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Home My WebLink About2007-02-12-Meeting Agenda Finance Committee Meeting Committee Room- 2/12/2007- 2:30 PM FINANCE 1. Motion to authorize release of all county liens on property at 2459 Sumac Drive. Attachments 2. Discuss alcohol taxes based on occupancy rather than a set fee. (Requested by Commissioner Bowles) (Referred from January 29 Finance) Attachments 3. Provide an update on the 2007 Budget. (Referred from January 29 Finance) Attachments 4. Consider a request from the Augusta Metro Chamber of Commerce for city sponsorship through the purchase of tickets for the Annual Meeting on February 22, 2007. Attachments 5. Auhorize Administrator to sign letter of engagement with Cherry, Bekaert & Holland to perform 2006 financial audit and to prepare required reports. Attachments 6. Authorize the addition of final grant funds in the 2007 Budget for the EPA Brownfield Grant. Attachments 7. Consider a request from the Garden City Rescue Mission for an abatement of 2006 property taxes. Attachments 8. Motion to 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). (Approved by Finance Committee January 29, 2007) (Referred from February 6 Commission meeting) Attachments 9. Approve Excess Worker’s Compensation Insurance with Attachments www.augustaga.gov Safety National Casualty, for $155,066 with $600,000 SIR (Self Insured Retention; otherwise, known as the deductible). 10. Review income and costs associated with the SWAP agreement. (Requested by Commissioner Brigham) Attachments 11. Discuss Vehicle Replacement Policy. (Requested by Commissioner Brigham) Attachments Finance Committee Meeting 2/12/2007 2:30 PM 2459 Sumac Drive Department:County Attorney - Stephen E. Shepard, Attorney Caption:Motion to authorize release of all county liens on property at 2459 Sumac Drive. Background:Property was sold by Land Bank on January 19, 2007 to CYT, LLC in the amount of $8,944.00. Of that amount, $1,794.00 was paid to the County for liens specifically for that property. Remaining County liens attached to the property are from other properties owned by the Land Bank. Releasing said property from liens will not remove the liens from other Land Bank properties. Analysis:N/A Financial Impact:N/A Alternatives:Do not remove liens. Recommendation:Remove liens to complete sale. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Finance Committee Meeting 2/12/2007 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) (Referred from January 29 Finance) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 2/12/2007 2:30 PM Budget Update Department:Administrator's Office Caption:Provide an update on the 2007 Budget. (Referred from January 29 Finance) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 2/12/2007 2:30 PM Chamber of Commerce Department:Clerk of Commission Caption:Consider a request from the Augusta Metro Chamber of Commerce for city sponsorship through the purchase of tickets for the Annual Meeting on February 22, 2007. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 2/12/2007 2:30 PM Enter Agreement with Auditors for 2006 Audit Department:Finance Department Caption:Auhorize Administrator to sign letter of engagement with Cherry, Bekaert & Holland to perform 2006 financial audit and to prepare required reports. Background:Augusta Richmond County is required to have an annual financial audit done for each fiscal year and to submit the report to the State of Georgia Department of Audits no later than 180 days after the end of our fiscal year. The report is due June 30, 2007. Analysis:The local firm of Cherry Bekaert & Holland has submitted a proposal to perform the required audits and prepare related reports. This firm is familiar with the various funds and reporting entities that comprise the government, having performed the audit for the past few years and has the available resources to devote to an audit of this size and scope within these time constraints. Financial Impact:Funds for the audit are budgeted. Failure to submit a timely report to the state could result in withholding of state funding for projects and grants. Alternatives:Request proposals from other firms and qualify through the selection process. Recommendation:Enter agreement with Cherry Beckaert and Holland. They have been qualified through prior selection processes and this would be an extension of the prior agreement. Additionally there are time savings to be recognized by utilizing the services of a firm that is already familiar with the structure and processes of the multi-faceted Augusta Richmond County government. Funds are Available in the Following Accounts: 101-015120-5212113 for General Fund 506-043110- 5212113 for W & S 551-081102- 5212113 for Airport REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Finance Committee Meeting 2/12/2007 2:30 PM EPA Brownfield Grant Department:Finance Department, Donna Williams, Interim Finance Director Caption:Authorize the addition of final grant funds in the 2007 Budget for the EPA Brownfield Grant. Background:The EPA Brownfield Grant was scheduled to be completed by the end of 2006 so nothing was included in the 2007 Budget. Analysis:Funds were approved by the Commision on March 2, 2004 in the amount of $200,00. The activity in the grant is now substanially complete but an invoices for approximately $38,764 was not received until 2007. Additional minor expenses may be incurred to close out the grant. Financial Impact:Grant funds will be collected in 2007. Alternatives:(1) Approve (2) Disapprove Recommendation:Approve the addition of funds in the 2007 Budget. Funds are Available in the Following Accounts: Funds will be paid by Federal EPA Brownfield Cooperative Agreement. REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Finance Committee Meeting 2/12/2007 2:30 PM Garden City Rescue Mission Department:Clerk of Commission Caption:Consider a request from the Garden City Rescue Mission for an abatement of 2006 property taxes. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 2/12/2007 2:30 PM Marshal's Cars 07 Department:Finance, Fleet Management, Ron Crowden, Fleet Manager Caption:Motion to 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). (Approved by Finance Committee January 29, 2007) (Referred from February 6 Commission meeting) 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: 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 My DemandStar Buyers Account Info Log Bid [View Bids] View Quotes Supplier Search Build Broadcast List Reports Planholders List 6 Planholder(s) found. Add Planholder DemandStar is a product of Onvia, Inc. (c) 1997-2007. All rights reserved. | Terms of Use | Privacy User: Carerra, Betty Organization: City of Augusta, GA Logout | Help Onvia DemandStar 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 Page 1 of 1 Format for Printing No Search << Return Export to Excel Finance Committee Meeting 2/12/2007 2:30 PM Renewal Excess Worker's Compensation Insurance Department:Finance / Risk Management Division Caption:Approve Excess Worker’s Compensation Insurance with Safety National Casualty, for $155,066 with $600,000 SIR (Self Insured Retention; otherwise, known as the deductible). Background:Excess Workers Compensation coverage (a per occurrence policy) has been purchased in the past as a measure to cap any potential catastrophic loss against Augusta-Richmond County. Knowing that this area of the industry is still quite volatile and premiums continue to rise, Georgia Administrative Services (G.A.S.) our W.C. Third Party Administrator, was asked to obtain quotes from at least 3 insurance companies. G.A.S. has received the responses from A or A+ companies and an overview is attached. Analysis: Financial Impact:Augusta would assume all financial responsibility up to the SIR limit of $600,000 for each occurrence. There is an additional exposure if a single incident generates a claim cost which exceeds $25,000,000 (claim cost above $25,000,000 would revert to Augusta for any future payments). Alternatives:Drop coverage accepting full exposure/cost of any catastrophic injury. Recommendation:Approve coverage with Safety National Casualty Corporation with a Self Insured retention of $600,000 with an insurance limit of $25,000,000, for a premium of $155,066.. Funds are Available in the Following Accounts:621-01-5233 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission AUGUSTA/RICHMOND COUNTY EXCESS WORKER’S COMPENSATION INSURANCE QUOTES PERIOD MARCH 1, 2007 TO MARCH 1, 2008 OPTION 1 CARRIER SPECIFIC LIMITS DEPOSIT PREMIUM Safety National Casualty Corporation $25,000,000 WC $1,000,000 Employer Liab $600,000 Self-Insured Retention $152,025 $3,041 Insolvency Pool* ACE Insurance Co $25,000,000 WC $1,000,000 Employer Liab $600,000 SIR (except police/fire) $1,000,000 SIR (Police/Fire) OPTION 2 $550,000 $11,000 Insolvency Pool* CARRIER SPECIFIC LIMITS DEPOSIT PREMIUM Safety National Casualty Corporation Statutory $1,000,000 Employers Liab $600,000 SIR $174,829 $3,497 Insolvency Pool* Midwest Employer Casualty Company Statutory $1,000,000 Employers Liab $600,000 SIR $196,028 $3,921 Insolvency Pool* Midwest Employer Casualty Company Statutory $1,000,000 Employers Liab $750,000 SIR $157,008 $3,140 Insolvency Pool* NOTE: Statutory = no cap on coverage above retention SIR = Self Insured Retention * Effective 01/02/07, the Georgia Insolvency Pool allows insurers who have paid their assessment to the Georgia Insolvency Pool Worker’s Compensation Account to recoup such assessments by a surcharge in the amount of 2% on premiums charged. Finance Committee Meeting 2/12/2007 2:30 PM SWAP Agreement Department:Clerk of Commission Caption:Review income and costs associated with the SWAP agreement. (Requested by Commissioner Brigham) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 2/12/2007 2:30 PM Vehicle Replacement Policy Department:Clerk of Commission Caption:Discuss Vehicle Replacement Policy. (Requested by Commissioner Brigham) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission