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Home My WebLink About2006-01-09-Meeting Agendawww.augustaga.gov Finance Committee Meeting Committee Room- 1/9/2006- 2:00 PM FINANCE 1. Consider a request from Hammond Grove Baptist Church for a waiver of property taxes for The House of Abraham located at 2023 Grand Blvd. (Referred from December 19 Commission meeting) Attachments 2. Consider a request from Paine College for city sponsorship through the purchase of tickets for the Sixth Annual Masked Ball. Attachments 3. Approve the replacement of 1 full size pickup truck for the Public Services Department-Maintenance Division for $17,590.00 from Legacy Ford of McDonough, Georgia. (Lowest bid offer for bid 05-134). Attachments 4. Approve the acquisition of 1 regenerative air street sweeper for the Public Services Department-Maintenance Division from Tractor and Equipment Company of Augusta for $136,683.00 each (lowest bid offer on bid 05- 146). Attachments 5. Reallocate $900,000 from SPLOST Phase I, Future Maintenance, to General Administration SPLOST Operations, Phase IV for 2006. Attachments 6. Request to Abate 1999 Tax Account--Map 7, Parcel 236. Attachments Finance Committee Meeting 1/9/2006 2:00 PM House of Abraham Department:Clerk of Commission Caption:Consider a request from Hammond Grove Baptist Church for a waiver of property taxes for The House of Abraham located at 2023 Grand Blvd. (Referred from December 19 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 1/9/2006 2:00 PM Paine College Masked Ball Department:Clerk of Commission Caption:Consider a request from Paine College for city sponsorship through the purchase of tickets for the Sixth Annual Masked Ball. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 1/9/2006 2:00 PM Public Service-Pick Up Truck Department:Finance, Fleet Management - Ron Crowden, Fleet Manager Caption:Approve the replacement of 1 full size pickup truck for the Public Services Department-Maintenance Division for $17,590.00 from Legacy Ford of McDonough, Georgia. (Lowest bid offer for bid 05-134). Background:The Public Services Department – Maintenance Division requests the acquisition of one (1) full-size pickup truck to replace a 1997 GMC Sierra (asset number 960471) with 173,878 miles. An assessment was conducted in accordance with the Commission approved Replacement policy and is attached for review. This vehicle meets the current approved policy standard for replacement. This vehicle is assigned to the Public Services “Road Manager” whose job requires he supervise the activities of the pot hole patching and paving crews and to respond to complaints by citizens reporting pot holes or other road hazards in Augusta. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from six (6) vendors. Review of bids received shows that Legacy Ford of McDonough, Georgia, submitted the lowest bid for $17,590.00. Other bids are as follows: Bobby Jones Ford=$ 18,005.00, Allan Vigil Ford=$ 20,137.00, Carl Black GMC=$ 20,592.00, Legacy Ford=$ 18,892.00, Parkway Ford=$ 19,111.00. Financial Impact:The unit will be purchased for $17,590.00. Funding for the procurement of this vehicle will be provided by the Public Services-Maintenance Division, Phase IV of the SPLOST. Alternatives:1.Approve the award to the lowest bidder, Legacy Ford of McDonough, Georgia. 2. Do not approve the request. Recommendation:Approve the acquisition of one (1) full size pickup truck for the Public Services Department-Maintenance Division for $17,590.00 from Bobby Jones Ford of Augusta, Georgia. (Lowest bid offer for bid 04-125). Funds are Available in the Following Accounts: 324-04-1110.54-22210 // 201-82-4010.54-22210 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Finance Committee Meeting 1/9/2006 2:00 PM Public Service-Sweeper, Regen Department:Finance-Fleet Management-Ron Crowden, Fleet Manager Caption:Approve the acquisition of 1 regenerative air street sweeper for the Public Services Department-Maintenance Division from Tractor and Equipment Company of Augusta for $136,683.00 each (lowest bid offer on bid 05-146). Background:The Augusta Public Services Department-Maintenance Division requests the acquisition of 1 regenerative air street sweeper to replace an older unit. The unit being replaced is asset numbers 930368, a 1994 model with 102,696 miles and 12,515 hours. This equipment was evaluated in accordance with the criteria in the Replacement Policy approved by the Commission in 2004 and it qualifies for immediate consideration for replacement (please see the attached evaluation). Augusta currently only has three of these type sweepers in their fleet. These units are driven daily. The new proposed unit is larger and will vacuum at a higher rate of speed thereby increasing job productivity. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from two (2) vendors. Review of bids received shows that Tractor and Equipment Company of Augusta, Georgia, submitted the lowest bid at $136,683.00 each followed by Adams Equipment Company which did not meet the bid requirements. Financial Impact:The unit will be purchased for $136,683.00. Funding for the procurement of this equipment will be provided by the Public Services-Maintenance Division. These funds were approved in the Phase IV of the SPLOST, County Forces, and are available for this purchase. Alternatives:(1) None recommended (2) do not approve the request Recommendation:Approve the acquisition of 1 regenerative air street sweepers for the Public Services Department-Maintenance Division from Tractor and Equipment Company of Augusta for $136,683.00 each (lowest bid offer on bid 05-146). Funds are Available in the Following Accounts: 324-04-1110/54.21150 // 201-82-4010/54.21150 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Finance Committee Meeting 1/9/2006 2:00 PM Reallocation of funds Department:Public Services Department - Maintenance Division Caption:Reallocate $900,000 from SPLOST Phase I, Future Maintenance, to General Administration SPLOST Operations, Phase IV for 2006. Background:We have approximately $600,000 remaining in SPLOST, Phase IV for this expense, while the annual budget allocation needed is approximately $1.5 million. Analysis:It is absolutely critical to the success of the Maintenance Division that these employees be maintained. These 35 employees serve in every capacity ranging from truck drivers to members of the administrative staff. Failure to approve the reallocation will result in a reduction in force, as necessary funds are not available in Phase IV. Financial Impact:Reallocation of funds from Phase I to Phase IV, General Administration SPLOST Operations. Alternatives:1. Reallocate $900,000 from SPLOST, Phase I, Future Maintenance, to General Administration SPLOST Operations, Phase IV for 2006. 2. Absorb employees and operating expenditures of $1.5 million into General Fund. Recommendation:Recommend Alternative #1. Funds are Available in the Following Accounts: Future Maintenance, SPLOST, Phase I REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Finance Committee Meeting 1/9/2006 2:00 PM Request to Abate Tax Account Department:Tax Commissioner Caption:Request to Abate 1999 Tax Account--Map 7, Parcel 236. Background:This property is common ground in a subdivision and should not be taxed. Subsequent years have not been taxed. Analysis: Financial Impact:$384.92 Alternatives:None Recommendation:Abate the account. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrator.