HomeMy WebLinkAbout2007-06-11-Meeting Agendawww.augustaga.gov
FinanceCommitteeMeeting CommitteeRoom -6/11/2007 -2:30PM
FINANCE
1.Approvetheawardofthecontracttomodernizethe three
MunicipalBuildingtractionelevatorstothelowbi dder,
PremierElevator,withabasebidof$398,747.00an dAdd
Alternate 1, an additional $13,959.00, for a total of
$412,706.00tobefundedfromSPLOSTPhaseIII.Al so,
award the annual maintenance contract for these sam e
threeelevatorstoPremieratthecompletionofthe workin
theamountof$11,970.00forthefirstyear,$12,49 7.00for
thesecondyearand$13,247.00forthethirdyear,tobe
fundedfromtheannualGeneralFundoperatingbudge tfor
theMunicipalBuilding.
Attachments
2.ReportontheBoardofEducationSPLOSTfunds.Attachments
3.Discuss the Hotel Motel Tax and an Occupancy Tax.
(RequestedbyCommissionerBrigham)
Attachments
4.Approve Georgia Administrative Services (GAS) as th e
Third Party Administrator (TPA) for Augusta, GA’s
Workers’Compensationclaims.
Attachments
5.Approvetheacquisitionofonehydraulicexcavator forthe
UtilitiesDepartment-ConstructionDivisionfromStafford
Equipment,Inc.ofLawrenceville,Georgiafor$71,7 25.00
(Lowestbidofferonbid07-093).
Attachments
FinanceCommitteeMeeting
6/11/20072:30PM
AwardContractforMunicipalBuildingElevatorMode rnization
Department:PublicServices-FacilitiesManagementDivision
caption2:Approvetheawardofthecontracttomodernizethe three
MunicipalBuildingtractionelevatorstothelowbi dder,
PremierElevator,withabasebidof$398,747.00an dAdd
Alternate1,anadditional$13,959.00,foratotal of
$412,706.00tobefundedfromSPLOSTPhaseIII.Al so,
awardtheannualmaintenancecontractforthesesam ethree
elevatorstoPremieratthecompletionofthework inthe
amountof$11,970.00forthefirstyear,$12,497.00 forthe
secondyearand$13,247.00forthethirdyear,tob efunded
fromtheannualGeneralFundoperatingbudgetfort he
MunicipalBuilding.
Background:ThethreetractionelevatorsintheMunicipalBuild ingneed
tobeupgradedduetoageandchangestocode.Ar equestfor
bidswasissuedlastyearwithnoresponse.Thedo cument
wasrevisedandreissuedthisyear.Twobidswerer eceived.
Analysis:Staffhasthoroughlyreviewedthequalifications,r eferences
andmaterialssubmittedbyeachofthetwofirmssu bmitting
bidsonBidItem#07-100.Wehavedeterminedthatb oth
firmsmeetthequalificationsandhavecompliedwit hthe
termsoftheRFB.Thelowbidwillsavesubstantial lyonthe
contractcost,andthemaintenancecostoverthe
recommendedcontracttermissubstantiallyreduceda swell.
TheropegripsincludedunderAddAlternate1aren ow
requiredbytheState.
FinancialImpact:Thecostofthecontract,includingAddAlternate#1is
$412,706.00,tobefundedfromSPLOSTPhaseIII.
Alternatives:1.Approvetheawardofthecontracttomodernizet hethree
MunicipalBuildingtractionelevatorstothelowbi dder,
PremierElevator,withabasebidof$398,747.00an dAdd
Cover Memo
Item # 1
Alternate1,anadditional$13,959.00,foratotal of
$412,706.00tobefundedfromSPLOSTPhaseIII.Als o
awardtheannualmaintenancecontractforthesesam ethree
elevatorstoPremieratthecompletionofthework inthe
amountof$11,970.00forthefirstyear,$12,497.00 forthe
secondyearand$13,247.00forthethirdyeartobe funded
fromtheannualGeneralFundoperatingbudgetfort he
MunicipalBuilding.2.Donotapprovetheaward.
Recommendation:#1.Approvetheawardofthecontracttomodernize thethree
MunicipalBuildingtractionelevatorstothelowbi dder,
PremierElevator,withabasebidof$398,747.00an dAdd
Alternate1,anadditional$13,959.00,foratotal of
$412,706.00tobefundedfromSPLOSTPhaseIII.Als o
awardtheannualmaintenancecontractforthesesam ethree
elevatorstoPremieratthecompletionofthework inthe
amountof$11,970.00forthefirstyear,$12,497.00 forthe
secondyearand$13,247.00forthethirdyeartobe funded
fromtheannualGeneralFundoperatingbudgetfort he
MunicipalBuilding.
Fundsare
Availableinthe
Following
Accounts:
SPLOSTPhaseIIIallocatedtoMunicipalBuilding
Renovations.
REVIEWEDANDAPPROVEDBY :
ClerkofCommission
Cover Memo
Item # 1
Attachment number 1
Page 1 of 1
Item # 1
FinanceCommitteeMeeting
6/11/20072:30PM
BoardofEducationSPLOSTFunds
Department:ClerkofCommission
caption2:ReportontheBoardofEducationSPLOSTfunds.
Background:
Analysis:
FinancialImpact:
Alternatives:
Recommendation:
Fundsare
Availableinthe
Following
Accounts:
REVIEWEDANDAPPROVEDBY :
ClerkofCommission
Cover Memo
Item # 2
FinanceCommitteeMeeting
6/11/20072:30PM
HotelMotelandOccupancyTax
Department:ClerkofCommission
caption2:DiscusstheHotelMotelTaxandanOccupancyTax.
(RequestedbyCommissionerBrigham)
Background:
Analysis:
FinancialImpact:
Alternatives:
Recommendation:
Fundsare
Availableinthe
Following
Accounts:
REVIEWEDANDAPPROVEDBY :
ClerkofCommission
Cover Memo
Item # 3
FinanceCommitteeMeeting
6/11/20072:30PM
RenewcontractforTPA(ThirdPartyAdministrator)servicesforWorker'sCompensation
Program2007
Department:Finance/RiskManagementDivision-DonnaWilliams ,
ActingDirector
caption2:ApproveGeorgiaAdministrativeServices(GAS)asth e
ThirdPartyAdministrator(TPA)forAugusta,GA’s
Workers’Compensationclaims.
Background:TheannualcontractforWorker’sCompensationthird party
administration(TPA)renewsinJuly,2007.Thisser vicewas
bidin2004withGeorgiaAdministrativeServicesap proved
asthenewTPA.GeorgiaAdministrativeServiceshas donea
superbjobservingasAugusta’sTPAforitsWorker’s
CompensationProgram.FilingstotheStateBoardof
Worker’sCompensationhavebeentimelyashavenoti cesto
theSubsequentInjuryTrustFundandexcessinsuran ce
companies.GeorgiaAdministrativeServiceshasbeen found
tobehighlyknowledgeableandefficientinthe
administrationofthisarea.
Analysis:
FinancialImpact:3-Yearcontractreflectsa5%increaseforatotal threeyear
costof$232,833($77,611/year).
Alternatives:Placecontractoutforbid.Anegativeimpactisli kelywith
thisalternative.Unlikehealthinsurance,allwork ers’
compensationinjuryfiles,openedandclosed,would needto
betransferredtonewTPA.NewTPAwouldthenneed to
familiarizethemselveswithallopenfiles(veryti me
consuming)inordertoproperlyadministeraccount.
Recommendation:Approve3-yearcontractwithGeorgiaAdministrative
Servicesforthirdpartyadministrationservicesfo rWorkers’
Cover Memo
Item # 4
Compensationclaims.
Fundsare
Availableinthe
Following
Accounts:
621-01-5231WorkersCompensationAdministration
REVIEWEDANDAPPROVEDBY :
Finance.
Administrator.
ClerkofCommission
Cover Memo
Item # 4
Attachment number 1
Page 1 of 1
Item # 4
FinanceCommitteeMeeting
6/11/20072:30PM
UtilitiesExcavator
Department:Finance,FleetManagement,RonCrowden-FleetMana ger
caption2:Approvetheacquisitionofonehydraulicexcavator forthe
UtilitiesDepartment-ConstructionDivisionfromSta fford
Equipment,Inc.ofLawrenceville,Georgiafor$71,7 25.00
(Lowestbidofferonbid07-093).
Background:TheUtilitiesDepartment–ConstructionDivision requests
theacquisitionofonehydraulicexcavatortorepla cean
existing1995model(Asset#950177)withexcessive wear
andtear(pleaseseetheattachedevaluation).The1 2yearold
unithasahistoryofextensiveengineandhydrauli cproblems
andneedstobereplaced.Inaddition,thepropose dnew
replacementunitwillfeaturemuchgreateroverall
technologythantheoldermachine.Itwillalsoinc ludean
off-setswingboomwhichallowsmuchmoretaskflex ibility
duetoitsabilitytoexcavateinmanyvariouspatt erns.This
unitwouldbeutilizedinbetweentheextremelylar geunit
andtheminiunitenablingthecrewstobemoretim eand
laborefficient.
Analysis:FleetManagementsubmittedarequestforbidsthrou ghthe
ProcurementDepartmentutilizingtheDemandStar
electronicbidsystemwhichoffersnationwidebidc overage.
TheProcurementDepartmentreceivedquotesbackfro mfive
(5)vendors.ReviewofbidsreceivedshowsthatSta fford
Equipment,Inc.,ofLawrenceville,Georgia,submitt edthe
lowestbid.Thefollowingwastheresultsofthebi ds
received:StaffordEquipment=$71,725.00-LOWEST
BIDDER;ASCEquipment,Inc=$81,538.00;HertzRent als
–Didnotmeetbidspecifications(seeattachment);United
Rentals,Inc.=$76,831.00;YanceyBrothers.Equipm ent=
$91,042.00.
FinancialImpact:
Therequestedunitwillbepurchasedfor$71,725.00 using
Cover Memo
Item # 5
theUtilities-ConstructionDivisioncapitalaccount .
Alternatives:1.Approvetheawardtothelowestbidder,Stafford
Equipment,Inc.,ofLawrenceville,Georgia.2.Don ot
approvetherequest.
Recommendation:Approvetheacquisitionofonehydraulicexcavator forthe
UtilitiesDepartment-ConstructionDivisionfromSta fford
Equipment,Inc.ofLawrenceville,Georgiafor$71,7 25.00
(Lowestbidofferonbid07-093).
Fundsare
Availableinthe
Following
Accounts:
506-04-3410-54.22510
REVIEWEDANDAPPROVEDBY :
Finance.
Administrator.
ClerkofCommission
Cover Memo
Item # 5
Asset #:950117
estimated:
Age: Mi/Hr
Type of
Service Reliability Maint/Repair Condition:
12 1 3 5
RANGES
Excellent Good
Needs immediate consideration for replacement
AUGUSTA, GEORGIA
FINANCE DEPARTMENT-FLEET MANAGEMENT DIVISION
REPLACEMENT CRITERIA FORM
Department Name: Department Number Date:
Utilities-Construction 506-04-3410 2-Apr-07
Vehicle Description:
Excavator-1995 Caterpillar 307
Assigned Use:
Signature of Director/Elected Official
Utilities-Construction and Maintenance Division,
excavate broken sewer lines, prepare water lines
Actual Age: Current miles/hours: Purchase Price:
12 1,764 $57,459.00
Life Expectancy Criteria Requirements -(Policy Evaluation)
53
Evaluation Points:
29
Policy Evaluation Results:
Needs immediate consideration for replacement
Fleet Managers Recommendation:
Finance Director's Approval
Maintenance records for 2006 shows excessive breakdowns and costly maintenance, as of 12-
12-06 needs over $2,139 in hydraulic work and new engine (rod knocking bad) and needs new
tracks.
Replacement Date: Fiscal Year Replacement:
20072007
Estimated Replacement Cost: Funding Source:
18 to 22 Points
$71,725.00 506-04-3410/54.22510
Qualifies for Replacement
Under 18 Points
23 to 27 Points
28 Points or more
Attachment number 1
Page 1 of 1
Item # 5
8
T
O
N
C
L
A
S
S
H
Y
D
R
A
U
L
I
C
E
X
C
A
V
A
T
O
R
Bi
d
0
7
-
0
9
3
A
S
C
C
o
n
s
t
r
u
c
t
i
o
n
H
e
r
t
z
Y
a
n
c
e
y
B
r
o
t
h
e
r
s
S
t
a
f
f
o
r
d
U
n
i
t
e
d
Eq
u
i
p
m
e
n
t
R
e
n
t
a
l
s
I
n
c
o
r
p
o
r
a
t
e
d
E
q
u
i
p
m
e
n
t
R
e
n
t
a
l
s
Ye
a
r
20
0
7
2
0
0
7
2
0
0
7
2
0
0
7
2
0
0
7
Br
a
n
d
Vo
l
v
o
T
a
k
e
u
c
h
i
C
a
t
e
r
p
i
l
l
a
r
L
i
n
k
-
B
e
l
t
T
a
k
e
u
c
h
i
Mo
d
e
l
EC
R
8
8
T
B
1
5
3
F
R
3
0
7
-
C
S
R
7
5
S
p
i
n
A
c
e
T
B
1
8
0
F
R
De
l
i
v
e
r
y
60
D
a
y
s
A
R
O
60
D
a
y
s
A
R
O
15
0
D
a
y
s
A
R
O
12
0
D
a
y
s
45
D
a
y
s
Bi
d
P
r
i
c
e
$8
1
,
5
3
8
.
0
0
$5
1
,
2
4
4
.
6
1
$9
1
,
0
4
2
.
0
0
$7
1
,
7
2
5
.
0
0
$7
6
,
8
3
1
.
0
0
Di
d
N
o
t
M
e
e
t
S
p
e
c
s
8.
0
0
O
p
t
i
o
n
a
l
I
t
e
m
s
8.
0
1
H
y
d
T
h
u
m
b
$2
,
4
0
0
.
0
0
$
1
7
,
0
0
0
.
0
0
$
4
,
0
2
5
.
0
0
N
o
t
A
v
a
i
l
a
b
l
e
$
2
,
2
1
9
.
0
0
8.
0
2
S
o
f
t
w
a
r
e
No
t
A
v
a
i
l
a
b
l
e
N
o
t
A
v
a
i
l
a
b
l
e
$
5
1
2
.
0
0
N
o
C
h
a
r
g
e
N
o
t
A
v
a
i
l
a
b
l
e
Bi
d
d
e
r
d
i
d
n
o
t
m
e
e
t
UT
I
L
I
T
I
E
S
-
C
&
M
-
8
T
O
N
C
L
A
S
S
H
Y
D
R
A
U
L
I
C
E
X
C
A
V
A
T
O
R
-
B
I
D
O
P
E
N
I
N
G
M
A
R
CH
0
9
,
2
0
0
7
@
1
1
:
0
0
Attachment number 2
Page 1 of 1
Item # 5