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Home My WebLink About2008-03-24-Meeting Agendawww.augustaga.gov Finance Committee Meeting Committee Room- 3/24/2008- 1:15 PM FINANCE 1. Approve the purchase of 2 pickup trucks for Augusta Recreation Department. Attachments 2. Approve renewal of Public Official Liability coverage with current carrier, Landmark American Insurance, for $75,894.00 for April 19, 2008 to April 19, 2009. Attachments 3. Motion to approve funding agreement between Augusta Richmond County and Richmond County Medical Society - Project Access for fiscal year 2008. Attachments 4. Consider a request from The Angelic Community Resource Development, Inc.for city financial sponsorship of the Barber & Beauty Bar-B-Que. (Referred from March 10 Finance) Attachments 5. Approve the purchase of 8 Compact Pickup Trucks for the Utilities Customer Service Division. Attachments 6. Approve the purchase of 9 vehicles for Utilities – Construction and Maintenance Division. Attachments 7. Approve the purchase of 1 Work Detail van for Utilities Administration. Attachments Finance Committee Meeting 3/24/2008 1:15 PM Recreation Trucks 2008 Department:Finance Department, Fleet Management Division Caption:Approve the purchase of 2 pickup trucks for Augusta Recreation Department. Background:The Augusta Recreation Department has 15 F-250 or 2500’s. Ten are 8 years old or older and were reviewed for replacement using the replacement criteria approved in April 2004 by the Augusta Commission. Only 4 met the age and mileage criteria however capital funds are only available to replace two. Both vehicles exceed the replacement criteria for replacement with one (Asset #: 970063) requiring a rebuilt engine to continue in service. Fleet Management is recommending the replacement of the two vehicles. Assessment sheets are attached for review 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 2 vendors. A review of the bids received shows the following (The tab sheet is attached for review): Bid Item: 06-180 , ( 1) Legacy Ford = $20,997.00 and (2) Bobby Jones Ford = $21,525.00. Bobby Jones Ford has opted to exercise the Local Vender Preference option and will receive the bid at the lower price ($20,997). Financial Impact:These vehicles will be purchased using the GMA lease program and the Department will incur a three year obligation of $13,998 for a total cost of $41,994.00 . Alternatives:(1) Approve the request, (2) Disapprove the request. Recommendation: Approve the request to purchase two Ford F-250’s for Cover Memo Item # 1 $41,994 from Bobby Jones Ford. Funds are Available in the Following Accounts: GMA Lease Program 631-000000/11-19114 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 1 Item # 1 Item # 1 PK !ªP … „ Ü [Content_Types].xml ¢Ø ( ¬T[OÂ0 ~7ñ?,}5¬èƒ1†Áƒ—G% ß{$´Û w-ø$Ï ³ ²$ AV»²±µ‚÷âåæ ´%¶Î’‚ öùõÕî•Z ñ ›¦g ],+0!ô[)Y ê ×“ Êù C”¾–=ê#Ö$7iú ýÜ ò3Oq( øCy ¢ ú˜ü¿·«ªFÓ³Ó Ùp!Br Ú8 6M<Q »êhúÚŒ*õ‘eÄ˜ë ƒ ¤vÿ}/ö¸Mw]ÁášïÞsðæ¢o4y ç•59Mç%`J+•ÙçôéñúlE‰ ÂH¡-#Ä Ç÷µj=-6•Òð<:"¢mÿŠ çî5%Zøp%U™Ó JÛÁ— wh ”ŽÕe²¤¬ø0yïˆ„J txD{ óâ Î³øeŒâYAç?/EIú-2Òv9Å`ß¦}ÆS”ÝPÙ* j$¥ç‹ »àý ŒK .åË_|ô5ýDÅ;ÿÿ PK ! 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~ xl/_rels/workbook.xml.relsPK - !:ùNQ† ˆ Â xl/workbook.xmlPK - ! ½µT˜° /xl/calcChain.xmlPK - !Åd† Ý ” 'Ç/xl/printerSettings/printerSettings1.binPK - !%ß:Üm ¤ é1docProps/core.xmlPK - !^Tod° Ÿ 4docProps/app.xmlPK Attachment number 2 Page 9 of 16 Item # 1 ÙYü}NcçÍ™ËÎÉÅ‹4vjaÇÖvl¥©Á³'S †&ÙAÆ8Æ|Õ*~xâ£ûàè ¸âŸ1%M0Ág% ¡õ ˜<€ä· ÍÒ-¿ÿÿ PK !è€òÜ• O5 Ù7ÿÿ PK !"Ò qJ ‡U xl/worksheets/sheet1.xml¬\ÛrÛH’}ßˆù &f#¶%Þ%y,O "ˆÞåxzú™-Q £%QKÑöô|ýf¡N¢²2AÓŠX?Xö©SY• YYY„÷ û×ÓcïëfÿºÝ=_÷‡gƒ~oó|»»Û> ¾îÿò Attachment number 2 Page 10 of 16 Item # 1 €óf¤Þúqûùù×íá ³÷_ôÜÝÝ•Í´>üyýôò×´ù»ÿq¿]?þW²{¼ë_N ƒ^ñÏ_{ÿøû/iõéýyèñþ\ @Ê·ŸPýð ÿÿ PK !N½µT˜° xl/calcChain.xml< ÿÿ PK !%ß:Üm ¤ docProps/core.xml ¢ ( |’ÑNƒ0 †ïM| Ò{(…Ím Attachment number 2 Page 11 of 16 Item # 1 Attachment number 2 Page 12 of 16 Item # 1 Ù7ÿÿ PK !"Ò qJ ‡U xl/worksheets/sheet1.xml¬\ÛrÛH’}ßˆù &f#¶%Þ%y,O "ˆÞåxzú™-Q £%QKÑöô|ýf¡N¢²2AÓŠX?Xö©SY• YYY„÷ û×ÓcïëfÿºÝ=_÷‡gƒ~oó|»»Û> ¾îÿò ùO—ýÞëaý|·~Ü=o®û l^û ûð§ÿxÿm·ÿýõa³9ôÈÂóëuÿápxyw~þzû°yZ¿ží^6 Attachment number 2 Page 13 of 16 Item # 1 Þúqûùù×íá ³÷_ôÜÝÝ•Í´>üyýôò×´ù»ÿq¿]?þW²{¼ë_N ƒ^ñÏ_{ÿøû/iõéýyèñþ\ @Ê·ŸPýð ÿÿ PK !N½µT˜° xl/calcChain.xml< A Attachment number 2 Page 14 of 16 Item # 1 Attachment number 2 Page 15 of 16 Item # 1 ží^6ÏÔr¿Û?- ôßýçó×—ýf}×tzz< Attachment number 2 Page 16 of 16 Item # 1 Finance Committee Meeting 3/24/2008 1:15 PM Renew Public Official Liablity Insurance Department:Finance/Risk Management Caption:Approve renewal of Public Official Liability coverage with current carrier, Landmark American Insurance, for $75,894.00 for April 19, 2008 to April 19, 2009. Background:Current coverage has a $2,000,000 liability limit with an SIR (self insured retention) of $250,000 for each loss. The premium quote for Augusta for 2008 is $ 75,894.00. Acceptance of coverage gives additional protection to the assets of public officials. Public Official Liability (POL) coverage is claims made coverage (occurrence based is not available) which means any claim which may be covered would need to be filed during the policy period. If we were to change companies and a claim arose which began during the prior policy period we could not recover from the insurer unless we purchase what is called "tail" coverage. Tail coverage is generally 150% to 200% of the regular premium. Hence, it is generally not cost effective to change POL insurers. Analysis:J. Smith Lanier & Company secured 3 quotes for this coverage. These quotes provide $2,000,000 in coverage with a $250,000 SIR. Quotes were received from Landmark American Insurance, AIG Insurance and Westchester Insurance. Quotes from these carriers are as follows: Landmark American (current carrier) premium quote $75,894.00; AIG Insurance, an A+ carrier, quoted $84,965.00; and Westchester Insurance, an A+ carrier, quoted $90,486.00. Financial Impact: Alternatives:Rely totally on available funds for the payment of any judgments which may be rendered directly against entity's Cover Memo Item # 2 public officials. Recommendation:Approve coverage quoted by Landmark American Insurance for a one year period for a premium of $ 75,894.00 for $2,000,000 in coverage and $250,000 SIR. Coverage includes Augusta Commission, Augusta Regional Airport Authority and Solid Waste Management Authority. Funds are Available in the Following Accounts: 611-01-52102 5231110 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Finance Committee Meeting 3/24/2008 1:15 PM Richmond County Medical Society Project Access Department:Clerk of Commission Caption:Motion to approve funding agreement between Augusta Richmond County and Richmond County Medical Society - Project Access for fiscal year 2008. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 3 Attachment number 1 Page 1 of 12 Item # 3 Attachment number 1 Page 2 of 12 Item # 3 Attachment number 1 Page 3 of 12 Item # 3 Attachment number 1 Page 4 of 12 Item # 3 Attachment number 1 Page 5 of 12 Item # 3 Attachment number 1 Page 6 of 12 Item # 3 Attachment number 1 Page 7 of 12 Item # 3 Attachment number 1 Page 8 of 12 Item # 3 Attachment number 1 Page 9 of 12 Item # 3 Attachment number 1 Page 10 of 12 Item # 3 Attachment number 1 Page 11 of 12 Item # 3 Attachment number 1 Page 12 of 12 Item # 3 Finance Committee Meeting 3/24/2008 1:15 PM Russell Turner Department:Clerk of Commission Caption:Consider a request from The Angelic Community Resource Development, Inc.for city financial sponsorship of the Barber & Beauty Bar-B-Que. (Referred from March 10 Finance) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 4 Attachment number 1 Page 1 of 2 Item # 4 Attachment number 1 Page 2 of 2 Item # 4 Finance Committee Meeting 3/24/2008 1:15 PM Utilities - Customer Service 2008 Department:Finance, Fleet Management Caption:Approve the purchase of 8 Compact Pickup Trucks for the Utilities Customer Service Division. Background:The Utilities Customer Service Division provides meter reading and meter repair services for commercial and residential properties in Augusta. This Division has 23 Ranger Pickup trucks assigned. Fifteen vehicles were assessed using the replacement criteria from the Replacement Policy and 8 met or exceeded the requirements for replacement (please see the evaluation sheets attached. 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 2 vendors. A review of the bid received shows that Legacy Ford was the low bidder for Bid Item 07-173 however Bobby Jones Ford will exercise the option of Local Vender Preference (see attached letter) and the trucks will be purchased for $13,704 each (tab sheet is attached for review). Financial Impact:The cost of each vehicle is $13,704 and the total purchase, for 8 trucks is $109,632 from the Utilities Capital Account. Alternatives:(1) Approve the request in total, (2) approve the request in part, (3) disapprove the request. Recommendation:Approve the request from the Utilities Customer Service Division to purchase 8 Compact Pickup Trucks from Bobby Jones Ford for $109,632 Funds are Cover Memo Item # 5 Available in the Following Accounts: Utilities-Capital Outlay 506043210/5422210 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 5 Attachment number 1 Page 1 of 8 Item # 5 Attachment number 1 Page 2 of 8 Item # 5 Attachment number 1 Page 3 of 8 Item # 5 Item # 5 Attachment number 1 Page 5 of 8 Item # 5 Attachment number 1 Page 6 of 8 Item # 5 Item # 5 Attachment number 1 Page 8 of 8 Item # 5 2008 COMPACT PICKUP TRUCKS BID 07-173 Bobby Jones Legacy Bobby Jones Legacy Ford Ford Ford Ford Year 2008 2008 Brand Ford Ford Model Ranger Ranger Delivery Date 120 Days 90 Days 5.01 Model -EC-4x2 $13,002.00 $12,663.00 5.01 $13,002.00 $12,663.00 5.02 Model -EC-4x4 $16,250.00 $15,846.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 38.00 26.00 6.01 38.00 26.00 6.02 Three Plug Outlet Receptacle 45.00 23.00 6.03 Bed Liner 265.00 250.00 6.03 265.00 250.00 6.04 ToolBox 220.00 250.00 6.04 220.00 250.00 6.05 Class III Trailer Hitch 205.00 315.00 6.06 Trailer Wiring 30.00 60.00 6.07 2" Trailer Ball 9.00 30.00 6.08 Window Tint 100.00 120.00 6.08 100.00 120.00 6.09 Safety Cone Holder 75.00 35.00 6.10 Safety Cones 95.00 85.00 6.10 95.00 85.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 40.00 30.00 7.01 40.00 30.00 7.02 LED Cab Mount Light 391.00 280.00 7.02 391.00 280.00 TOTAL $14,151.00 $13,704.00 NOTE: Bobby Jones Ford will honor the Local Vendor Preference clause of the bid contract FOR ALL DEPARTMENTS-COMPACT PICKUP TRUCKS-BID OPENING OCTOBER 19 @ 11:00 Attachment number 2 Page 1 of 1 Item # 5 Attachment number 3 Page 1 of 1 Item # 5 Finance Committee Meeting 3/24/2008 1:15 PM Utilities Construction and Maintenance 2008 Department:Finance Department, Fleet Management Division Caption:Approve the purchase of 9 vehicles for Utilities – Construction and Maintenance Division. Background:The Utilities Construction and Maintenance Division is responsible for the maintenance of water mains, sewers, lift stations and ground wells through out Augusta. The Utilities Department submitted the vehicles listed herafter as part of their 2008 Capital Outlay request: (1) 994209 - 1999 Isuzu Crane Truck replace with an F-350 Utility Body w/Crane (2) 994149 - 1999 Ford Ranger replace with an F-150 Ext Cab (3) 974026 - 1997 Ford F-350 Crew Cab replace with an F- 450 Crew Cab w/ Dome Cover (4) 984162 - 1999 Ford F-450 Crew Cab replace with an F-450 Crew Cab w/Dome Cover (5) F00089 - 2001 Ford Ranger replace with a Ford Ranger (6) 994150 - 1999 Ford Ranger replace with an F-150 Ext Cab (7) F00087 - 2001 Ford Ranger replace with an F-150 Ext Cab (8) F00092 - 2001 Ford F-150 replace with an F-150 Ext Cab (9) NEW - F-350 Utility Body w/Crane for the Hydrant Crew-Homeland Security. All vehicles listed to be replaced have been assessed in accordance with the approved 2004 Replacement Policy and all vehicles meet or exceed the replacement criteria. Vehicle assessments have been attached for review. Analysis: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 2 vendors. A review of the bids received shows the following (Tab sheets are attached for review): (1) Bid Item: 06-181 for F-350 Crane Truck at (low bid) $42,042.00 – quantity of 1 from Bobby Jones Ford (2) Bid Item: 06-181 for F-350 Crane Truck at (low bid) $43,078.00 – quantity of 1 from Bobby Jones Ford (3) Bid Item: 07-173 for a Ford Cover Memo Item # 6 Ranger at $13,704.00 (low bid)– quantity of 2 from Legacy Ford (4) Bid Item: 07-199 an F-450 Crew Truck at $43,621.00 (low bid)–quantity of 2 from Bobby Jones Ford (5) Bid Item: 07-174 for an F-150 Ext Cab at $19,325.00 – quantity of 3 Legacy Ford. Financial Impact:The total cost of all vehicles is $257,745 which is available in the Utilities Capital Outlay. Alternatives:(1) Approve the request in total, (2) approve the request in part, (3) disapprove the request. Recommendation:Approve the request to purchase 9 vehicles for the Utilities Construction and Maintenance Division for $257,745.00. Funds are Available in the Following Accounts: Utilities Capital Outlay - 506-04-3410-54-22210 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Item # 6 Finance Committee Meeting 3/24/2008 1:15 PM Utilities Work Detail Van Department:Finance Department, Fleet Management Division Caption:Approve the purchase of 1 Work Detail van for Utilities Administration. Background:In the fall of 2006 the Director of the Canal Authority requested assistance with the maintenance of the canal area. The Warden of ARCCI provided a work detail and Correctional Officer to Augusta Utilities Department – Administrative Division for maintenance of the Canal. The work detail was under the operational control of the Director of the Canal Authority. Fleet Management was charged with providing a van for detail transport and trailer for equipment. The van was assigned from a General Fund Supported department for temporary use. The requested van will replace the van currently being used (asset number 950253). The replaced van will be returned to the General Fund for use. 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 1 vendor. A review of the bids received shows the following (The tab sheet is attached for review): (1) Bid Item: 07-182 , Legacy Ford = $25,517.00 Financial Impact:The total cost of all vehicles is $25,517.00 which is available in the Utilities Capital Outlay. Alternatives:(1) Approve the request, (2) disapprove the request. Recommendation:Approve the request to purchase one work detail van from Legacy Ford at $25,517.00. Cover Memo Item # 7 Funds are Available in the Following Accounts: 506-04-3560-54-22220 REVIEWED AND APPROVED BY: Finance. Administrator. 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