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HomeMy WebLinkAbout2010-02-22-Meeting Agendawww.augustaga.gov Finance Committee Meeting Commission Chamber- 2/22/2010- 1:10 PM FINANCE 1. Approve funding for the January 5, 2010 Special Election and the February 2, 2010 Runoff. Attachments 2. Motion to approve request for extension of TMA Contract. Attachments 3. Approve a contract with Historic Augusta, Inc, in the amount of $10,000, to complete Phase II of the Downtown Walking Tour Brochures Project. Attachments 4. Approve Utilities Budget Adjustments as required for the 2009 Year-End Audit. Attachments 5. Discuss commissioners' gas allowances. (Requested by Commissioner Brigham) Attachments 6. Legal Meeting - Pending and Potential Litigation. Attachments Finance Committee Meeting 2/22/2010 1:10 PM Approve Funding for Jan. 5, 2010 Special Election and Feb. 2, 2010 Runoff Department:Board of Elections Caption:Approve funding for the January 5, 2010 Special Election and the February 2, 2010 Runoff. Background:The elections were necessary in order to fill the vacancy in State Senate District 22 caused by the resignation of Ed Tarver. Analysis:It is the responsiblity of local governing authorities to absorb the cost of elections that are conducted within their jurisdiction. Financial Impact:$113,900 Alternatives:None Recommendation:Approve funding. Funds are Available in the Following Accounts: From Contingency 101101110/6011145 This amount was sent aside from the normal contingency account for this surpose during the 2010 budget process. dbw REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo ELECTION COST WORKSHEET Special Election and Runoff Senate District 22 January 5, 2010 and February 2, 2010 ITEM TOTAL COST Poll Worker Salary 61,800.00 Poll Worker Training 5,000.00 Cell Phones 2,200.00 Testing of Equipment 1,200.00 Temporary Employees (Daily) 10,000.00 Election Night Workers and Delivery Crew 9,000.00 Security 900.00 Staff Overtime/Comp Hours 0 Custodial Pay 1,800.00 Building Rental 2,200.00 Truck Rental 3,200.00 Printing – Absentee Ballots 2,900.00 Food 700.00 Mileage 0 Board Pay 2,000.00 Miscellaneous 1,000.00 Repair and Maintenance for Voting Equipment 8,000.00 Postage – Absentee/Poll Worker 2,000.00 TOTAL ESTIMATED COST $113,900.00 Attachment number 1Page 1 of 1 Finance Committee Meeting 2/22/2010 1:10 PM Board of Assessor's - TMA contract Department:Board of Assessors - Charles F. Smith, Chairman Caption:Motion to approve request for extension of TMA Contract. Background:The commission approved a contract with Tax Management Associates, Inc. in 2007 for the purpose of locating businesses that are required to but which had not filed returns. On March 17, 2009 the Agreement was extended to December 31, 2009 as all audits/investigations had not been completed. Two additional audits remain to be completed. In order for TMA to continue on the project the contract needs to be extended until December 31, 2010. Analysis:n/a Financial Impact: Alternatives:Not approve the extension and not complete the investigation/audit. Recommendation:Approve the extension of the contract. Funds are Available in the Following Accounts: No funds needed REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Attachment number 1Page 1 of 18 Attachment number 1Page 2 of 18 Attachment number 1Page 3 of 18 Attachment number 1Page 4 of 18 Attachment number 1Page 5 of 18 Attachment number 1Page 6 of 18 Attachment number 1Page 7 of 18 Attachment number 1Page 8 of 18 Attachment number 1Page 9 of 18 Attachment number 1Page 10 of 18 Attachment number 1Page 11 of 18 Attachment number 1Page 12 of 18 Attachment number 1Page 13 of 18 Attachment number 1Page 14 of 18 Attachment number 1Page 15 of 18 Attachment number 1Page 16 of 18 Attachment number 1Page 17 of 18 Attachment number 1Page 18 of 18 Finance Committee Meeting 2/22/2010 1:10 PM Preserve America Grant Project Department:Planning Commission Caption:Approve a contract with Historic Augusta, Inc, in the amount of $10,000, to complete Phase II of the Downtown Walking Tour Brochures Project. Background:Last year the city of Augusta was awarded a $10,000 matching grant under the Preserve America Program. The project involves hiring a qualified historic preservation consultant to develop web-based information sheets covering historic resources on Greene Street and Reynolds Street in downtown. The Planning Commission will manage the project and provide some of the required in-kind match. Others providing cash and in-kind donations to the project include the Augusta Convention and Visitors Bureau, the Downtown Augusta Alliance and Christian Studios. Analysis:An RFP for the project was issued by the Procurement Department on December 8, 2009. Proposals were due on January 22, 2010. An evaluation committee consisting of representatives of the Historic Preservation Commission, Planning Commission and Procurement Department met on February 3, 2010 to review and rank the proposals. Based on the review of the two proposals submitted, the evaluation committee recommended that a contract be offered to Historic Augusta, Inc. Financial Impact:Preserve America is a reimbursable grant program. As a result, the city will have to make preiodic payments to the project consultant and then request reinmursement from the Georgia Department of Natural Resources. The maximum temporary cost to the city is $10,000. The project budget is as follows - Preserve America Grant - $10,000; Local Match (cash and in-kind) - $10,000; Total - $20,000. Alternatives:Award a contract to the other respondent or don't award a contract at all. Recommendation:Approve a contract with Historic Augusta, Inc, in the amount of $10,000, to complete Phase II of the Downtown Walking Tour Brochures Project Funds are Available in the Following Accounts: Account Number: 220-01-6310-52-12999/131000252-12999 REVIEWED AND APPROVED BY: Cover Memo Clerk of Commission Planning Commission Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo REQUEST FOR PROPOSALS Request for Proposals will be received at this office until Friday, January 22, 2010 @ 11:00 a.m. for furnishing: RFP ITEM #09-192 Web-Based Walking Tour Brochures – Phase II for Planning Commission RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. 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. All questions are to be submitted in writing by Tuesday, January 5, 2010 by 5:00 p.m. 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 RFP may be withdrawn for a period of 90 days after time has been called on the date of opening. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. Please mark RFP number on the outside of the envelope. Bidders are cautioned that sequestration of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places 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 December 10, 17, 24, 31, 2009 Metro Courier December 16, 2009 cc: Tameka Allen Interim Deputy Administrator George Patty Planning & Zoning Paul DeCamp Planning Commission Attachment number 1Page 1 of 1 Vendors:Original 7 Copies Fee Proposal Historic Augusta, Inc P.O. Box 37 Augusta, GA 30903 YES YES YES The Jaeger Company 119 Washigton Street Gainesville, GA 30503 YES YES YES Beverly Jones 1111 Clairmont Avenue, L-4 Decatur, GA 30030 Catherine Wilson-Martin 3503 Wood Acres Boulevard Duluth, GA 30136 C&G Partners 116 East 16th Street New York, NY 10003 David B. Jenkins 225 Sourwood Lane Kensington, GA 30707 Edwards-Pitmann Environmental 1270 Winchester Parkway, Suite 206 Smyrna, GA 30070 Frazier Associates 213 North Augusta Street Staunton, VA 24401 Glatting Jackson 120 N. Orange Avenue Orlando, FL 32801 Greenhouse Consultants, Inc. 3110 River Chase Circle Atlanta, GA 30328 John Kissane 526 Highland Avenue Athens, GA 30606 Michael Brown 2616 McDowell Street Augusta, GA 30904 New South Associates 6150 East Ponce de Leon Avenue Stone Mountain, GA 30083 RFP #09-192 Web-Based Walking Tour Brochures - Phase II for the Planning Commission RFP Opening Date: Friday, January 22, 2010 @ 11:00 a.m. Page 1 of 2 Attachment number 2Page 1 of 2 Vendors:Original 7 Copies Fee Proposal RFP #09-192 Web-Based Walking Tour Brochures - Phase II for the Planning Commission RFP Opening Date: Friday, January 22, 2010 @ 11:00 a.m. Piedmont Preservation P.O. Box 528 Madison, GA 30650 Ray & Associates 328 Seventh Street, NE Atlanta, GA 30308 Spotlight 530 West 9th Street NewPort, KY 41071 Springuel Consulting 2469 Novus Street Sarasoto, FL 34237 Terracon 2855 Premiere Parkway, Suite C Duluth, GA 30097 Page 2 of 2 Attachment number 2Page 2 of 2 Points Historic Augusta, Inc P.O. Box 37 Augusta, GA 30903 The Jaeger Company 119 Washigton Street Gainesville, GA 30503 1. Relevant Qualifications & Experience of the Firm/Assigned Personnel • Knowledge, training and experience in historic preservation planning and related disciplines • Project manager’s relevant experience • Personnel worked together on similar projects • Quality of references • Proximity of office to area 2. Experience on Similar Projects • Walking tour brochure projects and Web-based applications of the same • Experience on related types of projects, such as historic preservation plans, historic district studies and historic district design guidelines • Public involvement in historic preservation planning projects 3. Proposed Approach to the Project • Quality and completeness of approach to project • Meets project objectives • Adequacy of proposed public involvement • Adequacy of proposed staff resources 4. Proposed Fee • Must be reasonably related to the scope of services • In keeping with the firm’s approach to the project 5. Quality of proposal • Clarity and completeness of written proposal • Response to Questions (if applicable) Total 97.67 91.00 27.33 8 32 7.33 12 11.67 10.33 19.33 RFP #09-192 Cumulative Evaluation Sheet Web-Based Walking Tour Brochures - Phase II for the Planning Commission RFP Opening Date: Friday, January 22, 2010 @ 11:00 a.m. 28 26.67 31.33 30.00 20 16.67 8.00 Page 1 of 1 Attachment number 3Page 1 of 1 Attachment number 4Page 1 of 1 Attachment number 5Page 1 of 3 Attachment number 5Page 2 of 3 Attachment number 5Page 3 of 3 Attachment number 6Page 1 of 2 Attachment number 6Page 2 of 2 Finance Committee Meeting 2/22/2010 1:10 PM Utilities 2009 Budget Adjustments Department:Utilities, Tom Wiedmeier, Director Caption:Approve Utilities Budget Adjustments as required for the 2009 Year-End Audit. Background:There are several year-end adjustments required by Utilities to be able to have financial statements ready for auditors. Analysis:In order to complete year-end accounting procedures required to be prepared for the audit, Utilities will need Commission approval to make all necessary budget adjustments required to make the financial statements ready for audit. All transactions requiring budget adjustment will be submitted to, and approved by Finance. Financial Impact:None. These adjustments will not affect net discretionary expenditures. Alternatives:No alternatives are recommended. Recommendation:Augusta Utilities Department recommends approving Utilities budget adjustments as required for the 2009 year-end audit. Funds are Available in the Following Accounts: Various, as approved by Finance. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Finance Committee Meeting 2/22/2010 1:10 PM Gasoline Allowances Department:Clerk of Commission Caption:Discuss commissioners' gas allowances. (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 Finance Committee Meeting 2/22/2010 1:10 PM Legal Meeting Department:Clerk of Commission Caption:Legal Meeting - Pending and Potential Litigation. 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 1