SAVANNAH CITY GOVERNMENT

SUMMARY/FINAL MINUTES

CITY COUNCIL REGULAR MEETING

AUGUST 13, 2020 – 2:00 p.m.

Due to the Coronavirus Pandemic, the regular meeting of the City Council was held via Zoom video communications at 2:01 p.m. Mayor Johnson requested Alderwoman Linda Wilder-Bryan to introduce Reverend Will Shelburne of First Presbyterian Church of Savannah, who provided the invocation. The Pledge of Allegiance was recited in unison.

PRESENT: Mayor Van R. Johnson, II, Presiding

Alderwoman Kesha Gibson-Carter, At-Large, Post 1, Chairman

Alderwoman Alicia Miller Blakely, At-Large, Post 2

Alderwoman Bernetta B. Lanier, District 1

Alderman Detric Leggett, District 2

Alderwoman Linda Wilder-Bryan, District 3

Alderman Nick Palumbo, District 4, Vice-Chairman

Alderwoman Dr. Estella Edwards Shabazz, District 5, Mayor Pro-Tem

Alderman Kurtis Purtee, District 6

OTHERS PRESENT:

City Manager Pat Monahan

City Attorney Bates Lovett

Deputy City Attorney Jennifer Herman

Clerk of Council Mark Massey

APPROVAL OF AGENDA

1. Adoption of the Regular Meeting Agenda for August 13, 2020.

Mayor Pro-Tem Dr. Shabazz moved to adopt/approve the regular meeting agenda for August 13, 2020 as presented, Alderwoman Miller Blakely and Alderman Palumbo seconded. The motion passed unanimously.

APPROVAL OF MINUTES

2. Approval of Minutes for the Special Meeting held on July 16, 2020 at 11:00 a.m.

Exhibit 1: Minutes - July 16, 2020 Special Meeting.pdf

Mayor Pro-Tem Dr. Shabazz moved to approve Items #2, #3, #4, #5 and #6, Alderman Leggett and Alderman Palumbo seconded. The motion passed unanimously.

3. Approval of Minutes for the Work Session and City Manager's Briefing held on July 23, 2020 at 4:00 p.m.

Exhibit 1: Minutes - July 23, 2020 City Council Workshop.pdf

Mayor Pro-Tem Dr. Shabazz moved to approve Items #2, #3, #4, #5 and #6, Alderman Leggett and Alderman Palumbo seconded. The motion passed unanimously.

4. Approval of Minutes for the Regular Meeting held on July 23, 2020 at 6:30 p.m.

Mayor Pro-Tem Dr. Shabazz moved to approve Items #2, #3, #4, #5 and #6, Alderman Leggett and Alderman Palumbo seconded. The motion passed unanimously.

5. Approval of Minutes for the Special Meeting - Public Hearing re Millage Rate Increase held on July 30, 2020 at 6:00 p.m.

Exhibit 1: DRAFT Minutes - July 30, 2020 City Council Special Meeting.pdf

Mayor Pro-Tem Dr. Shabazz moved to approve Items #2, #3, #4, #5 and #6, Alderman Leggett and Alderman Palumbo seconded. The motion passed unanimously.

6. Acknowledgment of a Special Called Meeting for the Purpose of a Closed Executive Session Regarding Personnel held on August 5, 2020 at 9:00a.m.

DRAFT_ActionMinutes_2020-08-05 Special Meeting.pdf

Mayor Pro-Tem Dr. Shabazz moved to approve Items #2, #3, #4, #5 and #6, Alderman Leggett and Alderman Palumbo seconded. The motion passed unanimously.

PRESENTATIONS

7. Recognition of Parker's for Recently Being Named the 2020 Convenience Store Chain of the Year by CStore Decisions, Earning the Convenience Store Industry's Top Award

PRESENTED by Mayor Johnson to Mr. Gregory Parker, Founder and CEO, Parker’s.

Mr. Parker expressed appreciation and gratitude for receiving the honor as top convenience store chain award in the United States for 2020. He thanked the Mayor and Council for the recognition given to Parker's Convenience Store.

Members of Council offered words of appreciation to Mr. Parker for his commitment to each District and the continued awesomeness as a business owner and leader in Savannah.

Mayor Johnson exercised an executive privilege and moved Item #32 up as the next Item for the benefit of those citizens waiting to speak at the Public Hearing regarding the 2020 Millage Rate.

CONSENT AGENDA - (This section shall include all routine items for which it is anticipated there will be no debate or requests for public input. Any Alderman can remove consent items for discussion or separate consideration.)

8. Authorize the City Manager to Procure Services to Install 20 Groundwater Monitoring Wells from Advanced Environmental Management, Inc. in the Amount of $89,900 (Event No. 7983)

Exhibit 1: Purchasing Summary. - Groundwater Monitoring Wells.pdf

Exhibit 2: Funding Verification - Groundwater Monitoring Wells.pdf

Mayor Pro-Tem Dr. Shabazz moved to approve Items #8, #10, and #11, per the City Manager's recomendation, Alderwoman Lanier seconded. The motion passed unanimously.

9. Authorize the City Manager to Execute Two Contracts for Surveying and Drafting Services with Coleman Company (Primary) and EMC Engineering (Secondary) for up to $75,000. (Event No.7686)

Exhibit 1: Purchasing Summary - Drafting and Surveying Services.pdf

Exhibit 2: Funding Verification - Drafting and Surveying Services.pdf

Alderwoman Gibson-Carter asked the City Manager why was the contract awarded to two bidders Coleman Company (primary) and EMC Engineering (secondary). City Manager Monahan explained this is only if the primary contractor cannot perform the duties.

Mayor Pro-Tem Dr. Shabazz moved to approve Item #9, Alderman Purtee seconded. The motion passed, 8-1-0 with Alderwoman Gibson-Carter voting no.

10. Notification of the Emergency Procurement of a Perimeter Fence from Guaranteed Fence in the Amount of $47,750 (Event No.7975)

Exhibit 1: Purchasing Summary - Perimeter Fence - SPD Range.pdf

Exhibit 2: Funding Verification - Perimeter Fence - SPD Range.pdf

Mayor Pro-Tem Dr. Shabazz moved to approve Items #8, #10, and #11, per the City Manager's recommendation, Alderwoman Lanier seconded. The motion passed unanimously.

11. Notification of the Emergency Procurement of a Decontamination Machine from Aeroclave, LLC in the amount of $29,528 (Event No. 7976)

Exhibit 1: Purchasing Summary - Decontamination Machine.pdf

Exhibit 2: Funding Verification - Decontamination Machine.pdf

Mayor Pro-Tem Dr. Shabazz moved to approve Items #8, #10, and #11, per the City Manager's recommendtion, Alderwoman Lanier seconded. The motion passed unanimously.

PURCHASING ITEMS

12. Authorize the City Manager to Execute Contract Modification No. 3 with AECOM/Hunt to Approve the Guaranteed Maximum Price for the New Arena in the Amount of $147,583,181 (Event No. 6096)

Exhibit 1 AECOM/Hunt GMP Contract Amendment 3.pdf

Exhibit 2 AECOM/Hunt GMP Overview.pdf

Exhibit 3 AECOM/Hunt Original Signed Contract.pdf

a. Alderwoman Lanier moved to postpone Item #12 to the August 27, 2020 meeting, to allow the City Manager to conduct more due diligence, Alderwoman Miller Blakely seconded. Later, Alderwoman Lanier withdrew her motion.

Mayor Johnson asked the City Manager for his findings for Item #12 and his recommendation.

City Manager Monahan outlined the three options before Council:

Option #1 - To award the guaranteed maximum price as presented and recommended by staff, of $147,583,181. Staff would proceed with maximizing local participation; come back with a plan in two weeks of how to maximize local employment; identification of how employees will be determined as local; to confirm the City of Savannah as first and not an only; and as with the DBE programs, that's the verification of local. After conclusion of the contract, staff will audit the numbers to be sure the commitment to both the DBE and local requirements are met.
Option #2 - Postpone for two weeks, but he recommends the award of the $10 million package to start the electrical work today.
Option #3 - Postpone for two weeks, without any action today.

Mr. Monahan cautioned Council that for every lengthy delay, it will probably cost the City approximately $500,000 to $700,000 at the end of the project and the completion date presented to Council will not be met.

Mayor Johnson asked the City Manager for his recommendation. The City Manager recommended Option #1.

Alderwoman Gibson-Carter thanked the City Manager for his recommendation and during the two week period she recommends staff meet with Alderwoman Lanier, (District 1), Alderwoman Miller Blakely (At-Large), and herself to discuss or to revisit the community economic benefits and drivers, as well as those pieces related to local labor, unions, DBE's, and WBE's.

Mayor Pro-Tem Dr. Shabazz did not agree with the contract as presented. She asked the City Manager about awarding the $10 million to the electrical contractor. She stated she is not clear on how the contractors will be monitored, how they are paid, if they are paid on time, and the amount of each payment.

City Manager Monahan, in answering Mayor Pro-Tem Dr. Shabazz's question, apologized to Alderwoman Lanier for not answering her three previous questions but included those answers now:

How can we assure that the construction manager at-risk will conform to the City's DBE requirements? Answer - the City (Mr. Dominguez) is intimately involved in not only advising the availability of the DBE contractor's in the community, but he also does the verification and audit at the end. He assures the contractors who receive a trade package abide by their commitments.
On the issue of payment of the contracts? Answer - the payment application process pays the construction manager based on the work performed during the prior period. The City, the architect, and the program manager review the work performed and then it is reviewed by staff. So it could take up to forty-five days before a check is cut. The City of Savannah has arranged for the SBAC to provide small business loans of a minor amount to contractors, so they will get paid weekly.
Wanting to see the list of DBE's? Answer - Within two weeks (by the next Council Meeting), assuming Council approves the guaranteed maximum price today, then the construction manager at-risk can proceed with trade packages. A list of all the DBE's will be released to Council.

Mayor Pro-Tem Dr, Shabazz wants the City to be more responsible in making sure the contractors are paid. She asked for a recording method of bringing the payment record back to the Council on a monthly basis. Mr. Monahan reported, Mr. Bret Bell just noted to him a weekly report will be sent to Council. Mayor Pro-Tem Dr. Shabazz asked Mr. Monahan why the $10 million electrical package couldn't wait for two weeks. Mr. Monahan did not want to waste two weeks with nothing happening. He made the correction, it is a mechanical contract, not electrical.

Alderman Purtee asked Mr. Monahan the financial loss if the Council waited two weeks for the decision of the guaranteed maximum price. Mr. Monahan answered, approximately/roughly a half million dollars per month which works out to $250,000. Alderman Purtee expressed his obligation to the entire City, not only to District 6. He recommends moving forward now with the project to save taxpayers money.

Alderwoman Wilder-Bryan agreed with Alderman Purtee to approve the guaranteed maximum price now.

Alderwoman Lanier noted this is the first time Council has heard that delaying the decision for two weeks would cost the City $250,000. She expressed all Members of Council want to save the City money, but by approving the contract prior to the discussed provisions, Council has no guarantee the construction manager will be responsive to the DBE, WBE, and local contractors. That is the important issue at this point for Council. She asked the City Manager, if they pass Item #12 today, could Council come back after the fact and require the construction manager to fulfill certain requests. She will depend on the City Manager's professional advice that the construction manager will meet Council requirements after approval.

b. Alderwoman Lanier moved to approve Item #12 as presented in the Agenda, Alderwoman Wilder-Bryan and Alderman Purtee seconded. The motion passed, 7-2-0, with Mayor Pro-Tem Dr. Shabazz and Alderwoman Gibson-Carter voting no.

Mayor Johnson stressed to the City Manager, Council wants to see local participation in the project.

13. Authorize the City Manager to Execute a Contract Renewal for Lift Station Parts and Pumps with Xylem Water Solutions USA for up to $800,000 (Event No. 6490)

Exhibit 1: Purchasing Summary - Lift Station Parts and Pumps.pdf

Exhibit 2: Funding Verification - Lift Station Parts and Pumps.pdf

a. Alderman Purtee moved to approve Items #13, #14, #16, and #17 as read on the Agenda and per City Manager's recommendation, Alderwoman Wilder-Bryan seconded. No vote was taken.

b. Alderman Purtee amended the motion to approve Items #13, #14, and #16 as read on the Agenda and per City Manager's recommendation, Alderwoman Wilder-Bryan seconded. The motion passed unanimously.

14. Authorize the City Manager to Execute Contract Modification No. 2 for up to $100,000 and the Annual Renewal (FY2021) for up to $211,400 for HVAC Maintenance for City Facilities with Edge Air Conditioning and Refrigeration (Event No. 4836)

Exhibit 1: Purchasing Summary - HVAC Maintenance.pdf

Exhibit 2: Funding Verification - HVAC Maintenance.pdf

Alderman Purtee amended the motion to approve Items #13, #14, and #16 as read on the Agenda and per City Manager's recommendation, Alderwoman Wilder-Bryan seconded. The motion passed unanimously.

15. Authorize the City Manager to Execute a Contract for Engineering Design and Construction Overview Services with Hussey, Gay, Bell, and DeYoung, Inc. for up to $356,990 (Event No. 7867)

Exhibit 1: Purchasing Summary - Design Construction Services.pdf

Exhibit 2: Funding Verification - Design Construction Services.pdf

Per Mayor Johnson, Item #15 will be HELD for two weeks, as requested by City staff.

16. Authorize the City Manager to Approve an Agreement for a Fleet Services Assessment with Kimley-Horn and Associates, Inc. in the amount of $121,750. (Event No. 7964)

Exhibit 1: Purchasing Summary - Fleet Services Assessment.pdf

Exhibit 2: Funding Verification - Fleet Services Assessment.pdf

Alderman Purtee amended the motion to approve Items #13, #14, and #16 as read on the Agenda and per City Manager's recommendation, Alderwoman Wilder-Bryan seconded. The motion passed unanimously.

17. Authorize the City Manager to Procure an Electronic Citation System from Tyler Technologies, Inc in the amount of $407,504 (Event No.7985)

Exhibit 1: Purchasing Summary - E-Citation System.pdf

Exhibit 2 : Funding Verification - E-Citation System.pdf

Alderwoman Gibson-Carter asked the City Manager if this will be taken out of the City's General Fund.

City Manager Monahan responded, yes. This was a budget expense that was long delayed to increase efficiency. This will provide the police department the ability to update the ticket execution process to modern technology so they will not need to issue handwritten tickets.

Alderwoman Gibson-Carter asked the City Manager has the efficiency for the police department been quantified during this pandemic. She has received concerns from residents that police are not responding to calls about accidents. The City needs to revisit how they allocate resources for purchases that are not completely necessary. She asked the City Manager if this expenditure could be delayed until the end of the pandemic.

Police Chief Minter responded this is a high priority for the police to issue tickets in a more safe and efficient manner, track records, and load information into the court system. This will be purchased on a State contract that will expire on December 15, 2020.

Council Members asked Chief Minter additional questions and there was discussion on the importance of the Electronic Citation System as it relates to saving time for the officers, department records management, and the efficiency of reporting to the court system.

a. Alderwoman Gibson-Carter moved to delay a decision on Item #17, Mayor Pro-Tem Dr. Shabazz seconded. The motion failed, 3-6-0 with Mayor Johnson, Alderwoman Lanier, Alderman Leggett, Alderwoman Wilder-Bryan, Alderman Palumbo, and Alderman Purtee voting no.

b. Alderman Purtee moved to approve Item #17 as presented on the Agenda, Alderman Leggett and Alderwoman Wilder-Bryan seconded. The motion passed, 6-3-0 with Mayor Pro-Tem Dr. Shabazz, Alderwoman Gibson-Carter, and Alderwoman Miller Blakely voting no.

SAVANNAH AIRPORT COMMISSION

18. Approval to Renew the 2020 – 2022 Annual Maintenance Agreement for Elevator and Escalator Service with Kone, Inc., in the amount of $307,752.30

Exhibit 1: Purchasing Documents - Elevator and Escalator Service.pdf