correct. But it says the remaining budget. [0:09:30, 0:09:43]: What is the remaining remaining budget is what's left after we purchase those two trucks. It's what was allocated was two hundred and forty thousand for vehicles. But this has remaining budget of a hundred and eighty-four thousand eight seventy. [0:09:45, 0:09:48]: So if your original budget is two forty and this [0:09:49, 0:09:52]: These purchases are a hundred and forty three thousand. [0:09:52, 0:09:54]: That would leave ninety six thousand. [0:09:55, 0:09:59]: So I was just confused as to what this remaining budget is. [0:10:03, 0:10:04]: Station. [0:10:21, 0:10:41]: So that might have been when we did the transit van. There's also a transit van in this calculation for the vehicle purchases. Okay. So that's included in that number. Thank you, sir. And I want to know, so the current trucks, the mileage, you normally give us that. [0:10:41, 0:11:01]: Are they still operable? These are vehicles, we're replacing vehicles that were surplus three to five years ago that are still at public works that have been on gov deal that we've we've tried to get rid of. So these are replacing those vehicles. And also, we gotta understand, too, that when we annex those are different. [0:11:01, 0:11:03]: [663.8, 669.7]: There's also a need for additional vehicles to support the work that we're doing in those locations as well. [0:11:10, 0:11:11]: Okay, thank you. [0:11:12, 0:11:32]: All right, if there are no other questions for the council, I need a motion to accept this proposal. So moved. Okay, is there a second? Okay, Ms. Ganttz, second that. All in favor, please indicate unanimous decision. Thank you very much. All right, thank you. Okay. And next we have the council consideration to approve the purchase of one transit van under Georgia statewide contract nine nine nine nine. [0:11:32, 0:11:45]: SPD-ES four zero one nine nine three seven three dash zero zero nine S, the Wade Ford and amount of fifty-five thousand one hundred thirty dollars. Funding sourced from the Public Works Department budgeted funds. And Al, I guess you have this one as well. [0:11:46, 0:12:06]: Yes. Uh we're requesting a transit van for facility maintenance. Um again, this is the van that we currently have. It'll be over$20,000 or$30,000 to kind of replace it. That's an older van from 2014, I believe. So again. [0:12:06, 0:12:26]: And we're asking that the council, you know, saying approve this as well. Okay, Mr. Alzheimer's, go ahead. Yeah, I know you have a question, sir. Yeah, I think uh certainly uh w during the class, all of us just went to Savannah uh and we discussed this with the city manager and Mr. Aaron as well about the use of the alternative fuel vehicle which be [0:12:26, 0:12:46]: uh an EV vehicle as far as it's concerned. The price markup on this is fifty-five thousand dollars and the EV is uh practically the same price basically and under the state contract we would be able to do that and I can't tell you how many times I've heard about the [0:12:46, 0:13:06]: the transmissions going out, the you know, the engines going out and various things happening with uh with with this equipment as far as the maintenance is concerned. And I think we all heard uh the benefit of the EVs uh vehicles uh being used in this capacity uh as well as we [0:13:06, 0:13:26]: We have the charging ports available out here at City Hall, and with the increased battery capacity of 300-350 plus miles, then certainly we want to be able to take car take care of the maintenance saving. And we are hoping that the city can continue to move forward with uh easy. [0:13:26, 0:13:46]: EVs and alternative fuel vehicles to cut down on some of the maintenance as we look at cost savings for the city and being good stewards of the citizens' money in this fashion. But I sent out the the sales pitch for the salesperson out there was pretty genuine. [0:13:46, 0:14:06]: in that uh what they told us and I learned a few things that I had not learned. I did not I did not realize the EV did not have a transmission to go out in it. It was directly to the fuel, directly to the uh tires to move the vehicle along and certainly that would save us no belts, no hoses uh to go out and those [0:14:06, 0:14:26]: Those are tremendous maintenance items that we have to maintain these items on. So certainly that would be the encouragement to explore that and to make that happen. Okay, but yes. And that and that's that's really good. And we are exploring that, but that's in the near future. You know, um, we're in talks with enterprise as far as, you know. [0:14:26, 0:14:46]: Leasing vehicles. And we would try to take that option when it comes to leasing vehicles. As of right now, with that van, it would be used as far as maintenance, it'll be tools and all the types of equipment on it. And then our only charger stations is leaving it at City Hall in the open versus at the maintenance shop. [0:14:46, 0:14:50]: where, you know, saying it's behind, you know, gates and locks of that nature. [0:14:50, 0:14:57]: But I mean, we're definitely not trying to exclude out having, you know, E V vehicles, but at this present time. [0:14:57, 0:15:03]: There's just a need for us to have, you know, that transit van as far as gasoline and everything like that. [0:15:03, 0:15:11]: But we're not but we're not definitely, you know, saying that's not off the table for us to go EV, but we would rather try to use [0:15:12, 0:15:32]: Enterprise for that, the least and options. But let me just say this right now. It's it's sometimes it's later, later, later. We've been hearing that for three years. This is the direction uh I think we should go in. Sometimes you gotta you gotta bite the bullet and and make it happen. So certainly this is if it's the food the the cost is comparable and [0:15:32, 0:15:52]: and and and the savings is there and we're trying to leave this for a better place than we found it for our children and the and folks down the down down the line. This is the direction that we want to go and I'm certainly that from talking to the salesperson that wait for the vehicle is available right now. [0:15:52, 0:16:12]: So you don't have to wait. So basically it's a choice of which um fuel option that you would wanna use for the vehicle. Charging port would be every three to four days and three hundred and fifty miles uh in distance. So I know there's always apprehensive to change, but certainly change is something that [0:16:12, 0:16:20]: That we see coming in the future that really needs to happen. So I certainly would allow Mr. Aaron to say a few words as well. [0:16:22, 0:16:42]: Well, we would contact Wade for it and then we'll get a price comparison EV versus uh regular gasoline vehicle. But one of the things I say, Enterprise is coming in July to speak with us about vehicle program. And along with that program comes a a maintenance agreement as well. So EV is relatively. [0:16:42, 0:17:02]: New for a lot of people as far as maintenance. Where do we take the vehicle to get service? If it we got to go 50 or 100 miles to get it serviced, then there's an issue. But enterprise already has a program, so they have contract with different vendors and things like that. So the maintenance will be a lot easier. We're just trying to say, we're not ducking the [0:17:02, 0:17:03]: Yes, we understand. [0:17:04, 0:17:24]: That you know, we work and protect the environment and one of the things we're gonna do is certain vehicles can be EV because they're not going anywhere, they're in the city. But certain vehicles, like I said, my main concern would be as Al said, you got a truck with fifty plus thousand dollars worth of tools in it, and somebody breaks into it and steal our tools while [0:17:24, 0:17:27]: at City Hall charging you know [0:17:27, 0:17:47]: I just think right now if we just go ahead and get the gasoline power it's always a reason not to and I've heard a bunch of excuses and we continue to hear them. I'm not voting for anything other than uh than us to explore that option. The rest of the council can do what they want to do, but we've been up here making excuses for five years. [0:17:47, 0:17:52]: Enough of that. [0:17:53, 0:17:56]: Okay, any other any other questions from the council thoughts? [0:17:57, 0:17:58]: No. [0:17:59, 0:18:19]: All right, so uh well need need a motion then. What would Sir I'm gonna make a motion for them to explore the option as the city manager has said on the price comparison uh for an EV vehicle for this, if the cost is uh comparable and for us to move forward and then certainly as we um go toward enterprise, we certainly will [0:18:18, 0:18:26]: Or would encourage enterprise to uh supply us with EV vehicles uh as well. Thank you. Is there a second motion? [0:18:27, 0:18:30]: Is there a second to the motion? Is Barber second that? [0:18:31, 0:18:32]: All in favor, please uh [0:18:33, 0:18:33]: Indicate. [0:18:34, 0:18:35]: All polls? [0:18:36, 0:18:43]: You you okay, okay. I got three over here, sir. You you for it? Four, zero, you standing? Yeah. [0:18:43, 0:18:46]: Okay, 401. Motion passed. Thank you, gentlemen. [0:18:49, 0:19:06]: All right. Council consideration approved the request for proposal RFP twenty twenty four dash zero zero zero one for civil engineering to Whitley Engineering Services an amount of five thousand dollars per month with option for renewal years at the city of Stockbridge discretion. Mr. Anderson, please. Good evening. Um [0:19:08, 0:19:28]: The purpose of this item is to award our civil engineering contract for the community development department. On our March 4th, we received three responses to our RFP for our civil engineering services. The firms were CPL Architecture and Engineering, Stand. [0:19:28, 0:19:31]: Tech Consulting Services and Whitley Engineering. [0:19:33, 0:19:36]: Um staff I mean the cities [0:19:37, 0:19:40]: організм a review committe. [0:19:40, 0:20:00]: composed of uh various city employees from different departments and uh they ranked the firms based on the proposals that they submitted. Uh Willie Engineering was number one, CPL architecture engineering was number two, and Stantec was number three. Uh on this slide right here [0:20:00, 0:20:02]: It lists all the requirements. [0:20:03, 0:20:06]: and duties that that particular firm would have to do. [0:20:07, 0:20:21]: And then the right column is what uh is the cost proposal amount submitted by Willie Engineering. That amount is at least fifty percent less than the city hiring its own civil engineer, and it's more than fifty percent less than the market rate. [0:20:22, 0:20:30]: Uh, here's um CPL's cost proposal. This cost proposal right here would have cost us tens of thousands of dollars a month. [0:20:32, 0:20:52]: Um, if we had accepted that one. Uh also the one from KCI Technologies Stand Tech, it would have been tens of thousands per month based on the amount of reviews that we currently have because we are really busy. Um staff recommendation is to um award the contract to Willie. [0:20:52, 0:21:03]: Willie Engineering for um for a proposal not to exceed seventy five thousand for one year with the option at the city's discretion for four one year renewable option, for four year renewable periods. [0:21:05, 0:21:15]: All right, thank you, sir. All right. Okay, questions, counsel. Yes, sir. Go ahead, please. Mr. Anderson, yes, sir, sir. All right, how are you doing, Councilman? Um [0:21:16, 0:21:30]: What uh when does this contract go into effect? Currently Willie Engineering is is on the emergency contract that that's slate that's slated to expire at the end of uh next month. So it will go into effect August. [0:21:31, 0:21:32]: When will it be in? [0:21:32, 0:21:34]: Uh August of twenty twenty five. [0:21:37, 0:21:39]: Okay, um [0:21:41, 0:22:00]: As one of the council members mentioned, uh we just come out of training. Yes, sir. And some information that we received is sort of contrary to contracts. But I'd have this discussion with you uh later. Okay. So um [0:22:00, 0:22:20]: At the end, it states here that this agreement is for one year. Yes, sir. With the option of renewal for four years. So you will come before the council every year when the contract ends for the renewal period, you will come back to the council. Yes sir. Each and every time. Yes, sir. Okay. But I do re [0:22:20, 0:22:33]: reserve um to have this conversation about when contracts end, regardless of when it starts but when it ends. Okay. Thank you, Mayor. Go ahead. Questions down this way. [0:22:33, 0:22:53]: Yeah, let me just say I echo Councilman Thomas's thoughts. That was something that was eye-opening for me as well in terms of uh contract expiration being the count being the end of the calendar year, and certainly something that we need to look at and to examine to see whether or not the practice [0:22:53, 0:22:57]: [1379.6, 1385.3]: Okay, any other questions? All right, no other questions on the motion to accept this. [0:23:07, 0:23:07]: Uh. [0:23:07, 0:23:27]: I move to approve the request for a proposal for civil engineering to Whitley Engineering Services and the amount not to exceed$75,000 for one year. Okay. Okay. Mr. Azine, you second that? Yes. Okay, good. Ms. Ms. Gannon, you must have a no. Okay, good. All in favor, please intend. [0:23:27, 0:23:28]: Okay. [0:23:28, 0:23:48]: Um councilman Thomas raised a very valid point. So with this being a one year contract, that means this contract will end this time next year. In August, but he'll bring them back. I think through the conversation is what I understand, he'll bring [0:23:48, 0:23:57]: back several months prior to that for for of us to to approve for another one year extension. That's what I understand. But what I'm saying is [0:23:57, 0:24:00]: This original contract that we're proving right now. [0:24:01, 0:24:21]: We need for it to end in December. I'm sorry. Are you gonna bring it back December of this year? So you're gonna bring it back next year? Uh it will be next year. So I what you're trying to line it up with the budget year? Is that the is that the goal? Yes. Okay, so we'll have to do that during our budget process. We'll just adjust our budget to line up with to make sure that it lines [0:24:21, 0:24:22]: [1462.6, 1472.7]: So you're gonna bring it back to us this year or no It would be next year. Okay, so that would be I understand the goal, so we will so we will line it up based upon [0:24:33, 0:24:53]: So that would be a seventeen month contract if it is to end December thirty-first of twenty twenty five. No, no, well I understand what you're saying, Councilmember Bar, but no it won't be if that is the wishes of the council. I certainly support it, just so that we can align it with our budget. Yeah, we we probably can do that some other kind of way. [0:24:53, 0:25:06]: Mayor Ford, let me resend that motion so I can restate it. All right. If you want to rescind the motion, go right ahead. You since you made it, you can resend it. Okay. All right. Mayor Ford. Yes, one stand by one place. Yes, sir. [0:25:07, 0:25:08]: Some [0:25:08, 0:25:16]: Yes, sir. I'm sorry, I thought you were recognizing. No. Um a couple of things, and and and I'm glad that she she did res saying that. [0:25:16, 0:25:19]: From my understanding, Mr. Uh Anderson, is that [0:25:20, 0:25:21]: Um [0:25:22, 0:25:42]: Regardless of when it is initiated, all contracts end at the end of the year. It doesn't matter what cycle you're on. But I think our procurement manager's here, uh Mayor Ford, if if it's okay if we can get some clarification on this issue of when contracts really end. [0:25:42, 0:25:47]: And if she could share uh could share in the light on that, I would love to hear that. [0:25:48, 0:25:49]: Alright. [0:25:50, 0:25:51]: Is the procurement manager here? [0:25:52, 0:25:53]: It's so hot. [0:25:54, 0:25:58]: Procure me. [0:25:58, 0:26:00]: Okay, well stand by folks, stand by. [0:26:01, 0:26:20]: Legally the contract ends when the term of the contract ends. Okay, we need to So when you sign a contract, the term of that contract governs when the contract comes to an end, is when the term of that contract says. Right. Now I'm sorry. [0:26:21, 0:26:26]: I think is I don't know if that's where you're going, kinda. Certain contracts can't go beyond [0:26:28, 0:26:33]: Certain contract and this is why I wish the city attorney was here, but certain contracts can't go beyond the term of counsel. [0:26:34, 0:26:34]: Um [0:26:35, 0:26:55]: If so, they have to be obviously that's where you have the renewal process on a on a given basis for you to extend it. So for instance, they had a two year contract because the term of the mayor ends within that two years, but with three year extension, the next council or the next mayor gets to see and approve that contract, even if it's for another year. Um but I don't know if he's [0:26:55, 0:26:57]: Yeah, it's money. [0:26:58, 0:27:18]: And I agree with with what what um Councilmember um Barber wants to do. It makes a sense it makes a lot of sense that rather than having the contract in next year this time, aligning it with the with the budget cycle would actually work. That way we can bid it out, know what our price is, and then incorporate that price in the next year, upcoming fiscal year for the for that period for that. [0:27:18, 0:27:31]: annual period. So what she says actually makes makes a lot of sense. Than thank you sir. Mayor Ford. Yes sir. Um I I I didn't get a response. I would like the procurement manager come forward. All right. To share some light on procure procurement. [0:27:32, 0:27:37]: to share some light on it and I and I think what we've been doing here in the Cities for practice [0:27:37, 0:27:45]: I won't say we've been doing it incorrectly, uh, but there's some issues and hopefully we can we can get some clarification. [0:27:47, 0:28:06]: Thank you. So yes, sir, that is correct. We are moving forward to aligning all our contracts up with the um physical year. So we on the calendar year. So all of our contracts, the initial term will be should have been from August to December the thirty first, and then the first renewal starts then. [0:28:07, 0:28:10]: But yes, we are in that process. That is a good practice. [0:28:10, 0:28:30]: Okay, back to Miss Ms. You've done certain Well I'm I'm still a little concerned about this particular contract. Okay. And I know Mr. Anderson saying that in the current contract ends next month or something. Yes. So it ends next month. So now here we are, we need to do something when this one [0:28:30, 0:28:33]: So I guess the question though is that the other one is a little bit more than [0:28:34, 0:28:36]: Do we initiate this contract? [0:28:37, 0:28:42]: to start at the end of this one. But the question is when does it end? [0:28:42, 0:28:47]: So um, like Miss Barber was saying, if we can add the additional four months. [0:28:47, 0:28:51]: to the contract and then bring it back um [0:28:52, 0:29:12]: Bring it back the following year. That would make sense. Since we are right here at the end of the year. Yes. So So just roll it. Yeah, those roll those additional four months, August to December together and then start the other twelve months. So I would if that makes sense. I would recommend in the motion. [0:29:12, 0:29:16]: Mrs. Councilwoman Barber that this be stated in the motion. [0:29:18, 0:29:29]: Oh you have w you c well go ahead, sir. Is there is there a substantial price difference between doing it the month to month as we're on now under the emergency versus the renewal, or are we talking apples to apples? [0:29:29, 0:29:45]: Um it's the price. Be on the mic. But when you get re if if we go on a if we run it from August to December thirty first, there might be a chance that it could be renegotiated to a higher fee. There's a possibility. [0:29:47, 0:29:51]: Okay. Okay, good. Okay, back Miss Barber. [0:29:52, 0:30:12]: Yeah, that's exactly why I wanted to go ahead and lock this in for a year and four months. Yeah, twenty twenty five. Yes. Yes. This is a pretty good rate, five thousand dollars a month. But I'll go ahead and make the motion if everybody is fine. [0:30:12, 0:30:22]: Before you do that, Miss Ms. Anderson Anderson, you understand what we're gonna do here? Yes, sir, I understand. Okay. So she's running it for for sixteen months instead of twelve months. Okay. All right. Go ahead, please. [0:30:22, 0:30:25]: I motion to approve [0:30:25, 0:30:26]: The requ [0:30:26, 0:30:39]: The new contract for civil engineering for Whitley Engineering Services in the amount of five thousand dollars per month with an option for renewal years beginning [0:30:39, 0:30:45]: In August through December thirty first of twenty twenty five. [0:30:45, 0:30:50]: Okay, is there a second emotion? Look, uh mist I got Mr. Alexander. All in favor, please indicate. [0:30:50, 0:30:57]: Genau decision. Okay, thank you. Appreciate it. Thank you. All right. Thank you. Thank thank you. Okay, okay, Mr. Washington. Thank you. [0:30:58, 0:31:12]: This just so everybody knows, we will do it that way, but just as a a point of of you know professional education, it'll be for a year with four one month renewals to get to the sixteen months. [0:31:12, 0:31:15]: With all. All right. Appreciate [0:31:19, 0:31:21]: Alrighty. [0:31:23, 0:31:43]: four one one okay council consideration approve request for excuse me council consideration to approve request for proposal RFP twenty twenty four dash zero zero five for janitory maintenance services intercontinental commercial services incorporated amount of one hundred forty three thousand dollars and one hundred forty three one hundred thousand [0:31:43, 0:31:48]: A hundred and forty three one hundred thousand dollars. Okay, presented by Mr Barnes, please. [0:31:51, 0:32:05]: Yes, we're asking for the uh council's request uh to approve this. We're switching janitorial companies and we're actually um going back with ICS from the BMS um services. [0:32:06, 0:32:07]: Questions, Council that you may have. [0:32:09, 0:32:12]: You go ahead, Mr Mr. Barnes. [0:32:13, 0:32:19]: How you sir? I'm doing fine. So in the janitorial contract [0:32:20, 0:32:22]: Can you share with us any [0:32:23, 0:32:32]: um improvements or any in in your in your discussion with the various uh applicants, uh shared with the council [0:32:33, 0:32:38]: uh some improvements that you have detected um [0:32:39, 0:32:51]: I I think we always should look to improve uh our service delivery as we do to the citizen, but even the contracts that that that we uh implement. [0:32:52, 0:32:56]: Especially when it comes to something like a janitor. So can you speak to [0:32:57, 0:33:06]: any of the improvements um that you have detected or even in your conversation with the with the various uh vendors. [0:33:06, 0:33:26]: Well actually that's one of the reasons why we're um that we're going with another company because the current company is not keeping up to the standard that you know we're requesting you know as a um staff and as a city. Um they've only been with us since September. You know, we're not satisfied. We had maybe on [0:33:26, 0:33:46]: Honestly, three meetings with them. And they're still, you know, when we call them, they'll come out here. And I'm sure you all work walking these buildings and kind of see, you know, saying stuff that's out of place that should not be. Um, so even with ICS, we actually have a meeting with them tomorrow. Um, they were currently with us um last year. [0:33:46, 0:33:56]: last year. So I'ma stress to them the importance of, you know, them keeping a level of standard of cleaning. Cause if not, then we'll be right back at it again. [0:33:56, 0:34:01]: But we're not gonna settle for just mediocre cleaning when, you know, we're [0:34:02, 0:34:04]: you know, spending this type of money for their services. [0:34:04, 0:34:24]: So so how do you evaluate or are there periodical points in time that you meet with the vendor to discuss uh improvement, but mainly how do you evaluate? I know you get word of mouth from Well you get word of mouth to evaluate, but it'll you can just look and see if it ain't being clean. [0:34:24, 0:34:26]: It's not being clean. [0:34:26, 0:34:31]: You know, so also, you know, if I'm meeting with uh the manager that's on site [0:34:32, 0:34:36]: You know, as far as letting them know, you know, taking pictures. [0:34:36, 0:34:37]: Walk in the buildings with them. [0:34:38, 0:34:56]: It's evident if they're not cleaning, you can see that they're not cleaning. Right. Um so then also too, going, you know, speaking with the regional manager, we don't had numerous, uh talking about BMS, we don't had numerous conversations with them. But how many more conversations should we have until, you know, saying we just move forward as a city? [0:34:56, 0:35:16]: Right. So do you make a a purpose walk through the various buildings to to actually to see? We do a walkthrough every morning as far as facility maintenance. You know, so we walk through here when we get in uh when we get maybe by six fifteen in the morning. But again, if we're walking through it. [0:35:16, 0:35:18]: Івен має офис. [0:35:18, 0:35:23]: If it's not clean, it's not clean, you know, so you know saying you can see. [0:35:23, 0:35:26]: You know, so I again, well, with that being said, [0:35:28, 0:35:37]: after so many meetings, it's just time for us to move forward. Right. Mayor, this is my last question. Um in the years after COVID, [0:35:38, 0:35:58]: There was an item called COVID cleaning. So is that still a part of um the evaluation, a part of the services, or is that still um an identified item in the contract that says covet cleaning? That's still provided. That's in the scope of work from my understanding. [0:35:58, 0:36:18]: And also, too, as you may understand, COVID has not gone anywhere. So you do have small cases. And then when those cases do arise, we fog and we take, you know, wipe downs and everything seriously. So we're still going by, you know, saying the guidelines that we set as far as when COVID was in place. [0:36:18, 0:36:38]: Thank you. I yield back, man. No problem. Any other questions from this end? Yeah, is the air conditioner working in here? I'm sorry. I I know, I know. We're we're having issues with that. Uh we actually had a technician out here this morning. So I mean, actually this late late afternoon. So and they're coming back out in the morning. So uh [0:36:38, 0:36:45]: I apologize for that. But I was actually out here till four forty with them trying to get this up and going. So [0:36:46, 0:36:47]: Any other questions on this this topic? [0:36:48, 0:36:57]: And so I do have a so this particular company out of the uh five that were evaluated, this is the best value? [0:36:57, 0:37:17]: as far as the quality of what you've seen in the past, is that what was the key decision based upon this one? Um we also we have a panel and everyone looks at all the you know the um bids and everything as far as what they submit. So they submit a packet we all go through it is gonna have you know [0:37:17, 0:37:36]: um everything pretty much about their businesses, references, as well as, you know, the managers, history of the company. And actually ICS actually came, you know, they they scored high out of everybody. So there's some close, you know, but ICS came out, you know, victorious. [0:37:37, 0:37:40]: Okay. If no other question I need a motion to accept this proposal. [0:37:42, 0:37:47]: So I moved. Okay. Is there a second Ms Barber second there from Miss Canton, Miss Barber Officer? [0:37:47, 0:37:48]: I'm sorry. [0:37:48, 0:37:52]: Do we wanna do the contract extension? Thank you, Ms Hull. [0:37:53, 0:37:53]: Um [0:37:53, 0:37:54]: Councilwoman Gantt. [0:37:55, 0:38:15]: The you mean from the year to the end of December twenty twenty five to the in the fur the four months? Absolutely. But let me ask a question. Let me let me So you reset an original motion to the first one. Wait one second. But but but now with this being a new vendor, do we w might might want to wait until to see whether they work out or not before we get [0:38:15, 0:38:35]: them an extend extended contract or might we be able to back out? We don't know the quality we want to see the quality of their work before giving an extended contract. I'm not sure but I believe that we're always able to back out if they're in an event that they're not holding up to their service. Purchasing manager should be able [0:38:35, 0:38:43]: To share with you there are stipulations in the contract that they do not perform to the level that we expect. [0:38:44, 0:38:56]: And and while you're asking that, w what are the consequences of us doing month to month? Is there a penalty? Do we pay more? Um, why is it that I mean, because it would it it is easier for us to go [0:38:57, 0:39:01]: from year to year by ending in December. So [0:39:02, 0:39:13]: Once we get all the contracts lined up eventually, hopefully it will look like from December to December. So whatever year, whether it's one year or four years or five years, all of them will end. [0:39:13, 0:39:31]: In Decem December, by the time we is there anything that is going to make it complicated that we do those Ford months, like with the other contracts, anything else if we had individual months year to month to month?'Cause I we've had to do it in the past. So I'm I don't see I just wanna make sure. [0:39:32, 0:39:39]: So usually when you do a month to month contract with the vendor, the prices will be renegotiated and it's gonna be more. [0:39:40, 0:39:45]: So the f the initial year should be from July seventeenth. [0:39:46, 0:40:00]: July the seventeenth through December the thirty first. That should be the initial first year. And then we're asking you all, since it's so late in the game, if you could approve it for the following year. Then we come before you again. [0:40:00, 0:40:04]: in September and ask for a renewal for the next following year. [0:40:04, 0:40:22]: So so that'd be option year number two when we come to you again for this particular contract. So would it be safe to say it'd be easier to do from July of 17th until December 31st, 2025? [0:40:23, 0:40:43]: Um twenty twenty five no, because it's it's a a di it's a initial year. So we have to all our contracts we're trying to get'em to end on December the thirty first. Okay. So that's gonna be the initial year regardless of when it was awarded. Okay. So once it's awarded, um since it's so late, this contract is so late in the game. [0:40:43, 0:40:47]: Therefore we're asking that we just go ahead and [0:40:48, 0:40:54]: get it going until the following December the thirty first, which would be the twenty twenty twenty five. [0:40:54, 0:41:14]: That's what okay. I just that's that's what I just that's what you say. Yes, ma'am, that's it. That's it. Just making sure. Yes, that's it. If that makes sense. Go ahead. So, you know, if we needed to we're moving on because we weren't satisfied with the work. So [0:41:14, 0:41:22]: this vendor we're not satisfied with the work, are we gonna be locked into this or is it No sir, we have a clause in our contract that we can terminate. [0:41:22, 0:41:25]: Okay. So we said now said okay. Yes, sir. [0:41:26, 0:41:36]: I you want to restate your motion now? Yes, I would like to restate the motion to include the expiration termination date as of December thirty first, twenty twenty five. [0:41:36, 0:41:46]: Sir second the most Ms. Barber second, all in favor please indicate. Wait, I do have a question though. So the additional months beyond the initial twelve months. [0:41:46, 0:41:49]: Will you be prorating that per month? [0:41:50, 0:41:51]: Based on [0:41:51, 0:41:52]: These terms. [0:41:52, 0:41:58]: Yes, ma'am, that's correct. So it only will be they only will pay us their monthly fee for that four months. [0:41:59, 0:42:08]: Oh they have to agree to that. Yes, they will agree to that, yes ma'am.'Cause it's actually in the contract, if you look at the contract, it uh it says the initial [0:42:08, 0:42:20]: It's gonna expire on December the thirty first. I know you mentioned that there we would probably have to pay a higher rate. That's why I asked. Oh no ma'am. You're welcome. [0:42:20, 0:42:24]: Mirful. Yes, sir. Clarification. Go ahead. So [0:42:25, 0:42:41]: In this motion and in this agreement, are we saying that we will we will do a contract from now to December 2024 plus a full 12 months. [0:42:42, 0:42:43]: Contract as well. [0:42:44, 0:42:46]: So my question is will you come back to us [0:42:47, 0:42:50]: At the end of December twenty twenty four. [0:42:51, 0:42:52]: Hopefully not. [0:42:53, 0:43:07]: No ma'am, no sir. We're not coming back twenty twenty four. We're asking you today to approve the contract for four months. That's gonna lead us out until well, five months. That's gonna lead us out to December the thirty first. [0:43:08, 0:43:13]: Then we're asking for a additional twelve months, which is the first option year. [0:43:14, 0:43:15]: So what [0:43:16, 0:43:25]: My concern is, and I thought I heard you you say earlier was that we were trying to bring all contracts in line. [0:43:26, 0:43:32]: And so this seems not to be coming in line with the practice. So that's why I'm a little confused. [0:43:32, 0:43:40]: Yeah, it's come so if we since we are so you all are you all request us to renew a contract within a hundred and twenty days. [0:43:41, 0:43:46]: So therefore, it's not gonna be a hundred and twenty days because we're just now renewing this contract. [0:43:46, 0:43:51]: So if we go ahead and renew the contract now. [0:43:52, 0:43:53]: Until December the [0:43:55, 0:44:07]: December the um 31st of 2024. And then we're asking you to exercise the first option year, which is gonna be January the first, twenty twenty-five. [0:44:08, 0:44:16]: to December the thirty first, twenty twenty five. And at that time we come back to you and ask for the um actual the second renewal date. [0:44:17, 0:44:26]: Renewal option, I'm sorry, if that makes sense. Great. So, Mayor, last question. Yes, sir. Uh are there any other contracts? [0:44:27, 0:44:43]: that falls in this same predicament as far as expiring in the next month or so that we need to come back and actually to do the very same thing. So my my concerning question is how and when [0:44:44, 0:44:53]: Do we bring everything in line with contract in and it renewal? I know it's i you may not be able to answer that, you know, point but that's sort of my concern. [0:44:53, 0:45:13]: Yes, and that's a good concern. And um basically all we can do is move forward from now for when we get new bids and have the uh have the contract set that way. That's the only thing that we can do at this point. All right, thank you. Mayor, I yield back. Okay. Any other questions? Not a but we had a motion. [0:45:13, 0:45:19]: Motion on the floor in a second. All right. All in favor of the motion, please indicate. Now she says thank you very much. Appreciate it. [0:45:21, 0:45:41]: Okay. No. Okay. Definitely not. Announces upcoming meeting events, uh council meetings will be held. The city council chambers noting some board of committee meetings will continue to be place uh take place via Zoom meeting, dates and times, and subject to change. Please visit the city's website at W [0:45:41, 0:46:01]: www.citofstarbridge.com for the meeting invitation link, Facebook page, or contact city hall offices at 770-389-7900 for updates. Community zoning informational meeting Thursday, June 27th, from 6 p.m. to 7 p.m. in City Hall and the Council Chambers, June 27th. [0:46:01, 0:46:21]: Choice PLOS six meeting, Thursday, June 27th, 630 at the Henry County Admin Building, 140 Henry Boulevard, excuse me, 140 Henry Parkway, Pedonna, Georgia, June twenty once June twenty-seventh, of course, and uh we'll be there for that. Stockbridge Citizens, uh Police Advisory Council meeting first Thursday of each month, six PM at [0:46:21, 0:46:41]: Stockbridge Police Community Room, 4545 North Henry Boulevard. Slide meeting, of course, will be councilled due to the Fourth of July holiday. All right. City Council meeting, second Monday of each month, six PM, City Hall Council Chambers, which is July 8th. Youth Council meeting second Monday of each month at 6 30 p.m. [0:46:41, 0:46:46]: City Hall, Levi meeting room, and there is no July meeting due to the summer break. [0:46:48, 0:47:08]: Citywide Development Authority meeting, second Tuesday of each month, 6 p.m. City Hall Levi Meeting Room, July 9th. The Main Street Advisory Board meeting, second Friday of each month at 9 a.m. Location, of course, the Downtown Connection Center, 130 ML King Senior Heritage Trail Trail, which is July 12th. Millage Rate Public Hearing Number 1. [0:47:08, 0:47:13]: Monday, July fifteenth at six thirty PM right here in the City Hall Council Chambers. And um [0:47:15, 0:47:35]: Yes, on the fifth says July okay, July eighth must be the first well at City Council, it's gotta be July fifteenth here. Downtown Development Authority meetings uh third Tuesday third Tuesday of each month, Stockbridge Downtown Center, one thirty ML King Senior Heritage Trail, July sixteenth. Youth Council Advisory Committee meeting six thirty P. M. Uh [0:47:35, 0:47:40]: Uh third Tuesday of east month in Levi Meeting Room, City Hall, Council Chambers, uh July sixteenth. [0:47:41, 0:47:46]: Planning commission meeting second uh Thursday of each month, six thirty PM, Seahall Council Chambers, July eighteenth. [0:47:47, 0:47:53]: Damillage rate uh public hearing number two, Friday, July nineteenth at ten AM, City Hall Council Chambers. [0:47:54, 0:48:12]: The millers rate public hearing number three, Monday, July twenty second at ten A.M. And actually it's ten fifty millets to be set at ten fifteen, C Hall Council Chambers, July twenty second. City Council work session meeting last Tuesday of each month, two uh Tuesday, july thirtieth, six PM, uh the city council chambers. [0:48:13, 0:48:33]: Food Truck Tasty Tuesday is back, of course. Join us for Le Clark Park at the eleven one one Davis Road, Stockbridge on Tuesday at Stockbridge on Tuesdays at five thirty eight PM for live music, great food, a host of free games and activities for the kids. Now this next following Tuesday it will not be happening because of the fourth of July holiday. Join Castleman Elton. [0:48:33, 0:48:53]: for district five town hall meeting on Saturday, June, June 29th, 2024, of course at ten A.M. at Argento at the Bridges at Jodico, three hundred Argento Drive in Madonna. And once again it's a City of Stockbridge, of course. We got a Madonna address. Go figure, right? Join the City of Stockbridge for the annual free [0:48:53, 0:49:13]: Fourth of July uh concert, uh July Extravaganza with fireworks, which will be at ten forty five on that evening, live music. The gates will open up at five PM and the concert will start at seven and end to it at eleven. Uh the concert features soul cartel, algebra and bless it. [0:49:13, 0:49:21]: Bobby V and a Michael Jackson live tribute and Kumol D has been added. So come on out folks for a free concert. [0:49:22, 0:49:42]: Join uh councilman uh councilwoman Yolanda Barber as she partners with the second year with Kicks for Kids to collect sneakers for kids on Saturday, July sixth, it's and uh Saturday, July thirteenth at Stockbridge First United Methodist Church. It will be distributed at the city's back to school kickoff on july twentieth. Please plan to donate what you can uh [0:49:42, 0:50:02]: to this life-changing initiative. Join Councilman Elton Alezana for the community cleanup event, which will be Saturday, a Saturday designated in August. Uh be uh 9 a.m. to 12 noon. So more information to follow us on the Zach Saturday date in August. Join Councilman Fonzo Thomas for the monthly senior Bingo Bash on Wednesday, July 17th, uh from [0:50:02, 0:50:22]: 10 a.m. to 12 noon, Emberomana's Conference Center, 111 Davis Road for rifles, prizes, games, snacks, and fun. Join Councilman uh Councilwoman Lakeesia Gantt in partnership with Atlanta Food Park Truck Park for the night market at Starbury's Amphitheater parking lot from 6 p.m. to 9 30 on uh [0:50:21, 0:50:26]: July eighteenth and there'll be vendors, food trucks, activities, games, music and vibes. [0:50:26, 0:50:28]: And the theme is island flavor. [0:50:29, 0:50:49]: And so contact Tan Bowers at tan at Atlanta FoodtruckPark.com for registration and additional information. Join the city of Stockbridge for the annual back to school kickoff event on Saturday, July 20th. Stockbridge Amphitheater for free school supplies from 11 a.m. to 1 p.m. Join me, Mayor Anthony Ford, for the monthly meet the mayor on Wednesday, July 20th. [0:50:49, 0:51:09]: 22nd from 10 a.m. to 12 noon, right here at Stockbridge City Hall. And please contact uh Rosalind Rawls to schedule an appointment for more information on council initiatives and events and call her at 678-833-3348 or by way of email at ralls at starbridgega.org. Join Councilman [0:51:09, 0:51:26]: Thomas for Don't Trash Stockbridge Initiative Center around education, highlighting the causes and effects of littering and illegal dumping. Of course more information to follow on that as well. [0:51:28, 0:51:37]: Okay, Saturday, this Saturday July, uh excuse me, this Saturday uh twenty-ninth of j uh June, we have I Got Away Tour concert uh gospel concert. [0:51:37, 0:51:57]: Uh gates will open up at five. The concert starts at uh seven. Uh Dietrich uh Hadden, uh Patrick Pastor Mike Junior Bria uh Bra Bereno, if I've got to pronounce white, Anthony Brown, and this is in partnership with McDonald's, and they're having this concert this uh this this Saturday. Saturday, July. [0:51:57, 0:52:17]: Six, Karen Briggs Com Temple Orchestra featuring Phil Perry, Alita Adams, Regina Bell, Shelley Mencino Missini, I guess how it's pronounced, Jasmine Gantt, Brian Broomberg, and Tommy Davison. Sunday july seventh, uh the end of Fourth of July weekend featuring Charlie Wilson, the special guest is Robin Fick. [0:52:17, 0:52:18]: Yeah. [0:52:18, 0:52:38]: Saturday, July 13th and Sunday, July 14th, a night with Kim, K E M, and special guest Lila James. Saturday, July 20th and 21st will be Lazy Night Out featuring Jodice, Johnny Gill, and Silk. July 27th, 70 Soul Jam. Everybody's supposed to wear white to that particular concert. You will have the Shylights, Manhattan. [0:52:38, 0:52:58]: Blue notes, Bloodstone, and Peaches and Herb. And of course, Saturday, August 3rd, which is the last one posted on the Star on the website, is Babyface with special guests, Avery Sunshine, and Forecast. Obviously the more concerts to occur before the concert season at StockbridgeAnp.com. And July is going to be a very hot, hot month at the bridge. [0:52:58, 0:53:05]: in my comments here uh that uh we all attended the Georgia Municipal Municipal Annual Conference in Savannah. [0:53:05, 0:53:14]: Twenty-first to twenty-fifth, uh is the annual occurrence that comes up and we have a couple couple of things to mention. And first of all, very proud and and very happy. [0:53:14, 0:53:22]: uh that the Vanessa holiday is considered and is the twenty four GMA's uh twenty twenty four Clerk of the Year. Fantastic mission. [0:53:29, 0:53:31]: [3212.4, 3232.4]: And she will she will go down in history with the GMA as they keep track of all those clips of the years through all these years. So your name is forever and still with that. Outstanding. Outstanding. And also uh the GMA conference and uh we have we take classes and get educated and it's been talked about a little bit this evening. So Councilman uh Alfonso Thomas got the dedication award [0:53:52, 0:54:04]: More than two hundred and seventy six hours t to his a credit. And then Councilman Elton Alexander got the distinction award and that's a little more than two hundred and four hours of of education. So congratulate gentlemen to you as well. Okay. [0:54:07, 0:54:27]: So my initial comments, of course, it is June going into July, so keep cool, drink lots of fluids, and uh be careful, and we don't need any heat strokes or folks passing out here. And uh I have to say to you again, once again, it's hot and hot in hot summer, hot, hot July coming up with all these concerts at the bridge. And so um and please uh come out for the fourth July. [0:54:26, 0:54:45]: Line celebration independence holiday. Look forward to seeing you there at our city sponsored event. And at this time, I'm not sure if do we have an executive uh session that we need? No executive session. Okay, so on that note then, I need a motion to end our meeting, please. We did have a change in the time on July fourth, if you mentioned that. [0:54:45, 0:55:05]: Uh yeah. It's uh what I had here was um yeah seven seven to eleven and gates open at five because gates typically open two week two hours prior. So seven to eleven. Yes sir. Yeah. Thank you. All right, no problem. All right, I need a motion to end our meeting, please. So is there so for Mr. Azan? Is there a second? I second. Okay, Mr. Gansay all favor, please indicate. [0:55:05, 0:55:06]: We have now adjourned. God bless you all.