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Home My WebLink About2006-10-30-Meeting Agendawww.augustaga.gov Finance Committee Meeting Committee Room- 10/30/2006- 2:30 PM FINANCE 1. Motion to approve Wayne Evans Auction Company, Inc of Columbus, Georgia as the auction service for the sale of excess/surplus government property a public auction (RFQ # 06-174). Attachments 2. Discuss process of an Internal Audit when employees resigned who are responsbile for financial matters (revenue producing accounts) of the city. (Requested by Mayor Pro Tem Williams) Attachments 3. Consider a tax appeal from Jennifer Rucker regarding Peach Orchard Plaza, 2708 Peach Orchard Road. (Map 098-3-245-00-0) Attachments 4. Update from Diane McNabbs, Financial Advisor regarding the refinancing of the 2002 Bonds. (Requested by Commissioner Joe Bowles) Attachments 5. Approve reprogramming of SPLOST funds for procurement of a professional assessment of HVAC problems at the Augusta Museum of History, and professional engineering documents for competitive bidding of needed rehabilitative work. Attachments Finance Committee Meeting 10/30/2006 2:30 PM Auctioneer Service Department:Finance, Fleet Management, Ron Crowden, Fleet Manager Caption:Motion to approve Wayne Evans Auction Company, Inc of Columbus, Georgia as the auction service for the sale of excess/surplus government property a public auction (RFQ # 06-174). Background:Augusta has accumulated a large amount of surplus and excess equipment. These items have been declared surplus and excess to the needs of the Government and available for public auction at the Commission meeting of September 19, 2006 (Item # 27). Concurrent with the above mentioned action, a Request for Qualifications was published by the Procurement Department in early September. Proposals were submitted to the Procurement Department by 4 companies and opened on October 4, 2006. Auctions Unlimited, Inc. of Turnerville, Georgia was determined to be non-compliant since it did not complete all the necessary forms required by the Request for Qualifications. Three other companies did provide complete proposals. It is anticipated that Augusta will conduct a public auction in early December. Based on past auction activity Fleet Management does not anticipate selling all items at a local auction. Typically communications equipment, such as computers, telephones, faxes do not sell at local auction. Again, past history shows that Fleet Management must destroy these items and have them hauled to the Landfill. For those items that do not sell at this next auction, Fleet Management would like to use and internet auction service that caters specifically to government entities, GovDeals.com, which is used by State offices, and other Georgia counties. Analysis:The three companies providing proposals are: Wayne Evans Auction Company, Inc. from Columbus Georgia, Rebel Auction Company, Inc. from Hazlehust, Georgia and First Costal Auction and Realty Company from Jacksonville, Florida. There were no local companies submitting proposals. Each proposal was evaluated for its overall presentation, content and references (see attached evaluation sheet). All proposals met the minimum requirements of the RFQ. The proposal by Wayne Evans Auction Company was measurably better in presentation, content and references. The Auction Service will be paid for from a “Bidders Premium”. A bidder’s premium of 10% will be added to the sale of each item to pay for the auction service. This provides a motivation for the auctioneer to sell the item for as much as he can get. Financial Impact:Revenues generated are expected to be approximately $400,000.00 Alternatives:1.Select Rebel Auction Company. 2.Use an internet auction service for the disposal of surplus items. Recommendation:Approve Wayne Evans Auction Company, Inc. from Columbus, Georgia to be approved as the auction service for the Augusta Commission, and to hold a public auction as soon as practical. Any surplus items not sold will be offered for sale using an internet auction service as directed by the Administrator. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Procurement. Disadvantaged Business Enterprise. Administrator. Clerk of Commission Wayne Evans Columbus, GA Rebel Auction Hazlehurst, GA First Coast Jacksonville, FL Licensed in the State of Georgia Yes-Evans/Evans Yes-Davis/Foskey Yes-T.Gardner License is Current 2/28/2008 2/28/2008 2/28/2008 Insurance Requirements General Aggrigate $1,000,000 OK OK OK Personal Injury-$1,000,000 OK OK OK Personal Inj-each occ $50,000 OK OK OK Fire Damage- $1,000,000 OK OK NO Fire-each occ-$50,000 OK NO Workers Comp Insurance OK OK Exempt Last 3 Major Auctions Date OK-see blow OK-See Below OK- See Below Location POC 3 Given 3 Given 2 Given Gross List of Personnel to be provided & Resumes Yes- Yes List Support Items Signs Detailed Description OK Not specific Rest room facilities Detailed Description OK Not specific Equipment Detailed Description OK Not specific Concessions Detailed Description OK Not specific Tents Detailed Description Not specific Not specific Security Detailed Description OK Not addressed Trucks Detailed Description OK Not specific Fee Structure:10% BP 7%BP 10% BP Overall Proposal Most Professional Professional Least Professional GA-Dept of Admin Svc Americus, GA $261,686.00 Sunbelt Rentals Jacksonville $1,343,205 Leon Cty BOCC FLA- $557,230 City of Atl $682,255 Lasurens BOC Dublin GA $285,234 Walton Cty BOCC FL- $1,262,320 Forsyth Cty GA $373,226 Farm Warner Robbins $744,914 City of Orlando Fla-$439,002.50 Intro ltr Intro ltr No intro letter Bound in note book Bound Paperclipped packet Vendor Original Six (6) Copies Auctioneer Evaluation Sheet in separate sheet Wayne Evans Auction Company, 5344 Kolb Avenue, Columbus, GA 31904-5774 x x x Rebel Auction, 1175 Bell, Telephone Road, Hazlehurst, GA 31539 x x x Auctions Unlimited, 302 Orchard Lane, Clarkesville, GA 30523-1354*nc nc nc First Coast Auction and Realty, 3329 Waller St., Jacksonville, FL 32254- 4215 x x x Auctions Unlimited, non- compliant (nc) for non- submittal of DBE information RFQ Due: Wednesday, October 4, 2006 @ 11:00 a.m. RFQ #06-174 Auctioneer of Surplus Equipment Fleet Management Request for Qualification RFQ’s will be received at this office until Wednesday, October 4, 2006 @ 11:00 a.m. RFQ Item #06-174 Auctioneer of Surplus Equipment for Augusta Fleet Management RFQ’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 RFQ 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. The last day to submit questions is Friday, September 22, 2006 @ 4:00 p.m. in the Procurement Department @ 706-821-2811. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference on an eligible local project, the certification statement as a local bidder and all supporting documents must be submitted to the Procurement Department with your bonafide RFQ package. 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 RFQ may be withdrawn for a period of 60 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 RFQ submission shall have the right to appeal to the appropriate committee of the Augusta Commission. Please mark RFQ number on the outside of the envelope. Bidders are cautioned that sequestration of RFQ documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places 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 Office of Disadvantage Business Enterprise at 706- 821-2406. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle September 7, 14, 19, 21, 2006 Augusta Focus September 13, 2006 cc: Tameka Allen Interim Deputy Administrator Ron Crowden Fleet Management Yvonne Gentry DBE Coordinator Home My DemandStar Buyers Suppliers Account Info Planholders List 2 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 RFQ-06-174-0-2006/PJM Bid Name Auctioneer of Surplus Equipment Supplier Name City State Phone Fax Rebel Auction Co., Inc. Hazlehurst GA 9123753491 9123757384 Wayne Evans Auction Co. Columbus GA 7063240344 7063240354 Page 1 of 1 Format for Printing No Search << Return Disadvantaged Business Enterprise Yvonne Gentry DBE Coordinator Disadvantaged Business Enterprise Department 501 Greene Street – Suite 304 - Augusta, GA 30901 (706) 821-4206 – Fax (706) 821-4228 WWW.AUGUSTAGA.GOV TO: Geri Sams Director, Procurement Department Ron Crowden Fleet Management FROM: Yvonne Gentry, Coordinator Disadvantaged Business Enterprise Department SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOALDBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL Bid Item #06Bid Item #06Bid Item #06Bid Item #06----174 174 174 174 –––– Auction Auction Auction Auctioneer of Surplus Equipmenteer of Surplus Equipmenteer of Surplus Equipmenteer of Surplus Equipment DATE: October 19, 2006 This memo is to transmit the review and concurrence of the recommended DBE Utilization goal of 0% for the above referenced project. 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: • There is 0% value of the scope of work where minority/women minority/women minority/women minority/women businessesbusinessesbusinessesbusinesses availability exists. • There is 0% value of the scope of work where small businesses small businesses small businesses small businesses availability exists. • There is 0% value of the scope where local businesses local businesses local businesses local businesses availability exists. 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 recommendation is based on information provided at the time of review. If you have any questions, please feel free to contact me at (706) 821-2406. YG:glw Finance Committee Meeting 10/30/2006 2:30 PM Internal Audit Procedure Department: Caption:Discuss process of an Internal Audit when employees resigned who are responsbile for financial matters (revenue producing accounts) of the city. (Requested by Mayor Pro Tem Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 10/30/2006 2:30 PM Jennifer Rucker Department:Clerk of Commission Caption:Consider a tax appeal from Jennifer Rucker regarding Peach Orchard Plaza, 2708 Peach Orchard Road. (Map 098-3-245- 00-0) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 10/30/2006 2:30 PM Refinancing of 2002 Bonds Department: Caption:Update from Diane McNabbs, Financial Advisor regarding the refinancing of the 2002 Bonds. (Requested by Commissioner Joe Bowles) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 10/30/2006 2:30 PM Reprogram SPLOST funds for Remediation of HVAC problems at the Augusta Museum of History Department:Administrator Caption:Approve reprogramming of SPLOST funds for procurement of a professional assessment of HVAC problems at the Augusta Museum of History, and professional engineering documents for competitive bidding of needed rehabilitative work. Background:The Augusta Museum of History continues to be plagued by an inadequate HVAC system that has recently suffered a serious mechanical problem, leaving the Museum’s collection in jeopardy. During the first week of September, the existing 90-ton air-cooled chiller lost one of its two compressors. The lone, remaining compressor is now overburdened and in jeopardy of an accelerated failure. Once that happens, the primary air conditioning system for the Museum will be non-functional. This will likely lead to mold and mildew damage to both the Museum’s valuable artifacts and to the facility itself. Other ongoing problems with the Museum’s HVAC system, which have existed for years, are non-functional controls, actuators and valves, leaving very poor temperature and humidity control. The Museum Director has also been told by HVAC professionals that the existing chiller is undersized for the facility. A recently- added portion of the Museum also lacks a fire-protection system. The Fire Chief has notified the Museum Director that the main building’s fire protection system must be extended to include the addition. Analysis:Effective environmental control is crucial for museums, in order to protect their valuable artifacts. The existing systems have a number of problems, which have festered for years. Due to the urgency of the matter, it is recommended that Heery’s staff produce an engineering assessment of the building systems, following which a detailed, on-target RFP and scope of work will be written to procure proposals for mechanical and fire protection engineering. Financial Impact:The combined cost of the assessment and engineering design will not exceed $47,000. The financial impact of the rehabilitative work will be determined later, following assessment and during engineering design of the improvements Alternatives:1. Skip initial assessment and produce RFP for final design engineering 2. Do nothing. Recommendation:Approve reprogramming of SPLOST funds for professional assessment of existing HVAC problems and procurement of professional engineering consultants for final design (bid documents) allowing competitive bidding of needed rehabilitative work. Alternative number 1 is likely to result in a poorly-defined RFP, leading to design change orders and/or inappropriate remedies. Alternative number 2 is likely to lead to mold and mildew damage to both the Museum’s valuable artifacts and to the facility itself. Funds are Available in the Following Accounts: SPLOST IV interest account. REVIEWED AND APPROVED BY: Administrator. Clerk of Commission