City Council Agenda Packet 01_08_24.pdf

CITY COUNCIL MEETING & PUBLIC HEARING

JANUARY 8, 2024

ALPHARETTA CITY HALL

COUNCIL CHAMBERS

2 PARK PLAZA

6:30 PM

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE TO THE FLAG

4. BOARDS & COMMISSIONS

A. Appointment by Mayor Gilvin

B. Swearing In of Board and Commission Members

5. CONSENT AGENDA

A. City Council Meeting Minutes (Meeting of 12/18/2023) Consideration of approval of the City Council meeting minutes from the meeting of December 18, 2023.

B. 2024 City Council Swearing In Ceremony Minutes (Meeting of 1/2/2024) Consideration of approval of the 2024 City Council Swearing In Ceremony meeting minutes from January 2, 2024.

C. Alcoholic Beverage License Applications Consideration of approval of the following alcoholic beverage license applications:

1. PH-23-AB-31 JG Group LLC d/b/a Secreto Kitchen and Bar 6195 Windward Parkway Suite 102, Alpharetta, GA 30005

Change in Ownership Eating Establishment Consumption on Premises Distilled Spirits, Beer, Wine & Sunday Sales Owner: JG Group LLC Registered Agent: Glenda Mata

2. PH-23-AB-32 Delta Chapter Ramen LLC d/b/a Kyuramen 735 North Main Street Suite 1700, Alpharetta, GA 30009

Eating Establishment Consumption on Premises Beer, Wine & Sunday Sales Owner: Delta Chapter Ramen LLC Registered Agent: Bing Jie Wang

6. NEW BUSINESS

A. Request for Proposal 24-103 and Contract Award: Webb Zone Playground Consideration of approval to award the contract for RFP 24-103 to Bliss Products and Services, Inc.

for the replacement of the Webb Zone playground equipment at Webb Bridge Park in an amount not to exceed $400,000 and with authorization the Mayor to execute all necessary documents.

B. Request for Proposal 24-106 and Contract Award: North Metro Miracle League Field Replacement Consideration of approval to award the contract for RFP 24-103 to RAM Enterprises, Inc. for the replacement of the North Metro Miracle League Field at North Park. in an amount not to exceed $483,800 and with authorization for the Mayor to execute all necessary documents.

C. Purchase Approval: Wills Park Water Truck Consideration of approval of the purchase of a 2024 Freightliner M2106 Dust Control Truck from Peach State Truck Center, LLC in the amount of $133,612.44 and with authorization for the Mayor to execute all necessary documents.

D. Contract Consolidation Approval: Flock Camera 5-Year Contract Consideration of approval to merge multiple independent Flock Safety contracts into one (1) combined/merged contract and renewal of 67 Falcon, one (1) Flex cameras, and an additional twenty-five (25) Falcons at the current rate for a term of five (5) years and with authorization for the Mayor to execute all necessary documents.

7. PUBLIC COMMENT

8. REPORTS

9. EXECUTIVE SESSION (IF NECESSARY)

10. ADJOURNMENT

STAFF REPORT

Department: Recreation, Parks & Cultural Services

Submitted By: Christine Young Meeting Date: January 8, 2024

AGENDA ITEM:

Request for Proposal 24-106 and Contract Award: North Metro Miracle League Field Replacement Consideration of approval to award the contract for RFP 24-103 to RAM Enterprises, Inc. for the replacement of the North Metro Miracle League Field at North Park. in an amount not to exceed $483,800 and with authorization for the Mayor to execute all necessary documents.

STAFF RECOMMENDATION:

Approve the award off the contract for RFP 24-106 for the Miracle League Field Replacement Project to RAM Enterprises, INC., in an amount not to exceed $483,800 and authorize the mayor to execute all necessary documents.

BUDGET & PROCUREMENT:

BUDGETED ITEM: YES FISCAL IMPACT: YES

INCLUDED IN CURRENT FY CPTL BUDGET: YES INCLUDED IN CURRENT FY OPRT. BUDGET: NO

TOTAL PROJECT COST: $483,800

APPROPRIATIONS:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

SYNTHETIC TURF REPLACEMENT (30161150-541500-C0922) $483,800

EXTERNAL FUNDING SOURCES:

ACCOUNT TITLE/NUMBER DOLLAR AMOUNT

N/A $0.00

ITEM DESCRIPTION:

BACKGROUND

The City of Alpharetta and the North Metro Miracle League have had a great partnership. The city is responsible for maintaining the North Metro Miracle League field and the surrounding supporting amenities. The current Miracle League field was installed in 2006. The field gets a great deal of use through the outstanding programs the North Metro Miracle League provides for individuals with special needs and their families.

The North Metro Miracle League field is showing signs of wear. The surface is deteriorating due to the heavy use and several of the seams in the field have had to be repaired, so the field can continue to be utilized.

As one of the City’s synthetic turf fields, this field is scheduled for replacement in 2024. The current surface type is known as a "mondo" field. Mondo surfacing allows for easy access by everyone, regardless of their mobility. Given the benefits and quality of the material, the North Metro Miracle League board and staff indicated that they would like to replace the field surface with a new "mondo" type field surface.

On October 12, 2023, the City issued a Request for Proposal that included a scope of work (Exhibit C) for the removal and replacement of the Synthetic Miracle League Adaptive Softball Field located at North Park and to make any sub-surface corrections prior to installing the new synthetic surface with a due date of November 9, 2023.

Two vendors submitted proposals for the project; one of which did not provide the correct material for replacement and was subsequently eliminated from consideration. The remaining qualifying proposal was evaluated by the evaluation team comprised of members of the Recreation Services Division, Parks Services Division, and Public Works Department.

The evaluation team evaluated the proposal on the following criteria:

• Technical Proposal (50 points)

• Proposed product (20 points)

• Comparable Experience, Project Team (20 points)

• Approach to Project and Schedule Adherence (10 points)

After the evaluation committee scored each submission, the Finance Department calculated the ranking scores.

(Exhibit B)

RAM Enterprises 92.33 pts

After the review, the cost proposal (Exhibit A) provided by RAM Enterprises was reviewed. Their proposed cost came in under the allocated budget of $500,000.00 at a cost of $483,800 and includes all insurance, labor, materials, bonds, mobilization, clean-up, debris removal, etc.

RECOMMENDATION EXPLANATION

Staff is confident RAM Enterprises, Inc., has the experience and qualifications to meet the City's expectations to complete the project within the specified time frame. Staff recommends awarding the contract (Exhibit D) for RFP 24-106 to RAM Enterprises, Inc. for an amount not to exceed $483,800.

Upon approval of the award of contract, staff will finalize the terms and conditions of the contract and issue a Notice to Proceed to RAM Enterprises, Inc.

ALTERNATIVES:

There are two alternatives to this recommendation:

1. Deny awarding the contract for RFP 24-106 and continue to repair and play on the existing surface.

2. Reissue a Request for Proposals for alternate surface types.

ATTACHMENTS:

1. Exhibit A - RFP 24-106 Cost Proposal

2. Exhibit B - RFP 24-106 Evaluation Summary

3. Exhibit C - RFP 24-106 Scope of Work

4. Exhibit D - RFP 24-106 Ram Enterprises Contract

24-106 - Miracle League Artificial Field Replacement

Scoring Summary

Active Submissions

Total B - Group 2 Technical Proposal

C-1 - SOI

Supplier / 100 pts / 50 pts / 50 pts

Ram Enterprises, Inc.

92.33 42.33 50 ($483,800.00)

Eliminated Submissions

A - Group 1

Administrative Review

B - Group 2 Technical Proposal

C-1 - SOI

Supplier / 0 pts / 50 pts / 50 pts

Act Global

Per Christine Young's email dated 11.16.23, Act Global is a non-responsive bidder due to their proposed product not meeting the scope of work. The scope of work requested proposals for cushioned synthetic rubberized surface that allows players utilizing wheelchairs and walker to move unrestricted and without fear of injury. Act Global responded with a grass yarn product called MultiPlay Pro described in their proposal as a durable low infill, low-cut grass with a 3mm pad.