HomeMy WebLinkAbout2013-06-27-Meeting Agenda
Commission Meeting Agenda
Commission Chamber
6/27/2013
5:00 PM
INVOCATION:
Rev. Robert D. Fain, Pastor, Church of the Good Shepherd
PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA.
Five (5) minute time limit per delegation
DELEGATIONS
A. Mr. A.K. Hasan regarding Turner Construction Company - Municipal
Building bid process.
Attachments
CONSENT AGENDA
(Items 1-3)
PUBLIC SAFETY
1. Motion to approve ordinance to protect pets by prohibiting operators of
motor vehicles from leaving the vehicle with an unattended dog, cat or
other animal inside under circumstances that would endanger the
animal's health, safety, or welfare. (Approved by the Commission June
18, 2013 - second reading)
Attachments
2. Motion to approve ordinance to protect the children of Augusta, Georgia
by prohibiting operators and adult passengers of motor vehicles from
leaving the vehicle with an unattended child inside.(Approved by
the Commission June 18, 2013 - second reading)
Attachments
PETITIONS AND COMMUNICATIONS
3. Motion to approve the minutes of the regular meeting of the Attachments
Commission held June 18, 2013 and Special Called Legal Meeting held
June 18, 2013.
****END CONSENT AGENDA****
AUGUSTA COMMISSION
6/27/2013
AUGUSTA COMMISSION
REGULAR AGENDA
6/27/2013
(Items 4-17)
PUBLIC SERVICES
4. New Ownership Application: A. N. 13 - 15: A request by Manoj Patel
for a retail package Beer & Wine license to beused in connection with
Dhruti Real Estate Investments, LLC DBA Augusta Mart located at 1713
Martin Luther King Blvd. District 2. Super District 9.
Attachments
5. New Application: A. N. 13 - 16: A request by Lucretia Haynes for an on
premise consumption Liquor, Beer and Wine license to be used in
connection with Cheerz Conference Center located at 2059 Gordon
Highway. District 5. Super District 9.
Attachments
6. Motion to approve the By-Laws for the Transit Citizens Advisory
Committee (TCAC). (Referred from the Commission's June 18th
meeting)
Attachments
ADMINISTRATIVE SERVICES
7. Motion to approve a "No Confidence Vote" relative to the performance
or lack of performance of the Augusta-Richmond County General
Counsel. (Requested by Commissioner Bill Lockett)
Attachments
FINANCE
8. Approve the replacement of two trucks from Code Enforcement. Attachments
9. Approve the replacement of 1-F-250, for Fleet Management.
Attachments
10. Approve the purchase of 1-F-150, 4X4 for the Georgia Forestry, Fire
Control Officer .
Attachments
11. Request the Augusta Commission approve the acquisition of 2 transport
vans and one Cargo Van for the Recreation Department.
Attachments
12. Approve the replacement of two motorcycles of the Sheriff's Office,
Traffic Division
Attachments
13. Request to replace two vehicles of the Tax Assessor's Office.
Attachments
14. Request approval for the replacement of 4 trucks for Traffic Engineering.
Attachments
ENGINEERING SERVICES
15. Discuss 2013 Solid Waste Contract/Contract Term. (Referred from the
Commission's June 18th meeting)
Attachments
16. Motion to authorize the Administrator to approve and Mayor to execute,
at the discretion of the Augusta Law Department, Right-of-Way Parcels
closing whose Fair Market Value does not exceed $50,000 on Windsor
Spring Road Improvement Project, Phase V. All Parcels which have a
Fair market Value of $50,001, or Higher will be submitted to the
Augusta Commission for approval.
Attachments
LEGAL MEETING
A. Pending and Potential Litigation.
B. Real Estate.
Upcoming Meetings
www.augustaga.gov
C. Personnel.
17. Motion to authorize execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Commission Meeting Agenda
6/27/2013 5:00 PM
Invocation
Department:
Caption:Rev. Robert D. Fain, Pastor, Church of the Good Shepherd
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 1
Commission Meeting Agenda
6/27/2013 5:00 PM
A.K.Hasan
Department:
Caption:Mr. A.K. Hasan regarding Turner Construction Company -
Municipal Building bid process.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Attachment number 1 \nPage 1 of 1
Item # 2
Commission Meeting Agenda
6/27/2013 5:00 PM
Alcohol Application
Department:Planning & Development
Caption:New Ownership Application: A. N. 13 - 15: A request by Manoj
Patel for a retail package Beer & Wine license to beused in
connection with Dhruti Real Estate Investments, LLC DBA
Augusta Mart located at 1713 Martin Luther King Blvd. District 2.
Super District 9.
Background:This a new ownership application. Formerly the Circle K Store at
the corner of 12th St and MLK Blvd.
Analysis:The applicant meets the requirements of the City Of Augusta's
Alcohol Ordinance
Financial Impact:The applicant will pay a pro - rated fee of $635.00.
Alternatives:
Recommendation:Planning & Development recommends approval. The RCSO
recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 2
Item # 3
Attachment number 1 \nPage 2 of 2
Item # 3
Commission Meeting Agenda
6/27/2013 5:00 PM
Alcohol Application
Department:Planning & Development
Caption:New Application: A. N. 13 - 16: A request by Lucretia Haynes for
an on premise consumption Liquor, Beer and Wine license to be
used in connection with Cheerz Conference Center located at 2059
Gordon Highway. District 5. Super District 9.
Background:This is a new application.
Analysis:The applicant meets the requirements of the City Of Augusta's
Alcohol Ordinance.
Financial Impact:The applicant will pay a pro - rated fee of $2222.50.
Alternatives:
Recommendation:Planning & Development recommendd approval. The RCSO
recommends approval.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
Attachment number 1 \nPage 1 of 2
Item # 4
Attachment number 1 \nPage 2 of 2
Item # 4
Commission Meeting Agenda
6/27/2013 5:00 PM
TRANSIT CITIZENS ADVISORY COMMITTEE BY-LAWS
Department:
Caption:Motion to approve the By-Laws for the Transit Citizens Advisory
Committee (TCAC). (Referred from the Commission's June
18th meeting)
Background:June 4, 2013 the Commission approved tasking the Deputy
Administrator and the Law Department to draft the attached by-
laws.
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 5
Attachment number 1 \nPage 1 of 6
Item # 5
Attachment number 1 \nPage 2 of 6
Item # 5
Attachment number 1 \nPage 3 of 6
Item # 5
Attachment number 1 \nPage 4 of 6
Item # 5
Attachment number 1 \nPage 5 of 6
Item # 5
Attachment number 1 \nPage 6 of 6
Item # 5
Commission Meeting Agenda
6/27/2013 5:00 PM
No Confidence Vote
Department:
Caption:Motion to approve a "No Confidence Vote" relative to the
performance or lack of performance of the Augusta-Richmond
County General Counsel. (Requested by Commissioner Bill
Lockett)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 6
Commission Meeting Agenda
6/27/2013 5:00 PM
Unattended Animals in Motor Vehicles
Department:Animal Services
Caption:Motion to approve ordinance to protect pets by prohibiting
operators of motor vehicles from leaving the vehicle with an
unattended dog, cat or other animal inside under circumstances
that would endanger the animal's health, safety, or
welfare. (Approved by the Commission June 18, 2013 - second
reading)
Background:When this Ordinance was originally placed before the Public
Safety Committee for approval the Committee requested that a
standard operating procedure (SOP) be created and approved by
the Public Safety Officers that would be responsible for enforcing
the ordinance (Sheriff, Marshall, Fire Chief, Animal Services, and
the Administrator). An SOP has been created and sign-off on by
each department.
Analysis:N/A
Financial Impact:N/A
Alternatives:Deny Motion to Approve.
Recommendation:Approve the Motion.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Cover Memo
Item # 7
Attachment number 1 \nPage 1 of 5
Item # 7
Attachment number 1 \nPage 2 of 5
Item # 7
Attachment number 1 \nPage 3 of 5
Item # 7
Attachment number 1 \nPage 4 of 5
Item # 7
Attachment number 1 \nPage 5 of 5
Item # 7
Attachment number 2 \nPage 1 of 6
Item # 7
Attachment number 2 \nPage 2 of 6
Item # 7
Attachment number 2 \nPage 3 of 6
Item # 7
Attachment number 2 \nPage 4 of 6
Item # 7
Attachment number 2 \nPage 5 of 6
Item # 7
Attachment number 2 \nPage 6 of 6
Item # 7
Commission Meeting Agenda
6/27/2013 5:00 PM
Unsupervised or Unattended Children in Motor Vehicles
Department:Law
Caption:Motion to approve ordinance to protect the children of Augusta,
Georgia by prohibiting operators and adult passengers of motor
vehicles from leaving the vehicle with an unattended child inside.
(Approved by the Commission June 18, 2013 - second reading)
Background:Augusta, Georgia finds that leaving a young child unattended in a
car can too often have tragic consequences, either because the child
suffers from exposure to excessive heat or cold, is injured or
kidnapped when the car is stolen, or releases the emergency brake,
inadvertently starts the car, or puts the car in gear. Although the
State of Georgia has criminal laws that can be used to sanction this
behavior when injury or death results, it will be too late for the child
in that case. Augusta, Georgia needs a way to deter this conduct
when the child is not injured or killed, but before the ultimate
tragedy happens.
Analysis:None
Financial Impact:N/A
Alternatives:Deny the Motion.
Recommendation:Approve the Motion.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Cover Memo
Item # 8
Attachment number 1 \nPage 1 of 5
Item # 8
Attachment number 1 \nPage 2 of 5
Item # 8
Attachment number 1 \nPage 3 of 5
Item # 8
Attachment number 1 \nPage 4 of 5
Item # 8
Attachment number 1 \nPage 5 of 5
Item # 8
Commission Meeting Agenda
6/27/2013 5:00 PM
2013 - Code Enforcement Vehicles
Department:Finance Department - Fleet Management
Caption:Approve the replacement of two trucks from Code Enforcement.
Background:Code Enforcement uses Government vehicles to make property
inspections and remove signs from the right-of- way. They would
like to replace a 2001 Ford Ranger (Asset 3: F00103) with
156,536 miles on it and F00087, a 2001 Ford Ranger with 140,079
miles. Evaluations are attached for your review. They would be
replaced with a Ford F-150 as the Ford Ranger is out of
Production
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the Ford F-150 (6 cylinder) Bid
12-213. Bids were received from two venders; Allan Vigil Ford at
$17,858.00 and Bobby Jones Ford at $17,754 which was the low
bidder. See attached documents.
Financial Impact:The approval of two F-150’s at $17,754 will total $35,508.00
from the Capital Outlay.
Alternatives:1. Approve the request 2. Disapprove the request.
Recommendation:Approve the request to purchase two Ford F-150’s and declare the
replaced vehicles as excess and available for sale at auction.
Funds are Available
in the Following
Accounts:
Capital Outlay 272-01-6440/5422210
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Cover Memo
Item # 9
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 9
Attachment number 1 \nPage 1 of 2
Item # 9
Attachment number 1 \nPage 2 of 2
Item # 9
Attachment number 2 \nPage 1 of 1
Item # 9
Invitation to Bid
Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management
Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management
Bid Item 12-215 10,000 GVW Pickup Truck for Fleet Management
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department
ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business
hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing
by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the
Procurement Department by Friday, November 9, 2012 @ 5:00 p.m. No bid will be accepted by fax, all
must be received by mail or hand delivered.
No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and
shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual
terms and conditions, applicable to the procurement. All specific requirements contained in the
invitation to bid including, but not limited to, the number of copies needed, the timing of the
submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by
the Procurement Director. All requests to waive or modify any such material condition shall be submitted
through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for
approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle October 18, 25, November 1, 8, 2012
Metro Courier October 24, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 3 \nPage 1 of 1
Item # 9
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Yes Yes
94460 117480
SAVE Form Yes Yes
Delivery Time 8-10 weeks 90-120 days
5.01 Full-Size Truck-Reg Cab $16,286.00 $16,550.00
5.02 Full-Size Truck-Ext Cab $22,090.00 $18,902.00
5.03 Full-Size Truck-Ext CabSW $19,489.00 $19,683.00
5.04 Full-Size Truck-Ext Cab $22,188.00 $22,511.00
5.05 Full-Size Truck-Crew Cab $23,075.00 $23,299.00
5.06 Full-Size Truck-Crew Cab4 $25,497.00 $25,988.00
5.07 Speed Control $187.00 $187.00
5.08 Tilt Steering Wheel No Charge standard
5.09 Heavy Duty Cooling Pack n/a n/a
5.10 Heavy Duty Electrical Pack n/a n/a
5.11 Heavy Duty Suspension Pk n/a $1,279.00
5.12 Skid Plate Package 4X4 $137.00 $137.00
5.13 Roof Clearance Lights $47.00 $592.00
5.14 Speed Control/Tilt Steering $197.00 $200.00
5.15 Skid Plate Pack (4X4 only)$84.00 $85.00
5.13 Minimum 8 Foot Bed
2.01-5.04
$279.00
5.05-5.06
$1125.00 $278.00
5.14 Trailer Tow Package $320.00 $320.00
6.01 Fire Extinguisher $110.00 $46.00
6.02 Outlet Receptacle $67.00 $55.00
6.03 Bedliner $325.00 $300.00
6.04 Toolbox $350.00 $240.00
6.05 Trailer Hitch $380.00 $230.00
6.06 Trailer Wiring included w/6.05 $25.00
6.07 Trailer Ball $30.00 $10.00
6.08 Window Tint, Reg Cab $120.00 $110.00
6.09 Window Tint, Ext Cab $135.00 $125.00
6.10 Window Tint, Crew Cab $155.00 $135.00
6.11 Safety Cone Holder $161.00 $60.00
6.12 Safety Cones $130.00 $120.00
7.01 Backup Alarm $55.00 $62.00
7.02 Magnetic LED Light $612.00 $446.00
E-Verify Number
Attachment B
E-Verify Number
Bid Item #12-213
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
Vendors
The following vendors did not respond:
Thomposn Motor Cent / 21587 Washington Rd. / Thomson, GA 30824
Hardy Chev Pontiac / 1249 Charles Hardy Parkway / Dallas, GA 30157
Team Ford of Marietta / 869 Cobb Parkway / Marietta, GA 30060
7.00 Alert Warning Systems
5.00 Vehicle/Options Required5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Page 1 of 1
Attachment number 4 \nPage 1 of 1
Item # 9
Attachment number 5 \nPage 1 of 1
Item # 9
Attachment number 6 \nPage 1 of 2
Item # 9
Attachment number 6 \nPage 2 of 2
Item # 9
Commission Meeting Agenda
6/27/2013 5:00 PM
2013 - Fleet Vehicle
Department:Finance Department- Fleet Management
Caption:Approve the replacement of 1-F-250, for Fleet Management.
Background: Fleet Management would like to request the replacement of one
F-250 , Asset number 940396 a 1994 model with 166,729
miles. This vehicle is used by the heavy equipment shop, at
Tobacco Road, primarily to pick up heavy equipment parts.
The new truck would be assigned to Fleet Management at Broad
Street and passed down a 2001 Dodge 2500 (Asset #: 994436) to
the heavy equipment shop.
The Dodge 2500 is a general use truck with 73,997 miles on it
and at times is loaned to departments as needed. It also pulls the
car carrier that we use to retrieve pool vehicles that have broken
down. We have even retrieved a stolen vehicle that was recovered
at Myrtle Beach. During Masters the truck is loaned to the
Sheriff’s Office to put out traffic cones.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the Ford F-250 on Bid 12-214.
Bids were received from two venders; Allan Vigil Ford at
$23583.00 and Bobby Jones Ford at $23572.00 which was the low
bidder. See attached documents.
Financial Impact:The approval of one F-250 at $23,572.00 from the Capital Outlay.
Alternatives:1. Approve the request 2. Disapprove the request
Recommendation:: Approve the request to purchase one Ford F-250 for Fleet
Management from Bobby Jones Ford for $24,427 and declare
940396 surplus and available for auction.
Funds are Available
in the Following Capital Outlay: 272-01-6440/5422210 Cover Memo
Item # 10
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 10
Attachment number 1 \nPage 1 of 1
Item # 10
Attachment number 2 \nPage 1 of 1
Item # 10
Invitation to Bid
Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management
Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management
Bid Item 12-215 10,000 GVW Pickup Truck for Fleet Management
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department
ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business
hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing
by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the
Procurement Department by Friday, November 9, 2012 @ 5:00 p.m. No bid will be accepted by fax, all
must be received by mail or hand delivered.
No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and
shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual
terms and conditions, applicable to the procurement. All specific requirements contained in the
invitation to bid including, but not limited to, the number of copies needed, the timing of the
submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by
the Procurement Director. All requests to waive or modify any such material condition shall be submitted
through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for
approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle October 18, 25, November 1, 8, 2012
Metro Courier October 24, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 3 \nPage 1 of 1
Item # 10
Attachment number 4 \nPage 1 of 2
Item # 10
Attachment number 4 \nPage 2 of 2
Item # 10
Attachment number 5 \nPage 1 of 3
Item # 10
Attachment number 5 \nPage 2 of 3
Item # 10
Attachment number 5 \nPage 3 of 3
Item # 10
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Legacy Ford, Inc
413 Industrial
Boulevard
McDonough, GA
Thomson Motor
Centre
2158 Washington Rd.
NE
Yes Yes
117480 94460
Yes Yes
90-120 days 8-10 weeks
5.01 Full-Size Truck-Reg Cab $19,726.00 $19,290.00
5.02 Full-Size Truck-Reg Cab $22,038.00 $21,494.00
5.03 Full-Size Truck-Ext Cab $21,793.00 $21,388.00
5.04 Full-Size Truck-Ext Cab $24,106.00 $23,472.00
5.05 Full-Size Truck-Crew Cab4 $23,070.00 $22,586.00
5.06 Full-Size Truck-Crew Cab4 $25,382.00 $24,690.00
5.07 Diesel Engine, min 6.0 lite $6,787.00 $6,687.00
5.08 Heavy Duty Cooling Pack n/a included
5.09 Heavy Duty Electrical Pack n/a included
5.10 Rear Seat (Extended Cab)n/a not available
5.11 Pickup Box Deleted -$281.00 -$225.00
5.12 Trailer Tow Mirrors standard standard
5.13 Roof Clearance Lights $592.00 $47.00
5.14 Speed Control/Tilt Steering $200.00 $197.00
5.15 Skid Plate Pack (4X4 only)$85.00 $84.00
6.01 Fire Extinguisher $46.00 $101.00
6.02 Outlet Receptacle $55.00 $67.00
6.03 Bedliner $300.00 $325.00
6.04 Electric Brake Controller $125.00 $210.00
6.05 Service Body $4,550.00 $4,795.00
6.06 Service Body Bumper BH $325.00 $346.00
6.07 Service Body Bumper PH $280.00 $368.00
6.08 Spotlight $295.00 $333.00
6.09 Spotlights $590.00 $600.00
6.10 Toolbox $240.00 $298.00
6.11 Trailer Hitch $225.00 $45.00
6.12 Trailer Wiring $25.00 $75.00
6.13 Trailer Ball $10.00 $30.00
6.14 Pintle Hook $125.00 $135.00
6.15 Pipe Vise $258.00 $350.00
6.16 Tommy Gate Lift $2,250.00 $2,332.00
6.17 Window Tint, Reg Cab $110.00 $125.00
6.18 Window Tint, Ext Cab $125.00 $145.00
6.19 Window Tint, Crew Cab $135.00 $180.00
6.20 Safety Cone Holder $60.00 $161.00
6.21 Safety Cones $120.00 $130.00
7.01 Backup Alarm $62.00 $75.00
7.02 Magnetic LED Light $360.00 $550.00
7.03 LED Top Mount Light $446.00 $625.00
Bid Item #12-214
8500 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
Vendors
7.00 Alert Warning Systems
5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Attachment B
E-Verify Number
Delivery Time
SAVE Form
Page 1 of 1
Attachment number 6 \nPage 1 of 1
Item # 10
Commission Meeting Agenda
6/27/2013 5:00 PM
2013 - Georgia Forestry Fire Control Officer
Department:Finance Department - Fleet Management
Caption:Approve the purchase of 1-F-150, 4X4 for the Georgia Forestry,
Fire Control Officer .
Background: Mr. Larry Felix is the Fire Control Officer for Columbia and
Augusta-Richmond County. He discussed the need for a truck
with the Administrator and was referred to Fleet Management.
The Georgia Forestry Fire Control Officer supports Columbia and
Augusta-Richmond County. In 2001 the Control Officer was
provided a 4X4 truck by Columbia County.
The truck has 166,000 miles on it and the maintenance is
accumulating to an unacceptable level.
The Control Officer is asking the Augusta Commission to provide
for a new F-150 4X4, so he may continue his duties. Fuel and
maintenance is provided by Georgia Forestry.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the Ford F-150 4X4 on Bid 12-
213. Bids were received from two venders; Allan Vigil Ford at
$24,642.00 and Bobby Jones Ford at $24,427.00 which was the
low bidder. See attached documents.
Financial Impact:The approval of one F-150 at $24,427 will be from the Capital
Outlay.
Alternatives:1. Approve the request 2. Disapprove the request
Recommendation:Approve the request to purchase one Ford F-150 for the Fire
Control Officer from Georgia Forestry from Bobby Jones Ford for
$24,427.
Funds are Available
in the Following Capital Outlay: 272-01-6440/5422210 Cover Memo
Item # 11
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 11
Attachment number 1 \nPage 1 of 1
Item # 11
Invitation to Bid
Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management
Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management
Bid Item 12-215 10,000 GVW Pickup Truck for Fleet Management
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department
ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business
hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing
by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the
Procurement Department by Friday, November 9, 2012 @ 5:00 p.m. No bid will be accepted by fax, all
must be received by mail or hand delivered.
No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and
shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual
terms and conditions, applicable to the procurement. All specific requirements contained in the
invitation to bid including, but not limited to, the number of copies needed, the timing of the
submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by
the Procurement Director. All requests to waive or modify any such material condition shall be submitted
through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for
approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle October 18, 25, November 1, 8, 2012
Metro Courier October 24, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 2 \nPage 1 of 1
Item # 11
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Yes Yes
94460 117480
SAVE Form Yes Yes
Delivery Time 8-10 weeks 90-120 days
5.01 Full-Size Truck-Reg Cab $16,286.00 $16,550.00
5.02 Full-Size Truck-Ext Cab $22,090.00 $18,902.00
5.03 Full-Size Truck-Ext CabSW $19,489.00 $19,683.00
5.04 Full-Size Truck-Ext Cab $22,188.00 $22,511.00
5.05 Full-Size Truck-Crew Cab $23,075.00 $23,299.00
5.06 Full-Size Truck-Crew Cab4 $25,497.00 $25,988.00
5.07 Speed Control $187.00 $187.00
5.08 Tilt Steering Wheel No Charge standard
5.09 Heavy Duty Cooling Pack n/a n/a
5.10 Heavy Duty Electrical Pack n/a n/a
5.11 Heavy Duty Suspension Pk n/a $1,279.00
5.12 Skid Plate Package 4X4 $137.00 $137.00
5.13 Roof Clearance Lights $47.00 $592.00
5.14 Speed Control/Tilt Steering $197.00 $200.00
5.15 Skid Plate Pack (4X4 only)$84.00 $85.00
5.13 Minimum 8 Foot Bed
2.01-5.04
$279.00
5.05-5.06
$1125.00 $278.00
5.14 Trailer Tow Package $320.00 $320.00
6.01 Fire Extinguisher $110.00 $46.00
6.02 Outlet Receptacle $67.00 $55.00
6.03 Bedliner $325.00 $300.00
6.04 Toolbox $350.00 $240.00
6.05 Trailer Hitch $380.00 $230.00
6.06 Trailer Wiring included w/6.05 $25.00
6.07 Trailer Ball $30.00 $10.00
6.08 Window Tint, Reg Cab $120.00 $110.00
6.09 Window Tint, Ext Cab $135.00 $125.00
6.10 Window Tint, Crew Cab $155.00 $135.00
6.11 Safety Cone Holder $161.00 $60.00
6.12 Safety Cones $130.00 $120.00
7.01 Backup Alarm $55.00 $62.00
7.02 Magnetic LED Light $612.00 $446.00
E-Verify Number
Attachment B
E-Verify Number
Bid Item #12-213
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
Vendors
The following vendors did not respond:
Thomposn Motor Cent / 21587 Washington Rd. / Thomson, GA 30824
Hardy Chev Pontiac / 1249 Charles Hardy Parkway / Dallas, GA 30157
Team Ford of Marietta / 869 Cobb Parkway / Marietta, GA 30060
7.00 Alert Warning Systems
5.00 Vehicle/Options Required5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 11
Attachment number 4 \nPage 1 of 1
Item # 11
Attachment number 5 \nPage 1 of 2
Item # 11
Attachment number 5 \nPage 2 of 2
Item # 11
Commission Meeting Agenda
6/27/2013 5:00 PM
2013 - Recreation Vans
Department:Finance Department - Fleet Management
Caption:Request the Augusta Commission approve the acquisition of 2
transport vans and one Cargo Van for the Recreation Department.
Background: Fleet Management has evaluated and would like to replace 2
passenger vans for Recreation Department replacing a 1998
Plymouth Voyager Mini-Van , asset # 984134, with 107,776 miles
with a significant maintenance record. The second van is a 1994
Ford E-350 , 940279 a 1994 model with 107,921 miles.
Lastly, Recreation-Facilities Maintenance-Phinizy Road has hired
a new employee to assist in the HVAC division and would need a
cargo van to facilitate the position. He has been using a 2000 Ford
Ranger with 76,543 miles on it but still has some service life. The
Ford Ranger is inappropriate for this type of work . The Ranger
could be reassigned to another organization
Analysis:Fleet Management would like to utilize the Georgia State Contract
bid program to purchase the vehicles. The Georgia State Contract
low bid for these type units was awarded to Allan Vigil Ford of
Morrow, Georgia. Allen Vigil’s contract pricing will be honored
until June 30th. Therefore, we request to utilize the available
contract. The state bid award number for the vans is SWC-90795.
We have attached the appropriate paperwork for your review.
Financial Impact:The 2 Recreation-Admin transport vans are as follows: (1) 12-
passenger van @ $26,457.00; and (2) 15- passenger van @
$29,829.00. The cargo van will be $$21,735.00. The total for the 3
vans is $78,021 and funded through the 2013 Capital Outlay
account. .
Alternatives:1. Approve the request 2. Approve the request in part 3. Do not
approve the request.
Recommendation:Approve request to purchase the 3 vehicles using the Georgia Sate
Contract bid and declare the replaced vehicles as excess and
Cover Memo
Item # 12
available for auction
Funds are Available
in the Following
Accounts:
Capital Outlay: 272-01-6440/5422220
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 12
Attachment number 1 \nPage 1 of 3
Item # 12
Attachment number 1 \nPage 2 of 3
Item # 12
Attachment number 1 \nPage 3 of 3
Item # 12
Attachment number 2 \nPage 1 of 5
Item # 12
Attachment number 2 \nPage 2 of 5
Item # 12
Attachment number 2 \nPage 3 of 5
Item # 12
Attachment number 2 \nPage 4 of 5
Item # 12
Attachment number 2 \nPage 5 of 5
Item # 12
Attachment number 3 \nPage 1 of 5
Item # 12
Attachment number 3 \nPage 2 of 5
Item # 12
Attachment number 3 \nPage 3 of 5
Item # 12
Attachment number 3 \nPage 4 of 5
Item # 12
Attachment number 3 \nPage 5 of 5
Item # 12
Attachment number 4 \nPage 1 of 5
Item # 12
Attachment number 4 \nPage 2 of 5
Item # 12
Attachment number 4 \nPage 3 of 5
Item # 12
Attachment number 4 \nPage 4 of 5
Item # 12
Attachment number 4 \nPage 5 of 5
Item # 12
Commission Meeting Agenda
6/27/2013 5:00 PM
2013 - Sheriff Motorcycle
Department:Finance Department - Fleet Management
Caption:Approve the replacement of two motorcycles of the Sheriff's
Office, Traffic Division
Background:The Sheriff's Office is requesting the replacement of tow older
modle motorcycles due to the extreme conditons the motorcycles
operate in. One replacement is asset # 994201 which is a 2003
Harley Davidson with 86,003 miles on it. The other motorcycle is
a 2005 Harley Davidson, asset # 994201 with 54,136 with an
extensive maintenance record.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the Honda Police Motorcycle,
Bid #: 13-140, only one bidder GJ&L, Inc at $21,706.
Financial Impact:The Police Motorcycle will be purchased at $21706.00 each for a
total of $43,412.00
Alternatives:1. Approve the request 2 Disapprove the request.
Recommendation:Approve the replacement of the two motorcycles and declare the
replace motocycles as surplus and available for auction
Funds are Available
in the Following
Accounts:
Sale Tax VI Public Safety Vehicles
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Cover Memo
Item # 13
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 13
Attachment number 1 \nPage 1 of 2
Item # 13
Attachment number 1 \nPage 2 of 2
Item # 13
Attachment number 2 \nPage 1 of 1
Item # 13
Invitation to Bid
Sealed bids will be received at this office on Tuesday, May 21, 2013 @ 11:00 a.m. for furnishing:
Bid Item 13-140 Honda Police Motorcycles for Fleet Management
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department
ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business
hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing
by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the
Procurement Department by Friday, May 10, 2013 @ 5:00 P.M. No bid will be accepted by fax, all
must be received by mail or hand delivered.
The local bidder preference program is applicable to this project. To be approved as a local bidder
and receive bid preference an eligible bidder must submit a completed and signed written application
to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible
local project. An eligible bidder who fails to submit an application for approval as a local bidder at
least thirty (30) days prior to the date bids are received on an eligible local project, and who
otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid
preference on such eligible local project.
No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and
shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual
terms and conditions, applicable to the procurement. All specific requirements contained in the
invitation to bid including, but not limited to, the number of copies needed, the timing of the
submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by
the Procurement Director. All requests to waive or modify any such material condition shall be submitted
through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for
approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle April 18, 25, May 2, 9, 2013
Metro Courier April 24, 2013
Revised: 3/7/2013
Attachment number 3 \nPage 1 of 1
Item # 13
Vendors
Street & Trail Motorsports
4277 Washington Rd
Evans, GA 30809
Honda of Cool Springs
1096 W McEwen Dr
Franklin, TN 37067
First Coast Honda
2000 North Ponce De
Leon Blvd
St Augustine, FL 32084
Cycle World of Athens
4225 Atlanta Hwy
Bogart, GA 30622
Aiken Motorcycle Sales
& Service
2129 Whiskey Rd
Aiken, SC 29803
GJ & L Inc
2531 Peach Orchard Rd
Augusta, GA 30906
Attachment B Withdrew
Bid Submittal Yes
E-Verify Number Withdrew
Bid Submittal 267745
SAVE Form Withdrew
Bid Submittal Yes
5.00
Equipment
Requirements
6.00
Equipment
Requirements
6.01
Auxiliary Lighting
Withdrew
Bid Submittal $4,110.00
7.00
Specialty Items
7.01
Keys
Withdrew
Bid Submittal $16.00
7.02
Manuels
Withdrew
Bid Submittal $80.00
Delivery Date Withdrew
Bid Submittal 45 Days ARO
Bid Opening Date: Tuesday, May 21, 2013 @ 11:00 a.m.
$17,500.00Withdrew
Bid Submittal
Bid Item #13-140
Honda Police Motorcyles
for the City of Augusta - Fleet Management Department
5.01
ST1300PA
H Motorcycle
Page 1 of 1
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Attachment number 5 \nPage 1 of 1
Item # 13
Attachment number 6 \nPage 1 of 2
Item # 13
Attachment number 6 \nPage 2 of 2
Item # 13
Commission Meeting Agenda
6/27/2013 5:00 PM
2013 - Tax Assessor Vehicles
Department:Finance Department - Fleet Management
Caption:Request to replace two vehicles of the Tax Assessor's Office.
Background:Several years ago the Tax Assessor changed from personally
owned vehicles used for field assessing to Government vehicles.
The vehicles he was provided were turn-ins from other
Departments.
The Tax Assessor is requesting to replace two vehicles; a
1998 Ford Crown Victoria, asset number 984101 with 157,186
miles on it. The other vehicle is a 984140, a 1998 Ford Escort
with 155,264 miles on it. The vehicle assessments are attached for
your review.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the Ford F-150 on Bid 12-213.
Bids were received from two venders; Allan Vigil Ford at
$17,858.00 and Bobby Jones Ford at $17,754.00 which was the
low bidder. See attached documents.
Financial Impact:The request is for 2 F-150's at $17,754 each for a total of $35,508.
Alternatives:1. Approve the Request 2. Disapprove the request
Recommendation:Apporve the request for 2 F-150's and declare the replaced
vehicles as surplus and available for auction.
Funds are Available
in the Following
Accounts:
Capital Outlay: 272-01-6440/5422210
REVIEWED AND APPROVED BY:Cover Memo
Item # 14
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 14
Attachment number 1 \nPage 1 of 2
Item # 14
Attachment number 1 \nPage 2 of 2
Item # 14
Attachment number 2 \nPage 1 of 1
Item # 14
Invitation to Bid
Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management
Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management
Bid Item 12-215 10,000 GVW Pickup Truck for Fleet Management
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department
ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business
hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing
by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the
Procurement Department by Friday, November 9, 2012 @ 5:00 p.m. No bid will be accepted by fax, all
must be received by mail or hand delivered.
No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and
shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual
terms and conditions, applicable to the procurement. All specific requirements contained in the
invitation to bid including, but not limited to, the number of copies needed, the timing of the
submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by
the Procurement Director. All requests to waive or modify any such material condition shall be submitted
through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for
approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle October 18, 25, November 1, 8, 2012
Metro Courier October 24, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 3 \nPage 1 of 1
Item # 14
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Yes Yes
94460 117480
SAVE Form Yes Yes
Delivery Time 8-10 weeks 90-120 days
5.01 Full-Size Truck-Reg Cab $16,286.00 $16,550.00
5.02 Full-Size Truck-Ext Cab $22,090.00 $18,902.00
5.03 Full-Size Truck-Ext CabSW $19,489.00 $19,683.00
5.04 Full-Size Truck-Ext Cab $22,188.00 $22,511.00
5.05 Full-Size Truck-Crew Cab $23,075.00 $23,299.00
5.06 Full-Size Truck-Crew Cab4 $25,497.00 $25,988.00
5.07 Speed Control $187.00 $187.00
5.08 Tilt Steering Wheel No Charge standard
5.09 Heavy Duty Cooling Pack n/a n/a
5.10 Heavy Duty Electrical Pack n/a n/a
5.11 Heavy Duty Suspension Pk n/a $1,279.00
5.12 Skid Plate Package 4X4 $137.00 $137.00
5.13 Roof Clearance Lights $47.00 $592.00
5.14 Speed Control/Tilt Steering $197.00 $200.00
5.15 Skid Plate Pack (4X4 only)$84.00 $85.00
5.13 Minimum 8 Foot Bed
2.01-5.04
$279.00
5.05-5.06
$1125.00 $278.00
5.14 Trailer Tow Package $320.00 $320.00
6.01 Fire Extinguisher $110.00 $46.00
6.02 Outlet Receptacle $67.00 $55.00
6.03 Bedliner $325.00 $300.00
6.04 Toolbox $350.00 $240.00
6.05 Trailer Hitch $380.00 $230.00
6.06 Trailer Wiring included w/6.05 $25.00
6.07 Trailer Ball $30.00 $10.00
6.08 Window Tint, Reg Cab $120.00 $110.00
6.09 Window Tint, Ext Cab $135.00 $125.00
6.10 Window Tint, Crew Cab $155.00 $135.00
6.11 Safety Cone Holder $161.00 $60.00
6.12 Safety Cones $130.00 $120.00
7.01 Backup Alarm $55.00 $62.00
7.02 Magnetic LED Light $612.00 $446.00
E-Verify Number
Attachment B
E-Verify Number
Bid Item #12-213
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
Vendors
The following vendors did not respond:
Thomposn Motor Cent / 21587 Washington Rd. / Thomson, GA 30824
Hardy Chev Pontiac / 1249 Charles Hardy Parkway / Dallas, GA 30157
Team Ford of Marietta / 869 Cobb Parkway / Marietta, GA 30060
7.00 Alert Warning Systems
5.00 Vehicle/Options Required5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Page 1 of 1
Attachment number 4 \nPage 1 of 1
Item # 14
Attachment number 5 \nPage 1 of 1
Item # 14
Attachment number 6 \nPage 1 of 2
Item # 14
Attachment number 6 \nPage 2 of 2
Item # 14
Commission Meeting Agenda
6/27/2013 5:00 PM
2013 - Traffic Engineering Vehicles
Department:Finance Department - Fleet Management Division
Caption:Request approval for the replacement of 4 trucks for Traffic
Engineering.
Background:Within Traffic Engineering there are two sections: Signs and
Signals. In 1998-2000 the F-150 was the truck of choice for work
trucks within the general fund. For the most part Traffic
Engineering consisted of F-150’s and Bucket Trucks. Over time
we have seen that the F-150 was too small for work in the Sign
section as it is required to carry numerous steel poles and signs
which stress’ the suspension of the truck. We are therefore
requesting they be replaced with the F-250. The units being
replaced are assets: 1) 994174 a 1999 F-150 with 214,320 miles,
2) 994176 a 1999 Ford F-150 with 155,731 miles, 3) 994178 a
1999 F-150 with 208,584 miles and 4) 984141 a 1999 F-150 with
181,251 miles.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the Ford F-150, 4X4 , Bid 12-
213. Bids were received from two venders; Allan Vigil Ford at
$21,806.00 and Bobby Jones Ford at $21,497.00 which was the
low bidder. See attached documents. The F-250’s were published
on Bid 12-213 and only two bid were received by Procurement;
Allan Vigil Ford at $23583.00 and Bobby Jones Ford at $23,572.
Financial Impact:Two F-150’s at $21,497 = $42,994.00, and two F-250’s at
$23,572.00 = $47,144.00. A total of all 4 is $90,116.00 from
Bobby Jones Ford.
Alternatives:1.) Approve the request. 2.) Approve the request in part. 3.)
Disapprove the request.
Recommendation:Approve the replacements of the trucks as stated in the
background and declare the replaced trucks as excess and
available for auction Cover Memo
Item # 15
Funds are Available
in the Following
Accounts:
Capital Outlay: 272-01-6440/5422210
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 15
Attachment number 1 \nPage 1 of 4
Item # 15
Attachment number 1 \nPage 2 of 4
Item # 15
Attachment number 1 \nPage 3 of 4
Item # 15
Attachment number 1 \nPage 4 of 4
Item # 15
Attachment number 2 \nPage 1 of 1
Item # 15
Attachment number 3 \nPage 1 of 2
Item # 15
Attachment number 3 \nPage 2 of 2
Item # 15
Invitation to Bid
Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management
Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management
Bid Item 12-215 10,000 GVW Pickup Truck for Fleet Management
Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
706-821-2422
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department
ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business
hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing
by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the
Procurement Department by Friday, November 9, 2012 @ 5:00 p.m. No bid will be accepted by fax, all
must be received by mail or hand delivered.
No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and
shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual
terms and conditions, applicable to the procurement. All specific requirements contained in the
invitation to bid including, but not limited to, the number of copies needed, the timing of the
submission, the required financial data, and any other requirements designated by the Procurement
Department are considered material conditions of the bid which are not waiveable or modifiable by
the Procurement Director. All requests to waive or modify any such material condition shall be submitted
through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for
approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle October 18, 25, November 1, 8, 2012
Metro Courier October 24, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 4 \nPage 1 of 1
Item # 15
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Yes Yes
94460 117480
SAVE Form Yes Yes
Delivery Time 8-10 weeks 90-120 days
5.01 Full-Size Truck-Reg Cab $16,286.00 $16,550.00
5.02 Full-Size Truck-Ext Cab $22,090.00 $18,902.00
5.03 Full-Size Truck-Ext CabSW $19,489.00 $19,683.00
5.04 Full-Size Truck-Ext Cab $22,188.00 $22,511.00
5.05 Full-Size Truck-Crew Cab $23,075.00 $23,299.00
5.06 Full-Size Truck-Crew Cab4 $25,497.00 $25,988.00
5.07 Speed Control $187.00 $187.00
5.08 Tilt Steering Wheel No Charge standard
5.09 Heavy Duty Cooling Pack n/a n/a
5.10 Heavy Duty Electrical Pack n/a n/a
5.11 Heavy Duty Suspension Pk n/a $1,279.00
5.12 Skid Plate Package 4X4 $137.00 $137.00
5.13 Roof Clearance Lights $47.00 $592.00
5.14 Speed Control/Tilt Steering $197.00 $200.00
5.15 Skid Plate Pack (4X4 only)$84.00 $85.00
5.13 Minimum 8 Foot Bed
2.01-5.04
$279.00
5.05-5.06
$1125.00 $278.00
5.14 Trailer Tow Package $320.00 $320.00
6.01 Fire Extinguisher $110.00 $46.00
6.02 Outlet Receptacle $67.00 $55.00
6.03 Bedliner $325.00 $300.00
6.04 Toolbox $350.00 $240.00
6.05 Trailer Hitch $380.00 $230.00
6.06 Trailer Wiring included w/6.05 $25.00
6.07 Trailer Ball $30.00 $10.00
6.08 Window Tint, Reg Cab $120.00 $110.00
6.09 Window Tint, Ext Cab $135.00 $125.00
6.10 Window Tint, Crew Cab $155.00 $135.00
6.11 Safety Cone Holder $161.00 $60.00
6.12 Safety Cones $130.00 $120.00
7.01 Backup Alarm $55.00 $62.00
7.02 Magnetic LED Light $612.00 $446.00
E-Verify Number
Attachment B
E-Verify Number
Bid Item #12-213
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m.
Vendors
The following vendors did not respond:
Thomposn Motor Cent / 21587 Washington Rd. / Thomson, GA 30824
Hardy Chev Pontiac / 1249 Charles Hardy Parkway / Dallas, GA 30157
Team Ford of Marietta / 869 Cobb Parkway / Marietta, GA 30060
7.00 Alert Warning Systems
5.00 Vehicle/Options Required5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Page 1 of 1
Attachment number 5 \nPage 1 of 1
Item # 15
Attachment number 6 \nPage 1 of 1
Item # 15
Attachment number 7 \nPage 1 of 2
Item # 15
Attachment number 7 \nPage 2 of 2
Item # 15
Commission Meeting Agenda
6/27/2013 5:00 PM
2013 Solid Waste Contract
Department:
Caption:Discuss 2013 Solid Waste Contract/Contract Term. (Referred
from the Commission's June 18th meeting)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 16
Commission Meeting Agenda
6/27/2013 5:00 PM
Windsor Spring Rd. Phase V
Department:Engineering-Abie L. Ladson, P.E., CPESC, Director
Caption:Motion to authorize the Administrator to approve and Mayor to
execute, at the discretion of the Augusta Law Department, Right-
of-Way Parcels closing whose Fair Market Value does not exceed
$50,000 on Windsor Spring Road Improvement Project, Phase
V. All Parcels which have a Fair market Value of $50,001, or
Higher will be submitted to the Augusta Commission for
approval.
Background:The Winsor Spring Road Phase V Improvement project is an approved
project and under design. The project is a joint effort between Augusta,
Georgia (Augusta) and Georgia Department of Transportation (GDOT).
Augusta is responsible for the Design Phase (Engineering, Right-of-
Way Acquisition, and Utilities Relocation), and GDOT is responsible
for the Construction Phase. The Right-of-Way (ROW) acquisition
agreement was signed by Augusta and GDOT on November 1, 2011,
and Augusta Engineering Department (AED) has commenced the
acquisition process. Augusta has funded the ROW acquisition and will
be reimbursed by GDOT. The current construction let date is May 2014,
and the estimated construction cost is $14,017,943.
Analysis:The construction let date is contingent upon the completion of
ROW acquisitions. The purpose of this request is to streamline the
process to close parcels in a more expedient manner. There are
currently 140 parcels to appraise for this project. All parcels go
through the negotiation process, and must be submitted to GDOT
for review and approval. The current process in place for this
project adds considerable time to the ROW process and can
potentially delay the current schedule. GDOT Management is very
focused on project delivery and the construction funds for this
project. Authorization to streamline the process to close ROW
parcels more quickly is critical for this project to meet the
approved funding mandates established by GDOT. To ensure
Commissioners are kept informed on the status of the acquisition,
AED will provide quarterly updates to the Commission for
informational purposes.
Cover Memo
Item # 17
Financial Impact:N/A
Alternatives:1: Motion to authorize the Administrator to approve and Mayor to
execute, at the discretion of the Augusta Law Department, Right-
of-Way Parcels closing whose Fair Market Value does not exceed
$50,000 on Windsor Spring Road Improvement Project, Phase V.
All Parcels which have a Fair market Value of $50,001 or higher
will be submitted to the Augusta Commission for approval. 2: Do
not approve which will lengthen the right of way acquisition
process and delay the implementation of a project that is important
to south Augusta.
Recommendation:Approve Alternative 1.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 17
Commission Meeting Agenda
6/27/2013 5:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the regular meeting of the
Commission held June 18, 2013 and Special Called Legal Meeting
held June 18, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 18
Commission Meeting Agenda
6/27/2013 5:00 PM
Affidavit
Department:Clerk of Commission
Caption:Motion to authorize execution by the Mayor of the affidavit of
compliance with Georgia's Open Meeting Act.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 19