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Finance Committee Meeting Committee Room- 5/26/2009- 12:45 PM
FINANCE
1. Approve the purchase of one portable vacuum/valve exerciser for Utilities
Department – Construction & Maintenance Division
Attachments
2. Consider a request from Mr. Edson T. Gray regarding a refund of taxes on
property located at 201 Ellis Street.
Attachments
3. Receive as information 1st quarter 2009 Financial Reports.
Attachments
4. Approve the purchase of additional GPS tracking units and service
subscription for Augusta owned vehicles. This will complete the project of
equipping all non-public safety vehicles with GPS tracking units.
Attachments
Finance Committee Meeting
5/26/2009 12:45 PM
2009 Utilities Construction Valve Exerciser 2
Department:Finance Department, Fleet Management Division
Caption:Approve the purchase of one portable vacuum/valve exerciser for Utilities
Department – Construction & Maintenance Division
Background:The Augusta Utilities Department-Construction and Maintenance Division
is responsible for the upkeep of thousands of water control valves is the city
and county. Part of their maintenance requirement is to make sure that the
valves are opening and closing properly at all times. In order to operate or
“exercise” the valves, they must first clean the debris from the valve
boxes. Once that is done, they must reach into the valve box with a wrench
and manually turn the valve on and off to free up any obstructions. They
currently have only one valve exerciser which they received earlier this
year. It has proven to be an extremely efficient resource that frees up the
Vac-Con truck that they are requesting this second unit. This is an essential
piece of equipment for this operation.
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: 09-074 (tab sheet is attached) ; (1) Vermeer
Southeast = $43,500.00 for the new machine and $31,800 for the demo unit,
(2) E. H Wachs = $38,385.00 for the new machine and $32,945.00 for the
demo; three other bidders were deemed “non-compliant” for incorrect
paperwork
Financial Impact:: This equipment was included in the Utilities Department 2009 Capital
Outlay request and funds are available for the purchase from Vermeer
Southeast for $31,800.00. NOTE: The Utilities department opted to
purchase the demo machine ($31,800.00) as it honored the same warranties
as the new machine and it had very few hours of use. This will net the city a
savings of $6,500.
Alternatives:1.0 Approve the request; 2.) Disapprove the request.
Recommendation:Approve the request to purchase one portable Vactron vacuum/valve
exerciser machine from Vermeer Southeast $31,800.
Funds are Available in
the Following
Accounts:
506-04-3410/54.21110 Cover Memo
Item # 1
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1Page 1 of 1
Item # 1
2009 ASPHALT PAVER / FINISHER
BID 09-074 E. H Wachs McLaughlin Ditch Witch of Hurco Vermeer
Const Equip Boring Service Georgia Technologies South East
Year 2009 Non-Compliant Non-Compliant Non-Compliant 2009
Brand Wachs Vactron-Vermeer
Model 77-000-21 FM1505GT
Bid Price $38,385.00 $0.00 $0.00 $0.00 $43,500.00
Delivery Date 45 Days 60 Days
DEMO MODEL
Year 2007 2007
Brand Wachs Vactron-Vermeer
Model 77-000-21 FM1505GT
Bid Price $32,945.00 $0.00 $0.00 $0.00 $31,800.00
Delivery Date 45 Days 10 Days
UTILITIES - C&M - PORTBLE VACUUM/VALVE EXCERCISER - BID OPENING 03/20/09 @ 11:00
Attachment number 2
Page 1 of 2
Item # 1
2009 ASPHALT PAVER / FINISHER
Attachment number 2
Page 2 of 2
Item # 1
Invitation To Bid
Sealed bids will be received at this office until Friday, March 20, 2009 @ 11:00 a.m. for furnishing:
Bid Item #09-074 Portable Vacuum/Valve Exerciser System for Fleet Department
Bid Item #09-075 Hydraulically Operated Rubber Tire Backhoe/Loader 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 February 12, 19, 26, March 5, 2009
Metro Courier February 18, 2009
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Management
Attachment number 3
Page 1 of 1
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Attachment number 4
Page 1 of 1
Item # 1
Vactron Equipment LLC
27137 South Highway 33
Okahumpka, FL 34762
McLaughlin Boring Systems
2006 Perimeter Road
Greenville, SC 29605
E.H. Wachs
600 Knightsbridge Parkway
Lincolnshire, Illinois 60069
Vermeer Southeast
411-B Telfair Road
Savannah, GA 31415
Tone & Associates
2104 Crooked Creek Way
Valrico, FL 33596
Truan Sales, Inc
398 8th Street
Macon, GA 31201
English Equipment & Repair
2756 Milledgeville Road
Augusta, GA 30904
Hertz Equipment Rental
2017 Rawley Road
Augusta, GA 30906
Neff Rental
2325 Tubman Home Road
Augusta, GA 30906
Ron Crowden
Augusta Fleet Department
Russell Sanders
Augusta Fleet Department
Yvonne Gentry
Augusta DBE Office
Bid Item #09-074
Portable Vacuum/Valve Exerciser Syst
For Augusta Fleet Department
Bid Due Fri 03/20/09 @ 11:00 A.M.
Attachment number 5
Page 1 of 1
Item # 1
Attachment number 6
Page 1 of 1
Item # 1
Finance Committee Meeting
5/26/2009 12:45 PM
Edson Gray
Department:Clerk of Commission
Caption:Consider a request from Mr. Edson T. Gray regarding a refund of taxes on
property located at 201 Ellis Street.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Attachment number 1Page 1 of 2
Attachment number 1Page 2 of 2
Attachment number 2Page 1 of 3
Attachment number 2Page 2 of 3
Attachment number 2Page 3 of 3
Finance Committee Meeting
5/26/2009 12:45 PM
Receive as information 1st quarter 2009 Financial Reports
Department:
Caption:Receive as information 1st quarter 2009 Financial Reports.
Background:Periodic Financial Reports are presented to keep the Commission aware of
the financial status of the Organization
Analysis:
Financial Impact:
Alternatives:
Recommendation:Receive as information
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Finance Committee Meeting
5/26/2009 12:45 PM
Request Purchase of Additional GPS Tracking Units and Subscription
Department:Finance/Risk Management/Fleet Management
Caption:Approve the purchase of additional GPS tracking units and service
subscription for Augusta owned vehicles. This will complete the project of
equipping all non-public safety vehicles with GPS tracking units.
Background:The Vehicle Oversight Program and the initial purchase of 150 GPS
Tracking units were approved by the Commission in November
2008. Installation of all 150 units is nearing completion. Employees have
been required to sign an acknowledgement form which shows they have
been made aware of the program and that the vehicles they are driving may
be equipped with this device. Global Positioning Systems (GPS) units are
proving to be very effective and efficient in the area of changing employee
behavior – for the better, i.e. reduction in speeding, reduction in idle time,
and the detection of improper use of vehicles are the three major areas
where there have been significant changes. Employees who at first were
detected driving “60 to 70 mph” around town are now driving appropriate
speeds. There has been a noticeable change so much so that even law
enforcement officers have noticed the slower speeds of many of our
vehicles. Vehicles left idling for excessive lengths of time are now showing
much lower idling times if they are left idling at all. Employee behavior is
changing in a positive direction. The GPS unit on one vehicle gave support
to an anonymous call to Augusta Cares claiming an Augusta vehicle was
seen in the early morning hours with 3 employees unloading and carrying
chairs into an apartment building.
Analysis:Department Directors are in support of the purchase of GPS units for all
their vehicles. This monitoring system has been an “eye opener” and is fast
becoming an important tool in the management of their fleet vehicles
Financial Impact:The purchase is for 310 additional units at a cost of $274/unit, which has
been reduced by the vendor from $299/unit. There is no activation fee.
There is a monthly service fee for unlimited service for $25.95/unit which
includes data storage and this pricing also shows a reduction by the vendor
from the current $30.85/unit fee. Funding for the procurement of this
equipment will be from fund 272-01-5210/54-25310. Total $84,940 for 310
units and $96,534.00 annual service for 310 units.
Alternatives:Do not approve
Recommendation:
Approve the purchase of 310 additional SignalTrac GPS units from GPS
America for a total of $181,474.00 for the GPS Units and monthly service
Cover Memo
for 1 year.
Funds are Available in
the Following
Accounts:
272-01-5210/54-25310
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo