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Home My WebLink About2008-05-12-Meeting Agenda Finance Committee Meeting Committee Room- 5/12/2008- 1:00 PM FINANCE 1. Motion to approve a request by retired members of the 49 Pension Plan for a pay increase. (See attached letter) (Referred from April 15 Commission meeting) Attachments 2. Approve the Purchase of Voting Equipment Warranties. Attachments 3. Approve the replacement of two vehicles for the Augusta Richmond County Correctional Institute (ARCCI). Attachments 4. Motion to adopt a proposed ordinance, attached hereto, to amend the Augusta-Richmond County Code, to repeal all ordinances and parts of ordinances in conflict therewith; to provide an effective date therefor and for other purposes as stated in said ordinance. (Referred from April 1 Commission meeting) Attachments 5. Motion to approve funding agreements between Augusta Richmond County and the Beulah Grove Community Resource Center d/b/a Lamar Medical Center and the CSB of East Central Georgia d/b/a Serenity Behavioral Systems. Attachments 6. Motion to approve Change Order for Bid Item #07-188, Replacement of Engine Bay Floor and Apron. Attachments 7. Increase Library appropriation to reflect the 2007 cost of living raise. Attachments 8. Approve the purchase of 2 - administrative automobiles for Engineering Department. Attachments 9. Request for guidance on the Fleet Maintenance Agreement for 2009. Attachments 10. Presentation by Mr. Ken Shah regarding unfair and unrelated transportation fees for hotels in the Augusta area. Attachments 11. Approve request to increase the budget for the Local Emergency Operation Plan to cover the costs of the Twenty-First Century calling system. Attachments 12. Discuss the feasibility of bringing the internal audit functions in-house and discuss/approve a request for proposals for internal audit services for 2009. (Requested by Commissioner Brigham) Attachments 13. Consider a request from Mr. James M. Schear regarding a refund of taxes for property located at 3314 Thread Needle Road. Attachments 14. Approve refund recommendation from the Board of Assessors for one account. Attachments 15. Motion to approve the purchase of 69 digital camera systems for the Sheriff’s Office Road Patrol Vehicles. Attachments 16. Approve the purchase of 2 - Cargo Vans and 1- Impala for Public Services Department. Attachments 17. Discuss RFP for uniformity of taxes levied on urban and suburban tax districts. (Requested by Commissioner Bowles) Attachments 18. Authorize the extension of the Serious Offender Reentry Initiative (SVORI) Grant between the City of Augusta and the Criminal Justice Coordinating Council and the corresponding budget adjustments to revenue and expenses. Attachments www.augustaga.gov 19. Presentation by Mr. Sun Ye White regarding taxes due on property at 839 East Boundary Street. Attachments 20. Approve the purchase of one mobile sewer camera system to facilitate the Fort Gordon support contract by the Augusta Utilities Department. Attachments 21. Approve the purchase of 1 - Explorer for Utilities – Water Production – Water Quality Branch. Attachments Finance Committee Meeting 5/12/2008 1:00 PM 49 Pension Plan Retired Members Pay Increase Request Department:Administrator Caption:Motion to approve a request by retired members of the 49 Pension Plan for a pay increase. (See attached letter) (Referred from April 15 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 1 Attachment number 1 Page 1 of 1 Item # 1 Finance Committee Meeting 5/12/2008 1:00 PM Approve Voting Equipment Warranties Department:Board of Elections Caption:Approve the Purchase of Voting Equipment Warranties. Background:This is the annual fee necessary to purchase warranties for the voting equipment used in Augusta. The warranties must be purchased from the equipment provider, Premier Election Systems. This has been an ongoing expense since 2004. Analysis:The warranties are necessary to ensure the proper operation of the voting equipment deployed in Augusta. Financial Impact:The total cost is $62,720 to cover 654 pieces of equipment. Alternatives:To purchase new equipment instead of repairing existing equipment as needed. New equipment cost approximately $3,000 for each unit purchased. Recommendation:To approve the purchase of the warranties. Funds are Available in the Following Accounts: 101-01-4111.5223112 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 2 Cover Memo Item # 2 Attachment number 1 Page 1 of 4 Item # 2 Attachment number 1 Page 2 of 4 Item # 2 Attachment number 1 Page 3 of 4 Item # 2 Attachment number 1 Page 4 of 4 Item # 2 Finance Committee Meeting 5/12/2008 1:00 PM ARCCI 2008 Vehicles Department:Finance Department - Fleet Management Division Caption:Approve the replacement of two vehicles for the Augusta Richmond County Correctional Institute (ARCCI). Background:ARCCI is classified as public safety. Eight vehicles were assessed as part of the 2008 Capital Outlay replacement program and of the 8 vehicles, 3 qualified for replacement. The availability of Capital Outlay will only allow two vehicles to be replaced in 2008. 984135 (asset number) a 1998 Ford Crown Victoria with 129,860 miles and 974008 (asset number) a 1997 Ford Crown Victoria with 137,731 miles. Assessment sheets are provided for review. Analysis:In order to reduce the overall cost the vehicles mentioned above will be replaced with Chevrolet Impala's at a savings of aproximately $3,000 per car. Bids were submitted to Procurment and placed on Demand Star: Bids were received by from 3 venders as follows: (1) Herndon Chevrolet - $18,137 (low bid) (2) Gerry Worner Chevrolet - $19,178 and (3) Stokes Hodges GMC - $22,723. Financial Impact:The total purchase price of the two vehicles is $36,274.00 which will be spread over 3 years using the GMA leasing program. The annual obligation will be $12,091.34 for three years. Alternatives:(1) Approve the purchase (2) Disapprove the purchase Recommendation:Approve the purchase of 2 Chevrolet Impala's from Herndon Chevrolet for $36,274.00 for ARCCI. Funds are Available in the Cover Memo Item # 3 Following Accounts:2008 Capital Outlay, GMA Lease Program 631-00-0000. REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 3 Page 1 of 2 Item # 3 Attachment number 1 Page 2 of 2 Item # 3 2008 CHEVROLET 9C3 IMPALA POLICE AUTOMOBILE Bid 07-151 Stokes Hodges Herndon Gerry Worner GMC Chevrolet Chevrolet Delivery 120 Days 120 Days 120 Days 5.01 Bid Price $22,723.00 $18,137.00 $19,178.00 6.00 Optional Items 6.01 Power Driver's Seat 0.00 0.00 0.00 6.02 Rubber Flooring 74.70 81.00 72.00 6.03 Floor Mats 58.65 87.00 110.00 2008 IMPALA 9C3 AUTOMOBILe -BID OPENING AUGUST 24, 2007 @ 11:00 Attachment number 2 Page 1 of 3 Item # 3 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 - 1 5 1 H e r n d o n R e q u i r e d Ch e v r o l e t I t e m s De l i v e r y 12 0 D a y s 5. 0 1 B i d P r i c e $1 8 , 1 3 7 . 0 0 5 . 0 1 $ 1 8 , 1 3 7 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 6 . 0 1 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 81 . 0 0 6 . 0 2 8 1 . 0 0 6. 0 3 F l o o r M a t s 87 . 0 0 6 . 0 3 8 7 . 0 0 SH E R I F F ' S O F F I C E - C I D - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I NG A U G U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Attachment number 2 Page 2 of 3 Item # 3 20 0 8 C H E V R O L E T 9 C 3 I M P A L A P O L I C E V E H I C L E SH E R I F F ' S O F F I C E - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I N G A UG U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Bi d 0 7 - 1 5 1 S t o k e s H o d g e s H e r n d o n G e r r y W o r n e r GM C Ch e v r o l e t Ch e v r o l e t De l i v e r y 12 0 D a y s 1 2 0 D a y s 1 2 0 D a y s 5. 0 1 B i d P r i c e $2 2 , 7 2 3 . 0 0 $ 1 8 , 1 3 7 . 0 0 $ 1 9 , 1 7 8 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 0 . 0 0 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 74 . 7 0 8 1 . 0 0 7 2 . 0 0 6. 0 3 F l o o r M a t s 58 . 6 5 8 7 . 0 0 1 1 0 . 0 0 7. 0 0 O p t i o n a l E m e r g e n c y E q u i p m e n t 7. 0 1 D u a l F r o n t M i r r o r L E D 29 5 . 0 0 N o B i d 3 1 8 . 5 0 7. 0 2 D u a l R e a r C e i l i n g L E D 29 5 . 0 0 N o B i d 3 5 5 . 0 0 7. 0 3 F r o n t C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 4 R e a r C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 5 9 0 W a t t P o w e r S u p p l y In c w i t h 7 . 0 4 N o B i d 1 9 9 . 5 0 7. 0 6 T h r e e P l u g O u t l e t 20 . 0 0 N o B i d 2 4 . 9 5 7. 0 7 S i r e n c o n t r o l l e r 21 5 . 0 0 N o B i d 1 7 3 . 5 0 7. 0 8 S i r e n S p e a k e r 21 5 . 0 0 N o B i d 1 8 7 . 5 0 7. 0 9 S i r e n S p e a k e r M o u n t K i t 20 . 0 0 N o B i d 2 8 . 9 5 7. 1 0 2 R o c k e r S w i t c h e s 0. 0 0 N o B i d 2 7 . 5 0 7. 1 1 F l a t L i g h t e r B l u e L i g h t 13 5 . 0 0 N o B i d 1 7 0 . 5 0 7. 1 2 W i n d o w T i n t 12 5 . 0 0 N o B i d 1 9 5 . 0 0 7. 1 3 F i r e E x t i n g u i s h e r 38 . 0 0 N o B i d 3 6 . 9 5 To t a l R e q u i r e m e n t C o s t $2 2 , 8 5 6 . 3 5 $1 8 , 3 0 5 . 0 0 $1 9 , 3 6 0 . 0 0 36 4 1 Attachment number 2 Page 3 of 3 Item # 3 Finance Committee Meeting 5/12/2008 1:00 PM Augusta Regional Airport - Proposed Ordinance - New Division 3 for Off-Airport Rental Car Concessions Department: Caption:Motion to adopt a proposed ordinance, attached hereto, to amend the Augusta-Richmond County Code, to repeal all ordinances and parts of ordinances in conflict therewith; to provide an effective date therefor and for other purposes as stated in said ordinance. (Referred from April 1 Commission meeting) Background:On February 28, 2008, the Augusta Aviation Commission approved an ordinance to regulate rental car concessions operating from outside the premises of the AugustaRegionalAirport. The fee for such a concessionaire is 10% of its gross revenues derived from the rental of motor vehicles to airport customers when the rental car provider picks up or returns customers to the airport premises. See Section 1-3-8.19 of the ordinance. The Ordinance assumes 95% of the concessionaire revenues derive from airport rentals but the concessionaire may use its own records to rebut the percentage assumption. In addition, the Ordinance imposes a customer facility charge (currently set at $3.50 per contract day). The fee is paid by the renter and collected by the rental car provider. The ordinance creates an incentive to the rental car industry to contract for on-premises concessions. Currently, there is no off-the airport rental car provider that would be subject to this ordinance. Analysis:See background Financial Impact: None immediately, but this ordinance will provider revenue source for the Augusta Regional Airport when and if an-off premises rental car provider begins to do business at the airport. This ordinance will further the airport’s goal of financial self-sufficiency. The airport is an enterprise fund. Cover Memo Item # 4 This ordinance will further the airport’s goal of financial self- sufficiency. The airport is an enterprise firm. Alternatives:Do not approve the proposed ordinance. Recommendation:Approve the proposed ordinance and waive second reading. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 4 ORDINANCE NO. ___________ AN ORDINANCE TO AMEND THE AUGUSTA-RICHMOND COUNTY CODE ; BY ENACTING NEW SECTIONS § 1-3-8.15 THROUGH § 1-3-8.28; SO AS TO PROVIDE FOR A CONCESSION AND CHARGE FOR THE CONDUCTING OF A RENTAL CAR BUSINESS FROM A LOCATION OUTSIDE THE PREMISES OF AUGUSTA REGIONAL AIRPORT AT BUSH FIELD; TO PROVIDE FOR LEVY AND COLLECTION OF SAID FEES; TO PROVIDE PENALTIES FOR UNTIMELY PAYMENT OF SAID FEES AND OTHER CHARGES; TO PROVIDE FOR SEVERABILITY; TO REPEAL ALL ORDINANCES AND PARTS OF ORDINANCES IN CONFLICT HEREWITH; TO PROVIDE AN EFFECTIVE DATE AND FOR OTHER PURPOSES. BE IT ORDAINED BY THE AUGUSTA-RICHMOND COUNTY COMMISSION AND IT IS HEREBY ORDAINED BY THE AUTHORITY OF SAME, that the Augusta-Richmond County Code be amended as follows: SECTION 1. The Augusta Richmond-County Code is hereby amended by the addition of a new Division 3 relating to the Augusta Regional Airport at Bush Field which shall be known as Augusta Richmond County Code Section § 1-3-8.15 through §1-3-8.28, as set forth in “Exhibit A” hereto. SECTION 2. This ordinance shall become effective upon its adoption in accordance with applicable laws. SECTION 3. All ordinances or parts of ordinances in conflict herewith are hereby repealed. Adopted this ___ day of ___________, 2008. Second Reading Waived ___________________________ David S. Copenhaver As its Mayor Attest: ______________________________ Lena J. Bonner, Clerk of Commission Seal: Attachment number 1 Page 1 of 2 Item # 4 CERTIFICATION The undersigned Clerk of Commission, Lena J. Bonner, hereby certifies that the foregoing Ordinance was duly adopted by the Augusta-Richmond County Commission on _________________, 2008 and that such Ordinance have not been modified or rescinded as of the date hereof and the undersigned further certifies that attached hereto as Exhibit “A” is a true copy of the Ordinance which was approved and adopted in the foregoing meeting(s). ______________________________ Lena J. Bonner, Clerk of Commission Published in the Augusta Chronicle Date: ______________________ Attachment number 1 Page 2 of 2 Item # 4 Attachment number 2 Page 1 of 14 Item # 4 Attachment number 2 Page 2 of 14 Item # 4 Attachment number 2 Page 3 of 14 Item # 4 Attachment number 2 Page 4 of 14 Item # 4 Attachment number 2 Page 5 of 14 Item # 4 Attachment number 2 Page 6 of 14 Item # 4 Attachment number 2 Page 7 of 14 Item # 4 Attachment number 2 Page 8 of 14 Item # 4 Attachment number 2 Page 9 of 14 Item # 4 Attachment number 2 Page 10 of 14 Item # 4 Attachment number 2 Page 11 of 14 Item # 4 Attachment number 2 Page 12 of 14 Item # 4 Attachment number 2 Page 13 of 14 Item # 4 Attachment number 2 Page 14 of 14 Item # 4 Attachment number 3 Page 1 of 24 Item # 4 Attachment number 3 Page 2 of 24 Item # 4 Attachment number 3 Page 3 of 24 Item # 4 Attachment number 3 Page 4 of 24 Item # 4 Attachment number 3 Page 5 of 24 Item # 4 Attachment number 3 Page 6 of 24 Item # 4 Attachment number 3 Page 7 of 24 Item # 4 Attachment number 3 Page 8 of 24 Item # 4 Attachment number 3 Page 9 of 24 Item # 4 Attachment number 3 Page 10 of 24 Item # 4 Attachment number 3 Page 11 of 24 Item # 4 Attachment number 3 Page 12 of 24 Item # 4 Attachment number 3 Page 13 of 24 Item # 4 Attachment number 3 Page 14 of 24 Item # 4 Attachment number 3 Page 15 of 24 Item # 4 Attachment number 3 Page 16 of 24 Item # 4 Attachment number 3 Page 17 of 24 Item # 4 Attachment number 3 Page 18 of 24 Item # 4 Attachment number 3 Page 19 of 24 Item # 4 Attachment number 3 Page 20 of 24 Item # 4 Attachment number 3 Page 21 of 24 Item # 4 Attachment number 3 Page 22 of 24 Item # 4 Attachment number 3 Page 23 of 24 Item # 4 Attachment number 3 Page 24 of 24 Item # 4 Finance Committee Meeting 5/12/2008 1:00 PM Beulah Grove Community Resource Center dba Lamar Medical Center Department:Clerk of Commission Caption:Motion to approve funding agreements between Augusta Richmond County and the Beulah Grove Community Resource Center d/b/a Lamar Medical Center and the CSB of East Central Georgia d/b/a Serenity Behavioral Systems. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 5 Attachment number 1 Page 1 of 4 Item # 5 Attachment number 1 Page 2 of 4 Item # 5 Attachment number 1 Page 3 of 4 Item # 5 Attachment number 1 Page 4 of 4 Item # 5 Attachment number 2 Page 1 of 4 Item # 5 Attachment number 2 Page 2 of 4 Item # 5 Attachment number 2 Page 3 of 4 Item # 5 Attachment number 2 Page 4 of 4 Item # 5 Finance Committee Meeting 5/12/2008 1:00 PM Change Order for Bid Item #07-188 Department:Fire, Howard Willis, Chief Caption:Motion to approve Change Order for Bid Item #07-188, Replacement of Engine Bay Floor and Apron. Background:The Augusta Commission awarded Horizon Construction and Associates the bid for this project on February 5, 2008 for the sum of $59,496.00. This was for the replacement of the bay floor and front apron of the fire station. There is now a need to include the rear concrete apron to this project. Analysis:The original project is now nearing completion. The original bid price has allowed for residual funding being left in our renovation budget that will allow for the repair of the rear entrance apron. The additional cost to make this repair will be $22,000.00. We feel that it would be prudent to make this repair while we have the contractor on site and the price is acceptable at this time. Financial Impact:The funds for this additional work are available in the allocation of Phase IV funding for the renovation of Fire Station #11 Alternatives:None at this time Recommendation:Approval of the change order request for Bid Item #07-188 Funds are Available in the Following Accounts: 324034510 206324011 Cover Memo Item # 6 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 6 Finance Committee Meeting 5/12/2008 1:00 PM Correct Budget for ARC Library Department:Finance / ARC Library Caption:Increase Library appropriation to reflect the 2007 cost of living raise. Background:During the 2008 budget process, budgets for agencies were entered at the 2007 level. The COLA approved by the Commission was budgeted on a separate line item and was inadvertently omitted from the library's allotment, effectively understating the actual amount of the appropriation to the library. Analysis:This action is necessary to correct the oversight and appropriate the amount intended for the library, which is the 2007 amount. Financial Impact:Increase budget by $28,200 Alternatives:1. Approve budget increase 2. Not approve increase. Forcing the library to pick up this cost will in fact reduce the amount appropriated for materials. Recommendation:Approve budget increase in the amount of $28,200. Funds are Available in the Following Accounts: 101-10-1110/6011110 REVIEWED AND APPROVED BY: Cover Memo Item # 7 Finance. Administrator. Clerk of Commission Cover Memo Item # 7 Finance Committee Meeting 5/12/2008 1:00 PM Engineering 2008 Auto's Department:Finance Department - Fleet Management Caption:Approve the purchase of 2 - administrative automobiles for Engineering Department. Background:Capital Outlay for 2008 will support the purchase/replacement of 2 automobiles for the Engineering Department. The vehicles being replaced is a 1995 Ford Crown Victoria with 201,783 miles on it, asset number 95052 and a 1999 Ford Crown Victoria with 137,935 miles asset number 994071. These vehicles will be replaced with Chevrolet Impala’s. The 1995 Crown Victoria is used by the Director of Engineering and his staff for local and interstate travel. The 1999 Crown Victoria is used by an Engineering Tech responsible for inspecting new commercial development (such as Rivershoals) to ensure compliance. Vehicle evaluations 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 as indicated for Bid Item: 07-151; Herndon Chevrolet = $18,137.00 (Low Bidder), Gerry Worner Chevrolet = $19,178.00 and Stokes Hodges GMC = $22,723.00. The tab sheet is attached for review Financial Impact:These vehicles were recommended as part of the 2008 General Fund Fleet Capital Replacement Recommendation. The total purchase of the two vehicles is $36,274.00. The cost will be spread over 3 years using the GMA lease program ($12,091.34) each year). Alternatives:(1) Approve the request, (2) disapprove the request (3) Approve the request in part Cover Memo Item # 8 Recommendation:Approve the request to purchase two impalas at a total cost of $36,274.00) using the GMA lease program Funds are Available in the Following Accounts: Funds are identified in the 2008 Capital Outlay and upon aproval will be transfered to the 631-00-0000 (GMA). REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 8 Item # 8 Item # 8 2008 CHEVROLET 9C3 IMPALA POLICE AUTOMOBILE Bid 07-151 Stokes Hodges Herndon Gerry Worner GMC Chevrolet Chevrolet Delivery 120 Days 120 Days 120 Days 5.01 Bid Price $22,723.00 $18,137.00 $19,178.00 6.00 Optional Items 6.01 Power Driver's Seat 0.00 0.00 0.00 6.02 Rubber Flooring 74.70 81.00 72.00 6.03 Floor Mats 58.65 87.00 110.00 2008 IMPALA 9C3 AUTOMOBILe -BID OPENING AUGUST 24, 2007 @ 11:00 Attachment number 2 Page 1 of 3 Item # 8 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 - 1 5 1 H e r n d o n R e q u i r e d Ch e v r o l e t I t e m s De l i v e r y 12 0 D a y s 5. 0 1 B i d P r i c e $1 8 , 1 3 7 . 0 0 5 . 0 1 $ 1 8 , 1 3 7 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 6 . 0 1 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 81 . 0 0 6 . 0 2 8 1 . 0 0 6. 0 3 F l o o r M a t s 87 . 0 0 6 . 0 3 8 7 . 0 0 SH E R I F F ' S O F F I C E - C I D - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I NG A U G U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Attachment number 2 Page 2 of 3 Item # 8 20 0 8 C H E V R O L E T 9 C 3 I M P A L A P O L I C E V E H I C L E SH E R I F F ' S O F F I C E - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I N G A UG U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Bi d 0 7 - 1 5 1 S t o k e s H o d g e s H e r n d o n G e r r y W o r n e r GM C Ch e v r o l e t Ch e v r o l e t De l i v e r y 12 0 D a y s 1 2 0 D a y s 1 2 0 D a y s 5. 0 1 B i d P r i c e $2 2 , 7 2 3 . 0 0 $ 1 8 , 1 3 7 . 0 0 $ 1 9 , 1 7 8 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 0 . 0 0 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 74 . 7 0 8 1 . 0 0 7 2 . 0 0 6. 0 3 F l o o r M a t s 58 . 6 5 8 7 . 0 0 1 1 0 . 0 0 7. 0 0 O p t i o n a l E m e r g e n c y E q u i p m e n t 7. 0 1 D u a l F r o n t M i r r o r L E D 29 5 . 0 0 N o B i d 3 1 8 . 5 0 7. 0 2 D u a l R e a r C e i l i n g L E D 29 5 . 0 0 N o B i d 3 5 5 . 0 0 7. 0 3 F r o n t C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 4 R e a r C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 5 9 0 W a t t P o w e r S u p p l y In c w i t h 7 . 0 4 N o B i d 1 9 9 . 5 0 7. 0 6 T h r e e P l u g O u t l e t 20 . 0 0 N o B i d 2 4 . 9 5 7. 0 7 S i r e n c o n t r o l l e r 21 5 . 0 0 N o B i d 1 7 3 . 5 0 7. 0 8 S i r e n S p e a k e r 21 5 . 0 0 N o B i d 1 8 7 . 5 0 7. 0 9 S i r e n S p e a k e r M o u n t K i t 20 . 0 0 N o B i d 2 8 . 9 5 7. 1 0 2 R o c k e r S w i t c h e s 0. 0 0 N o B i d 2 7 . 5 0 7. 1 1 F l a t L i g h t e r B l u e L i g h t 13 5 . 0 0 N o B i d 1 7 0 . 5 0 7. 1 2 W i n d o w T i n t 12 5 . 0 0 N o B i d 1 9 5 . 0 0 7. 1 3 F i r e E x t i n g u i s h e r 38 . 0 0 N o B i d 3 6 . 9 5 To t a l R e q u i r e m e n t C o s t $2 2 , 8 5 6 . 3 5 $1 8 , 3 0 5 . 0 0 $1 9 , 3 6 0 . 0 0 36 4 1 Attachment number 2 Page 3 of 3 Item # 8 Finance Committee Meeting 5/12/2008 1:00 PM Fleet Maintenance Contract Department:Finance-Fleet Management Caption:Request for guidance on the Fleet Maintenance Agreement for 2009. Background:The current fleet maintenance agreement with First Vehicle Services expires on December 31, 2008. There are several courses of action to be considered. Course of Action 1= Continue the existing contract, with necessary modifications to update provisions as required. Request the current contractor present a proposal for consideration by the Commission. Paragraph 1 “AGREEMENT TERM AND TERMINATION” allows for extensions in annual increments. Course of Action 2= Publish a new request for proposal. There are currently only three corporations offering the full scope of services required by Augusta for complete maintenance services; First Vehicle Services which is the current contractor. First Vehicle Services has the industry lead on government contracts. Penske which has the industry lead on commercial fleet maintenance and All Star which is a diversified contract management oriented service provider that also provides maintenance service. Course of Action 3= Bring maintenance service “in-house” adding 54 administrative and technician positions. Analysis:With only 3 major companies providing the scope of services requested by Augusta the options are limited. Of the three major companies, Augusta has had a continuing relationship with one, First Vehicle Services (since 2003). Financial Impact:Funding for fleet maintenance will be included in the 2009 budget as appropriate. Alternatives:Indicated in the 3 courses of action discussed in the background Cover Memo Item # 9 Recommendation:Allow First Vehicle Services to make a one year extension proposal. Funds are Available in the Following Accounts: Non-required at this time REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 9 Finance Committee Meeting 5/12/2008 1:00 PM Hotel Owners Department:Clerk of Commission Caption:Presentation by Mr. Ken Shah regarding unfair and unrelated transportation fees for hotels in the Augusta area. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 10 Attachment number 1 Page 1 of 2 Item # 10 Attachment number 1 Page 2 of 2 Item # 10 Attachment number 2 Page 1 of 3 Item # 10 Attachment number 2 Page 2 of 3 Item # 10 Attachment number 2 Page 3 of 3 Item # 10 Finance Committee Meeting 5/12/2008 1:00 PM Increase budget for Twenty-First Century calling system Department:Emergency Management Caption:Approve request to increase the budget for the Local Emergency Operation Plan to cover the costs of the Twenty- First Century calling system. Background:The 2008 budget submitted to the Commission for approval was not a true representation of the grant received for this project, it was an estimate. The Commission approved an agenda item for the cost of $52,000 for the Twenty-First Century calling system. These funds were received after the budget approval but prior to the agenda item. Analysis:The budget should be adjusted for both revenue and expenditures to accurately reflect the accounting for this project. Financial Impact:Increase the budget by $22,000. Funds have been received to cover these costs. Alternatives:None practical Recommendation:Approve the request to adjust both the revenue and expenditure budgets for the Twenty-First Century calling system. Funds are Available in the Following Accounts: 220039210/3341115 REVIEWED AND APPROVED BY: Cover Memo Item # 11 Finance. Administrator. Clerk of Commission Cover Memo Item # 11 Commission Meeting Agenda 10/16/2007 2:00 PM EMA/E911 Emergency Notification Software Department: Emergency Management Caption: Approve contract with Twenty-First Century Communications to provide emergency notification software and services to Augusta. Background: Emergency Notification (also known generically as reverse 911) is the process of using phone technology to perform mass-calling of citizens in case of an emergency in order to disseminate important information. Augusta is seeking a technologically-advanced, flexible, and effective method of providing this service while also providing accountability for its use. Current notification systems use various techniques such as email, text messages, paging, phones, etc. in order to communicate emergency messages to the maximum number of citizens. Augusta’s current service does not offer this level of flexibility. Information Technology, EMA, and E911 worked with Procurement to develop RFP 06-152, which was released in the fall of 2006. Additionally, these departments worked together to evaluate the vendors who responded and were selected for presentations. Twenty-First Century Communications (TFCC) was chosen as the vendor for this project. Analysis: TFCC offers a solution for this project thta has two factors:1) They offer-site location from Augusta with redundant backup sites, meaning that if there is amajor incident that disrupted Augusta's computer center or the E911/EMA building , Augusta personnel con still notify the public of what their actions should be; and 2) The solution uses the vendor's phone and computer network infrastructure, so Augusta has no phone lines or computer hardware to buy, install, and maintain locally. Augusta personnel only need access to a phone or internet connection in order to create and distribute messages to citizens Additionally, the system is not strickly limited to EMA/E911. Other departments such as the Page 1 of 2polkyellowsheet 2/28/2008http://www.augustaga.gov/publicAgenda/Bluesheet.aspx?ItemID=6663&MeetingID=326 Attachment number 1 Page 1 of 2 Item # 11 Augusta Utilities Department, Engineering and the Sheriff's Office could also participate and inform the public about construction-related water service disruption, road closures, or criminal activity. The TFCC solution also permits the use of Geographic Information systems (GIS) mapping to select a specific geographic area within Augusta and contact citizens located in that area only. A datebase of phone numbers will be obtained from BellSouth so that our beginning datebase contains as many phone numbers as possible in order to ensure communications with most citizens in case of an emegency. If we use the BellSouth date, the system cannot be used for any purpose beyond providing a service to the public, and at no time should it ever be used for commerical or political purposes. Financial Impact: The overall cost of this project is approximately $52,000. This will fund the cost of software purchase and setup as well as the acquisition of phone number datebase from BellSouth and other sources as needed. Operating costs per year for this solution are approxmately $15,000 -$20,00 per yera based on the system percall usage and datebase refreshes that we choose to do. Alternatives: There is not an alternative at this time that gives Augusta the same flexibility and technical offing that TFCC provides. Recommendation: Approve contract with Twenty-First Century Communications to provide emergency notification software and service to Augusta. Funds are Available in the Following Accounts: Funding Account #2200.39210 REVIEWED AND APPROVED BY: Procurement. Information Technology. Finance. Administrator. Clerk of Commission Page 2 of 2polkyellowsheet 2/28/2008http://www.augustaga.gov/publicAgenda/Bluesheet.aspx?ItemID=6663&MeetingID=326 Attachment number 1 Page 2 of 2 Item # 11 Attachment number 2 Page 1 of 1 Item # 11 Finance Committee Meeting 5/12/2008 1:00 PM Internal Audit Department:Clerk of Commission Caption:Discuss the feasibility of bringing the internal audit functions in-house and discuss/approve a request for proposals for internal audit services for 2009. (Requested by Commissioner Brigham) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 12 Finance Committee Meeting 5/12/2008 1:00 PM James M. Schear Department:Clerk of Commission Caption:Consider a request from Mr. James M. Schear regarding a refund of taxes for property located at 3314 Thread Needle Road. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 13 Attachment number 1 Page 1 of 1 Item # 13 Attachment number 2 Page 1 of 2 Item # 13 Attachment number 2 Page 2 of 2 Item # 13 Finance Committee Meeting 5/12/2008 1:00 PM May 2008 Refunds Department:Tax Assessor - Calvin Hicks, Chief Appraiser Caption:Approve refund recommendation from the Board of Assessors for one account. Background:See attachment. Analysis:See attachment Financial Impact:See attachment Alternatives:None Recommendation:See attachment Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 14 May 2008 REFUNDS Attachment page 1 of 1 Georgia Lock & Safe Service Inc. Account No. 168874 This refund is based on a three year audit of a business personal property account. Grant refund for 2005 and 2006 in the total amount of $106.06 (State $.75, County $24.41, School $56.27, Urban $24.63). Attachment number 1 Page 1 of 1 Item # 14 Finance Committee Meeting 5/12/2008 1:00 PM Public Safety Camera Systems Department:Finance Department-Risk Management Caption:Motion to approve the purchase of 69 digital camera systems for the Sheriff’s Office Road Patrol Vehicles. Background:Several years ago Risk Management sponsored a program of funding and providing camera systems for the Richmond County Sheriff’s Office – Road Patrol as a protection against litigation. Over the years these systems have proven invaluable in a number of ways. From the onset the intent was to have systems installed in all “Beat cars”, traffic cars, DUI cars, housing cars and special operations cars. Risk Management had originally intended to fund these systems for the vehicles over 4 years. A number of factors prevented this from occurring in the expected time frame. Funds are now available to complete the Risk Management program and turn the sustainment program over to the Sheriff’s Office for subsequent years. 69 units are required to complete the program. 152 units are currently installed. The Sheriff’s Office is requesting the unit from Digital Ally, which is a mirror mounted display and less intrusive on the front windshield, offering better driving visibility for the officer. The Digital Ally system is being purchased to replace the Kustom Signal units through attrition. The Digital Ally system is $1,645 less than the Kustom Signal system. Analysis:The Kustom Signal units were purchased over the last 4 years as the unit proved to be the most reliable and provided for standardization of systems for maintenance and operations. Three of the Digital Ally systems were purchased for use and evaluation because the cost of the Kustom Signal units. The Digital Ally system proved reliable and easy to use. The cost is $1,645 less per unit. Units will be install by West Chatham Warning Devises located in Evans, Georgia at $200.00 each unit. Cover Memo Item # 15 Financial Impact:Funding for the Digital Ally is from Risk Management Capital Funds at a cost of $4,120 per unit or $284,280 for the 69 units. There is a $200.00 installation charge for each unit for a total of $13,800. The total program cost is $298,080. Alternatives:(1) approve the request, (2) disapprove the request. Recommendation:Approve the purchase of 69 Digital Ally systems for a total of $284,080 and installation for $13,800 Funds are Available in the Following Accounts: 272-01-5210/5425310 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 15 Finance Committee Meeting 5/12/2008 1:00 PM Public Services - Vehicles 2008 Department:Finance Department, Fleet Management Division Caption:Approve the purchase of 2 - Cargo Vans and 1- Impala for Public Services Department. Background:Capital Outlay for 2008 will support the purchase of 3 vehicles of the Public Services Department. Mr. Rick Acree, Assistant Director of Public Services – Facilities Maintenance Division is recommending the replacement of two trucks of the Carpenter Shop with two cargo type vans for better fuel economy and better task efficiency. The trucks that are to be replaced are 920344 (1992 F-150 – turned in February as uneconomically repairable) and 960514 (F-250 – plumber’s truck). Both vehicles have been evaluated in accordance with the Replacement policy and both exceed the replacement criteria. In addition to the two cargo vans, one administrative vehicle, assigned to the Assistant Director of Public Services – Maintenance Division is recommended for replacement. The Assistant Director is required to respond to specific citizen complaints as well as inspect various projects, and attend meetings at various locations. The vehicle is a 1999 Crown Victoria with over 154,693 miles on it and it exceeds the requirements for replacement as well. Evaluations 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 as indicated: (1) Cargo Van E-150, Bid Item: 07-181- Legacy Ford (only bidder) $13,960, (2) Impala, Bid Item 07-151- Herndon Cherolet - $18, 137 (low bidder), Gerry Worner Chevrolet - $19,178, and Stokes Hodges GMC - $22,723. Financial Impact: These vehicles were recommended as part of the 2008 Cover Memo Item # 16 General Fund Fleet Capital Replacement Recommendation. The total purchase of the three vehicles is $46,057. The cost will be spread over 3 years using the GMA lease program ($15,352.22 each year). Alternatives:(1)Approve the request (2) Disapprove the request (3) Approve the request in part. Recommendation:Approve the request to purchase two cargo vans and one impala at a total cost of $46,057 using the GMA lease program. Funds are Available in the Following Accounts: 631-00-0000 /Captial Outlay & GMA Lease REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 16 Attachment number 1Page 1 of 3 Item # 16 Attachment number 1 Page 2 of 3 Item # 16 Attachment number 1 Page 3 of 3 Item # 16 2008 FULLSIZE VANS BID 07-181 Legacy Ford Year 2008 Brand Ford Delivery Date 120 Days 5.01 12 Passenger Model E350 Regular Price $18,987.00 5.02 15 Passenger Model E350 Extended Price $19,867.00 5.03 8,000 GVW Cargo Model E150 Price $13,890.00 5.04 8500 GVW Cargo Model E250 Price $14,403.00 5.05 9500 GVW Cargo Model E350 Price $16,750.00 5.06 Rear Air Conditioning 825.00 5.07 Power Driver Seat 505.00 5.08 Speed Control 240.00 5.09 Tilt Steering 0.00 5.10 Factory Tinted Glass 460.00 5.11 Trailer Tow Package 420.00 5.12 Rear Step Bumper 180.00 5.13 Diesel Engine, 6.0 Liter 6,510.00 5.14 Rear Factory Insulation Kit 275.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 35.00 6.02 Three Plug Outlet Receptacle 32.00 6.03 Class IV Trailer Hitch 420.00 6.04 Trailer Wiring 80.00 6.05 Trailer Ball 80.00 6.06 Running Board 420.00 6.07 Cabinet Kit 1,220.00 6.08 Ladder Rack 360.00 6.09 Window Screens 375.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 35.00 7.02 Magnetic Strobe Light 315.00 7.03 Dual Strobe Light 300.00 FOR ALL DEPARTMENTS-FULL SIZE VANS-BID OPENING OCTOBER 31 @ 11:00 Attachment number 2 Page 1 of 2 Item # 16 2008 FULLSIZE VANS BID 07-181 Legacy Required Ford Items Year 2008 Brand Ford Delivery Date 120 Days 5.01 12 Passenger Model E350 Regular Price $18,987.00 5.02 15 Passenger Model E350 Extended Price $19,867.00 5.03 8,000 GVW Cargo Model E150 Price $13,890.00 $13,890.00 5.04 8500 GVW Cargo Model E250 Price $14,403.00 5.05 9500 GVW Cargo Model E350 Price $16,750.00 5.06 Rear Air Conditioning 825.00 5.07 Power Driver Seat 505.00 5.08 Speed Control 240.00 5.09 Tilt Steering 0.00 5.10 Factory Tinted Glass 460.00 5.11 Trailer Tow Package 420.00 5.12 Rear Step Bumper 180.00 5.13 Diesel Engine, 6.0 Liter 6,510.00 5.14 Rear Factory Insulation Kit 275.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 35.00 6.01 35.00 6.02 Three Plug Outlet Receptacle 32.00 6.03 Class IV Trailer Hitch 420.00 6.04 Trailer Wiring 80.00 6.05 Trailer Ball 80.00 6.06 Running Board 420.00 6.07 Cabinet Kit 1,220.00 6.08 Ladder Rack 360.00 6.09 Window Screens 375.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 35.00 7.01 35.00 7.02 Magnetic Strobe Light 315.00 7.03 Dual Strobe Light 300.00 7.03 300.00 TOTAL $13,960.00 FOR ALL DEPARTMENTS-FULL SIZE VANS-BID OPENING OCTOBER 31 @ 11:00 Attachment number 2 Page 2 of 2 Item # 16 2008 CHEVROLET 9C3 IMPALA POLICE AUTOMOBILE Bid 07-151 Stokes Hodges Herndon Gerry Worner GMC Chevrolet Chevrolet Delivery 120 Days 120 Days 120 Days 5.01 Bid Price $22,723.00 $18,137.00 $19,178.00 6.00 Optional Items 6.01 Power Driver's Seat 0.00 0.00 0.00 6.02 Rubber Flooring 74.70 81.00 72.00 6.03 Floor Mats 58.65 87.00 110.00 2008 IMPALA 9C3 AUTOMOBILe -BID OPENING AUGUST 24, 2007 @ 11:00 Attachment number 3 Page 1 of 3 Item # 16 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 - 1 5 1 H e r n d o n R e q u i r e d Ch e v r o l e t I t e m s De l i v e r y 12 0 D a y s 5. 0 1 B i d P r i c e $1 8 , 1 3 7 . 0 0 5 . 0 1 $ 1 8 , 1 3 7 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 6 . 0 1 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 81 . 0 0 6 . 0 2 8 1 . 0 0 6. 0 3 F l o o r M a t s 87 . 0 0 6 . 0 3 8 7 . 0 0 SH E R I F F ' S O F F I C E - C I D - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I NG A U G U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Attachment number 3 Page 2 of 3 Item # 16 20 0 8 C H E V R O L E T 9 C 3 I M P A L A P O L I C E V E H I C L E SH E R I F F ' S O F F I C E - 2 0 0 8 I M P A L A 9 C 3 P O L I C E A U T O M O B I L - B I D O P E N I N G A UG U S T 2 4 , 2 0 0 7 @ 1 1 : 0 0 Bi d 0 7 - 1 5 1 S t o k e s H o d g e s H e r n d o n G e r r y W o r n e r GM C Ch e v r o l e t Ch e v r o l e t De l i v e r y 12 0 D a y s 1 2 0 D a y s 1 2 0 D a y s 5. 0 1 B i d P r i c e $2 2 , 7 2 3 . 0 0 $ 1 8 , 1 3 7 . 0 0 $ 1 9 , 1 7 8 . 0 0 6. 0 0 O p t i o n a l I t e m s 6. 0 1 P o w e r D r i v e r ' s S e a t 0. 0 0 0 . 0 0 0 . 0 0 6. 0 2 R u b b e r F l o o r i n g 74 . 7 0 8 1 . 0 0 7 2 . 0 0 6. 0 3 F l o o r M a t s 58 . 6 5 8 7 . 0 0 1 1 0 . 0 0 7. 0 0 O p t i o n a l E m e r g e n c y E q u i p m e n t 7. 0 1 D u a l F r o n t M i r r o r L E D 29 5 . 0 0 N o B i d 3 1 8 . 5 0 7. 0 2 D u a l R e a r C e i l i n g L E D 29 5 . 0 0 N o B i d 3 5 5 . 0 0 7. 0 3 F r o n t C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 4 R e a r C o r n e r S t r o b e s 20 0 . 0 0 N o B i d 1 0 4 . 5 0 7. 0 5 9 0 W a t t P o w e r S u p p l y In c w i t h 7 . 0 4 N o B i d 1 9 9 . 5 0 7. 0 6 T h r e e P l u g O u t l e t 20 . 0 0 N o B i d 2 4 . 9 5 7. 0 7 S i r e n c o n t r o l l e r 21 5 . 0 0 N o B i d 1 7 3 . 5 0 7. 0 8 S i r e n S p e a k e r 21 5 . 0 0 N o B i d 1 8 7 . 5 0 7. 0 9 S i r e n S p e a k e r M o u n t K i t 20 . 0 0 N o B i d 2 8 . 9 5 7. 1 0 2 R o c k e r S w i t c h e s 0. 0 0 N o B i d 2 7 . 5 0 7. 1 1 F l a t L i g h t e r B l u e L i g h t 13 5 . 0 0 N o B i d 1 7 0 . 5 0 7. 1 2 W i n d o w T i n t 12 5 . 0 0 N o B i d 1 9 5 . 0 0 7. 1 3 F i r e E x t i n g u i s h e r 38 . 0 0 N o B i d 3 6 . 9 5 To t a l R e q u i r e m e n t C o s t $2 2 , 8 5 6 . 3 5 $1 8 , 3 0 5 . 0 0 $1 9 , 3 6 0 . 0 0 36 4 1 Attachment number 3 Page 3 of 3 Item # 16 Finance Committee Meeting 5/12/2008 1:00 PM RFP for Uniformity of Taxes Levied on Urban and Suburban Tax Districts Department:Clerk of Commission Caption:Discuss RFP for uniformity of taxes levied on urban and suburban tax districts. (Requested by Commissioner Bowles) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 17 Finance Committee Meeting 5/12/2008 1:00 PM Serious Violent Offender Reentry Grant Renewal Department: Caption:Authorize the extension of the Serious Offender Reentry Initiative (SVORI) Grant between the City of Augusta and the Criminal Justice Coordinating Council and the corresponding budget adjustments to revenue and expenses. Background:This grant is designed to provide funding to state and local governments to develop and implement institutional and community corrections based offender reentry programs through partnerships with variouse governmental,socal and faith based organizations. Analysis:ARC was initially given $90,692. This increase funding will supply an additional $100,000 for a total of $190,692 with no required matching funds. Financial Impact:Supplies an additional funding of $100,000 with no required match. Alternatives:None Recommended Recommendation:Recommend acceptance of the increased amount and authorize the Mayor to execute the agreement for the year ending June 30th,2008. Funds are Available in the Following Accounts: 2008 funding from Office of the Governor, Department of Criminal Justice Coordinating Council. REVIEWED AND APPROVED BY: Cover Memo Item # 18 Finance. Administrator. Clerk of Commission Cover Memo Item # 18 Finance Committee Meeting 5/12/2008 1:00 PM Sun Ye White Department:Clerk of Commission Caption:Presentation by Mr. Sun Ye White regarding taxes due on property at 839 East Boundary Street. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 19 Attachment number 1 Page 1 of 10 Item # 19 Attachment number 1 Page 2 of 10 Item # 19 Attachment number 1 Page 3 of 10 Item # 19 Attachment number 1 Page 4 of 10 Item # 19 Attachment number 1 Page 5 of 10 Item # 19 Attachment number 1 Page 6 of 10 Item # 19 Attachment number 1 Page 7 of 10 Item # 19 Attachment number 1 Page 8 of 10 Item # 19 Attachment number 1 Page 9 of 10 Item # 19 Attachment number 1 Page 10 of 10 Item # 19 Finance Committee Meeting 5/12/2008 1:00 PM Utilities-Camera Truck Department:Finance Department-Fleet Management Division Caption:Approve the purchase of one mobile sewer camera system to facilitate the Fort Gordon support contract by the Augusta Utilities Department. Background:The Utilities Department has entered into a service contract with Fort Gordon to provide service in accordance with the contract specifications. In order to perform those requirements, the Utilities Department is requesting the resources necessary to meet their obligations under the contract. The utilities department is requesting one mobile sewer camera system to be assigned in support of the maintenance requirements anticipated with the support contract. This request has been coordinated with the Utilities Department, Information Technology Department, Procurement Department and the Finance Department. Analysis:Fleet Management and Utilities Department is requesting the camera system be purchased through the county’s “sole source vender” clause (see attached justification) due to the need for this new unit to link up to the same type existing units employed by the Utilities Department. The department currently has two other Granite XP systems so this would allow the software to be interchangeable and support the ability to transfer critical information to the other existing systems. Financial Impact:The mobile camera system will cost a total of $104,900 (see attached quote with specifications)The Utilities Department has identified funds within their Capital account for the purchase. Alternatives:1.Approve the award to sole source vendor, Cues, Inc., of Orlando, Florida. 2. Do not approve the request. Cover Memo Item # 20 Recommendation:Approve the purchase of mobile sewer camera system for the Utilities Department – Construction and Maintenance Division at a total cost of $104,900.00 to support the Fort Gordon contract. Funds are Available in the Following Accounts: 506-04-3430-54-22220 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 20 Attachment number 1 Page 1 of 2 Item # 20 Attachment number 1Page 2 of 2 Item # 20 Attachment number 2 Page 1 of 5 Item # 20 Attachment number 2 Page 2 of 5 Item # 20 Attachment number 2 Page 3 of 5 Item # 20 Attachment number 2 Page 4 of 5 Item # 20 Page 5 of 5 Item # 20 Finance Committee Meeting 5/12/2008 1:00 PM Utilities-Water Quality-SUV Department:Finance Department-Fleet Management Division Caption:Approve the purchase of 1 - Explorer for Utilities – Water Production – Water Quality Branch. Background:The Water Quality Branch of the Water Production Division of the Utilities Department (“The Laboratory”) performs chemical analysis for process control to assist operators in maintaining optimum performance levels at the water treatment plants. It also performs chemical analysis for compliance monitoring of the water plants. In addition, it answers all Customer complaints involving taste, odor or appearance. The Explorer would be a mobile testing facility for conducting field tests respective of customer complaints. Mobile testing equipment is available but can not be exposed to the outside environment. Field testing of samples at the site will significantly reduce unproductive time by having to transport each sample back to a fixed lab location. 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: 07-175 , ( 1) Legacy Ford = $20,922.00 and (2) Bobby Jones Ford = $21,757.00. Financial Impact:This vehicle was included in the Utilities Department 2008 Capital request. The vehicle will be purchased from the Utilities Department Capital account for $20,922. Alternatives:(1) Approve the request, (2)Disapprove the request. Cover Memo Item # 21 Recommendation:Approve the request to purchase 1-Ford Explorer, from Legacy Ford for $20,922, lowest bid offered on bid 07-175. Funds are Available in the Following Accounts: 506043570-5422210 REVIEWED AND APPROVED BY: Finance. Administrator. 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