---
date: 2021-08-31
title: August 31, 2021 Work Session Meeting Agenda Packet
source: 2021-08/2021-08-31_August 31, 2021 Work Session Meeting_Agenda Packet.pdf
pages: 1
---

STOCKBRIDGE Council Meeting
CITY COUNCIL Agenda
Mayor
August 31, 2021 6:00 PM
Anthony Ford
Mayor Pro Tem Elton Alexander
Councilwoman Yolanda Barber
Councilman John Blount
Councilwoman LaKeisha Gantt
Councilman Alphonso Thomas

CITY MANAGER
Randy Knighton

CITY CLERK
Vanessa Holiday
Stockbridge City Hall

CITY TREASURER 4640 N. Henry Blvd.
John Wiggins
Stockbridge, GA 30281

Website: www.cityofstockbridge.com
CITY ATTORNEY
Quinton G. Washington Phone: 770-389-7900
Jeremy T. Berry Fax: 770-389-7912
AGENDA
COUNCIL MEETING
CITY OF STOCKBRIDGE
TUESDAY, AUGUST 31, 2021 6:00 PM

Mayor & City Council Administration
Mayor Anthony S. Ford Randy Knighton, City Manager
Mayor Pro Tem Elton Alexander Vanessa Holiday, City Clerk
Councilwoman Yolanda Barber John Wiggins, City Treasurer
Councilman John Blount Quinton G. Washington, City Attorney
Councilwoman LaKeisha Gantt Jeremy T. Berry, City Attorney
Councilman Alphonso Thomas

CALL TO ORDER

ROLL CALL

INVOCATION

PLEDGE OF ALLEGIANCE

ADOPTION OF THE AGENDA

REVIEW OF THE MINUTES
1 Draft Minutes July 6, 2021
2 Draft Minutes July 12, 2021
3 Draft Minutes July 27, 2021

PUBLIC COMMENTS - All public comments must be submitted to the Clerk no
later than one hour prior to the meeting. The Public Comment Form can be found
on the City’s webpage on the City Clerk’s pate at:
https://stockbridge.seamlessdocs.com/f/20pkdz4mo7xb and the form must
include your name, phone, and email contact information. Comments are limited
to (3) three minutes and will be read by the Clerk during the meeting, respecting
all members of the elected body, officials, and staff. Comments including
defamation, unruliness and/or swearing will not be accepted.
Page | 3

PRESENTATION
4 Emergency Preparedness - Henry County - Presented by: Don Ash Henry
County EMA Director

PUBLIC HEARING
5 Council Consideration to approve the Annual 2021-2026 (STWP) Short-Term
Work Program & (CIE) Capital Improvement Element Update for Transmission
to the ARC (Atlanta Regional Commission) - Presented by: Brecca Johnson

NEW BUSINESS
6 Council Consideration to approve the Voting Precinct Changes for Stockbridge
Municipal Elections - Presented by: Vanessa Holiday, Quinton Washington,
Jeremy Berry
7 Council Consideration to Amend Section 11.26 of the Stockbridge Code of
Ordinances - Presented by: Quinton Washington
8 Council consideration to approve Task Order No. 35 with Carter & Sloope -
Wastewater Treatment Plant Pole Barn Design in the amount of $62,500.00 -
Presented by: Decius Aaron, Brad Holtsinger
9 Council consideration to approve Site Engineering to raise fifty-eight (58)
manholes throughout the City in the amount of $93,300.00 - Presented by:
Decius Aaron, Brad Holtsinger
10 Council Consideration to approve TSW Architectural On-Call Services - City of
Stockbridge No. 22 Project Assignment Agreement for Cultural Art Center
Design, Construction Documents, & Construction Administration - Presented
by: Randy Knighton
11 Council Consideration to approve Keck & Wood, Inc. for professional services
in assisting the City with Program Management Services for the Design,
Bidding, and Construction of the Stockbridge Cultural Arts Center. - Presented
by: Randy Knighton
12 Council Consideration to appoint members to the Main Street Advisory Board -
Presented by: Kira Harris- Braggs
13 Council Consideration to amend Procurement Manual Revisions - Presented
by: Jeremy Berry, Quinton Washington

MAYOR'S COMMENTS (Mayor Anthony Ford)

EXECUTIVE SESSION (Exemptions to the Georgia Open Meetings Acts)

ANNOUNCEMENTS OF UPCOMING MEETINGS & EVENTS- Main Street
Advisory Board Meeting, 2nd Friday of each month 9:00 a.m. - Via Zoom - (Sept
10)  City Council Meeting at 6:00 p.m. Via Zoom 2nd Monday of each month
August 31, 2021 6:00 PM 4640 N. Henry Stockbridge, GA 30281 Phone: (770) 389-7900
Page | 4

(Sep 14)  Youth Council Meeting, 5:30 p.m. Via Zoom - 2nd Wednesday of each
month (Sep 8)  Downtown Development Authority Meeting, 6:00 p.m. Via Zoom
- 3rd Tuesday of each month (Sep 21)  Youth Council & Advisory Meeting, 6:30
p.m. Via Zoom - 3rd Tuesday of each month (Sep 21)  Planning Commission
Meeting, at 6:30 p.m. Via Zoom – 4th Thursday of each month (Sep 23)  City
Council Work Session at 6:00 p.m. Via Zoom – Last Tuesday of each (Sep 28).
CITY EVENT/INITIATIVES Please join Councilwoman Barber at the Merle
Manders Conference Center for FREE Zumba (Fitness in the Park) this Saturday
and every Saturday through September 25th at 8 a.m. at Clark Park 111 Davis Rd.
Here’s your opportunity to Meet the Mayor, and voice your questions and/or
concerns Monday, September 20, 2021 from 10 a.m. to noon. Call City Hall to
schedule an appointment. 770-389-7900. Stockbridge Amphitheater Grand
Opening featuring Award-Winning Musical Giants Gladys Knight and Patti
Labelle, Saturday, September 25th at 7:00 p.m.

ADJOURNMENT

August 31, 2021 6:00 PM 4640 N. Henry Stockbridge, GA 30281 Phone: (770) 389-7900
SPECIAL CALLED MEETING
SUMMARY MINUTES
TUESDAY, JULY 6, 2021 6:00 P.M.
Mayor & City Council Administration
Mayor Anthony S. Ford Randy Knighton, City Manager
Mayor Pro Tem Elton Alexander Vanessa Holiday, City Clerk
Councilwoman Yolanda Barber John Wiggins, City Treasurer
Councilman John Blount Quinton Washington, City Attorney
Councilwoman LaKeisha Gantt Jeremy T. Berry, City Attorney
Councilman Alphonso Thomas
Mission: To provide visionary leadership and superior municipal services that enhance the
quality of life for citizens while creating a welcoming business atmosphere focused on
sustainability and expansion of tourism and cultural events.
The meeting was called to order by Mayor Ford.

Invocation by Councilman Blount.

Pledge of Allegiance was recited all in unison.

City Clerk, Vanessa Holiday was asked to proceed with a verbal roll call. All members
were present for the roll call.

Mayor Pro Tem Alexander motioned to adopt the Agenda: Second by Councilwoman
Barber. The motion passed 5-0.

NEW BUSINESS

1. Council Consideration to approve Revised TSPLOST Project List with the following
adjustments to the original list: Wilson Ave., Nolan St., Childs St., Wilson St.,
Walker St., Welch St., Jennings Way, Second St., First St., Tye St., Church St and
Carrie Mae Lane (Curb and gutter, sidewalks and widening) $2.5 million TSPLOST
and $2 million ARPA; Davidson Pkwy. (Resurfacing and Sidewalks) $1.5 million
TSPLOST and $2.1 million ARPA; Old Atlanta Rd. (Resurfacing and Sidewalks)
$1.5 million TSPLOST and $1 million ARPA; Davis Rd. (Curb and Gutter, and
Sidewalks from Shields Rd. to Clark Park) $$2.5 million TSPLOST and $1,850,000
ARPA (American Rescue Plan Act).
Presented by Randy Knighton - City Manager
Mr. Knighton noted Mayor and Council met and discussed the TSPLOST
(Transportation Special Purpose Local Option Sales Tax) Project List and Henry
County’s list at a previous Work Session meeting; with the County planning a
meeting on July 7, 2021 to consider an overall list and IGA (Intergovernmental
Agreement) related to TSPLOST.
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Mr. Knighton gave a brief TSPLOST presentation and noted the TSPLOST is
expected to generate $245-$250 million total with the County expecting city
contributions with certain projects, with the City of Stockbridge share at
$30,542,625; noted the County was looking for support from the City with Rock
Quarry Rd. widening from Hudson Bridge/Hospital Dr. to SR 138 consisting of 2.45
miles for a total of $26,605,000.00 with proposed city funding at $4 million; noted
Council should consider making some adjustments to the TSPLOST numbers and
not adjustments in terms of the project’s totality needed to complete the projects;
noted a few of the street projects have been reduced and proposed to use the
balance of the ARP (American Rescue Plan) funds to help support the projects,
with the projects totaling $22,305,000.00; noted the TSPLOST projects includes
Rock Quarry Rd widening at $4 million, Rock Quarry Rd extension at $2 million,
Downtown Pedestrian Bridge at $800,000, Campground Rd sidewalks at
$500,000, Peach Dr sidewalks at $300,000.00 and Hudson Bridge/Eagles Landing
Pkwy resurfacing at $489,982,000.00; noted the total project funding is
$22,305,000.00 for base projects and $8,089,982 for new projects for a grand total
of $30,394,982.00.

Mayor Ford noted he believes using the ARP funds is a great concept and inquired
if the total of the ARP funds equals $9 million dollars; Mr. Knighton noted $9 million
dollars is an estimate.

Councilman Blount inquired how does this list of projects differ from the LMIG
(Local Maintenance Improvement Grant) resurfacing projects and asked for an
explanation of the rating system.

Mr. Knighton explained the LMIG list is done yearly through a rating system to
determine which roads would be serviced; and noted a consultant looks at each
road’s age, the wear and tear, etc. to determine which roads would be put on the
list based on the numbers of lane miles provided.

Mr. Aaron added a survey of all roads within the city limits was completed in 2019,
and the roads were rated based on the base of the road to determine if there were
cracks and other defects. Mr. Aaron also noted staff is using a list to generate a
resurfacing list with each road which receives a score and based on the score, its
placed on the LMIG list.

Councilman Blount inquired if the TSPLOST list was based off the conditions of
the road or esthetics.

Mr. Aaron noted the TSPLOST list was generated by the ability to improve
transportation throughout the city.
Councilwoman Barber inquired on what the ARP (American Rescue Plan) can be
used for, specifically.

Mr. Knighton noted the funds could be used for sewer, water, stormwater, and
broadband infrastructure.

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Mayor Ford inquired if what was presented tonight would be turned over to the
County for assistance with joint projects and funding following signing the IGA
(Intergovernmental Agreement).

Mr. Knighton noted the main objective was to have Council approve a project list
with the County meeting on July 7th to go over the list and the IGA; once County
passes IGA, the city could approve its IGA.

Attorney Washington noted an updated IGA was just received which will be
submitted to Council for review.

Mr. Knighton noted the deadline for the IGA is July 20th and mentioned Locust
Grove had changes with their project list as well as the city’s changes.

Mayor Ford inquired on the new census data and asked if the city is not the largest
in the county would it change. Mr. Knighton noted the city has a good solid
number.

Mayor Pro Tem Alexander motioned to approve Revised TSPLOST Project List
with the following adjustments to the original list: Wilson Ave., Nolan St., Childs St.,
Wilson St., Walker St., Welch St., Jennings Way, Second St., First St., Tye St.,
Church St and Carrie Mae Lane (Curb and gutter, sidewalks and widening) $2.5
million TSPLOST and $2 million ARPA; Davidson Pkwy. (Resurfacing and
Sidewalks) $1.5 million TSPLOST and $2.1 million ARPA; Old Atlanta Rd.
(Resurfacing and Sidewalks) $1.5 million TSPLOST and $1 million ARPA; Davis
Rd. (Curb and Gutter, and Sidewalks from Shields Rd. to Clark Park) $$2.5 million
TSPLOST and $1,850,000 ARPA (American Rescue Plan Act): Second by
Councilman Thomas. The motioned passed 5-0

2. Executive Session - Personnel, Litigation and Real Estate
Mayor Pro Tem Alexander motioned to convene Executive Session: Second by
Councilman Thomas. The motion passed 3-2 (Blount/Gantt Opposed).

Mayor Pro Tem Alexander motioned to end Executive Session: Second by
Councilwoman Barber. The motion passed 3-0 (Blount/Gantt were not present for
the vote).

Councilwoman Barber Motion to reconvene the meeting: Second by Mayor Pro
Tem Alexander. The motion passed 3-0 (Blount/Gantt were not present for the
vote).

Mayor Pro Tem Alexander motion to adjourn the meeting: Second by Councilman.
The motion passed 3-0 (Blount/Gantt were not present for the vote.) 9:30 p.m.

Respectfully submitted by:

Vanessa Holiday, City Clerk MMC Anthony S. Ford, Mayor
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COUNCIL MEETING
SUMMARY MINUTES
MONDAY, JULY 12, 2021 6:00 P.M.
Mayor & City Council Administration
Mayor Anthony S. Ford Randy Knighton, City Manager
Mayor Pro Tem Elton Alexander Vanessa Holiday, City Clerk
Councilwoman Yolanda Barber John Wiggins, City Treasurer
Councilman John Blount Quinton Washington, City Attorney
Councilwoman LaKeisha Gantt Jeremy T. Berry, City Attorney
Councilman Alphonso Thomas
Mission: To provide visionary leadership and superior municipal services that enhance the
quality of life for citizens while creating a welcoming business atmosphere focused on
sustainability and expansion of tourism and cultural events.
The meeting was called to order by Mayor Ford.

Invocation by Councilwoman Gantt.

Pledge of Allegiance was recited all in unison.

City Clerk, Vanessa Holiday was asked to proceed with a verbal roll call. All members
were present for the roll call.

Mayor Pro Tem Alexander motioned to adopt the Agenda: Second by Councilwoman
Gantt. The motion passed 5-0.

Councilwoman Barber motioned for the Approval of the Minutes for the following
meetings: Second by Mayor Pro Tem Alexander. The motion passed 5-0.
1. 4/15/21 2. 5/10/21 3. 5/25/21

PUBLIC COMMENTS
All public comments must be submitted to the Clerk no later than one hour prior to the meeting.
The Public Comment Form can be found on the City’s webpage on the City Clerk’s page at:
https://stockbridge.seamlessdocs.com/f/20pkdz4mo7xb and the form must include your name,
phone, and email contact information. Comments are limited to (3) three minutes and will be read
by the Clerk during the meeting, respecting all members of the elected body, officials, and staff.
Comments including defamation, unruliness and/or swearing will not be accepted.

Sunny Randazzo asked the city to address the bright Amphitheater lighting facing the residents
of Bryant Street throughout the night and expressed concerns of cost and the environment.

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CEREMONIAL
4. Proclamation - DeVry University Celebrating 90 years presented by Mayor Ford
Ms. Moore thanked the city of the recognition of the school’s 90th anniversary and gave
an overview of the education opportunities, and desire for partnerships throughout the
community.
5. Proclamation - Archbishop Ruth W. Smith presented by Mayor Ford
6. Proclamation - U. S. 12th. Amendment presented by Mayor Ford

OLD BUSINESS
7. Council Consideration to approve the TSPLOST Intergovernmental
Agreement (IGA) between the City of Stockbridge, Henry County, and
the cities of Hampton, Locust Grove and McDonough.
Presented by Randy Knighton - City Manager
Mr. Knighton noted Council has discussed the TSPLOST
(Transportation Special Local Option Sales Tax) and approved a list of
projects for $30.5 million which includes a contribution for the city with a
few joint projects with the County and includes the Rock Quarry Rd
extension and resurfacing projects; noted the IGA (Intergovernmental
Agreement) was approved by the County and provided to the Cities for
approval and once everything goes through, the County will call for the
referendum vote on November 2, 2021; noted he is recommending
approval of the IGA (Intergovernmental Agreement) with the total
amount of the TSPLOST (Transportation Special Local Option Sales
Tax) estimated at $245-$250 million; and stated if the TSPLOST is
approved, a significant amount of funds would be utilized for
transportation projects, improvements, trails, sidewalks, etc.

Attorney Berry added the referendum is a 1% tax and the city would get
12.75% and would be allocated to the approved project list.

Mayor Pro Tem Alexander motioned to approve the TSPLOST
Intergovernmental Agreement (IGA) between the City of Stockbridge,
Henry County, and the cities of Hampton, Locust Grove and
McDonough: Second by Councilwoman Barber.
The motion passed 5-0.

NEW BUSINESS
8. Council Consideration to approve Task Order No. 21 with TSW, Inc. -
City of Stockbridge Parks Master Plan in the amount of $124,060.00.
Funding Source - SPLOST
Presented by Decius Aaron - Public Works Director
Mr. Aaron noted staff met with Heather Hubble of TSW to look at
refreshing the parks systems by upgrading the restrooms and pavilions
at Clark, Memorial and Gardner parks and increasing parking at
Memorial Park.

Ms. Hubble noted TSW toured the parks with Mr. Knighton and
discovered a few functional issues with how the parks would like to be
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used but cannot be used in the current state with the parks restrooms
not being up to code; noting all three (3) parks needs to have the
existing infrastructure looked at and improve them with the hopes of not
discarding some of the existing infrastructure; and proposed to have a
survey completed for all three (3) parks to understand the physical
infrastructure, which is ½ of the proposal and the other ½ of the
proposal going towards design work; noted TSW will create a set of
bubble diagrams for each park that will show how the infrastructure
could be used and discard some of the existing infrastructure to
improve them along with options and cost. Ms. Hubble noted the survey
would include topography, existing trees, location of the structures and
utilities.

Councilman Thomas noted his concern is connectivity to the Martin
Luther King Sr. Heritage Trail and the Reeves Creek Trail which is
currently fragmented and lacks parking at Memorial Park; noted there
needs to be accessibility to access Memorial Park from Martin Luther
King Sr. Heritage Trail.

Mr. Bryan Bays of TSW noted two (2) of the things mentioned by
Councilman Thomas are external to the parks and noted the park
connectivity and access are not in the scope of work, but are very
valuable; however, parking is a part of the proposal for all three (3)
parks.

Councilman Thomas noted there needs to be a way to access
Memorial Park without going through the neighborhood.

Mr. Knighton noted the scope would be expanded for TSW to assess
and analyze the current and future projects the city has.

Councilman Thomas inquired how citizens would access with vehicles
Memorial Park from Rock Quarry Rd and Martin Luther King Sr.
Heritage trail.

Ms. Hubble noted there be a scope extension and would need to be
more of a survey limit.

Mayor Pro Tem Alexander noted the city has several access points to
get to the Reeves Creek Trail and supports increasing the scope of
work and mentioned including the entire city in the Parks Master Plan.

Councilman Blount inquired if the study would address the drainage
issue at Clark Park.

Ms. Hubble noted the issue has been noted and will need to be
addressed.

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Mr. Bays noted the survey would not be a detail engineering study, but
more of where the lines would be and where they could fill in due to the
area being in a flood plain and would provide a recommendation from
the study.

Mr. Knighton noted staff could look at the vehicular access and other
concerns mentioned in a more comprehensive parks master planning
assessment.

Councilwoman Gantt inquired on a funding source and budget amount.

Mr. Knighton noted funding would be determined once the assessment
is completed with an approval amount set by Council; with $1.5 million
in SPLOST IV that could be used with additional funding sources.

Councilwoman Barber inquired if it would be appropriate to approach
Georgia Power with adding an entry way or partnering up where the
easement is located on Rock Quarry Rd.

Mr. Knighton noted he believes it would be appropriate to converse
about potential use of the easement.

Councilman Thomas motioned to approve Task Order for Clark &
Gardner parks scope of work and issue a new scope of work for
Memorial Park and setting the funding aside for Memorial Park: Failed
for lack of a 2nd vote.

Councilwoman Barber motioned to task TSW to prepare a Parks
System Plan for the City with Memorial Park to be priority: Second by
Mayor Pro Tem Alexander. The motion passed 5-0.

9. Council Consideration to approve Reeves Creek Pedestrian Bridge
Project Change Order No. 1 in the amount of $55,845.50
Funding Source - SPLOST
Presented by Decius Aaron - Public Works Director
Mr. Aaron noted this is the final Change Order for the project which
would replace sidewalk panels and remove trees that could potentially
damage trail even more; and noted the vendor removed trees and
replaced the cracked sidewalk panels.

Councilwoman Barber motioned to approve Reeves Creek Pedestrian
Bridge Project Change Order No. 1 in the amount of $55,845.50:
Second by Councilwoman Gantt. The motion passed 5-0.

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COMMENTS FROM THE MAYOR
Mayor Ford referenced the TSPLOST IGA (Intergovernmental Agreement) between the
four cities and Henry County that he will sign tomorrow, noting Henry County is the 2nd
fasting growing county in the state and in the Top 10 in the nation and continues to get
bigger and more diverse; referenced the gridlock on many of the streets and highways
where the proposed TSPLOST will generate an estimated $245 million dollars to help
fund road and transportation projects in the County and encouraged everyone to vote
yes; noted the Delta Variant of COVID-19 is very active and the pandemic is still with us,
and asked that everyone get tested and vaccinated; noted COVID-19 testing
appointments are available Monday - Friday from 10am - 3pm and Saturday 9am - noon
by calling 800-847-4262; noted you must contact the Public Health Department at 888-
457-0186 for COVID vaccination appointments Monday - Friday from 8am - 8pm and
Saturday & Sunday from 8am - 5pm where you will be asked about your demographics,
health history, age, past infections, COVID testing, COVID vaccination status, and contact
information and asked everyone to listen to the information from the health officials noting
the data is true and important and expressed that everyone should get tested and
vaccinated.

UPCOMING MEETINGS & ANNOUNCEMENTS: Meeting will be held via Zoom until
further notice. Meeting dates and times are subject to change. Please visit the city’s website
www.cityofstockbridge.com for the meeting invitation link, Facebook page or contact City
Hall offices at 770-389-7900 for updates.
➢ Downtown Development Authority Meeting, 6:00 p.m. Via Zoom - 3rd
Tuesday of each month (Jul 20)

➢ Youth Council & Advisory Meeting, 6:30 p.m. Via Zoom - 3rd Tuesday of each
month (Jul 20)

➢ Planning Commission Meeting, at 6:30 p.m. Via Zoom – 4th Thursday of each
month (Jul 22)

➢ City Council Work Session at 6:00 p.m. Via Zoom – Last Tuesday of each
month unless otherwise noted (July 27).

➢ Main Street Advisory Board Meeting, 2nd Friday of each month 9:00 a.m. -
Via Zoom - (Aug 13)

➢ City Council Meeting at 6:00 p.m. Via Zoom – Revised Schedule - Monday.
(Aug 16)
CITY EVENT/INITIATIVES
Food Truck Tasty Tuesday returns to Clark Park 111 Davis Rd. Dates: July 20th July 27th,
August 3rd, and August 10th 5pm - 8pm.

Please join Councilwoman Gantt for the “Let’s Get Back to Normal” Food Truck Council
Initiative on Tuesday, July 13th from 5:30 p.m. to 8:00 p.m. at Clark Park.
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Please join Councilwoman Barber at the Merle Manders Conference Center for the Blood
Drive Council Initiative on Saturday, July 17th from 10 a.m. to 4 p.m. Please donate.

Please join the Main Street Program for the first mural unveiling on Friday, July 16th at 6:30
p.m. at Harrell Street & North Henry Blvd.

EXECUTIVE SESSION
Councilwoman Gantt motioned to convene Executive Session for Real Estate, Personnel
and Litigation: Second by Councilman Blount. The motion passed 5-0.

Mayor Pro Tem Alexander motioned to end Executive Session: Second by Councilman
Thomas. The motion passed 3-0. (Barber/Gantt were not present for the vote).

Mayor Pro Tem Alexander motioned to reconvene the meeting: Second by Councilman
Thomas. The motion passed 3-0. (Barber/Gantt were not present for the vote).

ADJOURN
Mayor Pro Tem Alexander motioned to adjourn: Second by Councilman Thomas. The
motion passed 4-0. (Gantt was not present for the vote). 10:30 p.m.

Respectfully submitted by:

Vanessa Holiday, City Clerk MMC Anthony S. Ford, Mayor

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WORK SESSION MEETING
SUMMARY MINUTES
TUESDAY, JULY 27, 2021 6:00 P.M.
Mayor & City Council Administration
Mayor Anthony S. Ford Randy Knighton, City Manager
Mayor Pro Tem Elton Alexander Vanessa Holiday, City Clerk
Councilwoman Yolanda Barber John Wiggins, City Treasurer
Councilman John Blount Quinton Washington, City Attorney
Councilwoman LaKeisha Gantt Jeremy T. Berry, City Attorney
Councilman Alphonso Thomas
Mission: To provide visionary leadership and superior municipal services that enhance the
quality of life for citizens while creating a welcoming business atmosphere focused on
sustainability and expansion of tourism and cultural events.

The meeting was called to order by Mayor Ford.

Invocation by Mayor Pro Tem Alexander.

Pledge of Allegiance was recited all in unison.

City Clerk, Vanessa Holiday was asked to proceed with a verbal roll call. All
members were present.

Mayor Pro Tem Alexander motioned to amend the agenda item #5 from Public Hearing
and place under New Business allowing for public comments: Second by Councilwoman
Barber. The motion passed 5-0.

Review of the Minutes for the following meetings: No Action
1. 6/14/21 2. 6/27/21

PUBLIC COMMENTS
All public comments must be submitted to the Clerk no later than one hour prior to the meeting.
The Public Comment Form can be found on the City’s webpage on the City Clerk’s page at:
https://stockbridge.seamlessdocs.com/f/20pkdz4mo7xb and the form must include your name,
phone, and email contact information. Comments are limited to (3) three minutes and will be
read by the Clerk during the meeting, respecting all members of the elected body, officials, and
staff. Comments including defamation, unruliness and/or swearing will not be accepted. None

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PRESENTATION
3. FY2020 Financial Audit/CAFR Report
Presented by Hope Pendergrass, Mauldin & Jenkins
Ms. Pendergrass presented the FY2020 Audit noting the City received an
Unmodified Clean Opinion, which is the best you can get; noted the Fund
Balance was strong and exceeds annual expenditures, and stated not many
governments can say that, especially without having a city tax; noted six
million dollars was transferred to Capitol Projects and the Merle Manders
Conference Center; noted the URA transferred to pay the City Hall debt;
and noted Water and Sewer had positive cash flow and the City’s financials
overall were very strong; noted there were Findings related to the timing of
items being processed either before or after the 12/31 date where material
adjustments were made and made recommendations to staff how to correct
going forward.

Mayor Ford asked Ms. Pendergrass to explain Unmodified Clean Opinion.

Ms. Pendergrass noted an Unmodified Clean Opinion means it is a
standard report that has a clean opinion, and the financial statements are
correct as of 12/31/2020, noting it is the best you can get.

Mayor Pro Tem Alexander inquired on how much was left over with the
year- end fund balance and Hotel/Motel taxes.

Ms. Pendergrass noted the year-end was $17 million dollars; noting
transfers for the Amphitheater and Merle Manders Conference Center; and
stated public facilities such as these bring great things to the community,
although not self- sustaining, they are economic engines that bring
business, restaurants and retail encouraging economic development in the
community.

Councilwoman Gantt noted the Fund Balance was $17 million and asked
how much of Fund Balance was liquid cash.

Ms. Pendergrass clarified Fund Balance does not necessarily equal cash in
the bank and part of the fund balance is related to properties acquired by
the Downtown Development Authority (DDA) which makes up about $2.2
million dollars.

Councilwoman Gantt inquired how much liquid cash the City has in the
General Fund.

Ms. Pendergrass noted there was $11 million as of 12/31/2020.

INFORMATIONAL
4. FY2021 Mid-Year Budget Review
Presented by John Wiggins, City Treasurer
Mr. Wiggins presented the City’s FY2021 Mid-Year review noting the city
was trending in a positive direction with an increase in permits and LOST
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Local Option Sales Tax revenue up as well; and noted the City’s FY2020
surplus was $3.9 million dollars.

Mr. Wiggins noted the 2021 Operating and Capital Budgets totaled $46
million with the Fund Balance totaling $16,286,058 as of 6/30/2021.

Councilman Thomas inquired on licenses and permits revenue from
January-June 2021. Mr. Wiggins noted the license and permits budget
started at $1,027,589 at the beginning of the year; with collecting: $227,338
in January, $441,487 in February, $26,867 in March, $40,495 in April,
$26,530 in May and $34,432 in June which has a total of $397,150.00.

Mr. Wiggins noted in the General Fund Mid-Year Revenues Analysis;
revenues have increased by $127,834 (16%), Local Option Sales Tax
(LOST) has increased by $91,340 (18%), Franchise tax has increased by
$3,012 (7%), expenditures are over revenues by $45,909 monthly and
$910,224 Year to date; noted expenses have increased by $50,301 (6%)
due to consultant fees, legal fees, consolidation of Information Technology
(IT) charges and security upgrades; noted expenditures are short by
$390,572.71 from the budget of $6,379,969 compared to actual of
$5,989,396.29, which is a positive.

Mr. Wiggins noted in the Enterprise Fund Revenue Analysis compared to
last year, Water & Sewer has decreased by $111,478 (11%), Storm Water
Revenue increased by $24,528 (49%) and Sanitation Revenue has
decreased by $529,700 (528%); noted in the Enterprise Fund Expenditures
Analysis compared to last year, W&S expenditures increased by $25,485
(1.3%), Storm Water expenditures increased by $4,472 (1.7%) and
Sanitation expenditures decreased by $94,341 (14%).

Mr. Wiggins noted many General Fund revenues are expected to
outperform the original budget estimate such as sales tax, will continue to
work with Departments to monitor their expenditures and if the City stays on
course and remain fiscally conservative, the 5-year forecast projects a
positive fund balance for the next 3 years.

NEW BUSINESS
5. Council Consideration to amend the Design Standards for Bridges at
Jodeco: Multi-Family Development Code & Master Plan
Presented by Brecca Johnson, Community Development Director
Ms. Johnson noted this items referenced the 142 +/- acre Master
Development guidelines approved by council on how development would
be built and noted each pod will include different types of uses such as:
retail, Multi-Family and Single-Family to create a work, live and play
community; noted development is for the purpose of creating a 14-acre
multi-family and mixed-use development with: a proposed 306 apartment
units, 6,200 sq. ft proposed retail space, updating the Master Plan for Pods
B, D & E, and an upgrade of modern Multi-Family/ Mixed use versus
Garden style Apartments.
3|Page
Mayor Ford noted Councilman Blount’s power has gone out at 6:54pm.

Councilwoman Barber inquired about a price point.

Mr. Patterson of Sterling Development, LLC noted 1-bedroom units will be
$1300 - $1600/month, 2-bedroom units will be between $1650-1850/month
and 3-bedroom units will be $2000+/month; and further noted the
percentage standpoint is: 35% for the 1-bedroom, 55% for the 2-bedrooms
and 10% for the 3-bedrooms.

Mayor Ford noted Councilman Blount is back at 7:01pm.

Mayor Ford opened the floor for Public Comments.

Mr. Charles Marshall noted he is President of an organization of residents
living within the north central portion of the County in the Eagles Landing
area where the median income is over $100,000 and noted residents are
ready to spend money and is pleased to see projects of this caliber come to
the community.

Ms. Vivian Thomas inquired on the types of commercial businesses that
would be included with the development.

Mr. Patterson noted it will be a smaller mixed-use and will not have
restaurants at the bottom of the apartments and will be more of a boutique
retail area.

Mayor Pro Tem Alexander motioned to approve to amend the Design
Standards for Bridges at Jodeco: Multi-Family Development Code & Master
Plan: Second by Councilman Blount. The motion passed 5-0.

6. Council Consideration to approve the Extension of and Minor Revision of a
Moratorium for the acceptance of applications for buildings intended for
residential purposes, also known as Resolution R21-1259.
Presented by Brecca Johnson, Community Development Director
Ms. Johnson noted the request is for an extension of the existing
moratorium put into place in January and based on the work being done
with the Unified Development Code (UDC), staff would like to
comprehensively address the intent with the moratorium by keeping single-
family detached subdivisions from coming into the city as rentals; noted
staff is requesting the revision to address the building and rental purpose
buildings to only be single-family detached homes; noted staff will continue
working towards a comprehensive review of the city codes to address those
types of developments in the Unified Development Code (UDC).

Councilman Blount expressed he would like to ask Council to keep any
moratoriums in place until the UDC is completed.

4|Page
Mayor Pro Tem Alexander suggested looking at the City of South Fulton’s
Ordinance and incorporate it into the UDC with a rental cap included.

Councilman Blount motioned to approve the extension of all moratoriums
through October 31, 2021 or the completion of the Unified Development
Code, whichever comes first: Second by Councilman Thomas. The motion
passed 5-0.

7. Council Consideration to approve a request for Road B / Argento Drive
Dedication to the City of Stockbridge (Bridges at Jodeco Development).
Presented by Brecca Johnson, Community Development Director
Ms. Johnson noted this item is a request to dedicate the newly proposed
Road B/Argento Drive to the city; and noted Performance Bonds and
Maintenance Bonds ensure that once the development is put into place, the
roads are brought up to current standards.

Mayor Ford inquired about the dedication and wondering if it meant the city
would be responsible for maintain the road.

Ms. Johnson responded yes, it would become a city road and the City of
Stockbridge would be responsible for the maintenance.

Councilwoman Barber motioned to approve a request for Road B / Argento
Drive Dedication to the City of Stockbridge (Bridges at Jodeco
Development): Second by Councilwoman Gantt. The motion passed 5-0.

8. Council Consideration to approve the extension of the contract Consultant
Services for the preparation of the (UDC) Unified Development Code
Presented by Lindell Miller, Procurement Manager and Brecca Johnson,
Community Development Director
Ms. Miller noted the contract extension would allow consultants and the
Community Development to thoroughly review the UDC sections including
the Downtown area, design guidelines, set up appropriate meetings with the
Planning Commission and City Council to obtain input and make revisions
and prepare an updated online official zoning map.

Ms. Johnson reiterated staff will met with the Planning Commission and
Council to address concerns regarding Code changes, downtown design
guidelines, sign codes and a virtual online zoning map.

Councilman Thomas noted to use the word extension and not renewal and
the submittal proposed date is October 31, 2021.

Councilman Blount motioned to approve the extension through October 31,
2021: Second by Councilman Thomas. The motion passed 5-0.

5|Page
9. Council Consideration to approve Surplus Items (Public Works Trucks)
Presented by Lindell Miller, Procurement Manager
Ms. Miller noted the Public Works Department is requesting that City
Council declare the surplus inventory list for Trucks deemed unserviceable
items, since the items can no longer be used advantageously by City staff.
City staff has examined and assessed the items listed below and confirmed
that the items are unserviceable and impractical. Ms. Miller noted the trucks
are: 1987 Chevrolet, 2006 Ford F-350 and 2008 Swap Loader International
Durastar.

Councilman Blount motioned to approve Surplus Items (Public Works
Trucks): Second by Councilwoman Gantt. The motion passed 5-0.

10. Council Consideration to approve Request for Proposal (RFP) No. 2019-
00022P Renewal - CGL Facility Management, LLC, Facility Maintenance
Solutions/Grounds Keeper from in the amount of $210,000.00. Funding
Source: FY2021 Public Works Budget.
Presented by Lindell Miller, Procurement Manager and Decius Aaron,
Public Works Director
Ms. Miller noted the Public Works Department is requesting City Council’s
approval to renew the term contract for contract No. 2019-00022P, Facility
Maintenance Solutions/ Grounds Keeper Landscaper, between CGL
Facilities Management, LLC, and the City of Stockbridge, and increase the
annual expenditure amount from $150,000.00 to an annual amount of
$210,000.00 as approved in the FY2021 budget, to include Campground
Road, Jodeco Road, Bridges at Jodeco area, and the Jodeco Road
(Bridges Area) authorizing the mayor to execute same; and authorizing the
City Manager to execute all administrative and budgetary actions related to
the Agreement.

Councilman Thomas questioned Public Work’s use of outsourcing rather
than training staff to have the capabilities to complete the duties requested
more training opportunities be offered in the Public Work General
Maintenance Department.

Mr. Aaron noted this contract is for the additional right-of-way areas the city
has in place with a budget of $210,000; noted the city and has been
advertising for since January eight (8) Public Works Technician positions
that were approved in the FY2021 budget that have yet to be filled due to
COVID crisis; and noted the County notified the city on June 30th they will
no longer cut the city limits of Campground Rd.

Councilman Thomas inquired on the types of training available.

Mr. Aaron noted GDOT has LTAP programs available for Public Works and
General Maintenance workers as well as flagging training, but its up to the
individual to take training courses.

6|Page
Mayor Pro Tem Alexander inquired what other changes were made.

Mr. Knighton noted the contract is related to corridors with an approved
budgeted amount and the bulk of Campground rd. is situated in the city
limits; and noted in the Service Delivery Strategies Agreement (SDS), roads
that were deemed in the county as of 2019 are still within the county and
will be maintained by the county.

Mayor Pro Tem Alexander motioned to approve a Request for Proposal
(RFP) No. 2019-00022P Renewal - CGL Facility Management, LLC, Facility
Maintenance Solutions/Grounds Keeper from in the amount of $210,000.00:
Second by Councilwoman Barber. The motion passed 5-0.

11. Council Consideration to award a fixed contract to the lowest responsive,
responsible bidder, Summit Construction and Development, LLC, Invitation
to Bid (ITB) number 2021-0003, for the City of Stockbridge East Atlanta
Rd./Lee Street Roadway Improvements, in the total amount of
$2,644,451.02. Funding Source: SPLOST
Presented by Lindell Miller, Procurement Manager and Decius Aaron,
Public Works Director
Ms. Miller noted the City of Stockbridge Procurement Division is requesting
approval to award a fixed contract to the lowest responsive, responsible
bidder, Summit Construction and Development, LLC, Invitation To Bid (ITB)
Number 2021-0003, for the City of Stockbridge East Atlanta Road/ Lee
Street Roadway Improvements, in the total amount of $2,644,451.02, and
will consists of furnishing and installing all materials, labor, tools, equipment,
and related services required for a complete project.

Mr. Knighton added it is related to the full right turn lane on East Atlanta Rd.
and the intersection improvements and realignment on North Lee St. and
South Lee St.

Councilwoman Barber inquired on how long it will take the project to be
completed and noted she would like to see a draft of the contract.

Mr. Knighton noted about 9 months from start to finish if approved.

Councilman Thomas expressed his concerns with the dates and inquired
how could the city have concerts at the amphitheater while there is
construction going on.

Mr. Knighton noted the engineers will put out an extensive time frame to
make sure they cover anything related to weather and unforeseen
circumstances.

7|Page
Mayor Pro Tem Alexander motioned to approve award a fixed contract to
the lowest responsive, responsible bidder, Summit Construction and
Development, LLC, Invitation to Bid (ITB) number 2021-0003, for the City of
Stockbridge East Atlanta Rd./Lee Street Roadway Improvements, in the
total amount of $2,644,451.02: Second by Councilman Thomas. The motion
passed 5-0.

2nd Motion: Mayor Pro Tem Alexander motioned to have Staff directed to
prepare an RFP for beautification from the new Amphitheater Road along
N. Lee Street to Bryant Street and bring to the Council at the August 31,
2021 Work Session for approval: Second by Councilman Thomas. The
motion passed 5-0.

12. Council Consideration to the Quiet Zone Designation at Love Street and
consent to the closing of Nolan Street.
Presented by Randy Knighton, City Manager
Mr. Knighton noted the proposed Resolution would set in motion with
Norfolk Southern and begin a series of steps that would lead to the quiet
zone and closing of Nolan St. with a payment from Norfolk Southern to the
city in the amount of $50,000 and additional $7,500 from GDOT which
could be used to help construct the quiet zone.

Councilman Thomas noted he is in favor of the Quiet Zone Designation and
not in favor of closing Nolan Street and because the two are combined in
the Resolution and because of that he will abstain from voting.

Mayor Pro Tem Alexander motioned to approve the Quiet Zone Designation
at Love Street and consent to the closing of Nolan Street: Second by
Councilman Blount. The motion passed 4-0-1 (Thomas Abstained).

DISCUSSION
13. Council Discussion of the amendment of job descriptions for the Executive
Assistant to Mayor & Council, and Administrative Asst. to Mayor & Council
positions.
Presented by Renee Wheeler, Human Resources Manager
Mr. Knighton noted the emphasis was to provide to Council an opportunity
to discuss both positions and how Council would like to see specific aspects
of the job duties and functions being incorporated into the job descriptions.

Attorney Washington noted comments can be emailed to the HR Manager
no later than August 13th for review.

COMMENTS FROM THE MAYOR
Mayor Ford noted with great sadness the passing of our beloved colleague and employee
CieCie McGhee who worked for 5+ years for the City of Stockbridge as the Conference
Center & Events Manager, noting she will be greatly missed, left us all with fond
memories, was a breast cancer survivor and is now resting in a better place; and Mayor
Ford called for a moment of silence in her memory; noted the Covid Delta Variant is upon
us and that Henry County has had 20,446 COVID-19 confirmed cases and 319 deaths;
8|Page
noted we all collectively need to get a handle on the virus and should listen to the doctors
and the science, noting nearly 100% of the patients on ventilators and hospitalized have
not been vaccinated; encouraged testing, because the virus is not getting any better,
noting testing was available at Red Hawk Field 143 Henry Pkwy Tue and Thu by calling
800-847-4262 to schedule and appointment; and for vaccinations, please call the National
Health Department at 888457-0186 for an appointment where you will be asked your
demographics, health history, vaccine history and status; noted there is talk about going
back to mandatory mask wearing, even if vaccinated, and asked that you look after your
health, your family’s health, and keep each other healthy and safe, get the right
information and talk to doctors, loved ones about getting tested and/or vaccinated; asked
everyone to vote yes for TSPLOST on the November 2nd ballot, if passed, Stockbridge is
scheduled to receive an estimated $30.5 million to go toward road projects, trails,
sidewalks, curb & gutter; noted more information is coming forward with a town hall to
provide more information.

UPCOMING MEETINGS & ANNOUNCEMENTS: Meeting will be held via Zoom until
further notice. Meeting dates and times are subject to change. Please visit the city’s
website www.cityofstockbridge.com for the meeting invitation link, Facebook page or
contact City Hall offices at 770-389-7900 for updates.
➢ Main Street Advisory Board Meeting, 2nd Friday of each month 9:00 a.m. -
Via Zoom - (Aug 13)

➢ City Council Meeting at 6:00 p.m. Via Zoom – Revised Schedule - Monday
(Aug 16) * SPECIAL DATE

➢ Downtown Development Authority Meeting, 6:00 p.m. Via Zoom - 3rd
Tuesday of each month (Aug 17)

➢ Youth Council & Advisory Meeting, 6:30 p.m. Via Zoom - 3rd Tuesday of
each month (Aug 17)

➢ Planning Commission Meeting, at 6:30 p.m. Via Zoom – 4th Thursday of
each month (Aug 26)

➢ City Council Work Session at 6:00 p.m. Via Zoom – Last Tuesday of each
month unless otherwise noted (Aug 31).

CITY EVENT/INITIATIVES
Food Truck Tasty Tuesday returns to Clark Park 111 Davis Rd. Dates: July 27th, August
3rd, and August 10th 5pm - 8pm.
Please join Councilwoman Barber at the Merle Manders Conference Center for the Blood
Drive Council Initiative, Saturday, August 21st from 10 a.m. to 4 p.m. Please donate.
Here’s your opportunity to Meet the Mayor, and voice your questions and/or concerns
Monday August 23, 2021, from 10 a.m. to noon. Call City Hall for an appt. 770-389-7900.

9|Page
EXECUTIVE SESSION
Councilwoman Barber motioned to convene Executive Session for Personnel, Real
Estate and Litigation: Second by Mayor Pro Tem Alexander. The motion passed 5-0.
Mayor Pro Tem Alexander motioned to adjourn Executive Session: Second by
Councilwoman Gantt. The motion passed 3-0. (Councilwoman Barber and Councilman
Blount were not present for the vote).
Councilwoman Gantt motioned to reconvene the meeting: Second by Mayor Pro Tem
Alexander. The motion passed 4-0. (Councilman Blount was not present for the vote).

ADJOURN
Councilwoman Gantt motioned to adjourn the meeting: Second by Councilwoman Barber.
The motion passed 4-0. (Councilman Blount was not present for the vote).

Respectfully submitted by:

Vanessa Holiday, City Clerk MMC Anthony S. Ford, Mayor

10 | P a g e
Emergency Preparedness - Henry County
Presented by Don Ash, Henry County Emergency
Management
City of Stockbridge
MEETING DATE
AGENDA ITEM
August 31, 2021 FUNDING SOURCE
RESOLUTION GENERAL FUND
ORDINANCE FUND BALANCE
CONTRACT APPROVAL/RENEWAL SPLOST
PUBLIC HEARING TSPLOST
PRESENTATION CDBG
BID SELECTION/AWARD GRANT FUNDING
TASK ORDER COUNCIL INITIATIVE
CHANGE ORDER PARTNER/SPONSOR
BUDGET AMENDMENT DEPARTMENT BUDGET
BUDGET TRANSFER BONDING
PAYMENT APPROVAL ACCOUNT TRANSFER FROM:
OTHER ACCOUNT TRANSFER TO:

PRESENTER: Decius T. Aaron/Brad Holtsinger

DEPARTMENT: Sewer

ITEM/PROJECT/EVENT:
Wastewater Treatment Plant Pole Barn

BACKGROUND INFORMATION:
Carter & Sloope will prepare design documents for the enclosure of the existing Pole Barn
adjacent to the de-watering building on three (3) sides with two (2) overhead doors on the
fourth (4th), northern, wall complete with heating and ventilation and design a new pole
barn, approximately 150'x50', along the west side of the WWTP entrance complete with
concrete slab, access drives and all necessary clearing, grading and paving.

SIGNATURES: FINANCIAL IMPACT N/A
CITY MANAGER ____________________________________ AMOUNT $62,500.00
CITY TREASURER ___________________________________

CITY ATTORNEY ____________________________________ 1
ATTACHMENTS:
City of Stockbridge Task Release No. ____ 35 Under
Master Engineering Services Agreement
Between the City of Stockbridge and
Carter & Sloope, Inc.

Task Release

THIS day of , 2021 the undersigned Owner offers and the undersigned
Engineer agrees to provide and perform services as identified herein (the “Work”) on a project
identified herein (the “Project”) under the terms and conditions set forth herein and in a certain
extension of Master Agreement for engineering services, dated January 31, 2017, between the
Owner and the Engineer (the “Master Agreement”) which is incorporated herein by reference and
made a part hereof as if fully restated herein.

1. The Project:

1.1 This Task Release is for a Project described as:
Wastewater Treatment Plant Pole Barn
C&S Project No.: S9100.042

It is our understanding that the project will generally include the following:
1. Enclosing the existing Pole Barn adjacent to the de-watering building on
three sides with two overhead doors on the fourth, northern, wall complete
with heating and ventilation.
2. Design of a new pole barn, approximately 150'x50', along the west side of the
WWTP entrance complete with concrete slab, access drives and all necessary
clearing, grading and paving.

2. The Work:

2.1 Engineer shall provide the following Work on the Project as defined herein and as
follows:

1. Engineering Design

C&S will prepare preliminary design documents for the enclosure of the existing
Pole Barn adjacent to the de-watering building and design of the proposed pole barn
adjacent to the WWTP access drive. Carter & Sloope, Inc. will furnish a 2-person
survey crew to survey the Project areas. Field-run topographic surveying will
generate 2 ft. contour data of the project area tied to the Georgia State Plane
Coordinate System using NAVD-88 elevation datum and it will locate the existing
features including any above ground utilities or below ground utilities that are
marked by the utility owner. We will not conduct any boundary surveys unless
requested by the Client as an Additional Service or unless included as part of our
Basic Services for providing easement sketches. Prior to beginning surveying, we
will contact the Utilities Protection Center and request a design locate. It has been
our experience that most non-municipal utility owners like the phone, power and
cable companies, do not respond or respond very slowly to design locate requests so
it has been our experience that local knowledge from Client’s personnel is extremely
valuable; therefore, we will work closely with the Client in identifying areas of

City of Stockbridge – Task Release.35
potential conflict. Carter & Sloope will not conduct any subsurface investigations
or subsurface utility engineering (SUE) to locate existing utilities or determine
elevations of subsurface utilities unless requested by the Client as an Additional
Service.

After survey is complete, C&S will prepare design documents for the proposed barn
layout. At approximately 60% completion, we will meet with Client’s personnel to
present the preliminary design for review. We will address any comments the
Client has with the preliminary design and then prepare and furnish detailed final
design Drawings and Specifications in a 16-division format (100% complete)
indicating the scope, extent and character of the work to be performed and
furnished by the Contractor during the construction of the Project. We will submit
the 100% complete Drawings and Specifications to the Client for their review and
approval and we will review any comments and recommendations and incorporate
needed changes in the final design 100% complete Documents, which will include
detailed construction plans and technical specifications of the following general
items:

a. Civil engineering design including site work, yard piping, valves, access
driveways and soil erosion and sediment control for the proposed pole barn;
and, design and specification for enclosure of the existing pole barn.
b. Electrical engineering design for the existing pole barn for lighting,
receptacles and power to HVAC equipment and HVAC design for the
existing pole barn building (heating and ventilation only).
c. Structural Engineering design.
d. Geotechnical Engineering evaluation of the existing site conditions to
include four (4) soil borings at the proposed pole barn location.

Contemporaneous with the presentation of each design, Carter & Sloope will
provide the Client with a Preliminary Opinion of Probable Construction Cost and
Total Project Costs known to the Engineer for both the preliminary design (60%
complete) and final designs (100% complete). This preliminary cost estimate will
itemize the quantities and anticipated unit prices for each component needed for the
Project.

Carter & Sloope, Inc. will also provide the Client with one (1) full-size set of final
design documents (100% complete) plus digital copies in Adobe Acrobat (PDF)
format. All other documents, including calculations, estimates, etc., will be
submitted in their native format.

The number of prime contracts for this Project that is designed or specified by
Engineer upon which the Engineer’s compensation has been established under this
Agreement is one (1). If more prime contracts are awarded, Engineer shall be
entitled to an equitable increase in its compensation under this Agreement.

2. Bidding

C&S will assist the Client in advertising and obtaining competitive and qualified
bids or proposals for the project in accordance with local and State law. The
advertisement period shall last a minimum of 30 days and the Client will pay all
necessary advertising fees. C&S will provide the Client with the necessary
Bidding Documents, which will include one (1) full-size hard copy set of final

City of Stockbridge – Task Release.35
design Drawings and Specifications to be kept on file during the advertisement
period. The client may place a copy of the Advertisement for Bids (Section
00100) on their website during the advertisement period, however, electronic
copies of the entire set of Bidding Documents shall not be placed on the Client’s
website, FTP site or other electronic platform during Bidding for download by
bidders or any third party without the Engineer’s consent and approval.

C&S will maintain a record of prospective bidders to whom Bidding Documents
have been issued and receive and process nominal fees or charges from bidders to
compensate the Engineer for costs associated with printing, reproduction and
shipping the Bidding Documents to bidders. We will respond to Requests for
Information (RFIs) and issue Addenda as appropriate to clarify, correct, or
change the Bidding Documents. We will also consult with the Client and
participate in all decisions as to the acceptability of substitute materials,
subcontractors, suppliers, and other individuals and entities proposed by
prospective contractors for those portions of the Project as to which such
acceptability is required by the Bidding Documents. We do not believe a pre-bid
conference is necessary for this type of project, so we have excluded that from
our Scope of Work, however, one can be added as an Additional Service if
requested by the Client.

C&S will attend and manage the Bid Opening, review bids, and prepare a
Certified Bid Tabulation. We will consult with the Client as to the qualifications
of prospective Contractors, Subcontractors, suppliers and other individuals and
entities proposed. We will provide a Letter of Recommendation to the Client
regarding award of the contract as appropriate and assist in assembling and
executing the contracts for the Project.

C&S will prepare the Notice of Award and Contract Documents and forward
them to the selected Contractor for execution. We will receive the executed
contracts, bonds and insurance documents from the contractor and forward them
to the Client for their review and approval.

3. Construction Contract Administration

Management of construction efforts (i.e. “construction management” services)
are specifically excluded from our Scope of Work; however, C&S will provide
professional services in the general administration of the construction contract
and act as the Client’s representative during construction to the extent and
limitations of the duties, responsibilities and authority of the Engineer as
established in this written Agreement and in the Contract Documents, which is
assigned in EJCDC C-700 Standard General Conditions of the construction
contract included in the Bidding Documents.

For the purposes of this Agreement, we are assuming the construction contract
period will be 150 calendar days (or 5-months).

After the contracts have been executed by all parties, C&S will complete, with
reasonable promptness, the following tasks as needed during construction of the
Project:

City of Stockbridge – Task Release.35
a. Pre-Construction Conference: Attend and lead one (1) pre-construction
conference that will be hosted by the Client at their office and issue a Notice
to Proceed to the selected Contractor.

b. Baselines and Benchmarks: As appropriate, establish baselines and benchmarks
for locating the Work which, in the Engineer’s judgment, are necessary to
enable the Contractor to proceed.

c. Clarifications, Interpretations and Field Orders: Respond in writing with
reasonable promptness to Requests for Information (RFI’s) and issue
necessary clarifications and interpretations of the Contract Documents as
appropriate to the orderly completion of Contractor’s work and subject to
any limited in the Construction Contract Documents, and prepare and issue
Field Orders requiring minor changes in the work. Such clarifications and
interpretations will be consistent with the intent of and reasonably inferable
from the Contract Documents and shall be provided as part of the Engineer’s
Scope of Services; however, if the Contractor’s request for information,
clarification, or interpretation are, in the Engineer’s professional opinion, for
information readily apparent from reasonable observation of field conditions
or a review of the Contract Documents, or are reasonably inferable there
from, the Engineer shall be entitled to compensation for Additional Services
for the Engineer’s time spent responding to such request provided the
Engineer notify Client in advance that it deems such request to be so
apparent, seek compensation for such clarification and interpretation and
Client does not timely instruct the Engineer not to undertake the clarification
or interpretation. Should the Client agree to reimburse the Engineer for these
Additional Services, the Engineer shall prepare a Change Order for the Client
that will deduct the cost of these Additional Services from the Client’s
contract with the Contractor.

d. Selection of Independent Testing Laboratory: Assist Owner in the selection of an
independent testing laboratory to perform the testing services identified
Construction Contract Documents.

e. Shop Drawings and Samples: Review and approve or take other appropriate
action in respect to Shop Drawings and Samples and other data which
Contractor is required to submit, but only for general conformance with the
information given in the Contract Documents and compatibility with the
design concept of the completed Project as a functioning whole as indicated
by the Contract Documents. Such reviews and approvals or other action will
not extend to means, methods, techniques, sequences, or procedures of
construction or to safety precautions and programs incident thereto.

f. Schedules: Review and determine the acceptability of schedules which the
Contractor is required to develop and submit to Engineer, including the
Progress Schedule, Schedule of Submittals, and Schedule of Values. Since
C&S will have no control over any Contractor’s schedule or work progress,
we cannot develop and control the construction schedule beyond establishing
the contract time and establishing liquidated damages if the Contractor does
not obtain substantial completion within the required contract time.

City of Stockbridge – Task Release.35
g. Substitutes and “or equal”: Evaluate and determine the acceptability of
substitute or “or-equal” materials and equipment proposed by the
Contractor, but subject to the provisions outlined in Additional Services.

h. Change Orders and Work Change Directives: Review and recommend Change
Order justifications and prepare Change Orders and Work Change
Directives, as appropriate, to modify the Contract Documents as may be
necessary.

i. Differing Site Conditions: Respond to any notice from Contractor of differing
site conditions, including conditions relating to underground facilities such as
utilities, and hazardous environmental conditions. Promptly conduct
reviews, obtain information, and prepare findings, conclusions, and
recommendations for Client’s use, subject to the limitations and
responsibilities under the Agreement and the Construction Contract.

j. Non-reviewable matters: If a submitted matter in question concerns the
Engineer’s performance of its duties and obligations, or terms and conditions
of the Construction Contract Documents that do not involve (1) the
performance or acceptability of the Work under the Construction Contract
Documents, (2) the design (as set forth in the Drawings, Specifications, or
otherwise), or (3) other engineering or technical matters, then Engineer will
promptly give written notice to Client and Contractor that Engineer will not
provide a decision or interpretation.

k. Standards for Certain Construction-Phase Decisions: Engineer will render
decisions regarding the requirements of the Construction Contract
Documents, and judge the acceptability of the Work, pursuant to the specific
procedures set forth in the Construction Contract for initial interpretations,
Change Proposals, and acceptance of the Work. In rendering such decisions
and judgements, Engineer will not show partiality to Client or Contractor,
and will not be liable to Client, Contractor, or others in connection with any
proceedings, interpretations, decisions, or judgements conducted or rendered
in good faith.

l. Progress Meetings: C&S will attend progress meetings at the jobsite as needed,
but at a minimum, monthly. We will prepare meeting agendas, lead the
progress meetings and issue meeting minutes for review and approval by the
Client and Contractor.

m. Applications for Payments: Based on Engineer’s observations as an experienced
and qualified professional and on review of Applications for Payment and
accompanying supporting documentation:

1) Determine the amount that Engineer recommends Contractor be paid.
Recommend reductions in payment (set-offs) based on the provisions for
set-offs stated in the Construction Contract. Such recommendations of
payment will be in writing and will constitute Engineer’s representation to
Client, based on such observations and review, that, to the best of
Engineer’s reasonable knowledge, information and belief, Contractor’s
Work has progressed to the point indicated, the quality of such Work is
generally in accordance with the Construction Contract Documents

City of Stockbridge – Task Release.35
(subject to an evaluation of the Work as a functioning whole prior to or
upon Substantial Completion, to the results of any subsequent tests called
for in the Construction Contract Documents, and to any other
qualifications stated in the recommendation), and the conditions
precedent to Contractor’s being entitled to such payment appear to have
been fulfilled in so far as it is Engineer’s responsibility to observe
Contractor’s Work. In the case of unit price work, Engineer’s
recommendations of payment will include final determinations of
quantities and classifications of Contractor’s Work (subject to any
subsequent adjustments allowed by the Construction Contract
Documents).

2) By recommending any payment to the Contractor, Engineer shall not
thereby be deemed to have represented that observations made by
Engineer to check the quality or quantity of Contractor’s Work as it is
performed and furnished have been exhaustive, extended to every aspect
of Contractor’s Work in progress, or involved detailed or special
inspections of the Work beyond the responsibilities specifically assigned to
Engineer in this Agreement. Neither Engineer’s review of Contractor’s
Work for the purposes of recommending payments nor Engineer’s
recommendation of any payment including final payment will impose on
Engineer responsibility to supervise, direct, or control Contractor’s Work
in progress or for the means, methods, techniques, sequences, or
procedures of construction or safety precautions or programs incident
thereto, or Contractor’s compliance with Laws and Regulations applicable
to Contractor’s furnishing and performing the Work beyond the
responsibilities specifically assigned to the Engineer in this Agreement. It
will also not impose responsibility on Engineer to make any examination
to ascertain how or for what purposes Contractor has used the moneys
paid on account of the Contract Price, or to determine that title to any
portion of the Work in progress, materials, or equipment has passed to
Client free and clear of any liens, claims, security interests, or
encumbrances, or that there may not be other matters at issue between
Client and Contractor that might affect the amount that should be paid.

n. Contractor’s Completion Documents: Receive from the Contractor and transmit
to the Client operating and maintenance manuals, schedules, guarantees,
bonds, certificates or other evidence of insurance required by the Contract
Documents, certificates of inspection, tests and approvals, Shop Drawings,
Samples and other data, including the annotated Record Documents and
Record Drawings which are to be assembled by Contractor and furnished to
us.

o. Record Drawings: Prepare and furnish the Client one (1) set of reproducible
and one (1) electronic copy in Adobe Acrobat PDF format of the Project
Record Drawings showing appropriate record information that is annotated
and furnished to us by the Contractor in accordance with the Contract
Documents after construction is complete. The extent of Engineer’s review
of record documents shall be to check that the Contractor has submitted all
pages.

City of Stockbridge – Task Release.35
p. Substantial Completion: After receiving notice from Contractor that they
consider the entire Work complete and ready for its intended use, we will
conduct one (1) pre-final observation in company with the Client and
Contractor to observe the Contractor’s work to determine if, based on the
Engineer’s professional opinion and belief and based only on information
available at the time of pre-final on-site observation, the Work is substantially
complete. If we do not consider the Work substantially complete, we will
notify the Contractor in writing giving reasons therefore. If, after considering
any objections of Client, Engineer considers the Work substantially
complete, Engineer shall deliver a certificate of Substantial Completion to
Client and Contractor in accordance with the provisions in the Contract
Documents. Attached to the certificate will be a punch-list of items that, in
the Engineer’s professional opinion, knowledge and belief, are deficient and
must be completed or corrected before we recommend final payment be
made to the Contractor by the Client. The certificate of Substantial
Completion is intended to be interpreted only as an expression of
professional opinion and therefore does not constitute an expressed warranty
or guarantee.

q. Final Notice of Acceptability of the Work: After receiving notice from the
Contractor that the punch-list items are completed, we will conduct one (1)
final on-site observation in company with Client and the Contractor to
determine if the completed Work of Contractor is acceptable in the
Engineer’s professional opinion, reasonable knowledge and belief and based
only on information available at the time of final on-site observation and to
the extent of the services provided by Engineer under this Agreement, so that
Engineer may recommend, in writing, final payment to Contractor. We will
notify the Contractor and the Client in writing of any particulars in which the
final observation reveals that the Work is incomplete or defective.

r. Limitation of Responsibilities: Engineer shall not be responsible for the acts or
omissions of any Contractor, or of any subcontractors, suppliers, or other
individuals or entities performing or furnishing any portions of the Work, or
any agents or employees of any of them. The Engineer shall not be
responsible for the failure of any Contractor to perform or furnish the Work
in accordance with the Contract Documents or any laws, codes, rules or
regulations.

s. Post-Construction Phase: The Engineer will, together with Owner, visit the
Project with one month before the end of the Construction Contract’s
correction period to ascertain whether any portion of the Work or the repair
of any damage to the Site or adjacent areas is defective and therefore subject
to correction by Contractor.

4. Construction Observation

C&S will provide visits to the Project site at intervals appropriate to the various
stages of construction, as Engineer deems necessary, or as otherwise agreed to in
writing by the Client and the Engineer, during construction, to observe as an
experienced and qualified design professional the progress and quality of
Contractor’s executed Work. Such visits and observations by Engineer, and/or
his Resident Project Representative, if any, are not intended to be an exhaustive

City of Stockbridge – Task Release.35
check or to extend to every aspect of Contractor’s Work in progress or to involve
detailed inspections or Special Inspections or tests of Contractor’s Work in
progress beyond the responsibilities specifically assigned to the Engineer in this
Agreement and the Contract Documents, but rather our site visits will be limited
to spot checking and similar methods of general observation of the Work based
on Engineer’s exercise of professional judgment as assisted by the Resident
Project Representative, if any. Based on information obtained during such visits
and general observations, Engineer will determine, in general, if the Work is
proceeding in accordance with the Construction Contract Documents, and
Engineer shall keep the Client informed of the progress of the Work.

The purpose of Engineer’s visits to, and representative’s visits, if any, at the
Project site will be to enable Engineer to better carry out the duties and
responsibilities assigned to and undertaken by Engineer during the Construction
Phase, and, in addition, by the exercise of Engineer’s efforts as an experienced
and qualified design professional, to become generally familiar with the Work in
progress and to determine, in general, if the Work is proceeding in accordance
with the Contract Documents and that Contractor has implemented and
maintained the integrity of the design concept of the completed Project as a
functioning whole as indicated in the Contract Documents. The Engineer
and/or his Resident Project Representative will not supervise, direct or have
control over Contractor’s work during such visits or as a result of such
observations of Contractor’s Work, nor will we have authority over or
responsibility for the means, methods, techniques, sequences, or procedures of
construction selected or used by the Contractor, for security or safety at the Site,
for safety precautions and programs incident to any Constructor’s work in
progress, for the coordination of Constructors’ work or schedules, nor for any
failure of any Constructor to comply with Laws and Regulations applicable to
furnishing and performing of its work.. These rights and responsibilities are
solely those of the Contractor in accordance with the Contract Documents.
Accordingly, we will neither guarantee the performance of any Contractor nor
assume responsibility for any Contractor’s failure to furnish and perform the
Work in accordance with the Contract Documents. We will record our
observations in Project observation reports and at the end of the Project, we will
assemble these reports and provide the Client with one (1) hard copy and one (1)
electronic copy in Adobe PDF format.

Continuous onsite observation by a Resident Project Representative at the
Project site will not be included in our budget, unless requested by the Client and
agreed to by the Engineer as Additional Services in accordance with the terms of
this Agreement and the Agreement amended accordingly. For the purposes of
this Task Order, we have budgeted 24 man-hours for periodic Onsite
Construction Observations.

a. Jobsite Safety: Neither the professional activities of the Engineer, or the
presence of the Engineer or its employees and sub-consultants at the
construction site / Project site, shall impose any duty on the Engineer, nor
relieve the Contractor of its obligations, duties and responsibilities including,
but not limited to, construction means, methods, sequence, techniques or
procedures necessary for performing, superintending and coordinating the
Work in accordance with the Contract Documents and any health or safety

City of Stockbridge – Task Release.35
precautions required by any regulatory agencies. The Engineer and its
personnel have no authority to exercise any control over any construction
contractor or its employees in connection with their work or any health or
safety programs or procedures. The Client agrees that the Contractor shall be
solely responsible for jobsite safety, and warrants the intent shall be carried
out in the Client’s contract with the Contractor. The Client also agrees that
the Contractor shall defend and indemnify the Client, the Engineer and the
Engineer’s sub-consultants and they shall be made additional insureds under
the Contractor’s policies of general liability insurance.

b. Inspections and Tests: The Engineer will require special inspections or tests of
Contractor’s work as deemed reasonably necessary, and receive and review
all certificates of inspections, tests, and approvals required by Laws and
Regulations or the Contract Documents. Engineer’s review of such
certificates will be for the purpose of determining that the results certified
indicate compliance with the Contract Documents and will not constitute an
independent evaluation that the content or procedures of such inspections,
tests, or approvals comply with the requirements of the Contract Documents.
Engineer shall be entitled to rely on the results of such tests.

c. Defective Work: The Engineer will recommend to Client that the Contractor’s
Work be rejected while it is in progress if, on the basis of Engineer’s or his
representative’s observations, Engineer believes that such Work will not
produce a completed Project that conforms generally to the Contract
Documents or that it will threaten the integrity of the design concept of the
completed Project as a functioning whole as indicated in the Contract
Documents.

d. Disagreements between Client and Contractor: The Engineer will render formal
written decisions on all duly submitted issues relating to the acceptability of
Contractor’s work or the interpretation of the requirements of the Contract
Documents pertaining to the execution, performance, or progress of
Contractor’s Work; review each duly submitted Claim by Client or
Contractor, and in writing either deny such Claim in whole or in part,
approve such Claim, or decline to resolve such Claim if Engineer in its
discretion concludes that to do so would be inappropriate. In rendering such
decision, Engineer shall be fair and not show partiality to Client or
Contractor and shall not be liable in connection with any decision rendered
in good faith in such capacity.

City of Stockbridge – Task Release.35
3. Contract Time:

Upon execution of this Contract and commitment by Owner of funds to complete the
Project, Engineer will commence performance of its services hereunder, and will complete
same within a time period mutually established between Owner and Engineer to meet
Project schedules.

4. Fee Summary:

Fee Basis

We propose to complete our work for Basic Services described herein for the lump sum and
hourly, not-to-exceed amount as scheduled below. No fee amount may be exceeded without
prior written approval from the Owner.

Task No. Description Fee Basis
1 Engineering Design Total Lump Sum $ 37,200.00
2 Bidding Total Lump Sum $ 7,000.00
3 Construction Contract Administration Hourly not-to-exceed $ 14,600.00
4 Construction Observation Hourly not-to-exceed $ 3,700.00
(assumes 24 man-hours)
Total of Items 1 - 4 Inclusive: $ 62,500.00

Hourly rates for Basic and Additional Services are provided in the Master Agreement.

4.1 The Owner agrees to pay the Engineer for the Work described the amounts up to the
not-to-exceed pricing provided herein for the agreed upon scope described herein.

4.2 Reimbursable Expenses: There are no fees for reimbursable expenses from Carter &
Sloope, Inc. for the Basic Services of the Engineer. All costs associated with normal
travel, meals, printing/reproduction, etc. are included in our lump sum fee.

4.3 Additional Services: Services not included within the Basic Scope of Services above,
which are considered Additional Services, are specifically excluded from the Scope of
the Engineer’s services, but can be provided on an hourly basis in accordance with
Exhibit A in the Master Agreement executed between the Owner and the Engineer.
Additional Services include, but are not limited to, the following:

a. Services resulting from significant changes in the scope, extent, or character of
the portions of the Project or its design requirements including, but not limited
to, changes in size, complexity, Client’s schedule, character of construction, or
method of financing; and revising previously accepted reports, Drawings or
Specifications, or other project related documents when such revisions are
required by changes in Laws and regulations enacted subsequent to the date of
this proposal or are due to any other causes beyond Engineer’s control.
b. Services required as a result of Client providing incomplete or incorrect Project
information to Engineer.

10
City of Stockbridge – Task Release.35
c. Furnishing services of Engineer’s Sub-Consultants, if any, for other than Basic
Services.
d. Preparing for, coordinating with, participating in and responding to structured
independent review processes, including, but not limited to construction
management, cost estimating, Project peer review, value engineering, and
constructability review requested by Client; and performing or furnishing services
required to revise studies, reports, Drawings, Specifications, or other Bidding
Documents as a result of such review processes.
e. Preparing additional Bidding Documents or Contract Documents for alternate
bids or prices requested by Client for the Work or a portion thereof.
f. Determining the acceptability of substitute materials and equipment proposed
after the Bidding and making revisions to Drawings and Specifications
occasioned by the acceptance of substitute materials or equipment other than
“or-equal” items; and services after the award of the Construction Contract in
evaluating and determining the acceptability of a substitution which is found to
be inappropriate for the Project or an excessive number of substitutions.
g. Assistance in connection with bid protests, rebidding, or renegotiating contracts
for construction, materials, equipment, or services.
h. Providing Construction Phase services beyond the construction Contract Times,
which is estimated at 150 days, or man-hours listed herein.
i. Preparing to serve or serving as a consultant or witness for Client in any
litigation, arbitration, or other dispute resolution process related to the Project.
Preparation time for deposition and trial testimony or arbitration will be charged
at hourly rate multiplied by 1.25. Actual time for deposition, trial testimony or
arbitration including travel time will be charged at hourly rate multiplied by 2.0.
Reimbursable expenses will be charged at actual cost multiplied by 1.15.
j. Providing more extensive services required to enable Engineer to issue notices or
certifications requested by Client and not specifically provided in the Basic
Services.
k. Services in connection with Work Change Directives and Change Orders to
reflect changes requested by Client so as to make compensation commensurate
with the extent of the Additional Services rendered.
l. Additional or extended services made necessary by (1) emergencies or acts of
God endangering the Work, (2) the presence at the Site of any Hazardous
Materials and/or Environmental Conditions (the presence of asbestos, PCBs,
petroleum, hazardous substances or waste, and radioactive materials), (3) Work
damaged by fire or other cause during construction, (4) a significant amount of
defective, neglected, or delayed work by Contractor, (5) acceleration of the
progress schedule involving services beyond normal working hours, or (6) default
by Contractor.
m. Reviewing Shop Drawings more than two (2) times as a result of repeated
inadequate submissions by Contractor. In such an event, the Engineer shall
prepare a Change Order for the Client that will deduct the cost of these
Additional Services from the Client’s contract with the Contractor.
n. Geotechnical engineering unless specifically detailed in the Basic Services.
o. Archeological and Historical Preservation consulting;
p. Delineating wetlands or flood plain determinations.
q. U.S. Army Corps of Engineering Permitting,
r. Providing topographic surveys or construction surveys and/or staking to enable
Contractor to perform its work and any type of property or boundary surveys or
easements or related engineering or surveying services needed for the transfer of

11
City of Stockbridge – Task Release.35
interests in real property; and providing other special field surveys not specifically
detailed in the Basic Services.
s. Assistance with funding alternative including, but not limited to, loan/funding
applications, grant writing, engineering reports, rates studies, etc. unless
specifically included in the Basic Services;
t. Environmental Surveys including, but not limited to, wetlands, endangered
species, cultural resources, historic preservation resources or special sub-
consultants for permits.
u. Preparing for and participating in public meetings and/or public hearings unless
specifically included in the Basic Services;
v. Other services performed or furnished by Engineer not otherwise detailed or
provided for in this Agreement including, but not limited to design, bidding or
construction phase services.
w. Work resulting from changes in scope or magnitude of the project as described
and agreed to under the Basic Services Agreement.
x. All building and permit fees and building inspection fees.

5. The Primary Contacts:

5.1 The Engineer designates the following individual as its primary contact for day-to-
day communications with the Owner under this Task Release:

Martin C. Boyd, P.E. (706) 769-4119____
Name Phone

mboyd@cartersloope.com
Email

5.2 The Owner designates the following individual as its primary contact for day-to-day
communications with the Engineer under this Task Release:

Name Phone

Email

WITNESS the signatures of the Owner’s and the Engineer’s authorized representatives placed on
duplicate copies of this Task Release on the day and year first above written.

Carter & Sloope, Inc. (“Engineer”) City of Stockbridge (“Owner”)

Signature Signature

By: Martin C. Boyd, PE. By: Randy Knighton
Title: President / Principal Engineer Title: City Manager
Date: August 10 , 2021 Date: __________________, 2021

12
City of Stockbridge – Task Release.35
City of Stockbridge
MEETING DATE
AGENDA ITEM
August 31, 2021 FUNDING SOURCE
RESOLUTION GENERAL FUND
ORDINANCE FUND BALANCE
CONTRACT APPROVAL/RENEWAL SPLOST
PUBLIC HEARING TSPLOST
PRESENTATION CDBG
BID SELECTION/AWARD GRANT FUNDING
TASK ORDER COUNCIL INITIATIVE
CHANGE ORDER PARTNER/SPONSOR
BUDGET AMENDMENT DEPARTMENT BUDGET
BUDGET TRANSFER BONDING
PAYMENT APPROVAL ACCOUNT TRANSFER FROM:
OTHER ACCOUNT TRANSFER TO:

PRESENTER: Decius T. Aaron/Brad Holtsinger

DEPARTMENT: Sewer

ITEM/PROJECT/EVENT:
Raise fifty-eight (58) manholes throughout the City.

BACKGROUND INFORMATION:
Site Engineering will furnish all materials, labor and equipment necessary to raise fifty-eight (58) manholes
throughout the City. The Contractor will complete all necessary clean-up and restoration work including
filling, finish grading, landscaping, pavement repairs, and other necessary restoration activities such that
post construction conditions are equal to or better than those conditions that existed prior to any
construction activity occurring.

SIGNATURES: FINANCIAL IMPACT N/A
CITY MANAGER ____________________________________ AMOUNT 98,300.00
CITY TREASURER ___________________________________

CITY ATTORNEY ____________________________________ 1
ATTACHMENTS:
ARCHITECTURAL ON-CALL SERVICES
CITY OF STOCKBRIDGE
NO. 22 PROJECT ASSIGNMENT AGREEMENT
CULTURAL ART CENTER DESIGN, CONSTRUCTION
DOCUMENTS, & CONSTRUCTION ADMINISTRATION
July 1, 2021
Project Understanding:
The Project is to provide a comprehensive design and biddable construction document for the new
City of Stockbridge Art Center. The scope shall also include construction observation of the Project. This
Project will include the follow disciplines and consultants:

Surveying- Valentino & Associates, Inc.
Geo technical- Atlas (formally Piedmont Geotechnical Consultants)
Phase 1 Environmental Site Assessment- Atlas (formally Piedmont Geotechnical Consultants)
Civil Engineering- Eberly & Associates
Landscape Architecture- TSW
Fountain Designer- Standard Aquatics and Recreation LLC
Irrigation Design- Irrigation Design Consultant, Inc.
Site Lighting- Covalent Engineering
Architecture- TSW
Theater Designer- Graham, Swift, & Company LLC (Designers of Sylvia Beard Theater)
Interior Designer- Focus Design Interiors
Mechanical Engineering- Covalent Engineering
Plumbing Engineering- Covalent Engineering
Electrical Engineering- Covalent Engineering
Fire Protection Engineering- Covalent Engineering
Acoustical Engineering- Acustica
Security & Access Control Design- J&A Engineering
Audio Visual Design- J&A Engineering
Telecom Infrastructure- J&A Engineering

PRE-DESIGN
TASK 1: ENVIRONMENT PHASE 1, GEO TECHNICAL, & SURVEY
The TSW Team has completed the Phase 1Environment Study. The Geotechnical and Survey shall
be completed within 5 business days of the notice to access the land parcels. Also, within 5 business
days of signing of this Project Assignment Agreement, the TSW Team will initiate a Project Kick-off
Meeting with the City of Stockbridge. This initial meeting will focus on the following Project start-up
items:

 City of Stockbridge goals and vision for the Project
 Project Team introductions for the Client team, design team, and other key stakeholders
 Project Design Schedule & Deliverable Dates

Deliverables:
 Kick-off meeting (Meeting No. 1)
 Signed & Sealed Site Survey (in process)
 Geotechnical Soil Bearing Report
 Phase 1 Environmental Site Assessment Report (already completed)

SCHEMATIC DESIGN
TASK 2: SCHEMATIC WORK SESSION
A thoroughly integrated project schematic is critical to the success of the Stockbridge Art Center. Each
space use has unique adjacencies and program requirements that must be aligned for a well devel-
oped building program to function properly. To properly integrate these, the TSW Team will conduct a
two day schematic work session including Design Team member firms, the Client Team, and key stake-
holders. The Work Session will have the following format:

 Meeting No. 2- Interviews & program confirmation
 Meeting No. 3- Building component edited concepts & important relationships (including confir-
mation of overall site design)

Deliverables:
 Meeting No. 2 & 3
 Adjusted Program for Art Center
 Updated schematic Site Plan
 Updated Adjacency Floor Plans

TASK 3: FINAL SCHEMATICS
Based on feedback for the City of Stockbridge, the TSW Team will create a final schematic design
package for the Stockbridge Art Center.

Deliverables:
 Detailed Program & Updated Order of Magnitude Cost Estimate
 Schematic Site Plan
 Typical Adjacency Floor Plans
 Building and Life Safety Code Summary
 Systems descriptions for Civil, Structural, Low Voltage, Fire Protection, & MEP
 (2) Street Elevations
 (2) 3D Perspective Renderings

DESIGN DEVELOPMENT
TASK 4: SITE DESIGN DEVELOPMENT
Following completion of the Schematic Design Phase, the TSW Team will focus on developing the
design of the site. This work will include design work on utility connections, grading, storm water man-
agement, loading, accessibility, entry, security, visibility, streetscape, and parking lot design.

Deliverables:
 Site plan and details necessary to convey design intent and provide accurate cost estimating
 Overall hardscape and landscape plans
 Site Design Development Construction Cost Pricing
 Meeting No. 4

TASK 5: BUILDING DESIGN DEVELOPMENT
In conjunction with the Site Design Development, the TSW Team will develop working floor plans and

sections that address life safety, structural, mechanical, electrical, plumbing, fire protection, theater
design, acoustical design, interior design, and security systems. During Design Development, focus will
also be placed on the exterior material selections for the Client’s review and input.

Deliverables:
 Building floor plans and elevations
 Site plans and details
 Exterior Building Material Boards
 Interior Concepts and Boards
 Site Materials Boards
 Building and Site Design Development Pricing
 Meeting No. 5

TASK 6: FINAL DESIGN DEVELOPMENT DOCUMENTS
The final Design Development deliverables shall be formatted to 24x36 or 30x42 sheet size. This set will
likely include 30 to 40 sheets and shall include:

 Code summary and life safety plan
 Outline specifications and notes
 Site & Civil Plans
 3D Perspectives
 Interior and Exterior Material Selections
 Floor, roof, and reflected ceiling plans
 Elevations and sections
 Enlarged plan area
 Theater Sections and Elevations
 Structural foundation and framing plans with member and footing sizes
 Key structural details and sections
 Mechanical, electrical, and plumbing plans, schedules, and legends
 Security, AV, and Acoustical system plans
 Construction Cost Estimate
 Meeting No. 6

CONSTRUCTION DOCUMENTS
TASK 7: 50% CONSTRUCTION DOCUMENTS
The TSW Team will create 50% Construction Documents based on the Client Approved Design Devel-
opment Plans. The Construction Documents will include plans and specifications required to receive
additional updated pricing. All documents and drawings will be reviewed using our QA/QC process
before releasing documents for the Client’s Review. The 50% Construction Documents will include the
follow drawings:

Deliverables:
 Code summary and life safety plan
 Project Manual format specifications
 Reference perspectives for the project
 Grading and Utility Plan
 3-phase Erosion Control Plan
 Landscape hardscape and softscape within 15’ of the building
 Street lighting plan and details
 Dimensioned floor, roof, and reflected ceiling plans
 Dimensioned and coordinated elevations and sections
 Wall, door, and window schedules

 Structural foundation plan with dimensions, footing locations, and footing schedules
 Structural Live, Dead, Snow, and Wind Loading
 Structural sections and details
 Mechanical, electrical, and plumbing plans, schedules, and legends
 Public address, security, voice & data, CATV, and Noise Cancellation system drawings and details
 Finish Schedules & Furniture Selections
 Interior Elevations
 Updated construction cost
 Meeting No. 7

TASK 8: 95% CONSTRUCTION DOCUMENTS
The TSW Team will continue to develop the 50% Construction Documents and the following items
will be added to the Construction Documents. All documents will include both detailed and perfor-
mance specifications for design elements to give the Contractor the maximum ability to provide solu-
tions that meet the design intent at competitive prices. All documents and drawings will go through a
second round of our QA/QC process before being released for bidding and permitting.

Deliverables:
 Utility Profiles & Details
 UL assembly ratings and fire barriers requirement
 Special inspection requirements
 Comcheck energy statements and performance
 Riser diagrams, single line diagrams, specification of equipment, and system details
 Final interior finish selections
 Meeting No. 8

BIDDING & APPROVALS
TASK 9: APPROVALS
The TSW Team will pursue the required governmental permits for the construction of the project. TSW
Team will participate in phone calls with City Officials, provide any required revisions to drawings, and
participate in meetings as needed to ensure the building permit is obtained in a timely manner.

Deliverables:
 Hard copy plans required for Permitting
 Land Disturbance & Building Permit

TASK 10: BIDDING
The TSW Team will assist the City during the bidding process answering prospective bidder’s questions
about the design and evaluate bids.

Deliverables:
 Meeting No. 9 - attendance at pre-bid meeting
 Answers to bid questions and any related addenda
 Meeting No. 10 - bid opening
 Participating in bid evaluation and recommendations

CONSTRUCTION ADMINISTRATION
TASK 11: CONSTRUCTION OBSERVATION
TSW Team’s Construction Phase Services are based on a 14 month construction period. The TSW Team
will provide Construction Administration services acting as the City’s representative during construc-

tion. Typical construction observation activities include:
 Construction Kick-off Meeting
 Attendance at regular Owner-Architect-Contractor (OAC) meeting
 Site Visits with field report
 Request for Information (RFI) responses
 Architects Supplemental Information (ASI) design clarifications
 Contractor submittal reviews
 Contractor mock-up reviews
 Monthly Contractor pay application review and approval
 Punch-list review and creation
 Substantial Completion Certificate

Per the Master Contract, the City desires to have bi-monthly site visits during the construction of the
Project. The below list includes the number of site visits needed to meet the weekly site visit require-
ment. Total site visits for each discipline shall include the following number of construction site visits:

 Civil - 15 individual site visits
 Landscape - 6 individual site visits
 Architecture - 28 individual site visits
 Theater Design- 6 individual site visits
 Interior Design - 5 individual site visits
 Structural - 4 individual site visits
 MEP&F - 5 individual site visits
 Security - 4 individual site visits
 Audio Visual- 4 individual site visits
 Acoustical- 3 individual site visits

PROFESSIONAL FEE
Task 1: Pre-Design $ 8,368 (1%)
Task 2: Schematic Design $ 75,390 (6%)
Task 3: Design Development $ 218,660 (19%)
Task 4: Construction Documents $ 492,810 (42%)
Task 5: Bidding & Permitting $ 42,685 (4%)
Task 6: Construction Administration $ 284,850 (24%)
Reimbursables $ 41,698 (4%)

TOTAL FEE $1,164,461 (100%)

The overall Professional fee is based on quoted professional fees from all consultants. The above fee
represents a 8.93% fee based on the construction budget.

EXCLUSIONS
The following items are excluded from the Project scope and may be provided for an additional fee:
 Special Inspections
 Above Ground Cistern Design
 Site Shade Structures not attached to the building
 LEED Submission & Design
 Construction Inspections and Testing
 Fees for Construction Permitting
 Sewer or Tap Fees
 Public Meetings
 Zoning or Variance Work and Submissions
 Construction Phase Services due to an extend construction schedule beyond 14 months

Profession Time
See attached schedule for the duration of the Project.

Reimbursable:
Reimbursable for the this scope shall be $41,698 maximum. These reimbursable shall adhere to the
terms of the Master Agreement.

Billing and Payment Policies:
The above Scope and the policies of the Stockbridge Master Agreement with TSW are part of this
Project Assignment Agreement. Signing this Project Assignment Agreement signifies the City's intent
to contract TSW, Inc. for professional services. In contracting with TSW, the Client warrants that funds
are available to compensate TSW for the total amount of services and expenses contracted, and that
these funds are neither encumbered nor contingent upon subsequent approvals, permits, or financing
commitments by lending institutions or other parties.

TSW, Inc. submits monthly invoices. Invoices are due and payable upon receipt and become delinquent
if not paid in full thirty (30) days after their date. The City shall notify TSW of any dispute regarding
invoices received within twenty one (21) days of receipt of invoice. Only the disputed portion of the
payment may be withheld.

Accounts delinquency longer than forty-five (45) days will result in the stoppage of work on the job
by TSW, Inc. Seven (7) days notice will be given prior to stoppage of work to enable accounts to be
brought current. Work will recommence upon payment of all fees and service charges due.

Initiation of Work:
The City may initiate the Work described above Scope of Services by signing where indicated below
as an agreement and acceptance of this Project Agreement. TSW will begin to execute work upon
receipt of this authorization.

City of Stockbridge TSW, Inc.

1 July 2021
Date Date

June 7, 2021

Mr. Randy Knighton, City Manager
City of Stockbridge
Sent via email: rknighton@cityofstockbridge-ga.gov

Re: Task Order Proposal – Cultural Arts Center
K+W Ref. No. 211020.00

Dear Mr. Knighton:

Keck & Wood, Inc. (“K+W”) appreciates this opportunity of presenting a proposal to provide professional services
in assisting the City of Stockbridge (“City”) with Program Management Services for the Design, Bidding and
Construction of the Stockbridge Cultural Arts Center. Consideration of our firm for this assignment is most
appreciated. This assignment will be performed under the terms and conditions of the Agreement signed by the
City of Stockbridge and Keck & Wood, Inc. on May 29, 2019 and renewed on March 29, 2021.

Scope of Services: During the Design Phase K+W will:

• coordinate, on behalf of the Owner, obtaining sources to conduct due diligence activities,
• assist the Owner and Architect in developing the program requirements of the project,
• provide service as requested by the Owner, including assisting in land acquisitions, zoning, permitting,
etc.,
• provide frequent reporting (as requested by the Owner), to Owner’s agents, including the City Manager
and the City Council,
• develop, with the input of the Architect, a preconstruction schedule which will establish the timeline of
activities leading up to the start of construction. This schedule will also include activities and milestones
for decisions and actions by the Owner,
• determine a meeting schedule for the purpose of reviewing the progress of the program and for
deliberating and deciding pertinent issues,
• keep notes of the meetings and issue minutes which will document all decisions made,
• will review the information that is completed by the Architect as a part of the Design Development. This
includes: developing the basis for structural components, identifying exterior building components and
materials, identifying interior finish materials, door and window schedules, reflected ceiling plans, roof
plans, interior and exterior wall sections and schedules, narratives and basic design of building systems
(air-conditioning, plumbing, electrical systems, etc.),
• oversee the activities of the Architect during the Design Phase,
• facilitate obtaining budget costs from the Architect based on the documents provided by the Architect,
and approved by the Owner, at the end of the Schematic Phase,
• Develop and maintain Owner’s overall project budget.
• Provide monthly updates and reports reflecting budget updates, committed expenditures, and actual
expenditures. Report will include a projected total project over/under report,
• Provide cash flow projections and analysis at points required by the Owner and/or owner’s financing
agent,
Task Order Proposal – Cultural Arts Center
June 7, 2021
Page 2 of 3

• obtain progress sets from the Architect at various intervals during the Design Phase to ensure the
progress of the documents, and to review the details for compliance with the Owner’s program, to provide
input on the viability of the details, and look for long term operations and maintenance concerns,
• participate in a pricing exercise and review a revised budget model based on the documents provided by
the Architect, and approved by the Owner, at the end of the Design Phase,
• Upon completion of the Construction Documents, host a review session with the Owner to review the
Documents. The Owner’s program will be reviewed, and the documents analyzed to ensure conformance.

During the Construction Phase K+W will:

• convene weekly meetings with the Architect and the Owner, issue minutes of these meetings. The
meetings will include a discussion of quality issues, the schedule, change order pricing, information
requests, the submittal and procurement process, and other miscellaneous items,
• make quality control inspections before each meeting,
• make unscheduled job inspection visits at other times,
• evaluate the schedule each week and will advise the Owner,
• advise the Owner on the timing of decisions required. These may include color selections, keying systems,
scope changes, signage requirements, etc.,
• Update Owner’s overall project budget.
• obtain pricing from the Architect for any change order work that arises,
• make cost evaluations in conjunction with the Architect. All change order pricing will be discussed with
the Owner prior to issuing to the Architect.
• Review “as-built” plans weekly for accuracy
• Provide monthly updates and reports reflecting budget updates, committed expenditures, and actual
expenditures. Report will include a projected total project over/under report.

Compensation: Compensation for work performed shall be 1.5% of the budgeted $18,000,000 project cost
($270,000) according to the estimated hours noted in the chart below. Once per month during the existence
of the contract, the Engineer shall submit to the City an invoice for payment based on the actual work
performed for the project though the invoice period. Should additional services be required, we are happy to
provide those services according to our hourly rate schedule or an agreed upon lump sum. Our proposed fees
are as follows:

Hours per
Phase
Task
Design Phase 520
Construction Phase 848
Total Hours 1368
Total Cost $270,000.00
