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
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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
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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
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