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2008-01-30-Meeting Agenda
FinanceCommitteeMeeting CommitteeRoom -1/30/2008 -2:00PM FINANCE 1.Motiontoapproveanagreementforoperatingfunds with theAugustaMuseumofHistory. Attachments 2.MotiontoapproveBidItem#07-187forDesignServices forFireAdministrationOfficeRenovations. Attachments 3.MotiontoauthorizeRFPforselectionofadevelope rand approval of a development agreement for design and construction of the TEE Center and approval of TransportationandTourismFeeOrdinanceforHerita ge AreaDevelopment. Attachments 4.Consider a request from the Downtown Development Authority to discuss Downtown DevelopmentAuthority boundaryexpansionsandprograms. Attachments 5.Consider a request from Paine College for city sponsorship through the purchase of tickets for the MaskedBall2008. Attachments 6.Consider a request from the Richmond County NeighborhoodAssociationsAllianceforcitysponsor ship through the purchase of tickets for the 12th Annual Banquet. Attachments 7.ApprovethepurchaseofthreeF-450CrewServicetrucks to support the Fort Gordon support contract by the UtilitiesDepartment. Attachments 8.ConsiderarequestfromtheAugustaSouthRotaryCl ub forcitysponsorshipthroughthepurchaseofticket sfora Attachments www.augustaga.gov spaghettidinnertobenefittheYouthChallengeAca demy ScholarshipProgram. FinanceCommitteeMeeting 1/30/20082:00PM AugustaMuseumofHistoryAgreement Department:ClerkofCommission Caption:Motiontoapproveanagreementforoperatingfunds with theAugustaMuseumofHistory. Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 1 Attachment number 1 Page 1 of 3 Item # 1 Attachment number 1 Page 2 of 3 Item # 1 Attachment number 1 Page 3 of 3 Item # 1 FinanceCommitteeMeeting 1/30/20082:00PM AwardingBidItem#07-187DesignServicesforFire AdministrationOfficeRenovations Department:Fire,HowardWillis,Chief Caption:MotiontoapproveBidItem#07-187forDesignServi cesfor FireAdministrationOfficeRenovations. Background:TheAugustaFireDepartmentisintheprocessofre -locating theFireAdministrationOfficesfromaleasedprope rtyat925 Laney-WalkerBlvd.toabuildingownedbytheFire Departmentlocatedatthefuturesiteofourtraini ngfacility onDean'sBridgeRd.Renovationsarenecessarytot he buildingtofacilitateit'suseasthesiteofthe Fire AdministrationOffices. Analysis:TheAugustaFireDepartmentandtheProcurement DepartmenthaveconcludedthebidprocessforDesig n ServicesforFireAdministrationOfficeRenovations forthe AugustaFireDepartment.Areviewcommitteefromth e AugustaFireDepartmentandtheProcurementDepartm ent evaluatedtheproposalsfromallvendorssubmitting proposals.Afterreviewingtheproposals,Virgo/Gam bill Architectswasconsideredthebestproposal.Afterr eviewing thefeequote,theywerealsothelowbid.Therefor ethe AugustaFireDepartmentrecommendsthatBidItem#07- 187,DesignServicesforFireAdministrationOffice Renovations;beawardedtoVirgo/GambillArchitects . FinancialImpact:Theproposedfeeforthedesignsservicessubmitted by Virgo/GambillArchitectswasthelowbidat$48,750 .00for theproposedproject. Alternatives:Noneatthistime. Recommendation:TheAugustaFireDepartmentrecommendsthatBidIte m# 07-187,DesignServicesforFireAdministrationOff ice Cover Memo Item # 2 Renovations;beawardedtoVirgo/GambillArchitects asbest andlowbid. Fundsare Availableinthe Following Accounts: FundsforthisprojectareallocatedinPhaseVof SPLOST funding.Account#324-03-4510207324003 REVIEWEDANDAPPROVEDBY : Finance. Administrator. ClerkofCommission Cover Memo Item # 2 1 Memo To: Geri Sams From: Deputy Chief Mike Rogers CC: Howard Willis, Fred Russell, Phyllis Mills Date: December 5, 2007 Re: Recommendation for awarding Bid Item # 07-187, Design Services for Fire Administration Office Renovations The Augusta Fire Department and the Procurement Department have concluded the bid process for Design Services for Fire Administration Office Renovations for the Augusta Fire Department. A review committee from the Augusta Fire Department and the Procurement Department evaluated the proposals from all vendors submitting proposals. After reviewing the proposals, Virgo/Gambill Architects was considered the best proposal. After reviewing the fee quote, they were also the low bid. Therefore the Augusta Fire Department recommends that Bid Item # 07-187, Design Services for Fire Administration Office Renovations; be awarded to Virgo/Gambill Architects. Attachment number 1 Page 1 of 1 Item # 2 Project: Fire Administration Office Renovation Vendor PBS&J Virgo-Gambill Nick Dickerson Rating Score Rating Score Rating Score Evaluator H.Willis Non-Voting Non-Voting M.Rogers Non-Voting Non-Voting Evaluator 1 96 87 Evaluator 2 96 88 Evaluator 3 95 77 Evaluator 4 92 81 Overall Rating 379 333 Rating Average 94.75 83.25 Architectural Rating Matrix Tally Sheet RFP 07-187 - Design Services for Fire Administration Office Renovations Attachment number 2 Page 1 of 1 Item # 2 Attachment number 3 Page 1 of 3 Item # 2 Attachment number 3 Page 2 of 3 Item # 2 Attachment number 3 Page 3 of 3 Item # 2 FinanceCommitteeMeeting 1/30/20082:00PM DevelopmentofTEECenterandApprovalofTransport ationandTourismFeeOrdinance Department:Administrator Caption:MotiontoauthorizeRFPforselectionofadevelope rand approvalofadevelopmentagreementfordesignand constructionoftheTEECenterandapprovalof TransportationandTourismFeeOrdinanceforHerita geArea Development. Background:Seecaption. Analysis:N/A FinancialImpact:N/A Alternatives:Donotapprove. Recommendation:ApprovethemotiontogoforwardwithRFPaswella s TransportationandTourismFeeOrdinance. Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : Administrator. ClerkofCommission Cover Memo Item # 3 Attachment number 1 Page 1 of 76 Item # 3 Attachment number 1 Page 2 of 76 Item # 3 Attachment number 1 Page 3 of 76 Item # 3 Attachment number 1 Page 4 of 76 Item # 3 Attachment number 1 Page 5 of 76 Item # 3 Attachment number 1 Page 6 of 76 Item # 3 Attachment number 1 Page 7 of 76 Item # 3 Attachment number 1 Page 8 of 76 Item # 3 Attachment number 1 Page 9 of 76 Item # 3 Attachment number 1 Page 10 of 76 Item # 3 Attachment number 1 Page 11 of 76 Item # 3 Attachment number 1 Page 12 of 76 Item # 3 Attachment number 1 Page 13 of 76 Item # 3 Attachment number 1 Page 14 of 76 Item # 3 Attachment number 1 Page 15 of 76 Item # 3 Attachment number 1 Page 16 of 76 Item # 3 Attachment number 1 Page 17 of 76 Item # 3 Attachment number 1 Page 18 of 76 Item # 3 Attachment number 1 Page 19 of 76 Item # 3 Attachment number 1 Page 20 of 76 Item # 3 Attachment number 1 Page 21 of 76 Item # 3 Attachment number 1 Page 22 of 76 Item # 3 Attachment number 1 Page 23 of 76 Item # 3 Attachment number 1 Page 24 of 76 Item # 3 Attachment number 1 Page 25 of 76 Item # 3 Attachment number 1 Page 26 of 76 Item # 3 Attachment number 1 Page 27 of 76 Item # 3 Attachment number 1 Page 28 of 76 Item # 3 Attachment number 1 Page 29 of 76 Item # 3 Attachment number 1 Page 30 of 76 Item # 3 Attachment number 1 Page 31 of 76 Item # 3 Attachment number 1 Page 32 of 76 Item # 3 Attachment number 1 Page 33 of 76 Item # 3 Attachment number 1 Page 34 of 76 Item # 3 Attachment number 1 Page 35 of 76 Item # 3 Attachment number 1 Page 36 of 76 Item # 3 Attachment number 1 Page 37 of 76 Item # 3 Attachment number 1 Page 38 of 76 Item # 3 Attachment number 1 Page 39 of 76 Item # 3 Attachment number 1 Page 40 of 76 Item # 3 Attachment number 1 Page 41 of 76 Item # 3 Attachment number 1 Page 42 of 76 Item # 3 Attachment number 1 Page 43 of 76 Item # 3 Attachment number 1 Page 44 of 76 Item # 3 Attachment number 1 Page 45 of 76 Item # 3 Attachment number 1 Page 46 of 76 Item # 3 Attachment number 1 Page 47 of 76 Item # 3 Attachment number 1 Page 48 of 76 Item # 3 Attachment number 1 Page 49 of 76 Item # 3 Attachment number 1 Page 50 of 76 Item # 3 Attachment number 1 Page 51 of 76 Item # 3 Attachment number 1 Page 52 of 76 Item # 3 Attachment number 1 Page 53 of 76 Item # 3 Attachment number 1 Page 54 of 76 Item # 3 Attachment number 1 Page 55 of 76 Item # 3 Attachment number 1 Page 56 of 76 Item # 3 Attachment number 1 Page 57 of 76 Item # 3 Attachment number 1 Page 58 of 76 Item # 3 Attachment number 1 Page 59 of 76 Item # 3 Attachment number 1 Page 60 of 76 Item # 3 Attachment number 1 Page 61 of 76 Item # 3 Attachment number 1 Page 62 of 76 Item # 3 Attachment number 1 Page 63 of 76 Item # 3 Attachment number 1 Page 64 of 76 Item # 3 Attachment number 1 Page 65 of 76 Item # 3 Attachment number 1 Page 66 of 76 Item # 3 Attachment number 1 Page 67 of 76 Item # 3 Attachment number 1 Page 68 of 76 Item # 3 Attachment number 1 Page 69 of 76 Item # 3 Attachment number 1 Page 70 of 76 Item # 3 Attachment number 1 Page 71 of 76 Item # 3 Attachment number 1 Page 72 of 76 Item # 3 Attachment number 1 Page 73 of 76 Item # 3 Attachment number 1 Page 74 of 76 Item # 3 Attachment number 1 Page 75 of 76 Item # 3 Attachment number 1 Page 76 of 76 Item # 3 Attachment number 2 Page 1 of 21 Item # 3 Attachment number 2 Page 2 of 21 Item # 3 Attachment number 2 Page 3 of 21 Item # 3 Attachment number 2 Page 4 of 21 Item # 3 Attachment number 2 Page 5 of 21 Item # 3 Attachment number 2 Page 6 of 21 Item # 3 Attachment number 2 Page 7 of 21 Item # 3 Attachment number 2 Page 8 of 21 Item # 3 Attachment number 2 Page 9 of 21 Item # 3 Attachment number 2 Page 10 of 21 Item # 3 Attachment number 2 Page 11 of 21 Item # 3 Attachment number 2 Page 12 of 21 Item # 3 Attachment number 2 Page 13 of 21 Item # 3 Attachment number 2 Page 14 of 21 Item # 3 Attachment number 2 Page 15 of 21 Item # 3 Attachment number 2 Page 16 of 21 Item # 3 Attachment number 2 Page 17 of 21 Item # 3 Attachment number 2 Page 18 of 21 Item # 3 Attachment number 2 Page 19 of 21 Item # 3 Attachment number 2 Page 20 of 21 Item # 3 Attachment number 2 Page 21 of 21 Item # 3 FinanceCommitteeMeeting 1/30/20082:00PM DowntownDevelopmentAuthority Department:ClerkofCommission Caption:ConsiderarequestfromtheDowntownDevelopment AuthoritytodiscussDowntownDevelopmentAuthority boundaryexpansionsandprograms. Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 4 Attachment number 1 Page 1 of 1 Item # 4 FinanceCommitteeMeeting 1/30/20082:00PM PaineCollegeMaskedBall Department:ClerkofCommission Caption:ConsiderarequestfromPaineCollegeforcityspon sorship throughthepurchaseofticketsfortheMaskedBall 2008. Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 5 Attachment number 1 Page 1 of 2 Item # 5 Attachment number 1 Page 2 of 2 Item # 5 FinanceCommitteeMeeting 1/30/20082:00PM RichmondCountyNeighborhoodAssociationAlliance Department:ClerkofCommission Caption:ConsiderarequestfromtheRichmondCounty NeighborhoodAssociationsAllianceforcitysponsor ship throughthepurchaseofticketsforthe12thAnnual Banquet. Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 6 Attachment number 1 Page 1 of 1 Item # 6 FinanceCommitteeMeeting 1/30/20082:00PM UtilityServiceTrucks-F-450 Department:Finance,FleetManagement Caption:ApprovethepurchaseofthreeF-450CrewServicetr ucksto supporttheFortGordonsupportcontractbytheUti lities Department. Background:TheUtilitiesDepartmenthasenteredintoaservice contract withFortGordontoprovideserviceinaccordancewi ththe specificationsinthecontract.Inordertoperform those obligationstheUtilitiesDepartmentisrequestingt he resourcesnecessarytomeettheirobligationsunder the contract.Theutilitiesdepartmentisrequestingth reecrew andmaintenancetypepickuptruckstobeassigned to supportthemaintenancerequirementsanticipatedwi ththe supportcontract. Analysis:FleetManagementsubmittedarequestforbidsthrou ghthe ProcurementDepartmentutilizingtheDemandStar electronicbidsystemwhichoffersnationwidebidc overage. TheProcurementDepartmentreceivedquotesbackfro mtwo (2)vendors.Areviewofthebidreceivedshowstha tBobby JonesFordwasthelowestbidderonbiditem07-199 with $43,621.00(each).LegacyFordofMcDonough,Georgi a, submittedabidof$44,994.00each.A“tabsheet”i sattached forreview. FinancialImpact:Eachtruckwillcost$43,621.00foratotalcostof $130,863.00.TheUtilitiesDepartmenthasidentifie dfunds withinthereCapitalaccountforthepurchase. Alternatives:1.Approvetheawardtothelowestbidder,BobbyJo nesFord ofAugusta,Georgia.2.ApprovetheawardtoLegacy Ford ofMcDonough,Georgia.3.Disapprovetherequest. Cover Memo Item # 7 Recommendation:ApprovethepurchaseofthreeF-450CrewServiceTr ucks fortheUtilitiesDepartment–ConstructionandMai ntenance Divisionatatotalcostof$130,863.00tosupport theFort Gordoncontract. Fundsare Availableinthe Following Accounts: 506-04-3110-54-22210 REVIEWEDANDAPPROVEDBY : Finance. Procurement. Administrator. ClerkofCommission Cover Memo Item # 7 15000 GVW TRUCKS BID 07-199 Bobby Jones Bobby Jones Legacy Bobby Jones Legacy Ford Ford Ford Ford Ford Year 2008 Alt Wheelbase 2008 Brand Ford Ford Model F450 F450 Delivery Date 120 Days 125 Days 189" WB 201" WB 5.01 Price -RC-4x2 $26,182.00 $25,251.00 $25,230.00 141" WB 165" WB 5.02 Price - RC-4x4 $29,244.00 $29,410.00 $28,517.00 162" WB 186" WB 5.03 Price - EC-4x2 $28,219.00 $28,398.00 $28,505.00 162" WB 186" WB 5.04 Price - EC-4x4 $31,364.00 $31,542.00 $30,649.00 176" WB 200" WB 5.05 Price - CC-4x2 $29,194.00 $29,338.00 $28,510.00 5.05 $29,338.00 $28,510.00 176" WB 200" WB 5.06 Price - CC-4x4 $32,297.00 $32,432.00 $31,584.00 5.07 Limited Slip Rear Axle 299.00 360.00 5.07 299.00 360.00 5.08 HD Cooling Package 0.00 0.00 5.08 0.00 0.00 5.09 HD Electrical Package 0.00 0.00 5.09 0.00 0.00 5.10 HD Suspension Package 0.00 160.00 5.10 0.00 160.00 5.11 Rear Seat Deleated n/a n/a 5.12 Trailer Tow Mirrors 0.00 0.00 5.12 0.00 0.00 5.13 Roof Clearance Lights 0.00 0.00 5.13 0.00 0.00 5.14 Speed Control/Tilt Steering 320.00 395.00 5.15 Skid Plate Package 83.00 365.00 5.16 PTO for Transmission 208.00 260.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 34.00 125.00 6.01 34.00 125.00 6.02 Three Plug Outlet Receptacle 40.00 55.00 6.02 40.00 55.00 6.03 Electric Brake Controller 120.00 175.00 6.03 120.00 175.00 6.04 11' Service Body 6,550.00 7,549.00 6.04 6,550.00 7,549.00 6.05A 11' Crane Service Body 8,600.00 12,542.00 6.05B Service Crane 7,600.00 9,639.00 6.06 J Hooks and Railing 140.00 310.00 6.06 140.00 310.00 6.07 Panel Top-60"3,750.00 4,100.00 6.08 Panel Top-72"4,300.00 4,300.00 6.08 4,300.00 4,300.00 6.09 Service Body Bumper-Ball 380.00 185.00 6.10 Service Body Bumper-Pintle 275.00 220.00 6.10 275.00 220.00 6.11 Stake Body 3,800.00 4,310.00 6.12 Tommy Gate Lift 2,125.00 2,100.00 6.13 Single Spotlight 255.00 395.00 6.14 Dual Spotlights 510.00 780.00 6.14 510.00 780.00 6.15 Toolbox-Aluminum 230.00 445.00 6.16 Class IV Trailer Hitch 250.00 315.00 6.17 Trailer Wiring 25.00 70.00 6.17 25.00 70.00 6.18 Trailer Ball 10.00 35.00 6.19 Pintle Hook-Single 85.00 285.00 6.20 Pintle Hook-Dual Purpose 120.00 395.00 6.21 Pipe Vise-Rigid Model 40195 200.00 285.00 6.21 200.00 285.00 6.22 Spot Mirrors 0.00 0.00 6.22 0.00 0.00 6.23 Window Tint-RC 90.00 95.00 6.24 Window Tint-EC 100.00 125.00 6.25 Window Tint-CC 130.00 150.00 6.25 130.00 150.00 6.26 Safety Cone Holder 75.00 95.00 6.27 Safety Cones-4 95.00 185.00 6.27 95.00 185.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 40.00 75.00 7.01 40.00 75.00 7.02 Magnetic Strobe Light 301.00 788.00 7.03 LED Flashing Cab Light 391.00 725.00 7.03 391.00 725.00 7.04 Traffic Advisor-Single 567.00 795.00 7.05 Traffic Advisor-Dual 1,134.00 960.00 7.05 1,134.00 960.00 Total $43,621.00 $44,994.00 FOR ALL DEPARTMENTS-15,000 GVW TRUCKS-BID OPENING DECEMBER 11 @ 11:00 Attachment number 1 Page 1 of 2 Item # 7 15000 GVW TRUCKS Attachment number 1 Page 2 of 2 Item # 7 FinanceCommitteeMeeting 1/30/20082:00PM AugustaSouthRotaryClub Department:ClerkofCommission Caption:ConsiderarequestfromtheAugustaSouthRotaryCl ubfor citysponsorshipthroughthepurchaseofticketsfo ra spaghettidinnertobenefittheYouthChallengeAca demy ScholarshipProgram. Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 8 Attachment number 1 Page 1 of 2 Item # 8 Attachment number 1 Page 2 of 2 Item # 8