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Home My WebLink About2006-05-08-Meeting Agenda Finance Committee Meeting Committee Room- 5/8/2006- 2:30 PM FINANCE 1. Consider a request from Arrington's Auto Sales & Rental regarding repairs to one of their vehicles that was struck by a city truck. Attachments 2. Receive report from staff as directed by the Commission in its meeting held March 7, 2006 relative to an inventory of the city's ten most marketable properties. (Referred from April 18 Commission meeting) Attachments 3. Engagement letters for counsel and SWAP advisor. The counsel and SWAP advisors have submitted engagement letters and they should be approved by the full Commission. Attachments 4. Approve Cost Allocation Plan Update to be done by KPMG. Attachments 5. Procedure for Competitive Selection of Underwriter - SPLOST General Obligation Bonds. Attachments 6. Consider a request from Stephen H. Steinberg regarding relief from 2001 taxes for the property at 1367 Gordon Highway. (Map/Parcel No. 073-0-039-01-0) Attachments 7. Discuss Tax Allocation Districts. (Requested by Commissioner Bowles) Attachments 8. Approve the acquisition of one full-size 4x4 pickup truck (lowest bid offer on bid 05-134) and one compact 4x4 pickup truck (lowest bid offer on bid offer 05-129) for the Utilities Department-Administration/Engineering Division. Attachments www.augustaga.gov 9. Consider a request from Crossroads Fellowship Church for an abatement of 2005 taxes. Attachments Finance Committee Meeting 5/8/2006 2:30 PM Arrington's Auto Sales Department:Clerk of Commission Caption:Consider a request from Arrington's Auto Sales & Rental regarding repairs to one of their vehicles that was struck by a city truck. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 5/8/2006 2:30 PM City Property Department: Caption:Receive report from staff as directed by the Commission in its meeting held March 7, 2006 relative to an inventory of the city's ten most marketable properties. (Referred from April 18 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 5/8/2006 2:30 PM Engagement Letters Department:County Attorney - Stephen E. Shepard, Attorney Caption:Engagement letters for counsel and SWAP advisor. The counsel and SWAP advisors have submitted engagement letters and they should be approved by the full Commission. Background:See Caption. Analysis:County Attorney was directed to submit these matters to the next Finance Committee meeting. Financial Impact:See engagement letters. Alternatives:N/A Recommendation:Approve engagement letters. Funds are Available in the Following Accounts: Fees to be paid from costs of issuance. REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Finance Committee Meeting 5/8/2006 2:30 PM Indirect Cost Allocation Study Department:Finance - Donna Williams, Interim Director Caption:Approve Cost Allocation Plan Update to be done by KPMG. Background:The Georgia General Assembly House Bill 491 mandates Indirect Cost Studies be performed for local governments with expenditures totaling $10 million or more. This study provides the basis of the budget for the allocation of costs to all funds receiving services from the General Fund. KPMG is one of two companies that perform this service. As KPMG performed this service last year, we were highly satisfied with their work ethic and performance. Analysis:Since KPMG computed the allocations for Augusta last year, we enjoy some efficiency in that the groundwork for the study is in place and only changes to the system and updated financial information need to be collected and entered. KPMG will prepare the A-87 Central Service Cost Allocation Plan and a Full Cost Central Service Cost Allocation Plan. The plans will utilize FY 2004 actual audited costs, and will be prepared in accordance with Federal Circular A-87, Cost Principles for State and Local Governments. The plans will be compliant with the recently revised A-87 regulations governing cost allocation plans. The Full Cost plan will contain administrative costs, which are not allowable under Circular A-87. Financial Impact:$24,500 Budgeted in the Finance Department FY 2006 Budget for this report. Alternatives:None. This report, mandated by House Bill 491, passed in 1997 and is effective for fiscal year ending in 2004. Recommendation:Approve KPMG to update the Cost Allocation Plan. Funds are Available in the Following Accounts: 101015120 5211110 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission KPMG LLP Suite 2000 303 Peachtree Street, N E Atlanta, GA 30308 March 16,2006 Ms. Kathy Williams Finance Analyst Augusta-Richmond County 530 Greene Street Augusta, Georgia 30911 Dear Ms. Williams: KPMG LLP (KPMG) is pleased to submit this proposal to Augusta-Richmond County government (the County), for services related to assisting with the development and preparation of the Fiscal 2004 OMB Circular A-87 and Full Cost Allocation Plans for the County. This letter confirms our understanding of the services desired by the County. The project work plan and our standard Terms and Conditions are attached to this letter, and become part of the agreement between KPMG and the County. The OMB Circular A-87 plan will be prepared in accordance with Federal Office of Management and Budget Circular A-87, Cost Principles for State and Local Governments, as well as all other applicable federal and state laws, regulations, and procedures, and will be used for charging indirect costs to the County's federal grant programs. The County is responsible for submitting its cost allocation plan for negotiation and approval if requested by its federal cognizant agency. Please note that current OMB Circular A-87 regulations do not require the County to submit its cost allocation plan for negotiation and approval unless specifically requested by its federal cognizant agency. The second plan will be a "full-cost" plan for use in allocating indirect costs to enterprise funds, internal service funds, and certain special revenue funds that are supported by user fees. Why should Augusta-Richmond County choose KPMG to provide indirect cost plan assistance in the development of the County's Cost Allocation Plans? KPMG has an experienced team and specialized software for assisting the County develop the cost allocation plans. The cost allocation plans will assist the County in identifying indirect costs attributable to federal programs and enterprise activities. Experienced cost allocation professionals with State and Local Government experience. The KPMG Team has experience in assisting numerous clients with preparing cost allocation plans. The project team assigned to this engagement includes: David Dennis, a partner based out of our Orlando office, has over 20 years experience in KPMG LLP, a u.s. limited liability partnership, is the U.S. member firm of KPMG International, a Swiss cooperative. ~ Letter to Ms. Williams Augusta- Richmond County Government Page 2 government services. His public sector experience includes all levels of governments, including the u.s. House of Representatives, State governments in Florida, Georgia, and Rhode Island; and local governments in Georgia and throughout the United States. In addition to his experience as the engagement partner for state agencies, cities, and counties, he has served as the engagement partner for over fifty cost allocation and indirect cost rate proposal studies. David is the Engagement Partner assigned to this project. Don Carter, a senior manager who is based out of our Atlanta office, has over 27 years experience in cost analysis, operations review, performance review, cost determination, and in the design, review, and analysis of cost allocation systems for state and local governments. He is certified by the Association of Government Accountants as a certified government financial manager. Don has personally authored and managed over 80 cost allocation and indirect cost rate proposal studies. In addition, he has lectured on the subject of government costing throughout the United States, and designed costing systems. Don is the Engagement Manager assigned to this project. Sarah Curry, a senior associate based out of our Tallahassee office, has significant experience in providing governmental costing and accounting services to state, local and municipal governments. She has been involved in the production of central service cost allocation plans, throughout the United States with a concentration on local governments in the southeast. Sarah is assigned as the lead staff for the KPMG project team on this engagement. Specialized Cost Allocation Plan Software. The Cost Determination Model (CDM) software provides schedules that relate to the financial statements and provide an easy to read format. KPMG usually provides a draft report within 75 calendar days and a final report within 90 calendar days of initiating fieldwork. The project time line is dependent upon receiving client provided information in a timely manner. Our fees for professional services are based on the time and staffing requirements of the engagement, and include all expenses incurred by us. Our total contract costs to perform the professional consulting services for the plans will not exceed $24,500. The engagement fee will be billed to the County as follows: 50% of the fee thirty days after the initiation of fieldwork, 25% upon delivery of the draft plans, and 25% upon delivery of the final plans. IW Letter to Ms. Williams Augusta- Richmond County Government Page 3 We appreciate the opportunity to present this proposal to Augusta-Richmond County. We look forward to discussing our proposal with you and especially to performing these important services for the County. If you should have any questions, please contact me at (404) 222-3629 Very truly yours, KPMG LLP ~~Ci-~ Donald A. Carter Senior Manager ACCEPTED: Authorized Signature Title Work Plan for Augusta-Richmond County OMB Circular A-87 and Full Cost Allocation Plans Engagement Objective The objective of this engagement is to assist the County in developing the indirect cost allocation plans. To meet this objective, KPMG proposes to assist the County as follows: . Phase I - Assist with the development and preparation of the County's OMB Circular A-87 Cost Allocation Plan based on County provided data in accordance with the provisions ofOMB Circular A-87. The Plan will contain a determination of total costs for providing each supporting service (e.g.: Purchasing, County Attorney, Finance, Human Resources, Facilities Management, etc.) . Phase II - Assist with the development and preparation of the County's Full Cost Allocation Plan based on County provided data. The Plan will be prepared in accordance with the full costing concepts that recognizes and incorporates all central service expenditures of County departments and offices, including "general government" costs. Work Plan Approach The phases and related tasks described in this section outline KPMG's approach to this engagement. It is anticipated that one week of on-site fieldwork at the County's offices will be required for this project. Interviews conducted with County personnel during this time are typically 30 to 45 minutes for each central service department identified for allocation in the plan. Phase LA - Development of the County's OMB Circular A-87 Cost Allocation Plan Task 1: KPMG will meet with County personnel regarding the project objectives and timeline. (Week 1) Task 2: Organize a project team comprised ofKPMG Team personnel and at least one County staff member. This staff member will provide liaison services with all other County departments, which will entail scheduling appointments and introductions with interviewees. (Week 1) Task 3: Provide the County with a list of requested allocation statistics before the commencement of fieldwork to expedite the data collection process related to the plan. (Week 1) Task 4: Task 5: Task 6: Task 7: Task 8: Task 9: Work Plan for Augusta-Richmond County OMB Circular A-87 and Full Cost Allocation Plans At the County's request, KPMG will conduct a workshop for the County's central service departments to assist them in understanding the purposes of the study and the types of data needed for the project. (Week 2) Develop an understanding of the County's current methodology related to the accumulation and allocation of central service and departmental administrative costs. (Week 2) Identify indirect cost centers and classify services performed. (Weeks 2 through 3) Develop an understanding of the County's previous indirect cost recovery methodology, as appropriate. (Weeks 2 through 4) Conduct interviews with central service departments to develop an understanding of the services being provided to County departments. (Week 2) Read and analyze County central service department expenditures to identify the indirect cost pools from the County expenditure reports. (Weeks 2 through 6) Task 10: Identify the allowable costs for providing supporting service. Supporting services include such departments as: Purchasing, Legal Counsel, Finance, Human Resources, Facilities Management, etc. (Weeks 2 through 6) Task 11: Work with County staff and select allocation bases that representative of the types of cost being distributed. Major allocation bases may include: . Direct Assignment . Square Footage . Full-time Equivalent Personnel . Number of Accounting Transactions . Insured Employees and Insurance Values . Actual Billings and Purchase Orders (Weeks 2 through 6) Task 12: Document in the work papers the accumulation of central services costs, indirect cost pools, and statistical allocation. (Weeks 2 through 6) Task 13: Prepare the cost allocation plan outline in the CDM system. (Week 7) Work Plan for Augusta-Richmond County OMB Circular A-87 and Full Cost Allocation Plans Phase LB - Preparation of the County's OMB Circular A-87 Cost Allocation Plan Task 1: Task 2: Task 3: Task 4: Task 5: Task 6: Input the County's financial data into the CDM system. (Weeks 7 through 9) Reconcile the County's expenditures to the data entered in the CDM System. (Week 9) In accordance with OMB Circular A-87, prepare any adjustments necessary to distribute direct and indirect costs to the appropriate categories. (Week 9) Enter the County provided statistical/allocation base information into the CDM system. (Week 9) Upon completing the data entry process, KPMG will process the step-down allocation using the double apportionment methodology within the CDM system and print the supporting schedules. (Week 10) Issue the County's OMB Circular A-87 Cost Allocation Plan. The A-87 Cost Plan will include the following financial and statistical schedules: (Week 10) - Total Costs Report that identifies the total operating costs of the County by fund category and agrees to the County's financial statements. - Unallowable Costs Report which identifies the total unallowable costs of the County by fund category per the applicable provisions of OMB Circular A-87. - Allowable Costs Report which identifies the total allowable costs of the County . - Stepdown Allocation Report that identifies the portion of indirect costs allocated to each direct cost objective and indirect cost pool using the double apportionment methodology. - Summary of Allocation Bases that identifies the allocation base statistical data associated with each indirect cost pool. - Apportionment Reports that identify the total costs of each indirect cost pool and their allocation to benefiting direct and indirect activities. Work Plan for Augusta-Richmond County OMB Circular A-87 and Full Cost Allocation Plans - Reconciliation Reports that identify the total financial statement costs of the indirect cost pools, the addition of use allowances, and the deduction of unallowable costs by category. Task 7: Submit a draft report to County personnel for review. Delivery of the draft report is usually issued within 75 days after initiation of fieldwork. The project time line is dependent upon receiving client provided information in a timely manner. (Week 10) Task 8: At the County's request, conduct a workshop for County departments that will be charged indirect costs to assist with their understanding of the indirect cost methodology. (Week 11) Task 9: Incorporate changes recommended by County personnel and provide five copies of the final report, including the appropriate indirect cost rate schedules. Delivery of the final report is usually issued within 90 days after initiation of fieldwork. The project time line is dependent upon receiving client provided information in a timely manner. (Week 12) Phase II - Development and Preparation of the County's Full Cost Allocation Plan KPMG will follow the tasks outlined in Phase I, as required. In this phase, however, we will develop and prepare the Plan in accordance with full costing concepts that recognize and incorporate all central service expenditures of the County, including "general government" expenditures (which are only unallowable for purposes of claiming indirect costs related to federal grants). Deliverables and Other Matters Our analysis will be prepared under the Consulting Standards issued by the American Institute of Certified Public Accountants (AI CPA) and does not constitute an examination, compilation or agreed upon procedures in accordance with the standards established by the AICP A. This analysis will be prepared on the basis of information received from the County. No independent verification of this information will be made by KPMG and we assume no responsibility for the accuracy or reliability of the information provided to us. The analysis will be intended solely for the use of the County and may not be provided to any third party without the written consent of KPMG and should not be relied upon for any other purposes. Additional considerations Work Plan for Augusta-Richmond County OMB Circular A-87 and Full Cost Allocation Plans It has been our experience that the County's participation is necessary for this type of engagement to be successful. It is imperative that we receive timely cooperation regarding requested data so that effective use may be made of KPMG and County resources, as well as the CDM system. KPMG requests that information provided by County personnel will be summarized and subtotaled by Fund, Department and Division. Information requested by KPMG should be provided in both electronic and hard copy formats. We require temporary office space and telephone services for local calls while on-site. Additionally, we understand that it is our responsibility to provide our own computer hardware and software, supplies, clerical support, and data entry support, and that no County staff or equipment will be provided for this project except as interviewees. The majority of work to be performed will take place on-site at the County or at our Orlando office. Initially, we will gather financial and statistical information from the County on-site which will then be taken to our KPMG offices for further evaluation. The computer capabilities of our office are extensive and specifically tailored for the design and implementation of cost allocation plans and indirect cost rate proposals. Finance Committee Meeting 5/8/2006 2:30 PM Procedure for Competitive Selection of Underwriter Department:County Attorney - Stephen E. Shepard, Attorney Caption:Procedure for Competitive Selection of Underwriter - SPLOST General Obligation Bonds. Background:In the November 2005 SPLOST Referendum, the voters approved issuance of General Obligation Bonds for the expansion of the Webster Detention Center and the Exhibition Hall. The Bonds have been validated by ORder of the Superior Court of Richmond County. Analysis:A suggested competitive procedure for choosing the underwriter has been developed by the City's financial advisor, Diane McNabb. A draft copy of said procedure is attached hereto as Exhibit "A" Financial Impact:Will be discussed by the financial advisor. Alternatives:None at this time. Recommendation:Follow recommendation of financial advisor. Funds are Available in the Following Accounts: Costs of issuance will be paid from proceeds of sale of bonds. REVIEWED AND APPROVED BY: Administrator. Clerk of Commission 1 OFFICIAL NOTICE OF SALE $44,000,000 AUGUSTA, GEORGIA GENERAL OBLIGATION BONDS SERIES 2006 Sealed, facsimile and electronic (as explained below) bids for the purchase of all but no part of the above bonds (the “Bonds”) will be received by Augusta, Georgia (the “City”), in the case of sealed and facsimile bids, at the offices of [NAME] at [ADDRESS], [CITY], Georgia [ZIP], and in the case of electronic bids, via PARITY until 11:00 a.m. (Eastern Time) on [DAY], [DATE], 2006. BID SUBMISSION: Sealed and facsimile bids must be submitted on bid forms furnished by the City. Sealed bids shall be enclosed in a sealed envelope marked on the outside “Proposal for Purchase of Augusta, Georgia, General Obligation Bonds” and addressed to Augusta, Georgia, [ADDRESS], [CITY], Georgia [ZIP]. Bids submitted by facsimile should be sent to (###) ###-####. Electronic bids via PARITY must be submitted in accordance with its Rules of Participation, as well as the provisions of this Notice of Sale. If provisions of the Notice of Sale conflict with those of PARITY, the Notice of Sale shall control. The City and the Financial Advisor shall not be responsible for any failure, misdirection or error in the means of transmission selected by any bidder. BOND DETAILS: The Bonds will be issued as book-entry only bonds registered in the name of Cede & Co., as nominee for The Depository Trust Company, in the denomination of $5,000 or any integral multiple thereof. The Bonds will be dated as of the date of issuance, which is expected to be [DATE], 2006 (the “Dated Date”). Interest will be payable semiannually each March 1 and September 1 beginning September 1, 2006. REDEMPTION PROVISIONS: The Bonds are not subject to redemption prior to maturity. MATURITY: The principal of the Bonds shall be payable on each March 1 in the following years and amounts: Year Amount 2007 8,125,000 2008 8,450,000 2009 8,785,000 2010 9,135,000 2011 9,505,000 INTEREST RATES: Bidders must specify the rate of interest each maturity of Bonds shall bear according to the following restrictions: (1) no interest rate shall exceed __%; (2) all Bonds having the same maturity must bear the same rate of interest throughout their life; and (3) each interest rate specified must be a multiple of 1/100th of one percent. BASIS OF AWARD: The Bonds will be awarded to the responsible bidder whose bid results in the lowest true interest cost (TIC) to the City. The TIC will be the nominal interest rate which, when compounded semiannually and used to discount all debt service payments on the Bonds (computed at the interest rates specified in the bid and on the basis of a 360-day year of 2 twelve 30-day months) to the Dated Date of the Bonds, results in an amount equal to the price bid for the Bonds. If two or more bids provide for the lowest TIC, the City shall determine, by lot, which shall be accepted, and such determination shall be final. Any bid for less than 100% of the principal amount of the Bonds will be rejected. The City reserves the right to reject any and all bids and to waive informalities in any or all bids. In order to calculate the yield on the Bonds for federal tax law purposes and as a condition precedent to the award of the Bonds, the successful bidder will be required to disclose to the City the price (or yield to maturity) at which the Bonds will be reoffered to the public. The successful bidder will be notified by no later than 3:00 p.m. (Eastern Time) on the day the bids are opened and the Bonds will be formally awarded or all bids will be rejected by no later than noon (Eastern Time) the next day. GOOD FAITH DEPOSIT: No good faith deposit is required. PURPOSE: The Bonds are being issued to provide funds to (i) pay the costs of replacing, constructing, renovating and equipping certain facilities in the City; and (iii) pay the costs of issuing the Bonds. SECURITY: The Bonds will be secured by a pledge of the amounts payable by the City under the terms of an intergovernmental contract, which amounts shall be sufficient to pay principal of and interest on the Bonds. The City’s obligation to make such payments is absolute and unconditional and shall constitute a general obligation and pledge of the full faith and credit of the City. AUTHORIZATION: The Bonds are being issued pursuant to the Constitution of the State of Georgia, as amended, Ga. L. 1974, p. 1738 and Ga. L. 1981, p. 4041 and pursuant to a resolution to be adopted by the City on [DATE], and a resolution adopted by the City Commission on [DATE]. The Bonds have been validated by judgment of the Superior Court of Richmond County, Georgia. BOND REGISTRAR AND PAYING AGENT: [BANK], [CITY], Georgia, has been designated to serve as Bond Registrar and Paying Agent with respect to the Bonds. CUSIP NUMBERS: It is anticipated that CUSIP numbers will be printed on the Bonds, but neither the failure to print such numbers on the Bonds nor any error with respect thereto shall constitute cause for failure or refusal by the successful bidder to accept delivery of and pay for the Bonds. DELIVERY AND PAYMENT: Delivery of the properly executed Bonds on or about [DATE], 2006. Payment for the Bonds shall be made in immediately available funds. OFFICIAL STATEMENT: The Preliminary Official Statement, dated [DATE], 2006, has been deemed final by the City for purposes of paragraph (b)(1) of Rule 15c2-12 of the Securities and Exchange Commission but is subject to revision, amendment and completion in a final Official Statement as provided in the Rule. Within seven (7) business days of the bid opening date, the City will deliver the final Official Statement to the successful bidder in sufficient quantity to comply with the Rule. 3 By submitting a proposal to purchase the Bonds, the successful bidder certifies that (i) they provided informed consent to receive the Preliminary Official Statement (“POS”) electronically; (ii) the POS was delivered to the successful bidder electronically or the City provided separate notice that the POS was available on an internet website; (iii) they received the POS; and (iv) they were able to make a permanent record of the POS by either printing the POS or downloading the POS to a file. LEGAL OPINION AND CLOSING CERTIFICATES: The City will furnish upon delivery of the Bonds, a certified copy of the transcript of the record of the validation proceedings, a Receipt for the Bonds, an Execution, Signature and No-Litigation Certificate, a 15c2-12 Certificate, a Non-Arbitrage Certificate, and the approving opinion of Oliver Maner & Gray LLP, Savannah, Georgia, as Bond Counsel, all without cost to the purchasers. INFORMATION FROM PURCHASERS: At or before delivery, the purchaser of the Bonds shall provide a certificate to the City in a form acceptable to Bond Counsel stating the information necessary to enable the City to determine the issue price of the Bonds as defined in Sections 1273 or 1274 of the Code. CONTINUING DISCLOSURE: In order to assist bidders in complying with Rule 15c2- 12(b)(5), the City will undertake, pursuant to a Continuing Disclosure Certificate, to provide annual reports and notices of certain material events. The City is in compliance with its existing Continuing Disclosure Certificates. ADDITIONAL INFORMATION: Copies of the Preliminary Official Statement, a Notice of Sale, and Bid Form are available at www.onlinemuni.com. Questions regarding the submission of bids should be directed to the City’s Financial Advisor, Dianne McNabb, A.G. Edwards & Sons, Inc., 3399 Peachtree Road, N.E., Suite 1100, Atlanta, Georgia 30326, (404) 995-8930. [DATE], 2006 FACSIMILE: (###) ###-#### BID FORM $44,000,000 AUGUSTA, GEORGIA GENERAL OBLIGATION BONDS SERIES 2006 For all but no part of your legally issued and properly executed Augusta, Georgia, General Obligation Bonds, Series 2006, in all respects as more fully described in your Official Notice of Sale, dated [DATE], 2006, which is made a part of this bid by reference, we bid as follows: We will pay the sum of $ (par plus premium, if any) in Federal Funds. March 1 Amount Rate 2007 $8,125,000 % 2008 $8,450,000 2009 $8,785,000 2010 $9,135,000 2011 $9,505,000 This bid is made subject to delivery of the Bonds and the unqualified approving opinion of Oliver Maner & Gray LLP, Savannah, Georgia, as Bond Counsel. Submitted by: The following is for information only and is not to be considered a part of this proposal. Firm: Total interest from [DATE], 2006 to Contact: maturity $ Phone: Fax: True Interest Cost (TIC) % eMail: Finance Committee Meeting 5/8/2006 2:30 PM Stephen Steinberg Department:Clerk of Commission Caption:Consider a request from Stephen H. Steinberg regarding relief from 2001 taxes for the property at 1367 Gordon Highway. (Map/Parcel No. 073-0-039-01-0) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 5/8/2006 2:30 PM Tax Allocation Districts Department:Clerk of Commission Caption:Discuss Tax Allocation Districts. (Requested by Commissioner Bowles) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 5/8/2006 2:30 PM Utilities-Engineering Trucks Department:Finance Department-Fleet Management Division, Ron Crowden, Fleet Manager Caption:Approve the acquisition of one full-size 4x4 pickup truck (lowest bid offer on bid 05-134) and one compact 4x4 pickup truck (lowest bid offer on bid offer 05-129) for the Utilities Department-Administration/Engineering Division. Background:The Utilities Department-Administration/Engineering Division requests the acquisition of two 4x4 pickup trucks for new employee positions. One proposed unit will be a full- size 4x4 pickup truck for their GIS project manager position. This position requires surveying and running GPS positions on off-site areas to include wooded arrears and wet lands. The 4x4 truck is the only way to access these areas. The proposed 4x4 compact pickup truck is designated for an inspection person who will be accessing the same types of terrain while inspecting and maintaining off-site water and sewer lines. 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 five (5) vendors for the full-size pickup truck, and three (3) quotes back for the compact pickup truck. Review of bids received shows that Bobby Jones Ford of Augusta, Georgia, submitted the lowest bid for both units. The following was the results of the full-size pickup truck bid packages received (bid 05-134): Bobby Jones Ford = $ 20,765.00 - LOWEST BIDDER, Allan Vigil Ford = $ 22,852.00, Carl Black GMC = $ 24,565.00, Legacy Ford = $21,054.00, Parkway Ford =$ 22,086.00. The following was the results of the compact pickup truck bid packages received (bid 05-129): Bobby Jones Ford = $ 17,789.00 - LOWEST BIDDER, Carl Black GMC=$ 20,963.00, Legacy Ford $ 18,023.00, Financial Impact:Both trucks will be purchased for a total cost of $38,554.00 utilizing the Utilities Enterprise capital account. Alternatives:1. Approve the request for acquisition of the preceding vehicles to the lowest bidder, Bobby Jones Ford of Augusta, Georgia. 2. Do not approve the request. Recommendation:Approve the acquisition of one full-size 4x4 pickup truck (lowest bid offer on bid 05-134) and one compact 4x4 pickup truck (lowest bid offer on bid offer 05-129) for the Utilities Department-Administration/Engineering Division. Funds are Available in the Following Accounts: 506-04-3110.54-22210 REVIEWED AND APPROVED BY: Finance. Procurement. Disadvantaged Business Enterprise. Administrator. Clerk of Commission 20 0 6 6 , 0 0 0 G V W P I C K U P T R U C K S BI D 0 5 - 1 3 4 A l l a n V i g i l B o b b y J o n e s C a r l B l a c k L e g a c y P a r k w a y A l l a n V i g i l B o b b y J o n e s C a r l B l a c k L e g a c y P a r k w a y Fo r d F o r d G M C F o r d F o r d F o r d F o r d G M C F o r d F o r d Ye a r 20 0 6 2 0 0 6 2 0 0 6 2 0 0 6 2 0 0 6 Br a n d Fo r d F o r d G M C F o r d F o r d Mo d e l F1 5 0 F 1 5 0 S i e r r a F 1 5 0 F 1 5 0 De l i v e r y D a t e 90 D a y s 9 0 D a y s 6 0 D a y s 6 0 D a y s 9 0 D a y s 5. 0 1 M o d e l - 6 , 0 0 0 - E C - 4 x 2 $1 8 , 0 8 6 . 0 0 $ 1 6 , 2 4 0 . 0 0 $ 1 8 , 5 0 0 . 0 0 $ 1 5 , 5 4 2 . 0 0 $ 1 5 , 5 5 5 . 0 0 5. 0 2 M o d e l - 6 , 0 0 0 - E C - 4 x 4 $2 0 , 6 3 0 . 0 0 $ 1 8 , 8 4 2 . 0 0 $ 2 2 , 2 0 0 . 0 0 $ 1 8 , 8 3 5 . 0 0 $ 1 8 , 1 3 2 . 0 0 $ 2 0 , 6 3 0 . 0 0 $ 1 8 , 8 4 2 . 0 0 $ 2 2 , 2 0 0 . 0 0 $ 1 8 , 8 3 5 . 0 0 $ 1 8 , 1 3 2 . 0 0 5. 0 3 R e a r S e a t D e l e t e d - E C n/ a n / a n / a n / a n / a 5. 0 4 S p e e d C o n t r o l 18 7 . 0 0 1 8 7 . 0 0 2 0 0 . 0 0 1 8 7 . 0 0 1 9 5 . 0 0 5. 0 5 T i l t S t e e r i n g 0. 0 0 0 . 0 0 0 . 0 0 1 8 7 . 0 0 0 . 0 0 5. 0 6 H D C o o l i n g P a c k a g e n/ a 0 . 0 0 7 9 . 0 0 0 . 0 0 0 . 0 0 5. 0 7 H D E l e c t r i c a l P a c k a g e n/ a 0 . 0 0 0 . 0 0 0 . 0 0 0 . 0 0 5. 0 8 H D S u s p e n s i o n P a c k a g e n/ a 9 9 6 . 0 0 0 . 0 0 9 9 6 . 0 0 9 9 6 . 0 0 5. 0 9 S k i d P l a t e P a c k a g e 4 x 4 13 3 . 0 0 1 3 3 . 0 0 7 9 . 0 0 1 3 3 . 0 0 1 4 3 . 0 0 5 . 0 9 1 3 3 . 0 0 1 3 3 . 0 0 7 9 . 0 0 1 3 3 . 0 0 1 4 3 . 0 0 5. 1 0 M i n i m u m 8 F o o t B e d 30 0 . 0 0 1 , 2 5 9 . 0 0 9 8 1 . 0 0 1 , 2 9 6 . 0 0 3 2 5 . 0 0 5. 1 1 T r a i l e r T o w P a c k a g e 29 1 . 0 0 2 9 1 . 0 0 2 7 5 . 0 0 2 9 1 . 0 0 2 9 6 . 0 0 5 . 1 1 2 9 1 . 0 0 2 9 1 . 0 0 2 7 5 . 0 0 2 9 1 . 0 0 2 9 6 . 0 0 5. 1 2 L i m i t e d S l i p R e a r A x l e 24 9 . 0 0 2 4 9 . 0 0 2 4 5 . 0 0 2 4 9 . 0 0 2 5 5 . 0 0 5 . 1 2 2 4 9 . 0 0 2 4 9 . 0 0 2 4 5 . 0 0 2 4 9 . 0 0 2 5 5 . 0 0 $1 , 1 6 0 . 0 0 $ 3 , 1 1 5 . 0 0 $ 1 , 8 5 9 . 0 0 $ 3 , 3 3 9 . 0 0 $ 2 , 2 1 0 . 0 0 6. 0 0 O U T F I T T E R ' S S P E C I A L T Y I T E M S 6. 0 1 F i r e E x t i n g u i s h e r 40 . 0 0 3 5 . 0 0 1 4 6 . 0 0 4 0 . 0 0 8 5 . 0 0 6 . 0 1 4 0 . 0 0 3 5 . 0 0 4 6 . 0 0 4 0 . 0 0 8 5 . 0 0 6. 0 2 T h r e e P l u g O u t l e t R e c e p t a c l e 38 . 0 0 2 5 . 0 0 1 1 5 . 0 0 3 8 . 0 0 2 5 5 . 0 0 3 8 . 0 0 2 5 . 0 0 1 1 5 . 0 0 3 8 . 0 0 2 5 5 . 0 0 6. 0 3 B e d L i n e r 32 5 . 0 0 3 0 0 . 0 0 3 5 0 . 0 0 3 0 0 . 0 0 6 5 5 . 0 0 6 . 0 3 3 2 5 . 0 0 3 0 0 . 0 0 3 5 0 . 0 0 3 0 0 . 0 0 6 5 5 . 0 0 6. 0 4 T o o l B o x 30 0 . 0 0 1 9 0 . 0 0 2 4 2 . 0 0 3 0 0 . 0 0 3 9 5 . 0 0 6 . 0 4 3 0 0 . 0 0 1 9 0 . 0 0 2 4 2 . 0 0 3 0 0 . 0 0 3 9 5 . 0 0 6. 0 5 C l a s s I I I T r a i l e r H i t c h 29 8 . 0 0 1 5 3 . 0 0 1 7 4 . 0 0 2 9 5 . 0 0 3 9 5 . 0 0 6 . 0 5 2 9 8 . 0 0 1 5 3 . 0 0 1 7 4 . 0 0 2 9 5 . 0 0 3 9 5 . 0 0 6. 0 6 T r a i l e r W i r i n g 0. 0 0 2 5 . 0 0 3 5 . 0 0 7 5 . 0 0 1 0 0 . 0 0 6 . 0 6 0 . 0 0 2 5 . 0 0 3 5 . 0 0 7 5 . 0 0 1 0 0 . 0 0 6. 0 7 2 " T r a i l e r B a l l 20 . 0 0 8 . 0 0 8 . 0 0 1 9 . 0 0 2 5 . 0 0 6. 0 8 W i n d o w T i n t - E C 15 0 . 0 0 1 3 5 . 0 0 N o B i d 1 0 0 . 0 0 4 2 5 . 0 0 6 . 0 8 1 5 0 . 0 0 1 3 5 . 0 0 N o B i d 1 0 0 . 0 0 4 2 5 . 0 0 6. 0 9 S a f e t y C o n e H o l d e r 46 . 0 0 3 5 . 0 0 6 0 . 0 0 4 6 . 0 0 1 9 0 . 0 0 6. 1 0 S a f e t y C o n e s 10 0 . 0 0 9 5 . 0 0 8 5 . 0 0 1 0 0 . 0 0 1 4 0 . 0 0 6 . 1 1 0 0 . 0 0 9 5 . 0 0 8 5 . 0 0 1 0 0 . 0 0 1 4 0 . 0 0 $1 , 3 1 7 . 0 0 $ 1 , 0 0 1 . 0 0 $ 1 , 2 1 5 . 0 0 $ 1 , 3 1 3 . 0 0 $ 2 , 6 6 5 . 0 0 7. 0 0 A L E R T W A R N I N G S Y S T E M S 7. 0 1 B a c k u p A l a r m 63 . 0 0 3 2 . 0 0 4 5 . 0 0 6 3 . 0 0 1 0 0 . 0 0 7 . 0 1 6 3 . 0 0 3 2 . 0 0 4 5 . 0 0 6 3 . 0 0 1 0 0 . 0 0 7. 0 2 M a g n e t i c S t r o b e L i g h t 95 . 0 0 8 5 . 0 0 2 2 5 . 0 0 9 5 . 0 0 3 4 5 . 0 0 7. 0 3 D u a l S t r o b e L i g h t 23 5 . 0 0 2 6 0 . 0 0 5 9 5 . 0 0 2 3 5 . 0 0 7 1 0 . 0 0 7 . 0 3 2 3 5 . 0 0 2 6 0 . 0 0 5 9 5 . 0 0 2 3 5 . 0 0 7 1 0 . 0 0 $3 9 3 . 0 0 $ 3 7 7 . 0 0 $ 8 6 5 . 0 0 $ 3 9 3 . 0 0 $ 1 , 1 5 5 . 0 0 To t a l s $2 2 , 8 5 2 . 0 0 $2 0 , 7 6 5 . 0 0 $2 4 , 4 8 6 . 0 0 $ 2 1 , 0 5 4 . 0 0 $ 2 2 , 0 8 6 . 0 0 FO R A L L D E P A R T M E N T S - 6 , 0 0 0 G V W T R U C K S - B I D S O P E N E D S E P T E M B E R 2 9 @ 1 1 : 0 0 2006 COMPACT PICKUP TRUCKS BID 05-129 Bobby Jones Carl Black Legacy Ford GMC Ford Year 2006 2006 2006 Brand Ford GMC Ford Model Ranger Sonoma Ranger Delivery Date 120 Days 90 Days 90 Days 5.01 Model -EC-4x2 $13,277.00 $14,200.00 $13,473.00 5.02 Model -EC-4x4 $16,797.00 $19,600.00 $16,950.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 35.00 46.00 40.00 6.02 Three Plug Outlet Receptacle 25.00 115.00 38.00 6.03 Bed Liner 260.00 350.00 285.00 6.04 ToolBox 190.00 242.00 250.00 6.05 Class III Trailer Hitch 159.00 174.00 295.00 6.06 Trailer Wiring 35.00 35.00 75.00 6.07 2" Trailer Ball 10.00 8.00 19.00 6.08 Window tint 120.00 No Bid 100.00 6.09 Safety Cone Holder 35.00 60.00 46.00 6.10 Safety Cones 95.00 85.00 100.00 $964.00 $1,115.00 $1,248.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 32.00 $45.00 63.00 7.02 Magnetic Strobe Light 85.00 $225.00 95.00 7.03 Dual Strobe Light 260.00 $595.00 235.00 $377.00 $865.00 $393.00 FOR ALL DEPARTMENTS-COMPACT PICKUP TRUCKS-BID OPENING SEPTEMBER 15 @ 11:00 20 0 6 C O M P A C T P I C K U P T R U C K S BI D 0 5 - 1 2 9 Bo b b y J o n e s Ca r l B l a c k Le g a c y Bo b b y J o n e s Ca r l B l a c k Le g a c y Fo r d GM C Fo r d Fo r d GM C Fo r d Ye a r 20 0 6 2 0 0 6 2 0 0 6 Br a n d Fo r d G M C F o r d Mo d e l Ra n g e r S o n o m a R a n g e r De l i v e r y D a t e 12 0 D a y s 9 0 D a y s 9 0 D a y s 5. 0 1 Mo d e l - E C - 4 x 2 $1 3 , 2 3 5 . 0 0 $ 1 4 , 2 0 0 . 0 0 $ 1 3 , 4 7 3 . 0 0 5. 0 2 Mo d e l - E C - 4 x 4 $1 6 , 7 9 7 . 0 0 $ 1 9 , 6 0 0 . 0 0 $ 1 6 , 9 5 0 . 0 0 5 . 0 2 $ 1 6 , 7 9 7 . 0 0 $ 1 9 , 6 0 0 . 0 0 $ 1 6 , 9 5 0 . 0 0 6. 0 0 OU T F I T T E R ' S S P E C I A L T Y I T E M S 6. 0 1 Fi r e E x t i n g u i s h e r 35 . 0 0 4 6 . 0 0 4 0 . 0 0 6 . 0 1 3 5 . 0 0 4 6 . 0 0 4 0 . 0 0 6. 0 2 Th r e e P l u g O u t l e t R e c e p t a c l e 25 . 0 0 1 1 5 . 0 0 3 8 . 0 0 6. 0 3 Be d L i n e r 26 0 . 0 0 3 5 0 . 0 0 2 8 5 . 0 0 6 . 0 3 2 6 0 . 0 0 3 5 0 . 0 0 2 8 5 . 0 0 6. 0 4 To o l B o x 19 0 . 0 0 2 4 2 . 0 0 2 5 0 . 0 0 6 . 0 4 1 9 0 . 0 0 2 4 2 . 0 0 2 5 0 . 0 0 6. 0 5 Cl a s s I I I T r a i l e r H i t c h 15 9 . 0 0 1 7 4 . 0 0 2 9 5 . 0 0 6. 0 6 Tr a i l e r W i r i n g 35 . 0 0 3 5 . 0 0 7 5 . 0 0 6. 0 7 2" T r a i l e r B a l l 10 . 0 0 8 . 0 0 1 9 . 0 0 6. 0 8 Wi n d o w t i n t 12 0 . 0 0 N o B i d 1 0 0 . 0 0 6 . 0 8 1 2 0 . 0 0 N o B i d 1 0 0 . 0 0 6. 0 9 Sa f e t y C o n e H o l d e r 35 . 0 0 6 0 . 0 0 4 6 . 0 0 6. 1 0 Sa f e t y C o n e s 95 . 0 0 8 5 . 0 0 1 0 0 . 0 0 6 . 1 0 9 5 . 0 0 8 5 . 0 0 1 0 0 . 0 0 7. 0 0 AL E R T W A R N I N G S Y S T E M S 7. 0 1 Ba c k u p A l a r m 32 . 0 0 $ 4 5 . 0 0 6 3 . 0 0 7 . 0 1 3 2 . 0 0 $ 4 5 . 0 0 6 3 . 0 0 7. 0 2 Ma g n e t i c S t r o b e L i g h t 85 . 0 0 $ 2 2 5 . 0 0 9 5 . 0 0 7. 0 3 Du a l S t r o b e L i g h t 26 0 . 0 0 $ 5 9 5 . 0 0 2 3 5 . 0 0 7 . 0 3 2 6 0 . 0 0 $ 5 9 5 . 0 0 2 3 5 . 0 0 To t a l $1 7 , 7 8 9 . 0 0 $2 0 , 9 6 3 . 0 0 $ 1 8 , 0 2 3 . 0 0 FO R A L L D E P A R T M E N T S - C O M P A C T P I C K U P T R U C K S - B I D O P E N I N G S E P T E M B E R 1 5 @ 1 1 : 0 0 Bobby Jones Carl Black Allan Vigil Parkway Ford Legacy Ford Brand Ford GMC Ford Ford Ford Model F-150 Sierra F-150 F-150 F-150 Delivery Date 90 - 120 days 50 days 8 - 10 wks 60 - 90 days 60 days 5.01 16,240.00$ 18,500.00$ 18,016.00$ 15,554.55$ 15,542.00$ 5.02 18,842.00$ 22,200.00$ 20,630.00$ 18,131.50$ 18,835.00$ 5.03 N/A N/A N/A N/A N/A 5.04 187.00$ 200.00$ 187.00$ 195.00$ 187.00$ 5.05 Standard Standard Standard Standard 187.00$ 5.06 Standard 79.00$ N/A Standard Standard 5.07 Standard Standard N/A Standard Standard 5.08 996.00$ Standard N/A 996.00$ 996.00$ 5.09 133.00$ 79.00$ 133.00$ 143.00$ 133.00$ 5.10 263.00$ 981.00/200.00 300.00$ 325.00$ Included 5.11 291.00$ 275.00$ 291.00$ 296.00$ 291.00$ 5.12 249.00$ 245.00$ 249.00$ 255.00$ 249.00$ 6.01 35.00$ 146.00$ 40.00$ 85.00$ 40.00$ 6.02 25.00$ 115.00$ 38.00$ 255.00$ 38.00$ 6.03 250.00/300.00 350.00$ 325.00$ 655.00$ 300.00$ 6.04 190.00$ 242.00$ 300.00$ 395.00$ 300.00$ 6.05 153.00$ 174.00$ 298.00$ 395.00$ 295.00$ 6.06 25.00$ 35.00$ Included 100.00$ 75.00$ 6.07 8.00$ 8.00$ 20.00$ 25.00$ 19.00$ 6.08 135.00$ N/B 150.00$ 425.00$ 100.00$ 6.09 35.00$ 60.00$ 46.00$ 190.00$ 46.00$ 6.10 95.00$ 85.00$ 100.00$ 140.00$ 100.00$ 7.01 32.00$ 45.00$ 63.00$ 100.00$ 63.00$ 7.02 85.00$ 225.00$ 95.00$ 345.00$ 95.00$ 7.03 260.00$ 595.00$ 235.00$ 710.00$ 235.00$ Bid Item 05-134 2006 6000 GVW Pickup Truck Augusta Fleet Management Bid Due: Thursday, September 29, 2005 @ 11:00 a.m. Legacy Ford Carl Black Bobby Jones Brand Ford Ranger No Brand Ford Model Extended Cab No Model Ranger Delivery Date 60 days 60 days 90-120 days 5.01 13,473.00$ 14,200.00$ 13,235.00$ 5.02 16,950.00$ 19,600.00$ 16,797.00$ 6.01 Fire Extinguisher 40.00$ 46.00$ 35.00$ 6.02 Outlet receptacle 38.00$ 115.00$ 25.00$ 6.03 Bedliner 285.00$ 350.00$ 260.00$ 6.04 toolbox 250.00$ 242.00$ 190.00$ 6.05 trailer hitch 295.00$ 174.00$ 159.00$ 6.06 Trailer Wiring 75.00$ 35.00$ 35.00$ 6.07 Trailer Ball 19.00$ 8.00$ 10.00$ 6.08 Window Tint 100.00$ No Bid 120.00$ 6.09 Safety Cone Holder 46.00$ 60.00$ 35.00$ 6.10 Safety Cones 100.00$ 85.00$ 95.00$ 7.01 Backup alarm 63.00$ 45.00$ 32.00$ 7.02 Magnetic strobelight 95.00$ 225.00$ 85.00$ 7.03 Dual strobe light 235.00$ 595.00$ 260.00$ Bid Item 05-129 Midsized Automobile w/Accessories Augusta Fleet Management Bid Due: Thursday, September 15, 2005 @ 11:00 a.m. Home My DemandStar Buyers Suppliers Account Info Planholders List 6 Planholder(s) found. DemandStar is a product of Onvia, Inc. (c) 1997-2006. All rights reserved. | Terms of Use | Privacy Login | Register | Help Onvia DemandStar Member Name City of Augusta, GA Bid Number ITB-05-134-0-2005/PJM Bid Name 2006 6000 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 Legacy Ford Inc. McDonough GA 7709142800 7709142635 Mike Albert Leasing Inc Cincinatti OH 5135542878 5139562878 Nelson Dodge GMC Fergus Falls MN 2187392283 2187396021 Rogers Dodge of Alvin Alvin TX 2817568532 2817568532 Page 1 of 1 Format for Printing No Search << Return Home My DemandStar Buyers Suppliers Account Info Planholders List 14 Planholder(s) found. DemandStar is a product of Onvia, Inc. (c) 1997-2006. All rights reserved. | Terms of Use | Privacy Login | Register | Help Onvia DemandStar Member Name City of Augusta, GA Bid Number ITB-05*129-0-2005/PJM Bid Name 2006 Midsized Automobile w/Accessories Supplier Name City State Phone Fax Allstate Leasing, Inc. Owings Mills MD 4103636500 4103639532 Burke Truck and Tractor Co. Waynesboro GA 7065544448 7065545009 Capps Rent A Car, Inc. Dallas TX 2146306555 2146881559 Carl Black GMC Kennesaw GA 6787760791 7702181129 Fairways Development Dallas TX 9727331855 9727331859 Ford - Akins Ford Corporation Winder GA 7708685280 7708685280 Law Enforcement Supply Co Inc Panama City FL 8507699678 8507639031 Legacy Ford Inc. McDonough GA 7709142800 7709142635 Mears Motor Leasing Orlando FL 4072982982 4075784924 Mike Albert Leasing Inc Cincinatti OH 5135542878 5139562878 Page 1 of 2 first | previous | next | last Format for Printing No Search << Return Invitation To Bid Sealed bids will be received at this office until 11:00 a.m. Thursday, September 15, 2005 Bid Item #05-127 15000 GVW Truck w/Accessories for Augusta Fleet Department Bid Item #05-128 Full Sized Vans w/Accessories for Augusta Fleet Department Bid Item #05-129 2006 Midsized Automobile 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 August 18, 25, September 1, 8, 2005 Metro Courier August 24, 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 11, 2005 Fax #: 706 722-7104 Pages: From: Geri A. Sams 2, including this cover sheet. Subject: LEGAL NOTICES FOR BID ITEM: #05-127, #05-128, #05-129 COMMENTS: Please print the above Bid Item(s) on the following dates: August 24, 2005 REQUISITION #43699B Please send an affidavit of publication. 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. Disadvantaged Business Enterprise Department 501 Greene Street, Suite 304 - Augusta, GA 30901 (706) 821-2406 – Fax (706) 821-4228 WWW.AUGUSTAGA.GOV TO: Geri Sams Director, Procurement Department Ron Crowden Fleet Department FROM: Yvonne Gentry, Coordinator Disadvantaged Business Enterprise Department SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL Bid Item #05-129 DATE: May 2, 2006 This memo is to transmit the review and concurrence of the recommended DBE Utilization goal of zero(0%)for the above referenced project. The procurement opportunities are direct purchases from manufactures sales representative with no sob- 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 $17,789. • 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 on information provided at the time of review. If you have any questions, please feel free to contact me at (706)826-1325. YG:glw Disadvantaged Business Enterprise Department 501 Greene Street, Suite 304 - Augusta, GA 30901 (706) 821-2406 – Fax (706) 821-4228 WWW.AUGUSTAGA.GOV TO: Geri Sams Director, Procurement Department Ron Crowden Fleet Department FROM: Yvonne Gentry, Coordinator Disadvantaged Business Enterprise Department SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL Bid Item #05-134 DATE: May 2, 2006 This memo is to transmit the review and concurrence of the recommended DBE Utilization goal of zero(0%)for the above referenced project. The procurement opportunities are direct purchases from manufactures sales representative with no sob- 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 $20,765. • 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 on information provided at the time of review. If you have any questions, please feel free to contact me at (706)826-1325. YG:glw Finance Committee Meeting 5/8/2006 2:30 PM Crossroads Fellowship Church Department:Clerk of Commission Caption:Consider a request from Crossroads Fellowship Church for an abatement of 2005 taxes. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission