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Finance Committee Meeting Committee Room- 4/10/2006- 2:00 PM
FINANCE
1. Report from Administrator regarding the 2005 Audit.
Attachments
2. Motion to abate penalty and interest for 2005 taxes, Map
54, Parcel 95.01.
Attachments
3. Receive information from the Attorney and Risk
Management concerning options for Automobile Liability.
Attachments
4. Consider cancellation of tax accounts on Land Bank
owned property.
Attachments
5. Consider cancellation of tax accounts for city owned
property.
Attachments
6. 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
7. Report from the Administrator regarding the funding
request from the James Brown Soul of America Music
Festival. (Referred from March 13 Finance)
Attachments
8. Approve the acquisition of two mini-excavators for the
Utilities Department-Construction Division from Hertz
Equipment, Inc. of Augusta, Georgia for $26,708.00 Each
(Lowest bid offer on bid 06-118).
Attachments
Finance Committee Meeting
4/10/2006 2:00 PM
2005 Audit
Department:Administrator's Office
Caption:Report from Administrator regarding the 2005 Audit.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Finance Committee Meeting
4/10/2006 2:00 PM
Abatement of penalty and interest (54; 95.01)
Department:Tax Commissioner's Office - North Williamson, Chief
Deputy Tax Commissioner
Caption:Motion to abate penalty and interest for 2005 taxes, Map 54,
Parcel 95.01.
Background:See attachment
Analysis:
Financial Impact:Penalty - $2,060.63 Interest - $ 618.18
Alternatives:1. Abate penalty but not interest. 2. Deny request.
Recommendation:Ths might be favorably considered by the Commission due to
incorrect address on file. Taxpayer did not receive bill in
timely manner.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
4/10/2006 2:00 PM
Auto Liability Options
Department:Finance / Risk Management Division
Caption:Receive information from the Attorney and Risk
Management concerning options for Automobile Liability.
Background:Changes in Georgia Laws necessitate the Commission review
options for covering risks associated with operating
government vehicles on the public highways. The Attorney
in collaboration with the Risk Manager will present options
for consideration.
Analysis:To be determined
Financial Impact:To be determined
Alternatives:None recommended at this time
Recommendation:Receive the presentation.
Funds are
Available in the
Following
Accounts:
Not applicable
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Finance Committee Meeting
4/10/2006 2:00 PM
Cancellation of tax Accounts
Department:Tax Commissioner's Office - North Williamson, Chief
Deputy Tax Commissioner
Caption:Consider cancellation of tax accounts on Land Bank owned
property.
Background:Ciy acquired property during 2005. Outstanding taxes are for
the years 2002-2005.
Analysis:
Financial Impact:Map 59-3, Parcel 361 Map 59-1, Parcel 569 2002----$202.18
2002----$124.88 2003----$207.17 2003----$127.97 2004----
$210.61 2004----$130.08 2005----$189.55 2005----$117.08
Total $809.51 Total $500.01
Alternatives:Bill the land bank.
Recommendation:Cancel the tax accounts.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Finance Committee Meeting
4/10/2006 2:00 PM
Cancellation of Tax Accounts
Department:Tax Commissioner's Office - North Williamson, Chief
Deputy Tax Commissioner
Caption:Consider cancellation of tax accounts for city owned
property.
Background:These are properties acquired by the City during 2005. The
subject properties are Map 142-4, Parcel 145, Map 39-4,
Parcel 7 and Map 213, Parcel 2.14.
Analysis:
Financial Impact:Map 142-4, Parcel 145 - 2005 tax - $24.26 Map 213, Parcel
2.14 - 2002 tax - $143.01 Map 39-4, Parcel 7 - 2005 tax - $
6.06 2003 tax - $147.51 2004 tax - $150.60 2005 tax -
$136.75 Total $577.87
Alternatives:City would pay the tax.
Recommendation:Cancel the accounts
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Finance Committee Meeting
4/10/2006 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
4/10/2006 2:00 PM
James Brown Music Festival Funding
Department:Clerk of Commission
Caption:Report from the Administrator regarding the funding request
from the James Brown Soul of America Music Festival.
(Referred from March 13 Finance)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
4/10/2006 2:00 PM
Utilities-Mini Excavator
Department:Finance Department, Fleet Management-Ron Crowden, Fleet
Manager
Caption:Approve the acquisition of two mini-excavators for the
Utilities Department-Construction Division from Hertz
Equipment, Inc. of Augusta, Georgia for $26,708.00 Each
(Lowest bid offer on bid 06-118).
Background:The Utilities Department – Construction Division requests
the acquisition of two mini excavators (picture attached) to
be utilized in restricted construction areas throughout the city
and county. In many instances, excavation is required on
small residential properties and the standard backhoes are
unable to get into these areas. Therefore, the majority of the
digging must be done by hand. This requires a tremendous
amount of labor and man hours. Also, in situations where the
larger machines can actually get into a jobsite, they create
quite a bit of yard damage entering, working and exiting the
job sites. The smaller mini excavators can easily get into and
work efficiently in the tightest of spots. Also, since it is light
and is equipped with rubber tracks, it minimizes damage to
the property. The mini-excavators will enable the crews to be
more time and labor efficient.
Analysis:Fleet Management submitted a request for bids through the
Procurement Department utilizing the Demand Star
electronic bid system which offers nationwide bid coverage.
The Procurement Department received 6 quotes back from
four vendors. Review of bids received shows that Hertz
Equipment of Augusta, Georgia, submitted the lowest bid.
The following was the results of the bids received: Hertz
Equipment-$ 26,708.00 Each -LOWEST BIDDER, ASC
Equipment, Inc $33,934.00, ASC Equipment, Inc-Alternate
Bid = $ 28,475.00, United Rentals, Inc. = $27,891.00, U.S.
Equipment = $30,841.75, U.S. Equipment-Alternate
Bid=$27,488.78
Financial Impact:This unit will be purchased for $26,708.00 each for a total
purchase of $53,416.00 using the Utilities-Construction
Division capital account.
Alternatives:1.Approve the award to the lowest bidder, Hertz. Equipment,
Inc. of Augusta, Georgia. 2. Do not approve the request.
Recommendation:Approve the purchase of two mini-excavators for the Utilities
Department-Construction Division from Hertz Equipment,
Inc. of Augusta, Georgia, for $26,708.00 Each (Lowest bid
offer on bid 06-118).
Funds are
Available in the
Following
Accounts:
506-04-3410 / 54.22510
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
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Invitation To Bid
Sealed bids will be received at this office until 11:00 a.m. Tuesday, March 21, 2006
Bid Item #06-118 Hydraulically Operated Mini Excavator 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 February 16, 23, March 2, 9, 2006
Metro Courier February 22, 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: February 8, 2006
Fax #:
706 724-8432
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR BID ITEM: #06-118
COMMENTS:
Please print the above Bid Item(s) on the following dates:
February 22, 2006
REQUISITION #57084B
Please send an affidavit of publication.
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Member Name City of Augusta, GA
Bid Number ITB-06-118-0-2006/PJM
Bid Name Hydraulically Operated Mini Excavator
Supplier Name City State Phone Fax
Caterpillar, Inc. Peoria IL 3094941109 3096751044
Construction Journal, Ltd. Stuart FL 8007855165 8005817204
McGraw-Hill div. FW Dodge Ft. Meyers FL 2399392525 2399392331
U.S. Equipment, Inc. Martinez GA 7068685560 7068552830
United Rentals - McClanahan Aurora CO 3033666629 1111111111
United Rentals - Ritz Boston MA 7818382663 7813940305
US Shoring & Equipment Orlando FL 4078880754 4078882937
Wade Tractor & Equipment, Inc. Griffin GA 7702272011 7702271206
Page 1 of 1
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Disadvantaged Business Coordinator
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise
501 Greene Street, Suite 304 - Augusta, GA 30901
(706) 826-2406 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Geri Sams
Procurement Department
Ron Crowden
Fleet Management Department
FROM: Yvonne Gentry
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Bid Item #06-118
DATE: March 29, 2006
This memo is to transmit the review and concurrence of the
recommended DBE Utilization goal of zero(0%)for the above
referenced projects. The procurement opportunities are direct
purchases from manufactures sales representative with no sub-
contracting or second tier opportunities. The goal-setting
methodology considered the following factors based on good faith
efforts of the contractor:
• The project’s total estimated cost of $53,416.
• There is 0% value of the scope of work where minority / women
businesses availability exists.
• There is 0% value of the scope of work where small
local businesses availability exists.
• There is 100% value of the scope of work where Local
businesses availability exists.
The 100% goal is applicable to the entire cost of the project.
The contractor must prepare their proposed DBE Utilization Form
submittal based on the total dollar value of their base bid. No
further adjustments should be made.
The above is recommended based 100% purchase with a local business
according to the information provided at the time of review. If
you have any questions, please feel free to contact me at (706)
721-1325.
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