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Home My WebLink About2009-03-09-Meeting Agenda Finance Committee Meeting Committee Room- 3/9/2009- 1:15 PM FINANCE 1. Motion to approve abatement of 2008 County Ad Valorem Taxes on properties acquired by Augusta-Richmond County. Attachments 2. Approve the replacement of 4 pursuit type vehicles (Impalas) for the Marshal's Office and one vehicle (Impala) for the District Attorney's Office for 2009 from Capital Outlay funds. Attachments 3. Approve the replacement of three light pickup trucks for the Solid Waste Department. Attachments 4. Approve the replacement of 4 full size pickup trucks and 1 new sports utility vehicle for the Utilities Department-Administration & Engineering Division. Attachments 5. Approve the replacement of 4 compact pickup trucks and 2 utility body trucks for the Utilities Department-Customer Service Division Attachments 6. Approve the replacement of 6 compact pickup trucks of the Utilities Department, Water Production and Construction and Maintenance Divisions. Attachments 7. Report from the Administrator/Attorney regarding appropriate uses for hotel/motel tax revenues for contractual obligations. (Referred from February 23 Finance meeting) Attachments 8. Approve Memorandum of Understanding with Clean Augusta Downtown Initiative, Inc. (Referred from February 23 Finance meeting) Attachments 9. Motion to approve request for extension of TMA Contract. Attachments 10. Consider a request from Dr. Michael Shekastehband regarding the taxes due and the valuation of the property located on Hampton Drive. Attachments 11. Consider a request from Ms. Janet Trail for a partial refund of taxes for the years of 2006 through 2008 on property located at 1502 Gordon Highway. Attachments 12. Approve Excess Worker’s Compensation Insurance with Safety National Attachments www.augustaga.gov Casualty Insurance with Statutory Limits and a $600,000 SIR (self insured retention; otherwise, known as the deductible) for a deposit premium of $164,848. Finance Committee Meeting 3/9/2009 1:15 PM 2008 City property tax abatement Department:Attorney Caption:Motion to approve abatement of 2008 County Ad Valorem Taxes on properties acquired by Augusta-Richmond County. Background:In connection with property acquisitions in 2008, the County purchased all or a portion of the following tract items of land and a request is being made that the County Ad Valorem Taxes be abated during the time the property was owned by Augusta: Alexander Drive Project, GDOT Project No. STP- 0001-00(794), ARC Project No. Project 323-04-296823215 008-3-059-00-0 (1009 Alexander Drive) Bobby Scarboro 013-1-003-00-0 (1044 Alexander Drive) Joe W. Hamilton 013-1-008-00-0 (1054 Alexander Drive) Wayne Schultz 013-3-001-00-0 (1060 Alexander Drive) Doris Gaines Hughes 013- 3-002-00-0 (1062 Alexander Drive) Events Worldwide 013-3-005-00-0 (1076 Alexander Drive) Mildred Timmerman 013-3-007-00-0 (1084 Alexander Drive) C. W. Edwards, Jr. 013-3-008-00-0 (1086 Alexander Drive) C. W. Edwards, Jr. 013-3-009-00-0 (1088 Alexander Drive) Charles Robertson & Jesse E. Johnson, III. 013-3-011-02-0 (1098 Alexander Drive) Raymond Rufo Living Trust 013-1-245-00-0 (2801 Brickrun Way) The J. W. Greenway Co. 013-1-248-00-0 (2807 Brickrun Way) Gregory and Susan Rudy 013-1-253-00-0 (2817 Brickrun Way) Zachary N. Mead 013-1-254- 00-0 (2819 Brickrun Way) Norman C. Skalicky 013-1-256-00-0 (2823 Brickrun Way) Shelley A. Davis 013-1-249-00-0 (2809 Brickrun Way) Elizabeth Carol Maile-Hill 013-1-250-00-0 (2811 Brickrun Way) Patel Nilankumar 013-1-106-00-0 (2501 Carriage Creek) Curtis E. Peters Judicial Center Project 046-2-148-00-0 913 (913 Talcott Street) Sarah Bell Coleman S.R. 4/15th. St. at CR2207 (Central Avenue Project) 045-4-153- 01-0 (1335 Fifteenth St.) Analysis:See Background. Financial Impact:N/A. Alternatives:None practical. Recommendation:Approve the motion Funds are Available in the Following Accounts: N/A Cover Memo Item # 1 REVIEWED AND APPROVED BY: Law. Administrator. Clerk of Commission Cover Memo Item # 1 Finance Committee Meeting 3/9/2009 1:15 PM 2009 DA/Marshal Replacement Vehicles Department:Finance Department, Fleet Management Division Caption:Approve the replacement of 4 pursuit type vehicles (Impalas) for the Marshal's Office and one vehicle (Impala) for the District Attorney's Office for 2009 from Capital Outlay funds. Background:Consistent with the provisions of the Fleet Replacement Policy approved in April 2004, 12 vehicles of the Marshal’s Office and 2 vehicles from the District Attorney’s Office were evaluated for replacement. Of the 12 vehicles of the Marshal’s Office that were evaluated 6 vehicles met the replacement criteria. Of the two vehicles of the District Attorney’s Office, one met the replacement criteria. The Administrator has established a replacement limit based on the availability of the Capital Outlay. Four vehicles are recommended for replacement for the Marshal’s Office and one vehicle for the District Attorney’s Office, the evaluation sheets are attached for Commission 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. Only one bid was received by the Procurement Department as follows for Bid Item 06-196A (bid was published twice): Gordon Chevrolet, Marshal’s package = $22,910, District Attorney package = $20,259.00 each. Financial Impact:The cost of the Marshal’s vehicles will total $91,640.00 and will be purchased using the GMA lease program. An annual obligation of $30,547 will be incurred over a three year period. The District Attorney’s vehicle will be purchased using 2009 Capital outlay for $20,259.00. Alternatives:1. Approve the recommendation as stated. 2. Approve the recommendation in part 3. Disapprove the recommendation.. Recommendation:Approve the purchase of 4 vehicles for the Marshal’s Office using the GMA Lease program and the purchase of 1 vehicle for the District Attorney’s Office. Funds are Available in the Following Accounts: 631-00-0000-11-19114 (GMA Lease Program-Marshal), 272-00- 6440/54.22110 Capital Outlay for DA purchase. Cover Memo Item # 2 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 2 Attachment number 1 Page 1 of 5 Item # 2 Attachment number 1 Page 2 of 5 Item # 2 Attachment number 1 Page 3 of 5 Item # 2 Attachment number 1 Page 4 of 5 Item # 2 Attachment number 1 Page 5 of 5 Item # 2 Bid 08-196A Gordon Marshal Chevrolet Delivery 60 Days 5.01 Bid Price $18,938.00 5.01 $18,938.00 6.00 Optional Items 6.01 Power Driver's Seat 0.00 6.01 0.00 6.02 Rubber Flooring 72.00 6.03 Floor Mats 50.00 7.00 Emergency Equipment 7.01 Dual Front Mirror LED 290.00 7.02 Dual Rear Ceiling LED 305.00 7.03 Top Light Bar 1,775.00 7.03 1,775.00 7.04 Able 2 05.6000 Switch Box 105.00 7.04 105.00 7.05 Whe - 295SL 100 Siren 250.00 7.05 250.00 7.06 Whe- SA315P Speaker 195.00 7.06 195.00 7.07 Whe-SABK21 Speaker Bracket 20.00 7.07 20.00 7.08 Head/Tail light Flasher Kit 110.00 7.08 110.00 7.09 Jotto Desk 345.00 7.09 345.00 7.10 Setina #10S Partition 570.00 7.10 570.00 7.11 Motorla Battery Charger 350.00 7.11 350.00 7.12 Three Plug Outlet 47.00 7.12 47.00 7.13 Alpha12R Siren Controller 220.00 7.14 Whe-SA315P in-Grille Speaker 220.00 7.15 Whe-SAK21 Speaker Mt Kit 20.00 7.16 Talon Rocker Switches (2)14.00 7.17 Whe - Flat Lighter LED Light 140.00 7.18 #35 Window Film 160.00 7.18 160.00 7.19 Fire Extinguisher 45.00 7.19 45.00 Total $22,910.00 4 $91,640 $30,547 Number of Units Total Cost GMA Annual Lease Obligation ALL DEPARTMENTS-2009 IMPALA 9C3 POLICE AUTOMOBILE BID OPENING DECEMBER 12, 2008 @ 11:00 Attachment number 2 Page 1 of 1 Item # 2 Bid 08-196A Gordon District Chevrolet Attorney Delivery 60 Days 5.01 Bid Price $18,938.00 5.01 $18,938.00 6.00 Optional Items 6.01 Power Driver's Seat 0.00 6.01 0.00 6.02 Rubber Flooring 72.00 6.03 Floor Mats 50.00 7.00 Emergency Equipment 7.01 Dual Front Mirror LED 290.00 7.01 290.00 7.02 Dual Rear Ceiling LED 305.00 7.02 305.00 7.03 Top Light Bar 1,775.00 7.04 Able 2 05.6000 Switch Box 105.00 7.05 Whe - 295SL 100 Siren 250.00 7.06 Whe- SA315P Speaker 195.00 7.07 Whe-SABK21 Speaker Bracket 20.00 7.08 Head/Tail light Flasher Kit 110.00 7.09 Jotto Desk 345.00 7.10 Setina #10S Partition 570.00 7.11 Motorla Battery Charger 350.00 7.12 Three Plug Outlet 47.00 7.12 47.00 7.13 Alpha12R Siren Controller 220.00 7.13 220.00 7.14 Whe-SA315P in-Grille Speaker 220.00 7.14 220.00 7.15 Whe-SAK21 Speaker Mt Kit 20.00 7.15 20.00 7.16 Talon Rocker Switches (2)14.00 7.16 14.00 7.17 Whe - Flat Lighter LED Light 140.00 7.18 #35 Window Film 160.00 7.18 160.00 7.19 Fire Extinguisher 45.00 7.19 45.00 Total $20,259.00 1 $20,259.00 $0GMA Annual Obligation ALL DEPARTMENTS-2009 IMPALA 9C3 POLICE AUTOMOBILE BID OPENING DECEMBER 12, 2008 @ 11:00 Number of Units Total Cost Attachment number 3 Page 1 of 1 Item # 2 Invitation to Re-Bid Sealed re-bids will be received at this office until Tuesday, December 16, 2008 at 11:00 A.M. Re-Bid Item #08-196A 2009 – Police Impala for Fleet Department RE-Bids’ will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 RE-BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-2811 or by mail. No re-bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference on an eligible local project, this certificate and a copy of your local business license must be submitted with your bonafide bid package. No RE-BID may be withdrawn for a period of 90 days after time has been called on the date of opening. Bidders will please note that the number of copies requested; all supporting documents including financial statements and references and such other attachments that may be required by the bid invitation are material conditions of the re-bid. Any package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the Augusta commission. Please mark RE-BID number on the outside of the envelope. Bidders are cautioned that sequestration of RE-BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RE-BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: cc: Tameka Allen Interim Deputy Administrator Ron Crowden Fleet Management Attachment number 4 Page 1 of 1 Item # 2 Vendors Gordon Chevrolet 2031 Gordon Highway Augusta, GA 30909 Legacy Ford, Inc. 413 Industrial Boulevard McDonough, GA 30253 Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 5.00 Vehicle/Options Required 5.01 $18,938.00 6.00 Outfiter's Specialty Items 6.01 $0.00 6.02 $72.00 6.03 $50.00 7.00 Alert Warning Systems 7.01 $290.00 7.02 $305.00 7.03 $1,775.00 7.04 $105.00 7.05 $250.00 7.06 $195.00 7.07 $20.00 7.08 $110.00 7.09 $345.00 7.10 $570.00 7.11 $350.00 7.12 $47.00 7.13 $220.00 7.14 $220.00 7.15 $20.00 7.16 $14.00 7.17 $140.00 7.18 $160.00 7.19 $45.00 Approximate Delivery Time 60 days ARO Re-Bid #08-196A 2009 - Police Impala for The City of Augusta - Fleet Department Re-Bid Opening Date: Tuesday, December 16, 2008 at 11:00 a.m. Attachment number 5 Page 1 of 1 Item # 2 Attachment number 6 Page 1 of 1 Item # 2 Gordon Chevrolet 2031 Gordon Highway Augusta, GA 30909 Attn: Jesse Hawes Re-bid Item #08-196A 2009 Police Impala Fleet Department Bid Due: Tues, 12/16/08 @ 11: a.m. Ron Crowden Fleet Department Tameka Allen Interim Deputy Administrator Yvonne Gentry DBE Coordinator Bid Item #08-196 2009 Police Impala Truck For Fleet Department Bid Due: Fri 11/14/08 @ 11:00 a.m. Attachment number 7 Page 1 of 1 Item # 2 Finance Committee Meeting 3/9/2009 1:15 PM 2009 Solid Waste Light Vehicles Department:Finance Department, Fleet Management Division Caption:Approve the replacement of three light pickup trucks for the Solid Waste Department. Background:The Director of the Solid Waste Department is requesting the replacement of three light pickup trucks for code enforcement officers assigned to the Solid Waste Department. Each truck has been evaluated and exceeds the replacement criteria approved by the Augusta Commission in April 2004. All three trucks are 11 years old, have excessive miles and are recommended for replacement. Evaluation sheets are provided as attachments for Commission 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 three venders with only one being compliant (Bid 08-188). A review of bids received shows the following results: Bobby Jones Ford = $ 19,802.00 each; Legacy Ford as noncompliant; and, Gordon Chevrolet as non compliant. Financial Impact:The vehicles will be purchased for a total of $ 59,406.00. Funding for the procurement of this equipment will be provided by the Solid Waste Departments capital outlay. Alternatives:1. Approve the award to the lowest and only compliant bidder, Bobby Jones Ford, Augusta Georgia 2.Do not approve the request. Recommendation:Approve the acquisition of three Ford Rangers from Bobby Jones Ford (lowest Bid offer -08-188) for $ 19,802.00 each for the Solid Waste Department. Funds are Available in the Following Accounts: 542-04-4110/54.22210 REVIEWED AND APPROVED BY: Finance. Cover Memo Item # 3 Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Item # 3 Item # 3 Item # 3 BID 08-188 Bobby Jones Legacy Gordon Required Ford Ford Chevrolet Items Year 2009 NON NON Brand Ford COMPLIANTCOMPLIANT Model Ranger Delivery Date 90 Days 5.02 Model -EC-4x4 (6Cyl)$18,558.00 $0.00 $0.00 5.03 $18,558.00 6 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 40 0 0 6.01 40 6.02 Three Plug Outlet Receptacle 45 0 0 6.02 45 6.03 Bed Liner 275 0 0 6.03 275 6.04 ToolBox 245 0 0 6.05 Class III Trailer Hitch 190 0 0 6.05 190 6.06 Trailer Wiring 30 0 0 6.06 30 6.07 2" Trailer Ball 12 0 0 6.07 12 6.08 Window Tint 90 0 0 6.08 90 6.09 Safety Cone Holder 40 0 0 6.1 Safety Cones 105 0 0 6.1 105 7 ALERT WARNING SYSTEMS 7.01 Backup Alarm 50 0 0 7.01 50 7.03 Cab Mount LED Flashiong Light 407 0 0 7.02 407 TOTAL 19,802.00 FOR ALL DEPARTMENTS-COMPACT PICKUP TRUCK-BID OPENING NOVEMBER 14 @ 11:00 Attachment number 2 Page 1 of 1 Item # 3 Invitation To Bid Sealed bids will be received at this office until 11:00 a.m. Friday, November 14, 2008 Bid Item #08-188 2009 – Compact Pickup Truck for Fleet Department Bid Item #08-189 2009 – 6000 GVW Series Pickup Truck for Fleet Department Bid Item #08-190 2009 – 8500 GVW Series Pickup Truck for Fleet Department Bid Item #08-196 2009 – Police Impala for Fleet Department BID’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference on an eligible local project, the certification statement as a local bidder and all supporting documents must be submitted to the Procurement Department with your bonafide bid package. No BID may be withdrawn for a period of 90 days after time has been called on the date of opening. Bidders will please note that the number of copies requested; all supporting documents including financial statements and references and such other attachments that may be required by the bid invitation are material conditions of the bid. Any package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the Augusta commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that sequestration of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 16, 23, 30, November 6, 2008 Metro Courier October 22, 2008 cc: Tameka Allen Interim Deputy Administrator Ron Crowden Fleet Management Attachment number 3 Page 1 of 1 Item # 3 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Legacy Ford, Inc. 413 Industrial Boulevard McDonough, GA 30253 Gordon Chevrolet 2031 Gordon Highway Augusta, GA 30909 5.00 Vehicle/Options Required 5.01 15,004.00$ 5.02 16,044.00$ 5.03 $ 18,558.00 6.00 Outfiter's Specialty Items 6.01 $ 40.00 6.02 $ 45.00 6.03 $ 275.00 6.04 245.00$ 6.05 $ 190.00 6.06 $ 30.00 6.07 $ 12.00 6.08 $ 90.00 6.09 40.00$ 6.10 105.00$ 7.00 Alert Warning Systems 7.01 50.00$ 7.02 407.00$ Approximate Delivery Time 90 - 120 Days from receipt of P.O. Bid #08-188 2009 - Compact Pickup Truck for The City of Augusta - Fleet Department Bid Opening Date: Friday, November 14, 2008 at 11:00 a.m. Non-Compliant Contractors Affidavit (Notary); Sub- Contractors Affidavit; LSB Forms Non-Compliant Sub-Contractors Affidavit (Incomplete) Attachment number 4 Page 1 of 1 Item # 3 Attachment number 5 Page 1 of 1 Item # 3 Attachment number 6 Page 1 of 3 Item # 3 Attachment number 6 Page 2 of 3 Item # 3 Attachment number 6 Page 3 of 3 Item # 3 Finance Committee Meeting 3/9/2009 1:15 PM 2009 Utilities - Administration Engineering Light Vehicles Department:Finance Department, Fleet Management Caption:Approve the replacement of 4 full size pickup trucks and 1 new sports utility vehicle for the Utilities Department-Administration & Engineering Division. Background:The Utilities Department – Administration is requesting the replacement of four full size pickup trucks for their inspectors, asset numbers 984146, 994482, F00142, and 994481, and one new sports utility vehicle for Engineering transportation. The pickup trucks have been evaluated and exceed the replacement criteria approved by the Augusta Commission in April 2004. The pickups have extreme idle time, excessive miles, and are recommended for replacement. Evaluation sheets are provided as attachments for Commission review. The SUV will be a new purchase and will be used to support the travel of 5 engineers of the Administration/Engineering Division. There is currently only one vehicle for their 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. For the full size pickup trucks, Bid 08-189, the Procurement Department received quotes back from three venders with only one being compliant. Review of bids received show the following results: Bobby Jones Ford = $ 23,195 each; Legacy Ford as noncompliant; and, Gordon Chevrolet as non compliant. For the sports utility vehicle, Bid 08- 199, three bids were received as follows: Bobby Jones = $25,602.00; and Gordon Chevrolet retracted their bid, and Terry Cullen Chevrolet’s bid discarded because bidded vehicle is no longer in production. Financial Impact:The vehicles will be purchased for a total of $ 118,382.00. Funding for the procurement of this equipment will be provided by the Utilities Department capital outlay. Alternatives:1. Approve the award to the lowest and only compliant bidder, Bobby Jones Ford, Augusta Georgia 2. Do not approve the request. Recommendation: Funds are Available in the Following Accounts: 506-04-3110/54.22210 (Utilities-Administration & Engineering-Capital Outlay)Cover Memo Item # 4 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 4 Attachment number 1 Page 1 of 4 Item # 4 Attachment number 1 Page 2 of 4 Item # 4 Attachment number 1 Page 3 of 4 Item # 4 Attachment number 1 Page 4 of 4 Item # 4 2008 6,000 GVW PICKUP TRUCKS BID 08-189 Bobby Jones Legacy Gordon Required Ford Ford Chevrolet Items Year 2009 NON NON Brand Ford COMPLIANT COMPLIANT Model F150 BID BID Delivery Date 120 Days 5.01 Model -6,000-RC-4x2 (4.5)$14,876.00 $0.00 $0.00 5.02 Model -6,000-EC-4x2 (4.5)$18,606.00 $0.00 $0.00 5.03 Model - 6,000-EC-4x4 (4.5)$21,367.00 $0.00 $0.00 5.03 $21,367.00 5.04 Model - 6,000-RC-4x2 (5.0)$16,349.00 $0.00 $0.00 5.05 Model - 6,000-EC-4x2 (5.0)$19,835.00 $0.00 $0.00 5.06 Model - 6,000-EC-4x4 (5.0)$22,475.00 $0.00 $0.00 5.07 Speed Control 187.00 0.00 0.00 5.08 Tilt steering Wheel 0.00 0.00 0.00 5.09 HD Cooling Package 291.00 0.00 0.00 5.10 HD Electrical Package 0.00 0.00 0.00 5.11 HD Suspension Package 2,752.00 0.00 0.00 5.12 Skid Plate Package 4x4 133.00 0.00 0.00 5.12 133.00 5.13 Minimum 8 Foot Bed 271.00 0.00 0.00 5.14 Trailer Tow Package 291.00 0.00 0.00 5.14 291.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 40.00 0.00 0.00 6.01 40.00 6.02 Three Plug Outlet Receptacle 45.00 0.00 0.00 6.03 Bed Liner 275.00 0.00 0.00 6.03 275.00 6.04 ToolBox 232.00 0.00 0.00 6.04 232.00 6.05 Class III Trailer Hitch 175.00 0.00 0.00 6.05 175.00 6.06 Trailer Wiring 25.00 0.00 0.00 6.06 25.00 6.07 2" Trailer Ball 10.00 0.00 0.00 6.08 Window Tint-RC 85.00 0.00 0.00 6.09 Window Tint-EC 95.00 0.00 0.00 6.09 95.00 6.10 Safety Cone Holder 40.00 0.00 0.00 6.11 Safety Cones 105.00 0.00 0.00 6.11 105.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 50.00 0.00 0.00 7.01 50.00 7.02 Magnetic Cab LED Light 320.00 0.00 0.00 7.03 Cab Mount LED flashing Light 407.00 0.00 0.00 7.03 407.00 NON-COMPLIANTNON-COMPLIANT $23,195.00 FOR ALL DEPARTMENTS-6,000 GVW TRUCKS-BID OPENING NOVEMBER 14 @ 11:00 Attachment number 2 Page 1 of 1 Item # 4 Attachment number 3 Page 1 of 1 Item # 4 113" WHEELBASE SPORTS UTILITY VEHICLE BID 08-199 Bobby Jones Gordon Cullen Required Ford Chevrolet Chevrolet Items Year 2009 2009 2009 Brand Ford Chevrolet Chevrolet Mnodel Explorer Trailblazer Trailblazer Delivery Date 120 Days 60 Days 100 Days Discontinued Discontinued 5.01 Model - 4x2 - 4.0L (6 Cyl)Production Production Price $22,371.00 $21,590.00 $22,490.00 5.02 Model --4x4 - 4.0L (6 Cyl) Price $24,863.00 $23,662.00 $24,690.00 5.02 $24,863.00 5.03 Model - 4x4 - 4.5L (8 Cyl) Price $26,504.00 No Bid $32,190.00 5.04 Trailer Towing Package 234.00 0.00 0.00 5.04 234.00 5.05 Rubber flooring Package N/A N/A N/A 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 40.00 45.00 75.00 6.01 40.00 6.02 Three Plug Outlet Receptacle 45.00 47.00 50.00 6.02 45.00 6.03 Portable Spot Light 50.00 60.00 160.00 6.03 50.00 6.04 Class III Trailer Hitch 210.00 25.00 0.00 6.05 Trailer Wiring 75.00 0.00 0.00 7.00 ALERT WARNING SYSTEMS 7.01 Top Light Bar-LL288000 1,720.00 1,800.00 2,100.00 7.02 Six Control Power W/Console 95.00 110.00 180.00 7.03 Corner Lighting 307.00 307.00 340.00 7.04 Siren/Speaker 420.00 490.00 350.00 7.05 Six outlet 90 watt Power Supply 115.00 150.00 210.00 7.06 Dual Dash LED Light 260.00 300.00 340.00 7.07 Dual LED Rear Deck Light 260.00 300.00 340.00 7.08 Pro Copper Console 355.00 No Bid 360.00 7.09 Talon Rocker Switches-2 0.00 14.00 90.00 7.10 Backup Alarm 50.00 75.00 90.00 7.10 50.00 7.11 Magnetic LED Cab Light 320.00 335.00 410.00 7.11 320.00 7.12 LED Cab Mount Flashing Light 407.00 469.00 460.00 Discontinued Discontinued Model Model TOTAL $25,602.00 FOR ALL DEPARTMENTS-113" WHEELBASE SUV - BID OPENING OCTOBER 19 @ 11:00 Attachment number 4 Page 1 of 1 Item # 4 Invitation To Bid Sealed bids will be received at this office until 11:00 a.m. Friday, November 14, 2008 Bid Item #08-188 2009 – Compact Pickup Truck for Fleet Department Bid Item #08-189 2009 – 6000 GVW Series Pickup Truck for Fleet Department Bid Item #08-190 2009 – 8500 GVW Series Pickup Truck for Fleet Department Bid Item #08-196 2009 – Police Impala for Fleet Department BID’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference on an eligible local project, the certification statement as a local bidder and all supporting documents must be submitted to the Procurement Department with your bonafide bid package. No BID may be withdrawn for a period of 90 days after time has been called on the date of opening. Bidders will please note that the number of copies requested; all supporting documents including financial statements and references and such other attachments that may be required by the bid invitation are material conditions of the bid. Any package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the Augusta commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that sequestration of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 16, 23, 30, November 6, 2008 Metro Courier October 22, 2008 cc: Tameka Allen Interim Deputy Administrator Ron Crowden Fleet Management Attachment number 5 Page 1 of 1 Item # 4 Vendors 5.00 Vehicle/Options Required Bid Price Model Bid Price Model Bid Price Model 5.01 $ 14,876.00 Ford F-150 5.02 $ 18,606.00 Ford F-150 5.03 $ 21,367.00 Ford F-150 5.04 $ 16,349.00 Ford F-150 5.05 $ 19,835.00 Ford F-150 5.06 $ 22,475.00 Ford F-150 5.07 $ 187.00 5.08 Standard 5.09 incl in trailer tow ($291.00) 5.10 Standard 5.11 $ 2,752.00 5.12 $ 133.00 5.13 271.00$ 5.14 291.00$ 6.00 Outfitter's Specialty Items 6.01 40.00$ 6.02 45.00$ 6.03 275.00$ 6.04 232.00$ 6.05 175.00$ 6.06 25.00$ 6.07 $ 10.00 6.08 $ 85.00 6.09 $ 95.00 6.10 $ 40.00 6.11 $ 105.00 7.00 Alert Warning Systems 7.01 50.00$ 7.02 320.00$ 7.03 407.00$ Approximate Delivery Time 90 - 120 day from getting P.O. Non-Compliant Contractors Affidavit (Notary); Sub-Contractor Affidavit (Incomplete) LSB Forms Non-Compliant Sub-Contractor Affidavit (Incomplete) LSB (Sub/Supplier) Gordon Chevrolet 2031 Gordon Highway Augusta, GA 30909 Bid #08-189 2009 - 6000 GVW Series Pickup Truck for The City of Augusta - Fleet Department Bid Opening Date: Friday, November 14, 2008 at 11:00 a.m. Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Legacy Ford, Inc. 413 Industrial Boulevard McDonough, GA 30253 Attachment number 6 Page 1 of 1 Item # 4 Attachment number 7 Page 1 of 2 Item # 4 Attachment number 7 Page 2 of 2 Item # 4 Invitation To Bid Sealed bids will be received at this office until 11:00 a.m. Tuesday, November 25, 2008 Bid Item #08-197 2009 – 10,000 GVW Series Pickup Truck for Fleet Department Bid Item #08-198 2009 – 15,000 GVW Series Truck for Fleet Department Bid Item #08-199 2009 – Mid-Size Sports Utility Vehicle for Fleet Department BID’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference on an eligible local project, the certification statement as a local bidder and all supporting documents must be submitted to the Procurement Department with your bonafide bid package. No BID may be withdrawn for a period of 90 days after time has been called on the date of opening. Bidders will please note that the number of copies requested; all supporting documents including financial statements and references and such other attachments that may be required by the bid invitation are material conditions of the bid. Any package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the Augusta commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that sequestration of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 23, 30, November 6, 13, 2008 Metro Courier October 29, 2008 cc: Tameka Allen Interim Deputy Administrator Ron Crowden Fleet Management Attachment number 8 Page 1 of 1 Item # 4 Vendors Terry Cullen Chev 1250 Battlecreek Rd Jonesboro, GA 30236 Legacy Ford, Inc. 413 Industrial Blvd McDonough, GA 30253 Gordon Chevrolet 2031 Gordon Highway Augusta, GA 30909 Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Delivery Date 60 to 100 Days ARO 60 Days ARO 90 - 120 From PO 5.00 Options 5.01 22,490.00$ 21,590.00$ 22,371.00$ 5.02 24,690.00$ 23,662.00$ 24,863.00$ 5.03 32,190.00$ No Bid 26,504.00$ 5.04 Standard 0.00 234.00$ 5.05 Not Avail Trailblazer No charge w/Tahoe N/A N/A 6.00 Outfitter's Specialty Items 6.01 75.00$ 45.00$ 40.00$ 6.02 50.00$ 47.00$ 45.00$ 6.03 160.00$ 60.00$ 50.00$ 6.04 Standard 25.00$ 210.00$ 6.05 Standard 0.00 75.00$ 7.00 Alert Warning Systems 7.01 2,100.00$ 1,800.00$ 1,720.00$ 7.02 180.00$ 110.00$ 95.00$ 7.03 340.00$ 307.00$ 307.00$ 7.04 350.00$ 490.00$ 420.00$ 7.05 210.00$ 150.00$ 115.00$ 7.06 340.00$ 300.00$ 260.00$ 7.07 340.00$ 300.00$ 260.00$ 7.08 360.00$ Will Not Fit $ 355.00 See Exception 7.09 90.00$ 14.00$ 0.00 7.10 90.00$ 75.00$ 50.00$ 7.11 410.00$ 335.00$ 320.00$ 7.12 460.00$ 469.00$ 407.00$ Bid Item #08-199 2009 - Mid-Size Sports Utility Vehicle Fleet Department Bid Opening Date: Tuesday, November 25, 2008 @ 11:00 a.m. Non-Compliant LSB (Good Faith Effort) Attachment number 9 Page 1 of 1 Item # 4 Attachment number 10 Page 1 of 1 Item # 4 Attachment number 11 Page 1 of 2 Item # 4 Attachment number 11 Page 2 of 2 Item # 4 Finance Committee Meeting 3/9/2009 1:15 PM 2009 Utilities -Customer Service Light Trucks Department:Finance Department, Fleet Management Division Caption:Approve the replacement of 4 compact pickup trucks and 2 utility body trucks for the Utilities Department-Customer Service Division Background:The Utilities Department – Customer Service is requesting the replacement of four light pickup trucks, asset numbers 994153, F00099, F00101 and F00110, and two full size utility body trucks, asset numbers F00104 and F00106 for meter reading and repair service employees. Each truck has been evaluated and exceeds the replacement criteria approved by the Augusta Commission in April 2004. The trucks have extreme idle time, excessive miles, and are recommended for replacement. Evaluation sheets are provided as attachments for Commission 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. For the compact pickup truck, Bid 08-188, the Procurement Department received quotes back from three venders with only one being compliant. Review of bids received show the following results: Bobby Jones Ford = $ 16,216.00 each; Legacy Ford as noncompliant; and, Gordon Chevrolet as non compliant. For the full size utility body truck, Bid 08-190, two bids were received as follows: Bobby Jones = $24,694.00; and Legacy Ford as non compliant Financial Impact:The vehicles will be purchased for a total of $ 114,252.00. Funding for the procurement of this equipment will be provided by the Utilities Department capital outlay. Alternatives:1.Approve the award to the lowest and only compliant bidder, Bobby Jones Ford, Augusta Georgia 2. Do not approve the request. Recommendation:Approve the acquisition of three Ford Rangers and two F250 utility body trucks from Bobby Jones Ford (lowest Bid offer -08-188 & 08-190) for $114,252 for the Utilities Department – Customer Service division. Funds are Available in the Following Accounts: 506-04-3210/54.22210 (Utilities-Customer Service Captial) REVIEWED AND APPROVED BY: Cover Memo Item # 5 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 5 Attachment number 1 Page 1 of 6 Item # 5 Attachment number 1 Page 2 of 6 Item # 5 Attachment number 1 Page 3 of 6 Item # 5 Attachment number 1 Page 4 of 6 Item # 5 Attachment number 1 Page 5 of 6 Item # 5 Attachment number 1 Page 6 of 6 Item # 5 20 0 9 C O M P A C T P I C K U P T R U C K S BI D 0 8 - 1 8 8 Bo b b y J o n e s Le g a c y Go r d o n Fo r d Fo r d Ch e v r o l e t Ye a r 20 0 9 Br a n d Fo r d Mo d e l Ra n g e r De l i v e r y D a t e 90 D a y s 5. 0 1 Mo d e l - E C - 4 x 2 ( 4 C y l ) $1 5 , 0 0 4 . 0 0 $ 0 . 0 0 $ 0 . 0 0 5. 0 2 Mo d e l - E C - 4 x 2 ( 6 C y l ) $1 6 , 0 4 4 . 0 0 $ 0 . 0 0 $ 0 . 0 0 5. 0 2 Mo d e l - E C - 4 x 4 ( 6 C y l ) $1 8 , 5 5 8 . 0 0 $ 0 . 0 0 $ 0 . 0 0 6. 0 0 OU T F I T T E R ' S S P E C I A L T Y I T E M S 6. 0 1 Fi r e E x t i n g u i s h e r 40 . 0 0 0 . 0 0 0 . 0 0 6. 0 2 Th r e e P l u g O u t l e t R e c e p t a c l e 45 . 0 0 0 . 0 0 0 . 0 0 6. 0 3 Be d L i n e r 27 5 . 0 0 0 . 0 0 0 . 0 0 6. 0 4 To o l B o x 24 5 . 0 0 0 . 0 0 0 . 0 0 6. 0 5 Cl a s s I I I T r a i l e r H i t c h 19 0 . 0 0 0 . 0 0 0 . 0 0 6. 0 6 Tr a i l e r W i r i n g 30 . 0 0 0 . 0 0 0 . 0 0 6. 0 7 2" T r a i l e r B a l l 12 . 0 0 0 . 0 0 0 . 0 0 6. 0 8 Wi n d o w T i n t 90 . 0 0 0 . 0 0 0 . 0 0 6. 0 9 Sa f e t y C o n e H o l d e r 40 . 0 0 0 . 0 0 0 . 0 0 6. 1 0 Sa f e t y C o n e s 10 5 . 0 0 0 . 0 0 0 . 0 0 7. 0 0 AL E R T W A R N I N G S Y S T E M S 7. 0 1 Ba c k u p A l a r m 50 . 0 0 0 . 0 0 0 . 0 0 7. 0 3 Ca b M o u n t L E D F l a s h i o n g L i g h t 40 7 . 0 0 0 . 0 0 0 . 0 0 NO N - C O M P L I A N T NO N - C O M P L I A N T FO R A L L D E P A R T M E N T S - C O M P A C T P I C K U P T R U C K - B I D O P E N I N G N O V E M B E R 1 4 @ 1 1: 0 0 Attachment number 2 Page 1 of 1 Item # 5 Attachment number 3 Page 1 of 1 Item # 5 8500 GVW TRUCKS BID 08-190 Bobby Jones Legacy Required Ford Ford Items Year 2009 2009 Brand Ford Ford Model F250 F250 Delivery Date 120 Days 5.01 Model -8,500-RC-4x2 $18,087.00 $0.00 5.01 $18,087.00 5.02 Model - 8,500-RC-4x4 $20,775.00 $0.00 5.03 Model - 8,500-EC-4x2 $20,110.00 $0.00 5.04 Model - 8,500 -EC-4x4 $22,798.00 $0.00 5.05 Model - 8,500 -Crew Cab-4x2 $21,293.00 $0.00 5.06 Model - 8,500 -Crew Cab-4x4 $23,982.00 $0.00 5.07 Diesel Engine 6.0 L 5,723.00 0.00 5.08 Limited Slip Rear Axle 249.00 0.00 5.08 249.00 5.09 HD Cooling Package 0.00 0.00 5.09 0.00 5.10 HD Electrical Package 0.00 0.00 5.10 0.00 5.11 Rear Seat Deleted n/a 5.12 Pickup Box Deleted -307.00 0.00 5.12 -307.00 5.13 Trailer Tow Mirrors 0.00 0.00 5.13 0.00 5.14 Roof Clearance Lights 46.00 0.00 5.15 Speed Control/Tilt Steering 320.00 0.00 5.16 Skid Plate Package 4x4 83.00 0.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 40.00 0.00 6.01 40.00 6.02 Three Plug Outlet Receptacle 45.00 0.00 6.03 Bed Liner 275.00 0.00 6.04 Electric Brake Controller 120.00 0.00 6.04 120.00 6.05 8' Service Body 5,000.00 0.00 6.05 5,000.00 6.06 Service Body Bumper-Ball Hitch 326.00 0.00 6.07 Service Body Bumper-Pintle Hook 253.00 0.00 6.07 253.00 6.08 Single Spotlight 245.00 0.00 6.08 245.00 6.09 Dual Spotlights 490.00 0.00 6.10 Tool Box-Alumunium 232.00 0.00 6.11 Class IV Trailer Hitch 300.00 0.00 6.12 Trailer Wiring 30.00 0.00 6.12 30.00 6.13 Trailer Ball 12.00 0.00 6.14 Pintle Hook-Dual Purpose 120.00 0.00 6.14 120.00 6.15 Pipe Vise-Rigid Model 40195 215.00 0.00 6.15 215.00 6.16 Tommy Gate Lift 2,000.00 0.00 6.17 Window Tint-Regular Cab 80.00 0.00 6.17 80.00 6.18 Window Tint-Extended Cab 95.00 0.00 6.19 Window Tint-Crew Cab 125.00 0.00 6.20 Safety Cone Holder 40.00 0.00 6.21 Safety Cones-4 105.00 0.00 6.21 105.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 50.00 0.00 7.01 50.00 7.02 Magnetic LED Cab Light 320.00 0.00 7.03 Cab Mount LED Light 407.00 0.00 7.03 407.00 NON-COMPLIANT $24,694.00 FOR ALL DEPARTMENTS-8500 GVW TRUCKS-BIDS OPENED NOVEMBER 14 @ 11:00 Attachment number 4 Page 1 of 4 Item # 5 8500 GVW TRUCKS BID 08-190 Bobby Jones Ford Year 2009 Brand Ford Model F250 Delivery Date 120 Days 5.01 Model -8,500-RC-4x2 $18,087.00 5.01 $18,087.00 5.02 Model - 8,500-RC-4x4 $20,775.00 5.03 Model - 8,500-EC-4x2 $20,110.00 5.04 Model - 8,500 -EC-4x4 $22,798.00 5.05 Model - 8,500 -Crew Cab-4x2 $21,293.00 5.06 Model - 8,500 -Crew Cab-4x4 $23,982.00 5.07 Diesel Engine 6.0 L 5,723.00 5.08 Limited Slip Rear Axle 249.00 5.08 249.00 5.09 HD Cooling Package 0.00 5.09 0.00 5.10 HD Electrical Package 0.00 5.10 0.00 5.11 Rear Seat Deleted n/a 5.12 Pickup Box Deleted -307.00 5.12 -307.00 5.13 Trailer Tow Mirrors 0.00 5.13 0.00 5.14 Roof Clearance Lights 46.00 5.15 Speed Control/Tilt Steering 320.00 5.16 Skid Plate Package 4x4 83.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 40.00 6.01 40.00 6.02 Three Plug Outlet Receptacle 45.00 6.03 Bed Liner 275.00 6.04 Electric Brake Controller 120.00 6.04 120.00 6.05 8' Service Body 5,000.00 6.05 5,000.00 6.06 Service Body Bumper-Ball Hitch 326.00 6.07 Service Body Bumper-Pintle Hook 253.00 6.07 253.00 6.08 Single Spotlight 245.00 6.08 245.00 6.09 Dual Spotlights 490.00 6.10 Tool Box-Alumunium 232.00 6.11 Class IV Trailer Hitch 300.00 6.12 Trailer Wiring 30.00 6.12 30.00 6.13 Trailer Ball 12.00 6.14 Pintle Hook-Dual Purpose 120.00 6.14 120.00 6.15 Pipe Vise-Rigid Model 40195 215.00 6.15 215.00 6.16 Tommy Gate Lift 2,000.00 6.17 Window Tint-Regular Cab 80.00 6.17 80.00 6.18 Window Tint-Extended Cab 95.00 6.19 Window Tint-Crew Cab 125.00 6.20 Safety Cone Holder 40.00 6.21 Safety Cones-4 105.00 6.21 105.00 6.22 Ladder Rack 395.00 6.22 395.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 50.00 7.01 50.00 7.02 Magnetic LED Cab Light 320.00 7.03 Cab Mount LED Light 407.00 7.03 407.00 Total $25,089.00 FOR ALL DEPARTMENTS-8500 GVW TRUCKS-BIDS OPENED NOVEMBER 14 @ 11:00 Attachment number 4 Page 2 of 4 Item # 5 8500 GVW TRUCKS BID 08-190 Bobby Jones Ford Year 2009 Brand Ford Model F250 Delivery Date 120 Days 5.01 Model -8,500-RC-4x2 $18,087.00 5.02 Model - 8,500-RC-4x4 $20,775.00 5.03 Model - 8,500-EC-4x2 $20,110.00 5.03 $20,110.00 5.04 Model - 8,500 -EC-4x4 $22,798.00 5.05 Model - 8,500 -Crew Cab-4x2 $21,293.00 5.06 Model - 8,500 -Crew Cab-4x4 $23,982.00 5.07 Diesel Engine 6.0 L 5,723.00 5.08 Limited Slip Rear Axle 249.00 5.08 249.00 5.09 HD Cooling Package 0.00 5.10 HD Electrical Package 0.00 5.11 Rear Seat Deleted n/a 5.12 Pickup Box Deleted -307.00 5.13 Trailer Tow Mirrors 0.00 5.14 Roof Clearance Lights 46.00 5.15 Speed Control/Tilt Steering 320.00 5.16 Skid Plate Package 4x4 83.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 40.00 6.01 40.00 6.02 Three Plug Outlet Receptacle 45.00 6.03 Bed Liner 275.00 6.03 275.00 6.04 Electric Brake Controller 120.00 6.04 120.00 6.05 8' Service Body 5,000.00 6.06 Service Body Bumper-Ball Hitch 326.00 6.07 Service Body Bumper-Pintle Hook 253.00 6.08 Single Spotlight 245.00 6.09 Dual Spotlights 490.00 6.10 Tool Box-Alumunium 232.00 6.10 232.00 6.11 Class IV Trailer Hitch 300.00 6.11 300.00 6.12 Trailer Wiring 30.00 6.12 30.00 6.13 Trailer Ball 12.00 6.14 Pintle Hook-Dual Purpose 120.00 6.14 120.00 6.15 Pipe Vise-Rigid Model 40195 215.00 6.16 Tommy Gate Lift 2,000.00 6.17 Window Tint-Regular Cab 80.00 6.18 Window Tint-Extended Cab 95.00 6.18 95.00 6.19 Window Tint-Crew Cab 125.00 6.20 Safety Cone Holder 40.00 6.21 Safety Cones-4 105.00 6.21 105.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 50.00 7.01 50.00 7.02 Magnetic LED Cab Light 320.00 7.03 Cab Mount LED Light 407.00 7.03 407.00 Total $22,133.00 FOR ALL DEPARTMENTS-8500 GVW TRUCKS-BIDS OPENED NOVEMBER 14 @ 11:00 Attachment number 4 Page 3 of 4 Item # 5 8500 GVW TRUCKS BID 08-190 Bobby Jones Ford Year 2009 Brand Ford Model F250 Delivery Date 120 Days 5.01 Model -8,500-RC-4x2 $18,087.00 5.02 Model - 8,500-RC-4x4 $20,775.00 5.02 $20,775.00 5.03 Model - 8,500-EC-4x2 $20,110.00 5.04 Model - 8,500 -EC-4x4 $22,798.00 5.05 Model - 8,500 -Crew Cab-4x2 $21,293.00 5.06 Model - 8,500 -Crew Cab-4x4 $23,982.00 5.07 Diesel Engine 6.0 L 5,723.00 5.08 Limited Slip Rear Axle 249.00 5.08 249.00 5.09 HD Cooling Package 0.00 5.10 HD Electrical Package 0.00 5.11 Rear Seat Deleted n/a 5.12 Pickup Box Deleted -307.00 5.13 Trailer Tow Mirrors 0.00 5.14 Roof Clearance Lights 46.00 5.15 Speed Control/Tilt Steering 320.00 5.16 Skid Plate Package 4x4 83.00 5.16 83.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 40.00 6.01 40.00 6.02 Three Plug Outlet Receptacle 45.00 6.03 Bed Liner 275.00 6.03 275.00 6.04 Electric Brake Controller 120.00 6.04 120.00 6.05 8' Service Body 5,000.00 6.06 Service Body Bumper-Ball Hitch 326.00 6.07 Service Body Bumper-Pintle Hook 253.00 6.08 Single Spotlight 245.00 6.09 Dual Spotlights 490.00 6.10 Tool Box-Alumunium 232.00 6.10 232.00 6.11 Class IV Trailer Hitch 300.00 6.11 300.00 6.12 Trailer Wiring 30.00 6.12 30.00 6.13 Trailer Ball 12.00 6.14 Pintle Hook-Dual Purpose 120.00 6.14 120.00 6.15 Pipe Vise-Rigid Model 40195 215.00 6.16 Tommy Gate Lift 2,000.00 6.17 Window Tint-Regular Cab 80.00 6.17 80.00 6.18 Window Tint-Extended Cab 95.00 6.19 Window Tint-Crew Cab 125.00 6.20 Safety Cone Holder 40.00 6.21 Safety Cones-4 105.00 6.21 105.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 50.00 7.01 50.00 7.02 Magnetic LED Cab Light 320.00 7.03 Cab Mount LED Light 407.00 7.03 407.00 Total $22,866.00 FOR ALL DEPARTMENTS-8500 GVW TRUCKS-BIDS OPENED NOVEMBER 14 @ 11:00 Attachment number 4 Page 4 of 4 Item # 5 Invitation To Bid Sealed bids will be received at this office until 11:00 a.m. Friday, November 14, 2008 Bid Item #08-188 2009 – Compact Pickup Truck for Fleet Department Bid Item #08-189 2009 – 6000 GVW Series Pickup Truck for Fleet Department Bid Item #08-190 2009 – 8500 GVW Series Pickup Truck for Fleet Department Bid Item #08-196 2009 – Police Impala for Fleet Department BID’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference on an eligible local project, the certification statement as a local bidder and all supporting documents must be submitted to the Procurement Department with your bonafide bid package. No BID may be withdrawn for a period of 90 days after time has been called on the date of opening. Bidders will please note that the number of copies requested; all supporting documents including financial statements and references and such other attachments that may be required by the bid invitation are material conditions of the bid. Any package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the Augusta commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that sequestration of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 16, 23, 30, November 6, 2008 Metro Courier October 22, 2008 cc: Tameka Allen Interim Deputy Administrator Ron Crowden Fleet Management Attachment number 5 Page 1 of 1 Item # 5 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Legacy Ford, Inc. 413 Industrial Boulevard McDonough, GA 30253 Gordon Chevrolet 2031 Gordon Highway Augusta, GA 30909 5.00 Vehicle/Options Required 5.01 15,004.00$ 5.02 16,044.00$ 5.03 $ 18,558.00 6.00 Outfiter's Specialty Items 6.01 $ 40.00 6.02 $ 45.00 6.03 $ 275.00 6.04 245.00$ 6.05 $ 190.00 6.06 $ 30.00 6.07 $ 12.00 6.08 $ 90.00 6.09 40.00$ 6.10 105.00$ 7.00 Alert Warning Systems 7.01 50.00$ 7.02 407.00$ Approximate Delivery Time 90 - 120 Days from receipt of P.O. Bid #08-188 2009 - Compact Pickup Truck for The City of Augusta - Fleet Department Bid Opening Date: Friday, November 14, 2008 at 11:00 a.m. Non-Compliant Contractors Affidavit (Notary); Sub- Contractors Affidavit; LSB Forms Non-Compliant Sub-Contractors Affidavit (Incomplete) Attachment number 6 Page 1 of 1 Item # 5 Attachment number 7 Page 1 of 3 Item # 5 Attachment number 7 Page 2 of 3 Item # 5 Attachment number 7 Page 3 of 3 Item # 5 Attachment number 8 Page 1 of 1 Item # 5 Invitation To Bid Sealed bids will be received at this office until 11:00 a.m. Friday, November 14, 2008 Bid Item #08-188 2009 – Compact Pickup Truck for Fleet Department Bid Item #08-189 2009 – 6000 GVW Series Pickup Truck for Fleet Department Bid Item #08-190 2009 – 8500 GVW Series Pickup Truck for Fleet Department Bid Item #08-196 2009 – Police Impala for Fleet Department BID’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference on an eligible local project, the certification statement as a local bidder and all supporting documents must be submitted to the Procurement Department with your bonafide bid package. No BID may be withdrawn for a period of 90 days after time has been called on the date of opening. Bidders will please note that the number of copies requested; all supporting documents including financial statements and references and such other attachments that may be required by the bid invitation are material conditions of the bid. Any package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the Augusta commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that sequestration of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 16, 23, 30, November 6, 2008 Metro Courier October 22, 2008 cc: Tameka Allen Interim Deputy Administrator Ron Crowden Fleet Management Attachment number 9 Page 1 of 1 Item # 5 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Legacy Ford, Inc. 413 Industrial Boulevard McDonough, GA 30253 Gordon Chevrolet 2031 Gordon Highway Augusta, GA 30909 5.00 Vehicle/Options Required 5.01 18,087.00$ 5.02 $ 20,775.00 5.03 $ 20,110.00 5.04 $ 22,798.00 5.05 $ 21,293.00 5.06 $ 23,982.00 5.07 5,723.00$ 5.08 $ 249.00 5.09 Standard 5.10 Standard 5.11 N/A 5.12 (307.00)$ 5.13 Standard 5.14 46.00$ 5.15 320.00$ 5.16 83.00$ 6.00 Outfitter's Speciality Items 6.01 40.00$ 6.02 45.00$ 6.03 275.00$ 6.04 $ 120.00 6.05 $ 5,000.00 6.06 $ 326.00 6.07 $ 253.00 6.08 $ 245.00 6.09 490.00$ 6.10 232.00$ 6.11 300.00$ 6.12 30.00$ 6.13 12.00$ 6.14 120.00$ 6.15 215.00$ 6.16 2,000.00$ 6.17 80.00$ 6.18 $ 95.00 6.19 125.00$ 6.20 40.00$ 6.21 105.00$ 7.00 Alert Warning Systems 7.01 50.00$ 7.02 320.00$ 7.03 407.00$ Approximate Delivery Time 90 - 120 days after PO Bid #08-190 2009 - 8500 GVW Series Pickup Truck for The City of Augusta - Fleet Department Bid Opening Date: Friday, November 14, 2008 at 11:00 a.m. Non-Compliant Contractors Affidavit (Notary) Sub-Contractors Affidavit LSB Forms Non-Compliant Contractors Affidavit (Notary) Sub-Contractors Affidavit LSB Forms Attachment number 10 Page 1 of 1 Item # 5 Attachment number 11 Page 1 of 2 Item # 5 Attachment number 11 Page 2 of 2 Item # 5 Finance Committee Meeting 3/9/2009 1:15 PM 2009 Utilities Rangers Department:Finance Department, Fleet Management Division Caption:Approve the replacement of 6 compact pickup trucks of the Utilities Department, Water Production and Construction and Maintenance Divisions. Background:The Utilities Department – Water Production Division is requesting the replacement of four light pickup trucks and 2 compact pickup trucks trucks for Construction and Maintenance Division. The asset numbers are: F02093 (133,693 miles), 994451 (173,916 miles), 984157 (111,834 miles), 994452 (182,804 miles), F00091 (121,282 miles), and 994148 (99,408 miles) Each truck has been evaluated and exceeds the replacement criteria approved by the Augusta Commission in April 2004. The trucks have extreme idle time, excessive miles, and are recommended for replacement. Evaluation sheets are provided as attachments for Commission 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. For the compact pickup truck, Bid 08-188, the Procurement Department received quotes back from three venders with only one being compliant. Review of bids received show the following results: Bobby Jones Ford = $ 16,216.00 each; Legacy Ford as noncompliant; and, Gordon Chevrolet as non compliant. Financial Impact:The vehicles will be purchased for a total of $ 97,296.00. Funding for the procurement of this equipment will be provided by the Utilities Department capital outlay. Alternatives:1. Approve the award to the lowest and only compliant bidder, Bobby Jones Ford, Augusta Georgia 2. Do not approve the request. Recommendation:Approve the acquisition of six Ford Rangers from Bobby Jones Ford (lowest Bid offer -08-188) for $97,296.00 for the Utilities Department – Water Production Division (Highland Ave, Hick Plant, and Ground Water) and Construction and Maintenance Division. Funds are Available in the Following Accounts: Highland Ave Plant - $16,216.00 - 506-04-3520/54.22210 Ground Water – $16,216.00 - 506-04-3530/54.22210 Hicks Plant –$32,432.00 -506-04- 3540/54.22210 Construction - $32,432.00 – 506-04-3410/ 54.22210Cover Memo Item # 6 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 6 Attachment number 1 Page 1 of 6 Item # 6 Attachment number 1 Page 2 of 6 Item # 6 Attachment number 1 Page 3 of 6 Item # 6 Attachment number 1 Page 4 of 6 Item # 6 Attachment number 1 Page 5 of 6 Item # 6 Attachment number 1 Page 6 of 6 Item # 6 BID 08-188 Bobby Jones Legacy Gordon Required Ford Ford Chevrolet Items Year 2009 Brand Ford Model Ranger Delivery Date 90 Days 5.01 Model -EC-4x2 (4 Cyl)$15,004.00 $0.00 $0.00 $5.01 $15,004.00 5.02 Model -EC-4x2 (6 Cyl)$16,044.00 $0.00 $0.00 5.02 Model -EC-4x4 (6Cyl)$18,558.00 $0.00 $0.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 40.00 0.00 0.00 6.01 40.00 6.02 Three Plug Outlet Receptacle 45.00 0.00 0.00 6.03 Bed Liner 275.00 0.00 0.00 6.03 275.00 6.04 ToolBox 245.00 0.00 0.00 6.04 245.00 6.05 Class III Trailer Hitch 190.00 0.00 0.00 6.06 Trailer Wiring 30.00 0.00 0.00 6.07 2" Trailer Ball 12.00 0.00 0.00 6.08 Window Tint 90.00 0.00 0.00 6.06 90.00 6.09 Safety Cone Holder 40.00 0.00 0.00 6.10 Safety Cones 105.00 0.00 0.00 6.08 105.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 50.00 0.00 0.00 7.01 50.00 7.03 Cab Mount LED Flashiong Light 407.00 0.00 0.00 7.02 407.00 NON- COMPLIA NT NON- COMPLIA NT $16,216.00 FOR ALL DEPARTMENTS-COMPACT PICKUP TRUCK- Attachment number 2 Page 1 of 1 Item # 6 Attachment number 3 Page 1 of 1 Item # 6 Invitation To Bid Sealed bids will be received at this office until 11:00 a.m. Friday, November 14, 2008 Bid Item #08-188 2009 – Compact Pickup Truck for Fleet Department Bid Item #08-189 2009 – 6000 GVW Series Pickup Truck for Fleet Department Bid Item #08-190 2009 – 8500 GVW Series Pickup Truck for Fleet Department Bid Item #08-196 2009 – Police Impala for Fleet Department BID’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be received by mail or hand delivered. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference on an eligible local project, the certification statement as a local bidder and all supporting documents must be submitted to the Procurement Department with your bonafide bid package. No BID may be withdrawn for a period of 90 days after time has been called on the date of opening. Bidders will please note that the number of copies requested; all supporting documents including financial statements and references and such other attachments that may be required by the bid invitation are material conditions of the bid. Any package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the Augusta commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that sequestration of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 16, 23, 30, November 6, 2008 Metro Courier October 22, 2008 cc: Tameka Allen Interim Deputy Administrator Ron Crowden Fleet Management Attachment number 4 Page 1 of 1 Item # 6 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Legacy Ford, Inc. 413 Industrial Boulevard McDonough, GA 30253 Gordon Chevrolet 2031 Gordon Highway Augusta, GA 30909 5.00 Vehicle/Options Required 5.01 15,004.00$ 5.02 16,044.00$ 5.03 $ 18,558.00 6.00 Outfiter's Specialty Items 6.01 $ 40.00 6.02 $ 45.00 6.03 $ 275.00 6.04 245.00$ 6.05 $ 190.00 6.06 $ 30.00 6.07 $ 12.00 6.08 $ 90.00 6.09 40.00$ 6.10 105.00$ 7.00 Alert Warning Systems 7.01 50.00$ 7.02 407.00$ Approximate Delivery Time 90 - 120 Days from receipt of P.O. Bid #08-188 2009 - Compact Pickup Truck for The City of Augusta - Fleet Department Bid Opening Date: Friday, November 14, 2008 at 11:00 a.m. Non-Compliant Contractors Affidavit (Notary); Sub- Contractors Affidavit; LSB Forms Non-Compliant Sub-Contractors Affidavit (Incomplete) Attachment number 5 Page 1 of 1 Item # 6 Attachment number 6 Page 1 of 3 Item # 6 Attachment number 6 Page 2 of 3 Item # 6 Attachment number 6 Page 3 of 3 Item # 6 Finance Committee Meeting 3/9/2009 1:15 PM Alcohol and Hotel Tax Revenues Department:Clerk of Commission Caption:Report from the Administrator/Attorney regarding appropriate uses for hotel/motel tax revenues for contractual obligations. (Referred from February 23 Finance meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 7 Finance Committee Meeting 3/9/2009 1:15 PM Clean Augusta Downtown Initiative, Inc(CADI) Memorandum of Understanding Department:Finance Caption:Approve Memorandum of Understanding with Clean Augusta Downtown Initiative, Inc. (Referred from February 23 Finance meeting) Background:The Clean Augusta Downtown Initiative was created in 2008 and is funded by the revenues from the Business Improvement District (BID). Because of the timing of the availability ofthe funds a Memorandum of Understanding was entered into to allow funds to be disbursed before the revenues are collected . Analysis:The 2009 revenues will be collected when property taxes are paid. Approving this MOU will allow the funds to be disbursed before being collected. This is a continuation of the procedure that was developed and approved in 2008 for this program. Financial Impact:The 2009 MOU approves advancing a portion of the anticipated collections. Total projected revenues for 2009 are $343,000. Alternatives:None Recommendation:approve MOU Funds are Available in the Following Accounts: 271-07-5520/5721110 REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 8 1 MEMORANDUM OF UNDERSTANDING THIS CONTRACT and AGREEMENT (hereinafter referred to as ³Agreement´) was made and entered into this ___ day of February 2009, by and between the Augusta-Richmond County (hereinafter referred to as "ARC"), a political subdivision of the State of Georgia through its Board of Commissioners, KHUHLQDIWHU³%oard´ and Clean Augusta Downtown Initiative, Inc. (hereinafter referred to as "CADI"). WHEREAS, the Georgia General Assembly saw a necessity for revitalizing established city business districts which are deteriorating in large cities of Georgia and established the City Business Improvement District Act KHUHLQDIWHUUHIHUUHGWRDV³$FW´ to restore and promote commercial and other business activity within those districts. WHEREAS, Board is authorized pursuant to O.G.G.A. §36-30- RI WKH $FW ³WR provide supplemental services or contract with non- SURILWRUJDQL]DWLRQV´WRHIIHFWWKHSXUSRVHRI the Act in Augusta, Georgia. WHEREAS, Board is also authorized by law, pursuant to O.C.G.A. §36-60-14, to enter into agreements for one year or less with private non-profit organizations in accordance with §§501(c)(3) and 501(c)(6) of the Internal Revenue Code, for the purpose of increasing trade, industry, or new business into the county, or the improvement of general welfare of the county; WHEREAS, Board has recognized the importance of the mission of the CADI; WHEREAS, CADI is a non-profit organization with 501(c)(6) status with the Internal Revenue Service; WHEREAS FURTHER, CADI has entered into a construction project with financial commitments, which necessitates a source of revenue to meet these commitments to complete this project and ARC is willing to provide such revenues as herein specified for CADI; and WHEREAS FURTHER, Board desires to assist CADI by advancing monies with a security interest in this endeavor; NOW, THEREFORE, in consideration of their mutual covenants and within the limitations of this Agreement, Board and CADI hereby agree that: SECTION I Board covenants and agrees to advance an aggregate principal amount of two hundred ninety-one thousand six hundred dollars ($291,600), to bear zero percent (0%) interest per annum, and CADI covenants and agrees to pledge tax revenues which will be collected in December of 2009 as security for payment the advance. Attachment number 1 Page 1 of 6 Item # 8 2 a. DURATION This Agreement shall commence on the date of the delivery of the funds to CADI, and shall be in effect until 11:59 p.m. on December 31, 2009 when the anticipated revenue from the special tax is anticipated; however, CADI has the option to extend the Agreement for up to thirty days. Such option must be exercised in writing no more than thirty (30) days prior to the termination date of the Agreement. b. FUNDING SOURCE The Board shall issue payment to be made from funds derived from its general funds or any other funds lawfully available to it for such purposes to provide monies sufficient to fulfill its obligation. c. SECURITY INTEREST In order to assure that the ARC will acquire payment from CADI, the parties hereby agree that there is hereby a superior lien created on the tax revenues that will be received by CADI in December of 2009. d. LEGISLATIVE MODIFICATION Notwithstanding any other provision of this Agreement to the contrary, in the event that any federal, state, or local law, rule, regulation, or interpretation thereof, restricts, prohibits, or in any way materially changes the method or amount of reimbursement or payment for services under this Agreement any time during the Term of this Agreement, then this Agreement shall, to the extent permitted by the laws of Georgia, be deemed amended by the parties to provide for payment of compensation and other fees in a manner consistent with any such prohibition, restriction, or limitation. e. INDEMNIFICATION CADI hereby waives, releases, relinquishes, discharges and agrees to indemnify, protect and hold harmless the ARC and the Board, and their respective employees, agents, partners, representative, directors, servants, attorneys, predecessors, successors, DQG DVVLJQV KHUHLQDIWHU UHIHUUHG WR DV WKH ³,QGHPQLWHHV´ IURP DQ\ DQG DOO FODLPV demands, liabilities loss, costs, and/or expenses for any loss or damage, including but not limited to bodily injury, personal injury, death, property damage, libel, slander, defamation and/or invasion of privacy arising out of CADI¶VSHUIRUPDQFHXQGHUWKLV Agreement as a result of any act of omission, whether intentional or negligent on the part of CADI¶VHPSOR\HHVor agents, or as a result of the application or violation of any pertinent federal, state or local law, rule or regulation by CADI¶VHPSOR\HHV or agents. Attachment number 1 Page 2 of 6 Item # 8 3 This indemnification applies notwithstanding the fact that third parties or the Indemnitees may be partially responsible for the situation resulting in the claim or the claim results in a monetary obligation that exceeds any contractual commitment. This indemnification extends to the successors and assigns of CADI, and survives the termination of the Agreement, and to the extent, allowed by law, the bankruptcy of CADI. This indemnification does not apply if the claim arises from the willful and wanton misconduct or sole negligence of the Indemnitees. If, and to the extent such damage or loss as covered in this indemnification is covered by the State Tort Claims Fund established and maintained by the Department of Administrative Services, CADI agrees to reimburse any and all amounts paid out by the State Tort Claims Fund. To the full extent permitted by the Constitution and the laws of the State of Georgia and the terms of the State Tort Claims Fund, CADI and its insurers waive any right of subrogation against the Indemnitees and insurers participating thereunder. CADI shall, at its expense, be entitled to, and shall have the duty to participate in the defense of any suit against the Indemnitees. No settlement or compromise of any claim, loss, or damage entered into by the Indemnitees shall be binding upon CADI unless approved in writing by CADI. No settlement or compromise of any claim, loss, or damage entered into by CADI shall be binding upon the Indemnitees unless approved in writing by the Indemnitees. f. TERMINATION The Board may, in its sole discretion, determine that CADI is failing to substantially comply with the terms and conditions of this Agreement. The Board shall provide written notice thereof to CADI. The notice must identify specific incidents or circumstances comprising the failure of performance. As soon as is practicable, but no more than five (5) business days after receipt of said notice, the appropriate representative of both parties shall meet to discuss the complaint. In the event the complaint is not resolved within the amount of time mutually agreed upon by both parties, the Board may terminate this Agreement upon three (3) calendar days written notice to CADI. CADI shall refund to ARC the previously paid monies pro rata from the date of termination for unearned services. This Agreement may be terminated immediately in the event that any of the following occurs: CADI becomes insolvent or liquidation or dissolution of CADI is initiated; a voluntary or involuntary bankruptcy petition is filed by or against CADI under the United States Bankruptcy Code or any similar petition under any state insolvency law; an assignment is made by CADI for the benefit of creditors; a proceeding for the appointment of a receiver, custodian, trustee, or similar agent is initiated with respect to CADI. Attachment number 1 Page 3 of 6 Item # 8 4 Either party may terminate this Agreement by providing thirty (30) days written notice to the non-terminating party. CADI shall refund to ARC the previously paid monies for unearned services. g. AGENCY Neither Party becomes the agent of the other under this Agreement, and each will continue to perform its statutory functions and the functions transferred or retained under this Agreement at its own, sole cost and responsibility, independently of the other. Neither party will be responsible for the contracts, nor other obligations of the other except as specifically stated and transferred hereinabove. h. SEVERABILITY If any term or provision in this Agreement shall be deemed illegal or unenforceable; then, notwithstanding the offending terms or provisions, this Agreement shall remain in full force in effect and such terms or provisions shall be deemed stricken. i. ASSIGNMENT Neither Board nor CADI shall assign its respective obligations arising out of this Agreement, without the prior written consent of the other party. j. WAIVER The waiver by either party of any breach of any provision contained in this Agreement shall not be deemed to be a waiver of such provision on any subsequent breach of the same or any other provision contained in this Agreement. k. OTHER PROVISIONS During the performance of this Agreement, the parties agree to abide by the terms of Executive Order 11246 on nondiscrimination and will not discriminate against any person because of race, color, religion, sex or national origin. The participants will take affirmative action to ensure that applicants are employed without regard to their race, color, religion, or national origin. No member of or delegate to Congress, or resident Commissioner, shall be admitted to any share or part of this Agreement or any benefit that may arise therefrom; but this Attachment number 1 Page 4 of 6 Item # 8 5 provision shall not be construed to extend to this Agreement if made with a corporation for its general benefit. The parties agree that any contracts developed and awarded pursuant to this Agreement and all work and procedures related to said contracts, shall, at all times, conform to the applicable federal and state laws, rules, regulations, orders and approvals, including specifically, procedures and requirements relating to labor standards, equal employment opportunity, nondiscrimination, compliance with Americans with Disabilities Act, anti-solicitation, information, and auditing and reporting provisions. l. GOVERNING LAW This Agreement shall be construed in accordance with, and governed by, the laws of the State of Georgia, and jurisdiction shall lie in the Superior Court of Richmond County. m. COMPLETE AGREEMENT This Agreement sets forth all provisions and understandings between the parties. There are no provisions, understandings, representations, or inducements, either oral or written, between the parties other than those hereinabove set forth. It is further understood and agreed that no subsequent alteration, amendment, modification, change or addition to this Agreement shall be binding upon the parties hereto unless the same is reduced to writing and signed by the parties to this Agreement. 23. NOTICE All notices under this Agreement shall be deemed duly given upon delivery, if delivered by certified mail to the party at the addresses set forth below: Fred Russell Robert Kuhar ARC-County Administrator CADI President 530 Green Street, Suite 806 416 Eighth Street Augusta, Georgia 30901 Augusta, Georgia 30901 24. REPRESENTATION AND WARRANTY EACH PARTY HERETO REPRESENTS AND WARRANTS TO THE OTHER THAT: (A) THE EXECUTION AND DELIVERY OF THIS AGREEMENT AND THE PERFORMANCE OF ITS OBLIGATION HEREUNDER BY SUCH PARTY HAVE BEEN DULY AUTHORIZED, AND THAT THE AGREEMENT IS A VALID AND LEGAL AGREEMENT BINDING ON SUCH PARTY AND ENFORCEABLE IN ACCORDANCE WITH ITS TERMS; AND (B) THE EXECUTION AND DELIVERY Attachment number 1 Page 5 of 6 Item # 8 6 OF THIS AGREEMENT AND THE PERFORMANCE OF ITS OBLIGATIONS HEREUNDER BY SUCH PARTY DOES NOT AND WILL NOT CONFLICT WITH, OR RESULT IN, BREACH OF ANY AGREEMENT, INDENTURE, OR OTHER INSTRUMENT BINDING ON SUCH PARTY. IN WITNESS WHEREOF, this Agreement is executed as the date first written above. Augusta-Richmond County Clean Augusta Downtown Initiative, Inc. By:___________________________ By:___________________________ Name: David S. Copenhaver Name: Robert Kuhar Title: Mayor Title: President Attest: __________________________ Attest:________________________ Lena Bonner, Clerk of Commission Sanford Loyd, Treasurer [SEAL] [SEAL] Attachment number 1 Page 6 of 6 Item # 8 Finance Committee Meeting 3/9/2009 1:15 PM Contract Extension for TMA Department:Board of Assessors - Charles F. Smith, Chairman and Calvin Hicks, Chief Appraiser Caption:Motion to approve request for extension of TMA Contract. Background:See attachment Analysis:See attachment Financial Impact:See attachment Alternatives:See attachment Recommendation:Approval Funds are Available in the Following Accounts: Management Consultants - 5211110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 9 Attachment number 1 Page 1 of 8 Item # 9 Attachment number 1 Page 2 of 8 Item # 9 Attachment number 1 Page 3 of 8 Item # 9 Attachment number 1 Page 4 of 8 Item # 9 Attachment number 1 Page 5 of 8 Item # 9 Attachment number 1 Page 6 of 8 Item # 9 Attachment number 1 Page 7 of 8 Item # 9 Attachment number 1 Page 8 of 8 Item # 9 Finance Committee Meeting 3/9/2009 1:15 PM Dr. Michael Shekastehband Department:Clerk of Commission Caption:Consider a request from Dr. Michael Shekastehband regarding the taxes due and the valuation of the property located on Hampton Drive. 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 4 Item # 10 Attachment number 1 Page 2 of 4 Item # 10 Attachment number 1 Page 3 of 4 Item # 10 Attachment number 1 Page 4 of 4 Item # 10 Attachment number 2 Page 1 of 2 Item # 10 Attachment number 2 Page 2 of 2 Item # 10 Finance Committee Meeting 3/9/2009 1:15 PM Janet Trail Department:Clerk of Commission Caption:Consider a request from Ms. Janet Trail for a partial refund of taxes for the years of 2006 through 2008 on property located at 1502 Gordon Highway. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 11 Attachment number 1 Page 1 of 8 Item # 11 Attachment number 1 Page 2 of 8 Item # 11 Attachment number 1 Page 3 of 8 Item # 11 Attachment number 1 Page 4 of 8 Item # 11 Attachment number 1 Page 5 of 8 Item # 11 Attachment number 1 Page 6 of 8 Item # 11 Attachment number 1 Page 7 of 8 Item # 11 Attachment number 1 Page 8 of 8 Item # 11 Attachment number 2 Page 1 of 2 Item # 11 Attachment number 2 Page 2 of 2 Item # 11 Finance Committee Meeting 3/9/2009 1:15 PM Renewal Excess Workers Compensation Insurance Department:Finance/Risk Management Caption:Approve Excess Worker’s Compensation Insurance with Safety National Casualty Insurance with Statutory Limits and a $600,000 SIR (self insured retention; otherwise, known as the deductible) for a deposit premium of $164,848. Background:Excess Workers Compensation coverage (a per occurrence policy) has been purchased in the past as a measure to cap any potential catastrophic loss against Augusta-Richmond County. Knowing that this area of the industry is still quite volatile and premiums continue to rise, Georgia Administrative Services (G.A.S.) Augsuta's W.C. Third Party Administrator, was asked to obtain quotes from at least 3 insurance companies. G.A.S. has received the responses from A or A+ companies and an overview is attached. Analysis:G.A.S. received the following quotes: 1. Safety National Casualty a. Statutory Limit w/$600,000 SIR for a deposit premium of $164,848 b. $ 25,000,000 Limit w/$600,000 SIR for a deposit premium of $150,419 2. Midwest Employer Casualty a. Statutory Limit w/$600,000 SIR for deposit premium of $249,913 b. Statutory Limit w/$750,000 SIR for deposit premium of $199,836 c. Statutory Limit w/$850,000 SIR for deposit premium of $174,184 3. New York Marine & General Insurance a. Statutory Limit w/$600,000 SIR deposit premium of $245,242 Financial Impact:Augusta would assume all financial responsibility up to the SIR limit of $600,000 for each occurrence if this coverage is continued. Alternatives:Drop coverage accepting full exposure/cost of any catastrophic injury. Recommendation:Approve coverage with Safety National Casualty Insurance company with a Self Insured retention of $600,000 with Statutory Limits for a deposit premium of $164,848. Funds are Available in the Following Accounts: 621 01 5233 REVIEWED AND APPROVED BY:Cover Memo Item # 12 Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 12 Attachment number 1 Page 1 of 1 Item # 12 Attachment number 1 Page 1 of 1 Item # 12 Attachment number 1 Page 1 of 1 Item # 12 Attachment number 1 Page 1 of 1 Item # 12