HomeMy WebLinkAbout2007-01-29-Meeting Agenda
Finance Committee Meeting Committee Room- 1/29/2007- 2:30 PM
FINANCE
1. Consider lease/purchase of 4 Fifth Street.
Attachments
2. Discuss alcohol taxes based on occupancy rather than a
set fee. (Requested by Commissioner Bowles)
Attachments
3. Consider a request from the Augusta Richmond County
Neighborhood Associations Alliance, Inc. for city
sponsorship through the purchase of tickets for the 11th
Annual Banquet.
Attachments
4. Discuss the Augusta Mayor's Brownfield Commission's
community-wide survey and relocation plan funding
request. (Requested by Mayor Copenhaver)
Attachments
5. Motion to approve an action to reduce the transit budget
to more closely reflect actual operating figures for 2006
and show the anticipated contribution from the General
Fund to cover shortages for the year.
Attachments
6. Provide an update on the 2007 Budget.
Attachments
7. Consider a request from Ms. Kaye Foote regarding a
reimbursement of prior years homestead exemption.
(Referred from January 9 Finance)
Attachments
8. Authorize to establish the budget for Lisa Williams'
supplemental salary for 2007 through the Land Bank
Authority.
Attachments
9. Approve the replacement of 5 Marshal’s Department
sedans for $24,717.00 each from Bobby Jones Ford of
Attachments
Augusta, Georgia (Lowest bid offer on bid 06-192).
10. Approve the acquisition of three tandem axle dump
trucks for the Public Services Department- Maintenance
Division from Mays International Trucks of Augusta for
$85,595.00 each (lowest bid offer on bid 06-200).
Attachments
11. Approve reprogramming of SPLOST funds for
procurement of a Design/Build firm to replace and repair
existing HVAC systems at the Augusta Museum of
History.
Attachments
12. Consider a request by Velma Scott regarding an
abatement of the building value of the property taxes for
the property located at 1033 15th Avenue for the years
2004, 2005 and 2006.
Attachments
13. Authorize the transfer of unspent grant funds for the
Serious Violent Offender Reentry Initiative (SVORI)
Discretionary grant from the 2006 budget to the 2007
budget.
Attachments
14. Approve the purchase of public safety vehicles for the
Sheriff’s Office for 2007.
Attachments
15. Approve the replacement of one (1) Harley Davidson for
the Sheriff’s Office from Augusta Harley Davidson of
Augusta, Georgia, for $15,434.65 (lowest bid offer for
bid 06-117A).
Attachments
16. Consider a request from Tom Simpson of Motofino
USA, Inc. regarding credit for freeport merchandise
(abatement) for 2005 and 2006.
Attachments
17. Motion to approve the transfer of monies within the Risk
Management Department.
Attachments
18. Consider a request from the Augusta South Rotary for
city sponsorship through the purchase of tickets for a
spaghetti dinner benefiting the Youth Challenge
Attachments
www.augustaga.gov
Academy.
Finance Committee Meeting
1/29/2007 2:30 PM
4 Fifth Street
Department:County Attorney - Stephen E. Shepard, Attorney
Caption:Consider lease/purchase of 4 Fifth Street.
Background:Property is currently owned by Augusta, Georgia and is
currently being leased to Calvin Chance, Attorney at Law.
Property was appraised by Tri-State Appraisal Services and
valued at $119,000.00. Mr Chance is interested in either
renewing his lease at $750.00 per month or purchasing said
property.
Analysis:Renew lease with Mr. Chance; sell property to Mr. Chance;
or sell property through public bid.
Financial Impact:N/A
Alternatives:See Analysis
Recommendation:N/A
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Alcohol Taxes
Department:Clerk of Commission
Caption:Discuss alcohol taxes based on occupancy rather than a set
fee. (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
1/29/2007 2:30 PM
ARC Neighborhood Associations Alliance
Department:Clerk of Commission
Caption:Consider a request from the Augusta Richmond County
Neighborhood Associations Alliance, Inc. for city
sponsorship through the purchase of tickets for the 11th
Annual Banquet.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Brownfield Survey and Relocation Plan
Department:Clerk of Commission
Caption:Discuss the Augusta Mayor's Brownfield Commission's
community-wide survey and relocation plan funding request.
(Requested by Mayor Copenhaver)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Budget Adjustment for Transit
Department:Finance
Caption:Motion to approve an action to reduce the transit budget to
more closely reflect actual operating figures for 2006 and
show the anticipated contribution from the General Fund to
cover shortages for the year.
Background:In the past the Transit Department budget has reflected the
total amount of grant funds available to be earned whether or
not those funds were expected to be earned in the current
accounting year. Because the grants are written to cover
multiple years and overlap each other in terms of our annual
budget, including all grants available each year has resulted
in more than doubling the total amount of funds budgeted as
compared to the total actually expected to be spent in any
given annual budget.
Analysis:A budget that reflects more accurately what the true
anticipated revenue and expenses are for each budget year
makes it much easier to understand and to anticipate the
results of operations for the Transit Department. This was the
concept used in developing the 2007 budget and we now
wish to apply this approach for 2006.
Financial Impact:By observing the attached unadjusted financial report for the
Transit Department for the year 2006, the anticipated loss for
the year is approximately $1,250,000. We need your
approval to cover the loss for 2006 with a General Fund
appropriation in order to avoid audit findings on this issue.
Alternatives:
Recommendation:
Approve a reduction in the 2006 budget for the Transit
Department of $6,065,000 resulting in a budget of
$4,794,110 to more accurately reflect actual results of
operations for the year and approve a transfer from the
General Fund of up to $1,250,000 to cover operating
shortages in the Transit Department for the year.
Funds are
Available in the
Following
Accounts:
Funds are availiable in the General Fund, fund balance.
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Budget Update
Department:Administrator's Office
Caption:Provide an update on the 2007 Budget.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Kaye Foote
Department:Clerk of Commission
Caption:Consider a request from Ms. Kaye Foote regarding a
reimbursement of prior years homestead exemption.
(Referred from January 9 Finance)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Land Bank Authority
Department:Finance Department, Donna Williams Interim Director
Caption:Authorize to establish the budget for Lisa Williams'
supplemental salary for 2007 through the Land Bank
Authority.
Background:In 2006, the Commission approved allocation of these funds.
85 % of her base salary is charged to the Law Department.
15% of her salary would be charged to the Land Bank
Authority for handling of Land Bank activities.
Analysis:Transfer $ 7,130 from Land Bank Fund Balance Approriation
to Salary and Wages.
Financial Impact:If revenues are not produced by the Land Bank in 2007, then
the the Fund Balance will be reduced by $ 7,130.
Alternatives:(1) Approve (2) Disapprove
Recommendation:Approve the establishment of the budget through Land Bank
Fund Balance Appropriation for the Land Bank portion of
Lisa Williams's supplement for 2007.
Funds are
Available in the
Following
Accounts:
Land Bank Authority Fund Balance Appropriation. 201-00-
0000-3952110
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Marshal's Cars 07
Department:Finance, Fleet Management, Ron Crowden, Fleet Manager
Caption:Approve the replacement of 5 Marshal’s Department sedans
for $24,717.00 each from Bobby Jones Ford of Augusta,
Georgia (Lowest bid offer on bid 06-192).
Background:The Marshal’s Department has 24 active road vehicles used
to support the Civil and Magistrates Court and Clerk of Court
in serving court papers, providing security for the Airport,
Municipal and JLEC buildings and other public safety
functions. An assessment of the condition of all vehicles 6
years old or older resulted in 8 vehicles meeting or exceeding
the replacement criteria approved by the Commission in
2004. Fleet Management has been informed by the local
dealer that orders for police vehicle must be in by mid-March
in order to receive cars in 2007. The Commission approved 4
cars for the Marshal in 2006 but one was refused by Fleet
Management when it was delivered because it was the wrong
model. The new cut-off date by Ford is based on Ford
Manufacturing reorganizing and down sizing. Orders for
police vehicles will not be taken after the cut-off. Available
funds from the capital outlay will support the replacement of
5 vehicles. The assessments of each vehicle is attached for
review. Vehicle number 984100 was involved in an accident
on December 19, 2006 when a vehicle pulled out in front of
his vehicle.
Analysis:The following was the results of the bids received: Bobby
Jones Ford = $24,717.00 –Lowest and only Bid Offer.
Financial Impact:The total projected debt service payments will total
$123,585.00 for the 5 vehicles over a three year period . The
annual principal of $41,195.00 will be funded by the GMA
lease program. Funding is available in the 2007 Capital
Outlay.
Alternatives:1.Approve the award to the lowest bidder, Bobby Jones ford
of Augusta, Georgia. 2. Do not approve the request.
Recommendation:Approve the replacement of Marshal’s Department sedans
for $24,717.20 each from Bobby Jones Ford of Augusta,
Georgia (Lowest bid offer on bid 06-192) and declare the 5
"turn-ins" as surplus.
Funds are
Available in the
Following
Accounts:
631-00-0000/54.99631
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-2406 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Ron Crowden
Director, Fleet Management
Geri Sams
Director, Procurement Department
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----192 192 192 192 –––– C C C Crown Victoria P71 Automobilerown Victoria P71 Automobilerown Victoria P71 Automobilerown Victoria P71 Automobile
DATE: December 29, 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 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 $$$$123,585.00123,585.00123,585.00123,585.00 (5 vehicles @ $24,717.00 each)
• 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 small small small local businesses local businesses local businesses local businesses
availability exists.
• There is 100% value of the scope of work where locallocallocallocal
busbusbusbusinesses inesses inesses inesses 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 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
Bobby Jones Ford
P. O. Box 15398
Augusta, GA 30919
Brand Ford
Model Crown Victoria
Delivery Date 90 - 120 day ARO
5.01 Administrative pkg.22,697.00$
5.02 Civil Pkg.23,487.00$
5.03 Fugitive Pkg.23,612.00$
5.04 Marshal Pkg.24,717.00$
5.05 Patrol Pkg.25,815.00$
5.06 Traffic Pkg.25,659.00$
6.01 Whelen LL288000 1,520.00$
6.02 Sho-Me 217680 130.00$
6.03 Whelen CSP690 130.00$
6.04 Pro-Copper CC-1050 283.00$
6.05 Sho-Me 05.6040 80.00$
6.06 Outlet Receptacle 43.00$
6.07 2 Toggle Swiches 11.00$
6.08 Floor Mats 45.00$
6.09 Jumper Cable Con.140.00$
6.10 Whelen UHF2150 65.00$
6.11 Whelen UBF5150 190.00$
6.12 Corner Lighting 330.00$
6.13 Sho-Me 11.2710B/B 290.00$
6.14 Sho-Me 11.2715B/A/B 333.00$
6.15 Whelen 295HF100 232.50$
6.16 Federal Signal AS124 167.50$
6.17 Motorola Battery Charger 335.00$
6.18 Setina #10-SL 400.00$
6.19 Full Lower Ext. Plate 55.00$
6.20 Rear Door Panels 140.00$
6.21 Rear Sert 345.00$
6.22 Floor Pan 176.00$
6.23 Shotgun Mount & Lock 290.00$
6.24 Shotgun Mount 40.00$
6.25 #35 Window Tint film 115.00$
6.26 Fire Extinguisher 38.00$
6.27 Auto Fire Suppression Sys.2,936.00$
Bid Item #06-192
Crown Victoria P71 Automobile
Augusta Fleet Department
Bid Due: Wednesday, November 22, 2006 @ 11:00 a.m.
Invitation To Bid
Sealed bids will be received at this office until 11:00 a.m. Wednesday, November 22, 2006
Bid Item #06-192 Crown Victoria P71 Automobile 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.
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 bid 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 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 Office of the Disadvantage Business Enterprise at 706-821-
2406.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle October 19, 26, November 2, 9, 2006
Metro Courier October 25, 2006
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Management
Yvonne Gentry DBE Coordinator
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Member Name City of Augusta, GA
Bid Number ITB-06-192-0-2006/km
Bid Name Crown Victoria P71 Automobile
1 Document(s) found for this bid
Supplier Name Phone Fax Doc Count Attributes Programs Actions
Asia Motors Inc. 3127331777 3127331745 1 1. Small
Business Documents
Bill Currie Ford 8133576783 8135545363 1 Documents
Ford - Kip Killmon's
Tysons Ford 7034427410 7034480512 1 1. Small
Business Documents
Mears Motor
Leasing 4072982982 4075784924 1 Documents
Mike Albert Leasing
Inc 5135542878 5139562878 1 Documents
Nelson Dodge
GMC 2187392283 2187396021 1 Documents
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Finance Committee Meeting
1/29/2007 2:30 PM
PS-Tandum Dump Trucks
Department:Finance, Fleet Management, Ron Crowden, Fleet Manager
Caption:Approve the acquisition of three tandem axle dump trucks for
the Public Services Department- Maintenance Division from
Mays International Trucks of Augusta for $85,595.00 each
(lowest bid offer on bid 06-200).
Background:On December 5, 2006 the Augusta Commission approved the
purchase of 3 tandem axle dump trucks. The approval is
attached for review. The trucks were delivered in September
and upon inspection of the trucks it was determined they did
not meet the bid specifications and were therefore rejected.
The need for the trucks still remains. A second bid was
published through the Procurement Department and the
Public Services Department is requesting to purchase the
trucks. The original agenda indicated the trucks are to replace
older model trucks, a 1988 model trandum dump truck and 2-
1995 model dump trucks as indicated on the original agenda.
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 one
local (1) vendor. The following is the results of the bid
received: Mays International Trucks= $ 85,595.00
(LOWEST and ONLY BIDDER).
Financial Impact:The units will be purchased for $85,595.00 each for a total of
$256,785.00. Funding for the procurement of this equipment
will be provided by the Public Services-Maintenance
Division. These funds were approved in the Phase IV of the
SPLOST, County Forces, and are available for this purchase.
Alternatives:(1.) Approve the award to the lowest and only bidder, Mays
International Trucks of Augusta, Georgia (2.) Do not approve
the request.
Recommendation:Approve the acquisition of three tandem axle dump trucks for
the Public Services-Maintenance Division from Mays
International Trucks of Augusta for $85,595.00 each, (lowest
bid offer on bid 06-200).
Funds are
Available in the
Following
Accounts:
324-04-1110.54-22210 // 201-82-4010.54-22210
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. Friday, January 5, 2007
Bid Item #06-200 Tandem Axle Dump Truck 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.
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 bid 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 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 Office of the Disadvantage Business Enterprise at 706-821-
2406.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle December 14 19, 28, 2006
Augusta Focus December 21, 2006
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Management
Yvonne Gentry DBE Coordinator
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Member Name City of Augusta, GA
Bid Number ITB-06-200-0-2006/PJM
Bid Name Tandem Axle Dump Truck
<< Return
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-2406 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Ron Crowden
Fleet Management
Geri Sams
Director, Procurement Department
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Bid Item #06-200 Tandem Axle Dump Truck
DATE: January 10, 2007
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 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 $256,785.00.
• 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 businesses availability exists.
• There is 100% (3 @ 85,595.00 each) value of the scope of work where 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 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
1/29/2007 2:30 PM
Reprogram SPLOST funds for HVAC Renovations to the Augusta Museum of History
Department:Administration
Caption:Approve reprogramming of SPLOST funds for procurement
of a Design/Build firm to replace and repair existing HVAC
systems at the Augusta Museum of History.
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. Funding of a professional engineering
assessment of the Museum's HVAC systems was approved at
the November 9, 2006 Commission Meeting. This recently-
completed assessment has defined the scope of work needed,
which includes replacement of a 90-ton air-cooled chiller,
new controls, valves, dampers, pumps, humidifiers and other
associated work. Absent this remedial work, the Museum
will continue to suffer from extremely poor temperature and
humidity control, which will aggravate growing problems
with deteriorated artifacts.
Analysis:Effective environmental control is crucial for museums, in
order to protect their valuable artifacts. Due to the urgency of
the matter, it is vital that the corrective measures be
undertaken prior to the summer of 2007. As a follow-up to
the engineering assessment, it is recommended that the
services of a Design/Build firm be procured to expedite
corrective measures. Heery’s staff is producing a detailed
RFP which will specify corrective measures, identifying the
scope of work and performance requirements of the new
systems. This will be used to procure Design/Build
proposals. A separate, early-award RFP is also recommended
to facilitate Owner-purchase of the new chiller, thus
minimizing the schedule impact of the equipment’s expected
6-8 week delivery lag time. This will enable expedited
installation by the selected design-build contractor.
Financial Impact:The estimated total cost of the project is $1,050,000, which
includes all soft costs such as project management, design
and installation.
Alternatives:1. Procure conventional engineering design services
independent of the construction contract, after which a
separate, independent construction contractor would be
procured. 2. Do nothing.
Recommendation:Approve reprogramming of SPLOST funds for procurement
and execution of Design-Build services to renovate the
Augusta Museum of History’s HVAC systems. Alternative
number 1 will not allow corrective measures to be taken prior
to the critical summer months, and is likely to lead to serious
mold and mildew damage to both the Museum’s valuable
artifacts and to the facility itself. Alternative number 2 is
likely to lead to even more serious mold, mildew and
thermodynamic damage to the Museum and its artifacts.
Funds are
Available in the
Following
Accounts:
SPLOST IV interest account.
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
ID Task Name Start Finish
1 Commiss. Approval/ Notice To Proceed 11/9/06 11/9/06
2 Project Launch Meeting 11/13/06 11/13/06
3 Inspections & Analysis 11/14/06 12/11/06
4 Approve Findings/commence Bridging Docs 12/12/06 1/9/07
5 Produce Design-Build RFP 1/10/07 1/25/07
6 Review 1/26/07 2/1/07
7 Finalize RFP 2/2/07 2/6/07
8 Bid/Award/Contract (Design/Build)2/7/07 5/29/07
9 Design/Construct 5/30/07 9/4/07
10 Chiller installation 6/5/07 6/5/07
11 Closeout 9/5/07 9/25/07
12
13 Commission Approval/ Notice To Proceed 2/6/07 2/6/07
14 Procure Chiller (expedited process)2/6/07 4/16/07
15 Delivery Lag time 4/17/07 6/4/07
11/9
11/13
6/5
2/6
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Qtr 4, 2006 Qtr 1, 2007 Qtr 2, 2007 Qtr 3, 2007
Task
Split
Progress
Milestone
Summary
Project Summary
External Tasks
External Milestone
Deadline
HEERY AMH - MASTER SCHEDULE - DESIGN-BUILD DATE: 1/16/07
Page 1
Project:
Date: 1/17/07
Augusta Museum of History Building
HVAC System Renovation Study
January 4, 2007
Prepared for:
Augusta Museum of History,
560 Reynolds Street
Augusta, GA
by
HEERY
Heery International, Inc.
999 Peachtree Street NE
Atlanta, Georgia 30367
AUGUSTA MUSEUM OF HISTORY HVAC RENOVATION STUDY
Heery International i
Table of Contents
I Executive Summary............................................................................................................................................................1
Purpose.............................................................................................................................................................................1
Background.......................................................................................................................................................................1
Table 1.1 – List of Immediate HVAC Needs and FP in Annex and Budget Cost Estimates ........................................2
Table 1.2 – List of Future HVAC Needs and Budget Cost Estimates...........................................................................3
Methodology.....................................................................................................................................................................3
Conclusions.......................................................................................................................................................................3
II Existing Conditions...........................................................................................................................................................5
Existing HVAC Systems...................................................................................................................................................5
Mechanical / Electrical:................................................................................................................................................5
Existing Fire Protection....................................................................................................................................................7
Main Museum Building:...............................................................................................................................................7
Annex Building:............................................................................................................................................................7
III Recommendations..........................................................................................................................................................11
Summer and Winter Temperature and Humidity Setpoints ............................................................................................11
Summer Cooling and Dehumidifying Problems .............................................................................................................12
Winter Humidity Problems.............................................................................................................................................12
Controls and Equipment Maintenance Issues .................................................................................................................13
AHU Access Problems ...................................................................................................................................................14
New Annex Fire Protection Requirements......................................................................................................................14
IV Appendix........................................................................................................................................................................A
A. Cost Estimates.............................................................................................................................................................A
Table of Figures
Figure 1 – Photo of Crowded AHU-5 Mechanical Room.....................................................................................................8
Figure 2 – Photo of Mold on AHU-3 Mech Room Duct ......................................................................................................8
Figure 3 – Photo of East side of Museum (Annex on Left) and Vent Caps at Top...............................................................9
Figure 4 – Photo of 90 Ton Chiller.......................................................................................................................................9
Figure 5 – Photo of Existing Main Building Sprinkler Control Valve Riser......................................................................10
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I Executive Summary
Purpose
The purpose of this study is to determine the deficiencies and needed work to correct HVAC problems at
the Augusta Museum of History. The proposed repairs are organized into a list of individual scope tasks
and prioritized with the most critical and needed work at the top of the list. That list is presented in the
following Table 1.1. A second list of HVAC needs that is not immediate but will be required within the
next 5 to 10 years is presented in Table 1.2. Since construction costs could vary considerably over the
next 5 to 10 year period budget numbers have not been assigned to the tasks in Table 1.2.
Background
The main building containing the entry lobby, museum store, individual exhibit rooms, offices,
conference room and the main exhibit hall was designed in 1992 by Cheatham, Fletcher, Scott and Sears
Architects. The 46,000 square foot building was completed and occupied by the museum by 1994. It
appears that some of the designed HVAC functions and controls were not provided. It is not clear
whether this was from budget reduction or was simply not provided by the Contractor. An example of
this is the four sets of 5 ft by 3 ft exterior wall louvers high in the northwest wall of the main exhibit
hall. These louvers were indicated on mechanical plans to have operable dampers and motorized
actuators. Instead they were left fully open to the outside – essentially 4 -15 SF holes in the building.
Within Contractor warranty one of the two compressors in the 90 ton air cooled water chiller failed and
was replaced. According to the museum facilities people another chiller compressor failed within a year
or two of Contractor warranty expiration and was never replaced or repaired. Since that time the
Museum has been operating with one-half of its original cooling capacity. This has resulted in numerous
problems with humidity and temperature control in summer months. The original design did not provide
winter humidification for the exhibit areas resulting in drying damage to some of the exhibits. There is
significant warping shrinkage of exhibit photos and materials from the wide ranges of humidity from
summer to winter. The mechanical room for AHU-3 has significant mold growth on most of the exterior
of duct insulation. It is possible this mold growth was partially caused by water leaks coming from the
overhead exterior decorative chimney vent cap. Mold growth was not observed to be significant in other
mechanical rooms and over conditioned spaces although a detailed inspection of all ductwork was not
conducted.
Other HVAC comfort problems stem from the older style of electronic controls which have no
documentation on site and have significant number of control devices either malfunctioning or
disconnected due to malfunction. Also a number of isolation valves in the chilled water and hot water
systems are no longer operable due to age. Maintenance of the air handlers is hampered by very limited
access to coils for cleaning and in particular AHU-5 which is almost inaccessible for filter changes.
Some AHU dampers are stiff or frozen (particularly the return damper on AHU-4) and have numerous
non-functional and disconnected control actuators. Aside from the poor access, damper operation and
control problems the air handling units appear to be in fair to good condition for their age and are not in
immediate need of replacement.
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In 2003 a 9,000 square foot Annex building, attached to the main building, was completed and occupied.
This building was constructed with its own chiller, boiler, humidifiers, and a new direct digital control
system with a central monitor and control computer. There appears to be no problems with the HVAC
systems in this new structure, other than very restricted maintenance access to the computer control
workstation. Access to the highly secured area where these controls are located must be accompanied by
curatorial staff which prevents the day to day use of this control computer.
This structure was not required by building code to be fully sprinkled according to the local fire marshal.
The original main museum building is fully sprinkled, and a mezzanine classroom addition to the main
building added as part of the same project was sprinkled. The museum director stressed that the
installation of sprinklers in the new Annex building is vitally important to the protection of the
museum’s collection.
Table 1.1 – List of Immediate HVAC Needs and FP in Annex and Budget Cost Estimates
Immediate HVAC and FP Listed in Priority Order Est. Cost
1. Replace existing 90 ton, air cooled HVAC chiller with new 90 ton chiller. $ 124,600
2. Replace or modify leaking boiler vent cap on east end of roof and seal and
insulate louver openings in main museum hall.
$ 28,200
3. Add humidifiers to existing air handlers for winter humidity control. New water
piping and mechanical room hose bibs are included in this estimate.
$ 335,300
4. Replace existing HVAC electronic controls with new BACnet direct digital
control (DDC) system and integrate existing Johnson Control “Metasys” DDC
control system in Annex building. AHU dampers repaired and new controls
interface computer is included for main building maintenance shop.
$ 178,900
5. Replace existing AHU coil isolation valves and flow balance stations. $ 9,900
6. Full test and balance on air and water distribution systems $ 25,100
7. Replace mold contaminated duct insulation in AHU-3 mechanical room $ 79,600
8. Commission new DDC controls to verify proper operation. $ 25,700
9. Add two fan powered VAV, electric reheat temperature zone control box to
offices on east and west exterior.
$ 30,200
10. Relocate return and outside air duct and provide a crossover ladder to allow
access to AHU-5 for filter replacement and coil cleaning. Controls will be
moved under item #4.
$28,500
11. (Alternate#1) Install sprinklers in Museum’s Annex Building. $ 151,000
Total Project Budget Cost for Immediate HVAC Needs & FP Annex (1st Qtr ’08 $) $1,017,100
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Table 1.2 – List of Future HVAC Needs and Budget Cost Estimates
Future Expected Equipment Replacements (within 5 to 10 years) Est. Cost
12. Replace MZ AHU- 3 at the end of its life. TBD
13. Replace MZ AHU-4 at the end of its life. TBD
14. Replace MZ AHU-5 at the end of its life. TBD
15. Replace small AHU-1 and AHU-2 at the end of their life. TBD
16. Replace hot water boiler, gas fired boiler and hot water circulating pump. TBD
On September 20th and again on November 21st and 22nd 2006 Heery visited the Augusta Museum and
interviewed the director, Nancy Glaser and head of maintenance Ken Fanning. We were briefed on the
long standing problems with humidity and temperature control, as well as other issues, and taken on a
tour of the facility and mechanical spaces.
Methodology
Schematic Design & Cost Estimate: A load calculation using Trane Trace 700 software was performed
on all rooms of the main museum to confirm if designed loads were adequate and to determine winter
humidity loads. Additionally a schematic design scope list was assembled to address the problems
identified.
The load calculation determined that the HVAC system’s original designed capacity is adequate. The
HVAC component capacities were de-rated from their original scheduled capacities because of
antifreeze in the chilled water piping – but additional air handler capacity will not be necessary to satisfy
air conditioning, heating and ventilation loads. A review of HVAC comfort zoning revealed that some
of the comfort problems in the two offices on outside walls could be from the fact that they do not have
their own thermostat controlled zone that is separate from adjoining interior office space. A scope item
was included to add two VAV terminal boxes to provide these offices with their own thermostat.
Humidity loads from the calculation were used to size electric humidifiers at each air handler, similar to
the units now installed on the Annex air handlers.
Impact and Phasing: The known problems and associated needs were grouped into a list of separable
tasks. Those tasks were then assigned a priority based on Heery’s understanding of priority, with the
most significant problems to be solved first. The list was then divided into two groups: Table 1.1
representing necessary or badly needed work to done as soon as possible, and Table 1.2 work that is not
immediately necessary but will be needed within the near future.
Conclusions
Table 1.1 is an attempt to prioritize the needs identified by this investigation. The intent is that the
projects be executed in the order they are listed. If funds are limited the projects should be completed as
far down the list as available funs allow and remaining items completed at a later time or not at all.
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The priority ranking of the list is not absolute. The Owner may rearrange items as needed based on their
perception of importance; however the first two items (chiller and roof leak repair with sealing of open
exhibit hall louvers) are necessary if benefit is expected from the lower ranked tasks. The higher priority
items should be addressed first in order to have the most significant impact on solving current HVAC
problems at the museum. The remaining lower priority items are still recommended however they may
be executed in different order or in following years, with the exception of testing and balancing and
commissioning which should be done within Contractor warranty period of associated chiller and
controls work.
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II Existing Conditions
Existing HVAC Systems
Mechanical / Electrical:
The main building containing the entry lobby, museum store, individual exhibit rooms, offices,
conference room and the main exhibit hall was designed in 1992 by Cheatham, Fletcher, Scott and Sears
Architects. The 46,000 square foot building was completed and occupied by the museum by 1994. It
appears that some of the designed HVAC functions and controls were not provided. It is not clear
whether this was from budget reduction or was simply not provided by the Contractor. The following
differences were noted between the Construction Documents and the existing installation:
1. Outside air ductwork on plans is fairly large and may have originally been designed for 100%
outside air economizer cycle for free cooling, however the control specifications only indicate
economizer controls for the two smaller AHU’s 1 and 2 serving the first floor conference room
and the museum store. Oddly these two AHU’s are shown on plans with outside air duct too
small for an economizer cycle. There are no indications on the final plan schedules or control
specifications requiring economizer cycle controls for the three larger air handlers. None of the
AHU’s appear to be equipped with economizer, 100% outside air, free cooling, controls.
2. Possibly from the earlier economizer design the plans require four sets of 5 ft by 3 ft exterior wall
louvers high in the northwest wall of the main exhibit hall. These louvers were indicated on
mechanical plans to have operable dampers and motorized actuators, possibly for relief of
economizer air. Instead the louvers were left fully open to the outside – essentially 4 -15 SF
holes in the building.
3. AHU-5 is indicated on plans to have two 3 foot by 5 foot outside air intake louvers and a relief
louver 1 foot by 3 foot in the high northeast wall over the entry portion of the building. Only one
smaller intake louver was built with a considerably smaller duct connection to carry outside air to
AHU-5. This duct appears to be adequate for required minimum ventilation air.
4. The original contract documents were laid out using Trane air handlers as basis for design. The
design documents provided for filter access but not coil pull clearances. The installed air
handlers by McQuay were slightly larger causing the mechanical rooms to be more crowded than
designed. AHU-5 mechanical room is considerably more crowded with no easy access for filter
changes, motor compartment or control devices. Maintenance workers have to climb over AHU-
5 to the back wall before they can get to the available 2 foot clearance needed to open the filter
box door. See Figure 1 for photo.
5. There is no mention in the contract documents regarding glycol in the chilled water system. It is
necessary, however, to prevent freezing of exposed components at the outside air cooled chiller
without the use of heat tape, which is not always dependable. I was informed by maintenance
that the system does contain glycol, antifreeze although it may have been diluted since its
original fill. The problem with glycol is, due to higher viscosity and lower specific heat, it de-
rates the capacity of cooling coils and decreases flow from pumps if they were not originally
sized to compensate. If the system is filled with 25% glycol then there is a chance that air
handler capacity is only 75% of its water-only rating.
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According to maintenance personnel at the museum there is no maintenance and operation manuals, no
as-built documentation on controls or equipment and no test and balance report to be found. This begs
the question whether the systems were ever adjusted or balanced within the requirements of the
construction documents.
Within Contractor warranty period one of the two compressors in the 90 ton air cooled water chiller
failed and was replaced. According to Ken Fanning another chiller compressor failed within a year or
two after the Contractor warranty expiration and was never replaced or repaired. Since that time,
probably 10 years, the Museum has been operating with one-half of its original cooling capacity. See
Figure 4 for photo of this chiller. Since the chiller only has half the capacity it cannot cool chilled water
to design point of 45 degrees F during warmer summer months. If chilled water is not at design
temperature, air cannot cool to the leaving coil design temperature of 55 degrees F and it is not
dehumidified. Indeed, facilities stated that there is considerably lower volume of cooling coil
condensate from the main building air handlers than that seen from the newer Annex building air
handlers. This has resulted in numerous problems with humidity and temperature control in summer
months. During extreme heat and humid summer conditions this capacity reduction just makes the space
more damp and humid. According to interviewed museum personnel this high summer humidity has
caused warping of mounted photos, artifacts and books. This is in agreement with predicted effects in
documentation on humidity control in museums. Very high humidity can also increase the potential for
mold growth. Additionally the elevated temperatures can potentially increase the deterioration of
chemically unstable artifacts.
There is significant mold growth on most of the duct insulation in AHU-3 mechanical room (serving the
main exhibit hall) that will require replacement. Mold growth was not observed to be significant in other
mechanical rooms and over conditioned spaces although a detailed inspection of all ductwork was not
conducted. Whenever visible mold occurs, however, there is the possibility for concealed mold
contamination behind wall board. Mold was not observed on visible wall board to the extent that it
occurred on the ductwork. See following Figure 2 for photo of mold on duct insulation. It is possible
the AHU-3 mold growth was partially caused by water leaks coming from the overhead exterior
decorative chimney vent cap. According to the building maintenance manager the annular space
between the boiler vent pipe and the surrounding decorative chimney structure was not covered or sealed
with a thimble as is normally done leaving the chimney space open at the top for rain to blow into the
building. As a temporary fix, the boiler stack is covered with a plastic garbage bag during summer
months when the boiler is not in operation, in order to keep rain out. See following Figure 3 for photo of
location of this chimney vent.
The original design did not provide winter humidification for the exhibit areas and has resulted in drying
damage to some of the exhibits. There is significant warping shrinkage of exhibit photos and materials
from the wide ranges of humidity from summer to winter.
Other HVAC comfort problems stem from the older style of electronic controls which have no
documentation on site and reportedly have significant number of control devices either malfunctioning
or disconnected due to malfunction or need to override controls. Also a number of isolation valves in
the chilled water and hot water systems are no longer operable due to age. Maintenance of the air
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handlers is hampered by very limited access to coils for cleaning and in particular AHU-5 which is
almost inaccessible for filter changes. Aside from their access problems the air handling units appear to
be in fair to good condition for their age and are not in immediate need of replacement.
Existing Fire Protection
Main Museum Building:
The existing museum building is fully sprinkled including the small classroom mezzanine added with
the Annex building. See following Figure 5 for photo of the exiting main building sprinkler control
valve riser.
Annex Building:
In 2003 a 9,000 square foot Annex building, attached to the main building, was completed and occupied.
This building was constructed with its own chiller, boiler, humidifiers, and a new direct digital control
system with a central monitor and control computer. There appears to be no problems with the HVAC
systems in this new structure. However, this structure was constructed and apparently permitted for
occupancy without sprinklers since it fell below the code requirements for sprinklers. The local Fire
Marshal has verified that sprinklers are not required for the Annex building. The original main museum
building is fully sprinkled, and a mezzanine classroom addition to the main building added as part of the
same project was sprinkled, again largely due to occupancy classification and size. The museum director
stressed that the installation of sprinklers in the new Annex building is vitally important to the protection
of the museum’s collection. Therefore a budget item has been included for full sprinkler installation in
the Annex building.
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Figure 1 – Photo of Crowded AHU-5 Mechanical Room
Figure 2 – Photo of Mold on AHU-3 Mech Room Duct
Figure 1 illustrates the lack of
filter access in the AHU-5
mechanical room that serves
upper rotunda areas and north
exhibit areas. Only 14 inches
clearance from wall is available
and filter access doors can’t be
opened. Maintenance must use
the chairs to climb over the AHU
to get to 28” clearance on other
side to change filters.
Figure 2 Shows
degree of mold found
on surface of canvas
covered duct
insulation throughout
this mechanical room.
One potential cause of
higher level of
moisture intrusion may
be leaks from the
decorative vent caps
shown in following
Figure 3.
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Figure 3 – Photo of East side of Museum (Annex on Left) and Vent Caps at Top
Figure 3 shows vent caps at top of roof ridge. Left one is covered with plastic bag when boiler is not in
operation to reduce water leakage into building.
Figure 4 – Photo of 90 Ton Chiller
Figure 4 Shows
existing chiller.
One of its two
compressors has
been off line for
approximately 10
years and has
contributed to
chronic temperature
and humidity
problems in the
museum.
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Figure 5 – Photo of Existing Main Building Sprinkler Control Valve Riser
Figure 5 shows existing main
museum building sprinkler valve
riser with Siamese connections.
Since the total connected square
footage with the new Annex
building would exceed code
limits, a second set of control
valves would be required for the
addition of sprinklers to the
entire Annex building. The
second valve set could be
installed in this room and make
use of the same supply
connection.
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III Recommendations
Summer and Winter Temperature and Humidity Setpoints
Museum Guidelines and References: According to the 2003 ASHRAE Handbook, chapter 21,
temperature control should be determined by individual museum curators based on requirements of the
specific collections. The maximum seasonal range of temperature for class “AA” or “A” museum
collection space must be controlled at a fixed temperature between 59° and 77°F, but not fluctuate more
than ± 4°F over daily short term periods. Seasonally temperature setpoints can change less than ± 9°F
up or down. Humidity should generally be controlled at 50% RH with short term (daily) fluctuations
less than ± 5%, with seasonal adjustments less than ± 10%, or short term (daily) fluctuations less than ±
10% if no seasonal humidity setpoint change is made. Class “AA” to “A” control is intended to
minimize risk with small to no risk to highly vulnerable artifacts and no mechanical (shrinkage or
expansion) risk to most artifacts, paintings, photographs and books. ASHRAE lists other classes of
control from “B” down to “D” but with increasing risk from moderate to high risk of damage to artifacts.
These lower classes of control with wider fluctuations in temperature and humidity are not
recommended for Augusta Museum of History.
The Smithsonian Center for Materials Research and Education issued Environmental Guidelines in
October 2003, submitted by Marion F. Mecklenburg and Charles S. Tumosa, stating that the temperature
in a museum should be maintained at 70 degrees F +/- 4 degrees and that the RH should be at 45% +/-
8% as the maximum in daily fluctuations (page 48).
In the American Institute for Conservation of Historic and Artistic Works publication Basic Guidelines
for the Care of Special Collections, it is stated that RH levels should be maintained at 50% +/- 5%.
American National Standards Institute with the National Information Standards Organization published
the paper Environmental Conditions for Exhibiting Library and Archival Material in March 2001
(ANSI/NISO 239.79-2001). Section 4.2 reads “The relative humidity for the object’s environment shall
be a set value between 35-50% inclusive. The maximum acceptable total relative humidity variation
shall be 5% on either side of the set point. Therefore relative humidity should not go above 55% or
below 30%; and should not exceed 5% variation per month.” (page 7) Section 5.1 reads “Temperature
of the object’s environment shall be set at a value not to exceed 72 degrees F. For preservation cooler
temperatures are recommended.” (page 8) Section 5.2 reads “A temperature range of 5 degrees F on
either side of set point shall be the maximum acceptable total temperature variation. The temperature
shall not go above 77 degrees F.” (page 8)
Recommended temperature and humidity setpoints for Augusta Museum of History: With input from the
director, the recommended setpoints are for 24 hour-a-day, year-round temperature and humidity control
with winter setpoint no less than 68°F and summer setpoint no higher than 72°F with short term (daily or
hourly) fluctuations less than ± 5°F. Humidity should be set for 50% RH year-round with short term
fluctuations less than ± 10%.
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This will require that the building openings be sealed, existing HVAC equipment be restored to full
working order, existing controls replaced with new DDC controls and the addition of steam humidifiers
to AHU’s serving all exhibit spaces.
Summer Cooling and Dehumidifying Problems
Although measurements were not taken, from occupant descriptions it is likely the space conditions
within this museum have varied from less than 10% RH in winter to over 80%RH in summer.
According to occupants temperatures have gotten well into the 80’s on peak summer days.
As an absolute minimum the chiller should be replaced with a new chiller with full designed 90 ton
capacity. The existing chiller, with only 45 tons (half capacity), cannot dehumidify the museum space,
nor satisfy cooling loads on hot days. Because there is no standby pump and the existing pump is well
past half of its life, a new pump should be provided and sized to compensate for the glycol content of the
chilled water system. The existing pump can remain and be used as a backup pump during maintenance
or failure of the primary pump.
Moisture intrusion from the vent cap leak above the AHU-3 mechanical room is thought to be a heavy
contributor to the high moisture levels experienced in that room. This is a likely reason that a significant
amount of mold is present in this mechanical room. This is also a high priority fix along with the chiller
replacement. The mold contaminated duct insulation is not likely to be cleanable and should be
replaced with new insulation soon after the roof leak at the vent is corrected. The budget for duct
insulation replacement also includes an allowance for drywall replacement if it is not cleanable, and if
concealed mold damage is found.
Another high priority item is to seal over and insulate the four large open louvers at the top of the main
exhibit hall. These represent a 60 SF hole in the building which allows heat to escape in the winter and
allows heat and moisture to enter in summer, especially if wind is blowing against them. This would be
relatively low cost and can be done with the roof repairs.
Winter Humidity Problems
The original design of the main museum did not include humidifiers for winter humidity control as can
be found in the recently built Annex building. Without humidifiers the relative humidity in the building
can go below 10% relative humidity in winter months, even if outside air is reduced. This is causing
significant damage from shrinkage and distortion of artifacts, photos and books. Outside air should not
be reduced below the minimum ventilation rate for museum occupants. It is strongly recommended that
humidifiers be added to the existing air handling system. Optimum control could be achieved with
individual zone control, however a slightly less expensive approach with similar results can be achieved
with a humidifier at each air handler. These humidifiers will add significant electrical load since they
generate steam from electricity to humidify the space. It is estimated that the added electrical load will
be approximately 250KW which may exceed the existing transformer and main panel capacity. If a gas
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fired humidifier is used for the largest air handling unit, AHU-3, this electrical load could be cut in half.
There is an available vent over the AHU-3 mechanical room, one of the three decorative vents shown in
Figure 3 that is not currently used. This vent could be used for the small steam boiler needed for AHU-3
humidification. Unfortunately there are no easy vent paths for the other AHU’s serving exhibit space
that are not in proximity to outside air intakes or would be highly visible on the outside of the building.
Controls and Equipment Maintenance Issues
New DDC Control System: The existing electric controls in the building are very difficult to adjust and
understand. Given their age it is likely that the components that remain functional are out of calibration.
Contrasted with the new direct digital control system in the new Annex building the existing controls are
very difficult to monitor, correct and troubleshoot. This is made even more difficult by the complete
lack of documentation, operation and maintenance manuals for the original HVAC control system.
Without properly functioning controls the new chiller, humidifiers and other corrective actions are not
likely to solve the comfort and humidity problems. It is strongly recommended that a new DDC control
system with a central monitor computer replace the existing antiquated controls. Given the current state
of the art, these new controls can be of the open BACnet type which will allow different controls vendor
to supply components in future repairs or upgrades. Currently there is very little, if any premium cost for
the BACnet protocol option. Additionally controls should be accessible through a “web based interface”
which will allow more than one computer to monitor and control building systems through internet web
page software, without additional licenses. The existing Annex controls should be connected with a
gateway to the new control system to allow monitoring and control of the Annex along with the new
building. Since the existing controls computer in the Annex facility is over 3 years old it is not practical
to try to relocate it. A new computer is recommended for installation in the main building maintenance
shop with the available IP network connections to allow connection to any other computer in the
building. Finally it is recommended that the existing lighting control system be interfaced with the new
DDC controls for more complete control of the museum.
Add Zone Temperature Control for Exterior Offices: One potential cause of comfort problems in the two
offices with exterior walls and windows is that they are cooled and heated by a large temperature control
zone that covers a number of other rooms with no exterior exposure. These rooms should be placed on a
different zone with more exterior exposure and given their own fan powered VAV terminal boxes with
heating coils for increased level of comfort.
Replace Chilled Water Isolation and Balancing Valves: Due to age a number of isolation valves on the
chilled water system and some of the valves on the hot water system cannot be moved or used to close
and isolate the equipment. No balancing valves were seen on the chilled water system. It is
recommended that all of these faulty valves be replaced with newer disk type valves and flow balancing
devices be added.
Test and Balance and Controls Commissioning: Finally to ensure the system is in proper working order,
the entire system should be balanced to design flows of air and water. Also the equipment and controls
system should be fully commissioned to ensure that all equipment is performing and controls are
AUGUSTA MUSEUM OF HISTORY HVAC RENOVATION STUDY
Heery International Page - 14
operating as designed. These services are listed as separate cost items to emphasize that they should be
performed by parties independent from the installing Contractors.
AHU Access Problems
The access to the existing air handlers will be difficult to correct without significant wall movement and
sacrifice of exhibit space. Some of the problems with accessing coils for cleaning are problems with the
way the air handlers themselves were assembled and cannot be corrected without replacing the air
handlers. These air handlers are estimated to have 5 to 10 years of life remaining and any modifications
to space should be addressed with the new AHU’s that will likely have different dimensions. Meanwhile
the most problematic air handler, AHU-5, could have access improved by installing flush panels or doors
in the adjoining exhibit wall that would allow access to coils and filter doors.
New Annex Fire Protection Requirements
The Annex building was permitted for construction and occupancy without being fully sprinkled in a
similar manner to the main museum since its size and occupancy type did not appear to require
sprinklers under Code. It is our understanding that the director strongly desires that this building be
sprinkled to protect historical collections stored there in the highly restricted areas. This will be a
potentially difficult project because many of the spaces, particularly on the second floor, have gypsum
board ceilings that would likely require extensive patch and repair. It is hoped that this can be
minimized by accessing the truss space at isolated points and minimizing repairs needed in the second
floor ceilings.
The square footage for both buildings exceeds the code allowed 52,000SF for area served by one
sprinkler control valve. A second control valve will be necessary to serve the Annex building. This
control valve can be installed in the same room as the existing valve and use the existing water service.
A new sprinkler pipe can be routed through the Annex connector bridge stair area. This approach should
minimize the impact of lost square footage to the new sprinkler system since it will not require a valve
riser room in the Annex building.
AUGUSTA MUSEUM OF HISTORY HVAC RENOVATION STUDY
Heery International Appendix - A
IV Appendix
A. Cost Estimates
The following table on the next page represents the prioritized tasks and final total project costs to be
budgeted for each task. The task budgets are accumulated down the list to indicate total cost of tasks to
that point.
AUGUSTA MUSEUM OF HISTORY HVAC RENOVATION STUDY
Heery International Appendix - A
Augusta History Museum: Prioritized List of Needed Repairs and Upgrades to Address Temperature and Humidity Problems
Priority Scope of Work
Estimated Total
Project Budget
Cost (in 1st
QTR 2008)
Cummulative When
Needed Notes
1 Replace air cooled chiller with new 90 ton air
cooled scroll type chiller and replace 240 gpm @
80 FtHd, 10 HP chilled water pump. Keep existing
pump as standby. Use same circuit with transfer
switch and new starter. 124,600$ 124,600$ Immediate
Use existing electrical connections site and piping
connections. Replace 30% glycol CHW 400 Gallons
of new solution.
2 Replace Vent Cap at chimney with sealed cap to
prevent rain leakage down shaft into building. Seal
over and insulate the 4-3'x5' louvers high in the
main hall.
28,200$ 152,800$ Immediate
Bob Munger to provide Owner approved sketch:
Probably will require custom decorative sheet metal
work at top of chimney to create and seal closure
around flue penetration down into building. Seal 4-
3'x5' louvers over with sheet metal+ 3" ridgid
insulation.
3 Add humidifiers to existing 5 AHU's to provide
winter humidity control. Estimate includes adding
water lines to each mechanical room for humidifyer
supply and for hose bibbs for AHU cleaning and
maintenance.
335,300$ 488,100$ Immediate
5 Humidifiers: AHU-1: 19lb/hr, AHU-2: 19lb/hr, AHU-
3: 385 lb/hr,
AHU-4: 157 lb/hr, AHU-5: 150 lb/hr plus high&low
limit humidity sensors and dispersion panel and
controller panel with BACnet interface at each AHU.
Note if all humidifiers are electr
4 Replace existing building Electronic controls,
actuators and control valves with new electric,
DDC, BACnet controls with web based interface.
Control OA damper at AHU's with CO2 control to
save energy and increase OA from minimum when
large crowds occur in a room. Includes reworking
or replacing existing AHU dampers.
178,900$ 667,000$ Immediate
5 AHU's each with CHW valve, start/stop/status,
freestats & isolation dampers plus: 14 hot water
control valves, 14 thermostat zones & sensors, 14
multizone damper actuators, 5 OA dampers on
modulating actuators, 14 CO2 sensors, 14 humidity
sensors, 5 mod
5 Replace existing AHU and hot water coil isolation
gate valves with new ball or disk valves.
9,900$ 676,900$ Immediate
1-3",2-2", 2-1-1/4", 10-3/4", 4-1-1/4" isolation valves,
plus equal number of circuit setters w/ shutoff and
memory stops.
6 Test and balance entire facility air and water side.
25,100$ 702,000$ Immediate
50,000 SF faciltiy(main museum and annex), 2-
single zone AHUs, 3-MZ AHU's with 12 zones.
7 Replace duct wrap insulation in AHU-3 mechanical
room contaminated with mold.
79,600$ 781,600$ Immediate
Includes $25,000 allowance for any drywall
replacement, or other concealed mold damage repair
8 Commission Controls and HVAC systems to verify
fully functional.25,700$ 807,300$ Immediate
50,000SF main museum and annex.
9 Add two fan powered electric reheat terminal
boxes to two offices to improve zone temperature
control.30,200$ 837,500$ Immediate
2- 12" boxes with 4KW heaters in each, approx
200LF of 12" round duct with insulating wrap.
10 Revise ductwork at rear of AHU to allow clearance
for a crossover ladder to access west side of AHU-
5.28,500$ 866,000$ Immediate
11 Bid Alternate#1 to add new valve riser to sprinkler
supply system in main building to sprinkle new
Annex building and connecting bridge, 9,000 SF,
Ordinary Light Hazard, per NFPA13.
151,100$ 1,017,100$ Immediate
Existing building plus Annex is 55,000 and exceeds
the 52,000 SF maximum for one sprinkler valve riser.
Will require 50 LF of 3" to bridge, served overhead in
1st floor ceiling. Allow significant paint patch and
repair budget for gyp board and accoustical tile
ceilings
Finance Committee Meeting
1/29/2007 2:30 PM
Scott Vick Heirs by Cora
Department:Clerk of Commission
Caption:Consider a request by Velma Scott regarding an abatement of
the building value of the property taxes for the property
located at 1033 15th Avenue for the years 2004, 2005 and
2006.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Serious Violent Offender Reentry Grant
Department:Finance Department, Donna Williams, Interim Finance
Director
Caption:Authorize the transfer of unspent grant funds for the Serious
Violent Offender Reentry Initiative (SVORI) Discretionary
grant from the 2006 budget to the 2007 budget.
Background:Funds approved by Mayor Deke Copenhaver on December 1,
2006 for the SVORI grant. The funds were not expended in
2006. The contract period for the grant is November 1, 2006
throught June 30, 2007. We are requesting transfer of funds
to the 2007 budget.
Analysis:Transfer $90,692 to the Serious Violent Offender Reentry
Initiative (SVORI) discretionary grant for 2007. No matching
funds required.
Financial Impact:No financial Impact.
Alternatives:(1) Approve (2) Disapprove
Recommendation:Approve the transfer of $90,692 from the 2006 to the 2007
SVORI grant. approve the budget amendment for 2007.
Funds are
Available in the
Following
Accounts:
Funds are available in the 220-02-2450 org key.
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Sheriff's 2007 Vehicles
Department:Finance Department, Fleet Management, Ron Crowden, Fleet
Manager
Caption:Approve the purchase of public safety vehicles for the
Sheriff’s Office for 2007.
Background:
Consistent with the provisions of the Fleet Replacement
Policy, 101 eligible pursuit vehicles, 6 motorcycles of the
Road Patrol and 16 vehicles of the Civil/Fugitive Division
were reviewed for replacement. Individual assessments were
completed on the vehicles of the Road Patrol and the Civil
and Fugitive Division in accordance with the Replacement
Policy and met the replacement criteria established in the
policy (Please see the enclosed consolidated evaluation
sheet). The Road Patrol has 60 – 1999 (year model) pursuit
cars (7 years old) and 34 -2000 (year model) pursuit vehicles
(6 years old) that exceed the “life expectancy” of 4 years for
pursuit vehicles. Of theses 94 vehicles, 84 pursuit vehicles
range from 100,019 miles to 140,149 miles with the
remaining vehicles ranging from 91,567 miles to 99,362
miles. Maintenance requirements are growing with the
accumulated miles and that is affecting the daily operating
budget of the Sheriff’s Office. 7 Motorcycles of Road Patrol
were assessed and 5 meet the replacement criteria. Two 1997
model motorcycles are recommended for replacement. The
Civil/Fugitive Division has the responsibility for extradition
and transportation of prisoners and typically they will
accumulate a significantly large amount of highway miles.
Two vehicles are recommended for replacement, with the
vehicles to be replaced having logged 195,411 miles and
188,274 miles. Evaluations for all vehicles have been
attached for review. The Administrator has established a
replacement limit based on the availability of the Capital
Outlay for the divisions and the Capital Outlay will support
the acquisition (using GMA leasing program) of the 35 -
Road Patrol cars, 5 -Traffic cars, 2-motorcycles and 2-
Civil/Fugitive “transport” cars.
Analysis:Fleet Management submitted a request for bids (06-192)
through the Procurement Department utilizing the Demand
Star electronic bid system which offers nationwide bid
coverage. The Procurement Department received quotes back
from only one vendor, Bobby Jones Ford. The following bids
were provided on Bid 06-192: (1) Road Patrol Beat Car =
$25,815.00, (2) Road Patrol Traffic car = $25,659.00, (3)
Civil/Fugitive = $ 23,487.00. The motorcycle = $15,434.00
(see pricing letter from Augusta Harley Davidson)..
Financial Impact:The total projected debt service payments will total
$1.109,663.30 for the vehicles over a three year period. The
annual principal of $369,887.77 will be funded by the GMA
lease program. The annual principal will be divided between
Road Patrol ($354,229.77) and Civil Fugitive ($15,658.00).
Funding is available in Capital Outlay.
Alternatives:1. Approve the recommendation as stated. 2. Approve the
recommendation in part 3. Disapprove the recommendation..
Recommendation:Approve the purchase and replacement of 35- public safety
road patrol pursuit vehicles , 5- public safety traffic cars, 2-
traffic motor cycles and 2 public safety transport sedans
(Civil/Fugitive) for the Sheriff’ Office.
Funds are
Available in the
Following
Accounts:
631-00-0000-54.99631
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-2406 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Ron Crowden
Director, Fleet Management
Geri Sams
Director, Procurement Department
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----192 192 192 192 –––– SSSSheriff’s Vehiclesheriff’s Vehiclesheriff’s Vehiclesheriff’s Vehicles
Bid Item #06Bid Item #06Bid Item #06Bid Item #06----117A 117A 117A 117A ---- Harley Davidson Harley Davidson Harley Davidson Harley Davidson
DATE: January 17, 2007
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 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 $$$$1,109,663.301,109,663.301,109,663.301,109,663.30
• 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 small small small local businesses local businesses local businesses local businesses
availability exists.
• There is 100% value of the scope of work where locallocallocallocal busbusbusbusinesses inesses inesses inesses 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 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
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-2406 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
Bobby Jones Ford
P. O. Box 15398
Augusta, GA 30919
Brand Ford
Model Crown Victoria
Delivery Date 90 - 120 day ARO
5.01 Administrative pkg.22,697.00$
5.02 Civil Pkg.23,487.00$
5.03 Fugitive Pkg.23,612.00$
5.04 Marshal Pkg.24,717.00$
5.05 Patrol Pkg.25,815.00$
5.06 Traffic Pkg.25,659.00$
6.01 Whelen LL288000 1,520.00$
6.02 Sho-Me 217680 130.00$
6.03 Whelen CSP690 130.00$
6.04 Pro-Copper CC-1050 283.00$
6.05 Sho-Me 05.6040 80.00$
6.06 Outlet Receptacle 43.00$
6.07 2 Toggle Swiches 11.00$
6.08 Floor Mats 45.00$
6.09 Jumper Cable Con.140.00$
6.10 Whelen UHF2150 65.00$
6.11 Whelen UBF5150 190.00$
6.12 Corner Lighting 330.00$
6.13 Sho-Me 11.2710B/B 290.00$
6.14 Sho-Me 11.2715B/A/B 333.00$
6.15 Whelen 295HF100 232.50$
6.16 Federal Signal AS124 167.50$
6.17 Motorola Battery Charger 335.00$
6.18 Setina #10-SL 400.00$
6.19 Full Lower Ext. Plate 55.00$
6.20 Rear Door Panels 140.00$
6.21 Rear Sert 345.00$
6.22 Floor Pan 176.00$
6.23 Shotgun Mount & Lock 290.00$
6.24 Shotgun Mount 40.00$
6.25 #35 Window Tint film 115.00$
6.26 Fire Extinguisher 38.00$
6.27 Auto Fire Suppression Sys.2,936.00$
Bid Item #06-192
Crown Victoria P71 Automobile
Augusta Fleet Department
Bid Due: Wednesday, November 22, 2006 @ 11:00 a.m.
Invitation To Bid
Sealed bids will be received at this office until 11:00 a.m. Wednesday, November 22, 2006
Bid Item #06-192 Crown Victoria P71 Automobile 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.
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 bid 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 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 Office of the Disadvantage Business Enterprise at 706-821-
2406.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle October 19, 26, November 2, 9, 2006
Metro Courier October 25, 2006
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Management
Yvonne Gentry DBE Coordinator
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Member Name City of Augusta, GA
Bid Number ITB-06-192-0-2006/km
Bid Name Crown Victoria P71 Automobile
1 Document(s) found for this bid
Supplier Name Phone Fax Doc Count Attributes Programs Actions
Asia Motors Inc. 3127331777 3127331745 1 1. Small
Business Documents
Bill Currie Ford 8133576783 8135545363 1 Documents
Ford - Kip Killmon's
Tysons Ford 7034427410 7034480512 1 1. Small
Business Documents
Mears Motor
Leasing 4072982982 4075784924 1 Documents
Mike Albert Leasing
Inc 5135542878 5139562878 1 Documents
Nelson Dodge
GMC 2187392283 2187396021 1 Documents
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Invitation To Bid
Sealed bids will be received at this office until 11:00 a.m. Friday, April 21, 2006
Re-Bid Item #06-117A Police Motorcycle 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 March 30, April 6, 13, 2006
Metro Courier April 5, 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: March 22, 2006
Fax #:
706 724-8432
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR RE-BID ITEM: #06-117A
COMMENTS:
Please print the above Bid Item(s) on the following dates:
April 5, 2006
REQUISITION #57094B
Please send an affidavit of publication.
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Member Name City of Augusta, GA
Bid Number ITB-06-117A-0-2006/PJM
Bid Name Police Motorcycle
Supplier Name City State Phone Fax
AAGE Palm Beach Gardens FL 5616914341 5616914391
Aurora DNV Springdale AR 8002069572 4797518085
Combined Tactical Systems Jamestown PA 7249322177 7249322166
Harley-Davidson Motor Company Milwaukee WI 4143438603 4143438781
Law Enforcement Supply Co Inc Panama City FL 8507699678 8507639031
Morovision Night Vision, Inc. Dana Point CA 9494883855 9494883361
Popular Leasing USA Green Cove Springs FL 9042843520 9042843522
Renegade Harley-Davidson Alexandria LA 3184481509 3184481597
Setcom Corp Mountain View CA 6509658020 6509651193
Tactical & Survival Specialties Inc Harrisonburg VA 5404348974 5404347796
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Finance Committee Meeting
1/29/2007 2:30 PM
Sheriff-Motorcycle
Department:Finance-Fleet Management-Ron Crowden, Fleet Manager
Caption:Approve the replacement of one (1) Harley Davidson for the
Sheriff’s Office from Augusta Harley Davidson of Augusta,
Georgia, for $15,434.65 (lowest bid offer for bid 06-117A).
Background:On November 11, 2006 while performing traffic control
duties for a procession of motorcycles involved with the
Veteran’s Day parade, T-35 was struck by a privately owned
motorcycle pushing it into T-41, another patrol motorcycle.
T-41 sustained only minor damage but T-35 a 2003 Harley
Davidson was totaled. The insurance company has
compensated Augusta for its losses in the accident and Fleet
Management is requesting to purchase a replacement
motorcycle using the settlement funds. This request has been
coordinated with Risk Management.
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 one
vendor; Augusta Harley Davidson at $15,434.65 each.
Financial Impact:The motorcycle will be purchased for $15,434.65 from the
Risk Management Department’s recovery account.
Alternatives:1.Approve the award for the Road Patrol motorcycle to the
only bidder, Augusta Harley Davidson of Augusta, Georgia.
2. Do not approve the request.
Recommendation:Approve the acquisition of one (1) Harley Davidson for the
Sheriff’s Office from Augusta Harley Davidson of Augusta,
Georgia, for $15,434.65 (lowest bid offer for bid 06-117A)
and declare F02328 (T-35) surplus.
Funds are
Available in the
Following
Accounts:
611-01-5214/55.22273
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Disadvantaged Business Enterprise
Yvonne Gentry
DBE Coordinator
Disadvantaged Business Enterprise Department
501 Greene Street – Suite 304 - Augusta, GA 30901
(706) 821-2406 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Ron Crowden
Fleet Management
Geri Sams
Director, Procurement Department
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Bid Item #06-117A
DATE: January 3, 2007
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 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 $15,434.65.
• 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 businesses availability exists.
• There is 100% value of the scope of work where 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 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
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Planholders List
10 Planholder(s) found.
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Onvia DemandStar
Member Name City of Augusta, GA
Bid Number ITB-06-117A-0-2006/PJM
Bid Name Police Motorcycle
Supplier Name City State Phone Fax
AAGE Palm Beach Gardens FL 5616914341 5616914391
Aurora DNV Springdale AR 8002069572 4797518085
Combined Tactical Systems Jamestown PA 7249322177 7249322166
Harley-Davidson Motor Company Milwaukee WI 4143438603 4143438781
Law Enforcement Supply Co Inc Panama City FL 8507699678 8507639031
Morovision Night Vision, Inc. Dana Point CA 9494883855 9494883361
Popular Leasing USA Green Cove Springs FL 9042843520 9042843522
Renegade Harley-Davidson Alexandria LA 3184481509 3184481597
Setcom Corp Mountain View CA 6509658020 6509651193
Tactical & Survival Specialties Inc Harrisonburg VA 5404348974 5404347796
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Finance Committee Meeting
1/29/2007 2:30 PM
Tom Simpson
Department:Clerk of Commission
Caption:Consider a request from Tom Simpson of Motofino USA,
Inc. regarding credit for freeport merchandise (abatement)
for 2005 and 2006.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Transfer of Monies within the Risk Management Department
Department:County Attorney - Stephen E. Shepard, Attorney
Caption:Motion to approve the transfer of monies within the Risk
Management Department.
Background:Risk Management has determined that a transfer is required
from the Risk Management fund balance to the Risk
Management settlement account. In view of new estimates
for attorney and expert witness fees will exceed budgeted
expenses.
Analysis:See Background.
Financial Impact:Transfer $50,000.00 from the Risk Management fund
balance and deposit into the Risk Management settlement
account.
Alternatives:None
Recommendation:Follow Director's recommendation
Funds are
Available in the
Following
Accounts:
Risk Management fund balance.
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Finance Committee Meeting
1/29/2007 2:30 PM
Youth Challenge Academy
Department:Clerk of Commission
Caption:Consider a request from the Augusta South Rotary for city
sponsorship through the purchase of tickets for a spaghetti
dinner benefiting the Youth Challenge Academy.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission