HomeMy WebLinkAbout2006-03-13-Meeting Agenda
Finance Committee Meeting Committee Room- 3/13/2006- 2:00 PM
FINANCE
1. Consider a request from Concord Management Limited
regarding a refund of the late payment penalty for 2005
taxes on the property of Stonegate Club Partners, Ltd.
(Map 40, Parcel 47.06).
Attachments
2. Approve renewal of Public Official Liability coverage
with current carrier, Landmark American Insurance, for a
premium of $86,523.
Attachments
3. Approve the replacement of 1 crime scene van with 1
crime scene truck for the Sheriff’s Office-Criminal
Investigation Division Bobby Jones Ford of Augusta,
Georgia for $23,134.00 (Lowest Bid offer for bid 05-135).
Attachments
4. Consider a funding request from the James Brown Soul of
America Music Festival.
Attachments
5. Consider a request from Kids Restart, Inc. regarding city
sponsorship through the purchase of tickets for the Second
Annual "Drive for Kids" Golf Tournament.
Attachments
6. Approve the request from Public Services Department-
Maintenance Division to replace a current 36-month lease
of two motor graders with a new 48-month lease from
Yancey Brothers Caterpillar, Inc of Augusta, Georgia for
$1,545.48 each per month (Lowest Bid offer for bid 06-
108).
Attachments
7. Approve the replacement of 24 public safety patrol
vehicles and 2 public safety transport sedans for
Civil/Fugitive Division of the Richmond County Sheriff's
Office.
Attachments
www.augustaga.gov
8. Consider a request from The Way Out, Inc. for city
sponsorship through the purchase of tickets for the
Timothy Boyd Miller Concert.
Attachments
9. Status report from Cherry, Bekaert & Holland on the
progress of the 12/31/2005 Audit.
Attachments
Finance Committee Meeting
3/13/2006 2:00 PM
Concord Management Limited
Department:Clerk of Commission
Caption:Consider a request from Concord Management Limited
regarding a refund of the late payment penalty for 2005 taxes
on the property of Stonegate Club Partners, Ltd. (Map 40,
Parcel 47.06).
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
3/13/2006 2:00 PM
Continuation of Public Official Liability Insurance
Department:Finance / Risk Management Division - David Persaud,
Director
Caption:Approve renewal of Public Official Liability coverage with
current carrier, Landmark American Insurance, for a
premium of $86,523.
Background:Public Official Liability coverage has been provided for
wrongful acts of the public entity and wrongful acts of
individuals who act on behalf of the entity. A wrongful act
means any actual or alleged breach of duty, neglect,
misstatements, misleading statements, or employment
practices. Augusta-Richmond County has maintained
continuous coverage since 1997. This policy expires April
19, 2006. Current coverage has a $2,000,000 liability limit
with an SIR (self insured retention) of $250,000 for each
loss. The premium quote for Augusta for 2006 is $86,523
which is $8,477 less than 2005's premium.
Analysis:Acceptance of coverage gives additional protection to the
assets of public officials. Public Official Liability (POL)
coverage is claims made coverage (occurrence based is not
available) which means any claim which may be covered
would need to be filed during the policy period. If we were to
change companies and a claim arose which began during the
prior policy period we could not recover from the insurer
unless we purchase what is called "tail" coverage. Tail
coverage is generally 150% to 200% of the regular premium.
Hence, it is generally not cost effective to change POL
insurers.
Financial Impact:
J. Smith Lanier & Company secured 3 quotes for this
coverage. These quotes provide $2,000,000 in coverage with
a $250,000 SIR (self insured retention). Quotes were
received from Landmark American Insurance Co. an A rated
carrier (current carrier and none commited) for a premium of
$86,523; AIG Insurance Company an A+ carrier with a
premium quote of $85,179; and Westchester Insurance
Company an A+ carrier with a premium quote of $82,112.
Alternatives:Rely totally on available funds for the payment of any
judgments which may be rendered directly against entity's
public officials.
Recommendation:Approve coverage quoted by Landmark American for a one
year period for a premium of $86,523 for $2,000,000 in
coverage and $250,000 SIR. Coverage includes Augusta
Commission, Augusta Regional Airport Authority and Solid
Waste Management Authority.
Funds are
Available in the
Following
Accounts:
611015212 52.31110 Risk Management / Insurance
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Finance Committee Meeting
3/13/2006 2:00 PM
Crime Scene Truck
Department:Finance Department, Fleet Management-Ron Crowden, Fleet
Manager
Caption:Approve the replacement of 1 crime scene van with 1 crime
scene truck for the Sheriff’s Office-Criminal Investigation
Division Bobby Jones Ford of Augusta, Georgia for
$23,134.00 (Lowest Bid offer for bid 05-135).
Background:
The Richmond County Sheriff’s Office-Criminal
Investigation Division requests the replacement of a crime
scene van with an F-250 crime scene truck. The vehicle
being replaced is a 1996 E-350 van with 112,912 miles (see
evaluation sheet attached). The Richmond County Sheriff’s
Office currently has three investigators assigned as Crime
Scene Technicians. They currently work Monday through
Friday, 08:30 a.m. to 5:00 p.m. and are on-call twenty-four
hours a day. This team on average is involved in
approximately two hundred responses a month, many of
them after hours. Each vehicle is equipped with various tools,
markers, electronics, and assorted other necessities to work a
crime scene. This requires a vehicle design with ample
storage space and hook ups for an independent power source.
Once at a crime scene the investigator may be there several
hours and can not be running back and forth for needed
pieces of equipment. The vehicle to be replaced is the oldest
of the three vehicles assigned to the Crime Scene Unit and is
a 1996 Chevrolet Conversion Van, which was originally a
seized Narcotics vehicle converted to its current use. The
vehicle is incurring down time due to maintenance based on
its high usage, associated with its age and high mileage. Due
to the amount of equipment these vehicles carry the
investigator is not able to place the needed equipment in a
spare vehicle for use, and therefore one of the other two
vehicles is required to be used when this vehicle is down,
adding additional wear on the second vehicle, due to the “hot
seating”. The replacement vehicle is the second vehicle of
this type (truck) requested for the Crime Scene Unit. The
current vehicle has proven both reliable and adaptable to the
mission of the Crime Scene Technicians. The specifications
of this new vehicle call for a diesel engine which should
increase the life of the vehicle, allowing it to remain active in
the fleet for a substantial period of time. The new unit will be
completely designed and compartmentalized specifically to
maintain various types of critical equipment and
paraphernalia utilized in this intensely tedious work. The new
unit will also afford more dependable transportation than the
older van currently being utilized.
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 5
vendors: Bobby Jones Ford-$ 23,134.00-LOWEST BIDDER,
Allan Vigil Ford-$ 26,778.00, Carl Black GMC -$ 29,923.00,
Legacy Ford-$ 24,891.00, Parkway Ford-$ 25,543.00.
Financial Impact:The unit will be purchased for $23,134.00. Funding for the
procurement of this vehicle will be provided by the Sheriff’s
forfeiture account.
Alternatives:1. Approve the award to the lowest bidder, Bobby Jones Ford
of Augusta, Georgia 2. Do not approve the request.
Recommendation:Approve the acquisition of one F-250 truck for the Sheriff’s
Office-Criminal Investigation Division Bobby Jones Ford of
Augusta, Georgia for $23,134.00 (Lowest Bid offer for bid
05-135).
Funds are
Available in the
Following
Accounts:
211-03-1210.54-22210
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Bobby
Jones
Carl
Black
Allan
Vigil
Parkway
Ford
Legacy
Ford
Brand Ford GMC Ford Ford Ford
Model F-250 Sierra F-250 F-250 F-250
Delivery Date 90-120 days 50 days 8-10 weeks 60-90 days 90 days
5.01 14,319.00$ 17,900.00$ 17,432.00$ 14,575.55$ 14,444.00$
5.02 17,218.00$ 19,250.00$ 19,920.00$ 17,506.55$ 17,374.00$
5.03 15,994.00$ 19,950.00$ 19,436.00$ 16,291.30$ 16,151.00$
5.04 18,691.00$ 22,450.00$ 21,974.00$ 18,993.30$ 18,849.00$
5.05 17,378.00$ 21,250.00$ 20,618.00$ 18,007.30$ 17,543.00$
5.06 20.00$ 23,900.00$ 23,257.00$ 21,151.30$ 20,687.00$
5.07 4,233.00$ 7,000.00$ 4,335.00$ 4,335.00$ 4,233.00$
5.08 300.00$ 245.00$ 255.00$ 255.00$ 249.00$
5.09 Standard 79.00$ N/A Standard Standard
5.10 Standard Standard N/A Standard Standard
5.11 (344.00)$ N/A (352.00)$ (325.00)$ 344.00$
5.12 (307.00)$ (323.00)$ (246.00)$ (300.00)$ 307.00$
5.13 104.00$ 59.00$ 107.00$ 107.00$ 104.00$
5.14 46.00$ 46.00$ 47.00$ 50.00$ 46.00$
5.15 320.00$ 200.00$ 328.00$ 335.00$ 320.00$
5.16 83.00$ 79.00$ 85.00$ 88.00$ 83.00$
5.17 30.00$ N/A N/C 15.00$ 5.00$
6.01 35.00$ 46.00$ 40.00$ 85.00$ 80.00$
6.02 25.00$ 115.00$ 38.00$ 250.00$ 250.00$
6.04 450.00/260.00 350.00$ 325.00$ 650.00$ 650.00$
6.05 85.00$ 242.00$ 174.00$ 225.00$ 225.00$
6.06 4,100.00$ 5,400.00$ 4,450.00$ 5,439.00$ 5,439.00$
6.07 295.00$ 295.00$ 175.00$ 585.00$ 585.00$
6.08 280.00$ 395.00$ 175.00$ 585.00$ 585.00$
6.09 220.00$ N/B 180.00$ 450.00$ 450.00$
6.10 440.00$ N/B 360.00$ 900.00$ 900.00$
6.11 190.00$ 242.00$ 300.00$ 400.00$ 400.00$
6.12 175.00$ 174.00$ 210.00$ 395.00$ 395.00$
6.13 30.00$ 35.00$ 129.00$ 110.00$ 100.00$
6.14 8.00$ 8.00$ 45.00$ 58.00$ 53.00$
6.15 120.00$ 495.00$ 250.00$ 435.00$ 425.00$
6.16 190.00$ 495.00$ 175.00$ 375.00$ 375.00$
6.17 1,860.00$ 2,400.00$ 2,200.00$ 2,295.00$ 2,395.00$
6.18 35.00$ 60.00$ 46.00$ 195.00$ 190.00$
6.19 95.00$ 85.00$ 100.00$ 140.00$ 140.00$
7.01 32.00$ 45.00$ 63.00$ 110.00$ 100.00$
7.02 85.00$ 225.00$ 95.00$ 395.00$ 395.00$
7.03 182.00$ 495.00$ 152.00$ 395.00$ 395.00$
7.04 260.00$ 595.00$ 235.00$ 710.00$ 710.00$
Bid Item 05-135
2006 8500 GVW Pickup Truck w/Accessories
Augusta Fleet Management
Bid Due: Thursday, September 29, 2005 @ 11:00 a.m.
This bid item was advertised through
Demandstar and 8 planholders received
notification. It was also publicized in Augusta
Chronicle on September 1, 8, 15, 22, 2005 and
in Metro Courier September 7, 2006. A total of
five vendors submitted bids.
Invitation To Bid
Sealed bids will be received at this office until 11:00 a.m. Thursday, September 29 2005
Bid Item #05-134 2006 6000 GVW Pickup Truck w/Accessories for Augusta Fleet
Department
Bid Item #05-135 2006 8500 GVW Pickup Truck w/Accessories for Augusta Fleet
Department
Bid Item #05-136 2006 10,000 GVW Pickup Truck w/Accessories for Augusta Fleet
Department
BID’s 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 30911
706-821-2422
BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street –
Room 605, Augusta, GA 30911. Documents may be examined during regular business hours at the offices of
Augusta, GA Procurement Department. All questions must be submitted in writing to the office of the
Procurement Department by Fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be
received by mail or hand delivered.
It is the wish of the Owner that minority businesses are given the opportunity to BID on the various parts of the
work. This desire on the part of the Owner is not intended to restrict or limit competitive bidding or to increase
the cost of the work. The Owner supports a healthy free market system that seeks to include responsible
businesses and provide ample opportunity for business growth and development.
No BID may be withdrawn for a period of 30 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including financial
statements and references and such other attachments that may be required by the bid invitation are material
conditions of the bid. Any package found incomplete or submitted late shall be rejected by the Procurement
Office. Any bidder allegedly contending that he/she has been improperly disqualified from bidding due to an
incomplete bid submission shall have the right to appeal to the appropriate committee of the Augusta
commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that sequestration of BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Augusta has a Link Deposit program designed to provide loans to eligible local Small, Minority and Women
Owned Businesses. For more information about this program contact the Human Resources Department at
706-821-2303.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle September 1, 8, 15, 22, 2005
Metro Courier September 7, 2005
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Management
Yvonne Gentry DBE Coordinator
FAX TRANSMISSION
AUGUSTA-RICHMOND COUNTY CONSOLIDATED GOVERNMENT
530 Greene Street - Room 605
Augusta, Georgia 30911
706 821-2422
Fax: 706 821-2811
To:
Metro Courier
Date: August 24, 2005
Fax #:
706 722-7104
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR BID ITEM: #05-134, #05-135, #05-136
COMMENTS:
Please print the above Bid Item(s) on the following dates:
September 7, 2005
REQUISITION #43705B
Please send an affidavit of publication.
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Member Name City of Augusta, GA
Bid Number ITB-05-135-0-2005/PJM
Bid Name 2006 8500 GVW Pickup Truck w/Accessories
Supplier Name City State Phone Fax
Carl Black GMC Kennesaw GA 6787760791 7702181129
Ford - Akins Ford Corporation Winder GA 7708685280 7708685280
Jet-Vac Sumter SC 8034944430 8034944440
Legacy Ford Inc. McDonough GA 7709142800 7709142635
Mears Motor Leasing Orlando FL 4072982982 4075784924
Mike Albert Leasing Inc Cincinatti OH 5135542878 5139562878
Nelson Dodge GMC Fergus Falls MN 2187392283 2187396021
Rogers Dodge of Alvin Alvin TX 2817568532 2817568532
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Finance Committee Meeting
3/13/2006 2:00 PM
James Brown Music Festival
Department:Clerk of Commission
Caption:Consider a funding request from the James Brown Soul of
America Music Festival.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
3/13/2006 2:00 PM
Kids Restart, Inc.
Department:Clerk of Commission
Caption:Consider a request from Kids Restart, Inc. regarding city
sponsorship through the purchase of tickets for the Second
Annual "Drive for Kids" Golf Tournament.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
3/13/2006 2:00 PM
Public Services-Motorgrader Lease
Department:Finance Department-Fleet Management Division, Ron
Crowden, Fleet Manager
Caption:Approve the request from Public Services Department-
Maintenance Division to replace a current 36-month lease of
two motor graders with a new 48-month lease from Yancey
Brothers Caterpillar, Inc of Augusta, Georgia for $1,545.48
each per month (Lowest Bid offer for bid 06-108).
Background:The Augusta Public Services Department-Maintenance
Division requests permission to replace a current 36-month
lease for two motor graders with a new 48-month lease. The
current lease expires on April 1, 2006, and the cost of the
current 36-month lease is $1,653.40 per unit per month. We
are recommending replacing the 36- month lease with a 48
month lease which will cost $1,545.48 each per month,
therefore saving Augusta a total of $2,590.08 per year over
our current lease. The new lease will also feature an extended
drive train warranty so all major engine components,
transmission, and drive lines will be covered for the life of
the lease. These units are used on a daily basis and critical in
maintaining our rural roads and also utilized on many various
construction projects.
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 four
(4) vendors. Yancey Brothers, Inc., of Augusta, Georgia
submitted the lowest bid. The following are the results of the
bids received: Yancey Brothers, Inc. = $ 1,545.48 Each Per
Month- LOWEST BIDDER, ASE Construction Equipment=
$ 3,755.03 Each per Month, Tractor & Equipment= $
1,917.80 Each per Month, Metrac, Inc.= $ 2,033.83 Each per
Month
Financial Impact:The units will be leased for $1,545.48 each per month for 48-
months. Funding for the lease of this equipment is
incorporated into the approved 2006 operating budget of
Public Services-Maintenance Division.
Alternatives:(1) Approve the request, (2) do not approve the request, (3)
approve the request in part (only one Motorgrader
Recommendation:Approve the request from Public Services Department-
Maintenance Division to replace a current 36-month lease of
two motor graders with a new 48-month lease from Yancey
Brothers Caterpillar, Inc of Augusta, Georgia for $1,545.48
each per month (Lowest Bid offer for bid 06-108).
Funds are
Available in the
Following
Accounts:
101-04-1260-52-24219
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
ASC
Tractor and
Equipment Metrac
Yancey
Brothers
Year 2006 2006 2006 2006
Brand Volvo Komatsu John Deere Caterpillar
Model G930 GD655-3 770D 140-H
Purchase Price 177,970.00$ 162,200.00$ 156,355.00$ 175,689.00$
Total Price 177,970.00$ 324,400.00$ 312,710.00$ 175,689.00$
Option 1
Lease Price per month
for 36 months 4,851.14$ 2,039.94$ 2,201.74$ 1,656.30$
Total Lease Cost 192,669.94$ 146,875.68$ 158,525.28$ 59,626.80$
Guaranteed Purchase at
end of Lease 18,028.90$ 115,000.00$ 97,500.00$ 135,300.00$
Option 2
Lease Price per month
for 48 months 3,755.03$ 1,917.80$ 2,033.83$ 1,545.48$
Total Lease Cost 198,346.44$ 184,108.80$ 195,247.68$ 74,183.04$
Guaranteed Purchase at
end of Lease 18,105.00$ 108,000.00$ 85,000.00$ 126,300.00$
Option 3
Lease Price per month
for 60 months 3,086.57$ 2,064.39$ 1,927.80$ 1,434.86$
Total Lease Cost 203,407.40$ 247,726.80$ 231,336.00$ 86,091.60$
Guaranteed Purchase at
end of Lease 18,213.20$ 90,000.00$ 72,500.00$ 120,300.00$
Option 4
Full Lease to Own With
Powertrain for 60 months 3,414.76$ 3,018.56$ 2,995.99$ 3,232.47$
Total Lease Cost 204,886.60$ 362,227.20$ 359,518.80$ 193,948.20$
Delivery Date 30 Days ARO 30 Days ARO
95-100 after
signed PO
30 to 60 days
after receiving
order
Name of Selected Lease
Vendor (Required)Citicapital
Komatsu
Financial
Limited
John Deere
Credit
First
Continental
Leasing
Bid Item #06-108
Motor Grader Lease
Augusta Fleet Department
Bid Due: Friday, February 24, 2006 @ 11:00 a.m.
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Member Name City of Augusta, GA
Bid Number ITB-06-108-0-2006/PJM
Bid Name Motor Grader Lease
Supplier Name City State Phone Fax
Caterpillar Peoria IL 3096758684 0000000000
Constructionjournal.com Stuart FL 8007855165 8005817204
Fulton Supply Company Aiken SC 8036480464 8036495888
Hertz Equipment Rental Park Ridge NJ 2013075158 8667779470
National City Leasing Columbus OH 8662159619 8006780602
U.S. Equipment, Inc. Martinez GA 7068685560 7068552830
Yancey Bros. Co. Augusta GA 7067901300 7067980955
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Invitation To Bid
Sealed bids will be received at this office until 11:00 a.m. Friday, February 24, 2006
Bid Item #06-108 Motor Grader Lease for Augusta Fleet Department
BID’s 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 30911
706-821-2422
BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605,
Augusta, GA 30911. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement
Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-2811 or
by mail. No bid will be accepted by fax, all must be received by mail or hand delivered.
It is the wish of the Owner that minority businesses are given the opportunity to BID on the various parts of the work. This
desire on the part of the Owner is not intended to restrict or limit competitive bidding or to increase the cost of the work. The
Owner supports a healthy free market system that seeks to include responsible businesses and provide ample opportunity for
business growth and development.
No BID may be withdrawn for a period of 30 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including financial statements and
references and such other attachments that may be required by the bid invitation are material conditions of the bid. Any package
found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she
has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the
appropriate committee of the Augusta commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that sequestration of BID documents through any source other than the office of the Procurement
Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of
receiving incomplete or inaccurate information upon which to base his qualifications.
Augusta has a Link Deposit program designed to provide loans to eligible local Small, Minority and Women Owned
Businesses. For more information about this program contact the Human Resources Department at 706-821-2303.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle January 26, February 2, 9, 16, 2006
Metro Courier February 1, 2006
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Management
Yvonne Gentry DBE Coordinator
FAX TRANSMISSION
AUGUSTA-RICHMOND COUNTY CONSOLIDATED GOVERNMENT
530 Greene Street - Room 605
Augusta, Georgia 30911
706 821-2422
Fax: 706 821-2811
To:
Metro Courier
Date: January 13, 2006
Fax #:
706 724-8432
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR BID ITEM: #06-108
COMMENTS:
Please print the above Bid Item(s) on the following dates:
February 1, 2006
REQUISITION #57076B
Please send an affidavit of publication.
Finance Committee Meeting
3/13/2006 2:00 PM
Sheriff's Office - Pursuit 2006
Department:Finance Department, Fleet Management Division - Ron
Crowden, Fleet Manager
Caption:Approve the replacement of 24 public safety patrol vehicles
and 2 public safety transport sedans for Civil/Fugitive
Division of the Richmond County Sheriff's Office.
Background:Consistent with the provisions of the Fleet Replacement
Policy, 121 eligible vehicles of the Road Patrol and 12
vehicles of the Civil/Fugitive Division were reviewed for
replacement. After individual assessments were completed
60 vehicles of the Road Patrol and 6 vehicles of the Civil and
Fugitive Division met the replacement criteria established in
the policy. The Administrator has established a replacement
limit based on the availability of the Capital Outlay for both
divisions and the Capital Outlay will support the acquisition
(using GMA leasing program) of only 24 Road Patrol
Vehicles, and 2 Civil vehicles. Each vehicle had an
individual assessment sheet completed on it but to reduce the
number of attachments to the electronic agenda the values
have been consolidated on the attached spread sheet for
review. The road patrol fleet consists of 72-1999 model
Crown Victoria’s with 56% of these exceeding 100,000 miles
(6 years old). There are 48- 2000 model Crown Victoria’s
with 39% exceeding 100,000 miles (5 years old). For the
2006 Budget, the Administrator has allocated $241,066.00
for new leases. This would cover the first years lease for the
vehicles requested.
Analysis:ANALYSIS: Fleet Management submitted a request for bids
(05-159) through the Procurement Department utilizing the
Demand Star electronic bid system which offers nation wide
coverage. The Procurement Department received quotes back
from three vendors. Review of bids received shows the
following results: For the Pursuit Vehicle: Bobby Jones Ford
= $25,061.00, Allen Vigil Ford =$25,181.00 and Legacy
Ford = $25,286.00. For the Civil-Transport Vehicle; Legacy
Ford = $22,597, Allen Vigil Ford = $22,692 and Bobby
Jones Ford = $22,867.00.
Financial Impact:The total projected debt service payments will total
$646,658.00 for the 26 vehicles over a three year period. The
annual principal of $215,553.00 will be funded by the GMA
lease program. The annual principal will be divided between
Road Patrol ($200,488.00) and Civil Fugitive ($15,064.00).
Funding is available in Capital Outlay.
Alternatives:1. Approve the award for the Road Patrol and Traffic
vehicles to the lowest bidder, Bobby Jones Ford of Augusta,
Georgia. 2. Approve the award for the Civil Vehicles to the
lowest bidder, Legacy Ford, Georgia
Recommendation:Approve the acquistion of 24 public safety patrol vehicles
from Bobby Jones Ford and 2 Civil-transport vehicles from
Legacy Ford, (low bids on bid item 05-159).
Funds are
Available in the
Following
Accounts:
631-00-0000-54.99631
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
APPENDIX II
REPLACEMENT EVALUATION MATRIX
FLEET REPLACEMENT POLICY
FACTOR POINT DESCRIPTION POINTS
Age One point for each year of chronological age. For Pursuit vehicles
(road patrol and traffic cars) use 1.5 points for each year. Use .5 for
each year for equipment with life expectancy of 10 years or more.
Miles/Hours One point for each 10,000 miles of use or 1,000 hours (500 hrs
small equipment)
Type of
Service
4 points for vehicles/equipment for severe duty service
3 points for public service work type vehicles.
1 point administrative or passenger transport type vehicles.
Reliability Points are assigned based on the average number of times an item is
in the shop over the past year. The repair is not a “quick fix” repair,
“come-back” or PM service.
5 points = average of 2 times each month or a total of 15 times
within 12 months (add one point for road patrol/traffic car,
and one for fire machine).
3 points = average of one time each month or up to 10 times
within a 12 month period.
1 point = average of one time every 3 months.
Maintenance
And Repair
Costs
Considers total repair costs against the purchase price of the
equipment.
5= maintenance and repair costs equal to or greater than the
purchase price of the equipment.
1= maintenance and repair costs 20% or less than the purchase
price of the vehicle
Condition Considers overall body condition, interior and exterior; accident
history future repair estimates. Scale of 1 to 5 with 5 being a vehicle
that is in poor condition.
TOTAL POINTS
RANGES:
Under 18 points Excellent
18 to 22 points Good
23 to 27 points Qualifies for Replacement
28 points or more Needs immediate consideration for replacement
Legacy Ford Bobby Jones Allan Vigil
Brand Ford Ford Ford
Model Crown Victoria Crown Victoria Crown Victoria
Delivery Date 90 - 120 days 90 - 120 days Feb. 2006
5.01 22,092.00$ 22,091.00$ 22,092.00$
5.02 22,597.00$ 22,867.00$ 22,692.00$
5.03 22,994.00$ 22,947.00$ 22,984.00$
5.04 24,238.00$ 24,151.00$ 24,193.00$
5.05 25,286.00$ 25,061.00$ 25,181.00$
5.06 25,038.00$ 24,908.00$ 24,933.00$
6.01 1,547.00$ 1,495.00$ 1,547.00$
6.02 280.00$ 160.00$ 275.00$
6.03 160.00$ 160.00$ 157.00$
6.04 260.00$ 263.00$ 256.00$
6.05 115.00$ 69.00$ 114.00$
6.06 35.00$ 25.00$ 35.00$
6.07 31.00$ 10.00$ 31.00$
6.08 27.00$ 40.00$ 27.00$
6.09 125.00$ 100.00$ 125.00$
6.10 69.00$ 45.00$ 89.00$
6.11 102.00$ 90.00$ 102.00$
6.12 350.00$ 325.00$ 345.00$
6.13 285.00$ 254.00$ 280.00$
6.14 310.00$ 298.00$ 302.00$
6.15 216.00$ 207.50$ 216.00$
6.16 142.00$ 152.50$ 142.00$
6.17 330.00$ 290.00$ 320.00$
6.18 435.00$ 424.00$ 425.00$
6.19 10.00$ 20.00$ 10.00$
6.20 115.00$ 118.00$ 115.00$
6.21 325.00$ 295.00$ 320.00$
6.22 168.00$ 138.00$ 168.00$
6.23 230.00$ 285.00$ 227.00$
6.24 30.00$ 35.00$ 30.00$
6.25 165.00$ 110.00$ 165.00$
6.26 47.00$ 35.00$ 47.00$
6.27 2,175.00$ 2,225.00$ 2,350.00$
Bid Item # 05-159 was advertised through Demandstar where
nine companies were notified of this bid item. It was also
publicized in Augusta Chronicle on October 6, 13, 20, 27,
2005 and in Augusta Focus October 13, 2005. Three
companies submitted bids.
Bid Item #05-159
2006 Ford Crown Victoria P71 Automobile w/Accessories
Fleet Management
Bid Due: Wednesday, November 2, 2005 @ 11:00 a.m.
Finance Committee Meeting
3/13/2006 2:00 PM
Timothy Boyd Miller Concert
Department:Clerk of Commission
Caption:Consider a request from The Way Out, Inc. for city
sponsorship through the purchase of tickets for the Timothy
Boyd Miller Concert.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
3/13/2006 2:00 PM
Update on 2005 Audit
Department:Clerk of Commission
Caption:Status report from Cherry, Bekaert & Holland on the
progress of the 12/31/2005 Audit.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission