HomeMy WebLinkAbout2012-02-27-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 2/27/2012- 12:55 PM
FINANCE
1. Approve the acquisition and replacement of Public Safety
Vehicles for the Sheriff’s Office and Marshal’s Office.
Attachments
2. Approve the request from Waynesboro for an excess Animal
Containment truck.
Attachments
3. Motion to approve charging a convenience fee for online
purchases made from the Planning & Development Public
Portal.
Attachments
4. Discuss the funding of Augusta, Georgia's Title VI Program.
(Requested by Commissioner Bill Lockett)
Attachments
Finance Committee Meeting
2/27/2012 12:55 PM
2012 - Pursuit Vehicles
Department:Finance Department - Fleet Management Division
Caption:Approve the acquisition and replacement of Public Safety
Vehicles for the Sheriff’s Office and Marshal’s Office.
Background:In December of 2008, Fleet Management submitted a request to
replace public safety vehicles as part of the 2011 Sales Tax
Referendum. This referendum was passed which will provide 1.5
million dollars for replacement vehicles for Public Safety each
year for 5 years. The items listed below are from funds available
for Phase VI of the Sales Tax – Second Year. The initial plan of
2008 called for the replacement of approximately 42 patrol/pursuit
vehicles however with the production curtailment of the Crown
Victoria coupled with the increase in pricing the number of
vehicles being requested has been adjusted/reduced to meet the
funds available through the Sales Tax. Vehicles from the
Sheriff’s Office and Marshal’s Office were evaluated using the
replacement criteria approved in April 2004 and are included as an
attachment for review. All vehicles meet or exceed the
replacement criteria.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the police pursuit vehicles , Bid
11-179. Bids were received from three venders; Bobby Jones Ford
– Augusta, GA, Allan Vigil Ford – Morrow, GA and Hardy
Family Ford – Dallas, GA. Hardy Family Ford was deemed non-
compliant for failure to provide an E-Verify Number. Allan Vigil
Ford withdrew their bid for the two-tone police vehicle as they did
not include pricing for the two-tone paint scheme of the Road
Patrol Vehicles, as a result Bobby Jones Ford was determined to
be low bidder for that type vehicle. Allan Vigil Ford was the
lowest bidder for the Traffic, Civil and Marshal’s Office vehicles
however Bobby Jones Ford exercised the local vender preference
option to match the pricing of Allan Vigil Ford with the exception
of the Traffic model. See attached correspondence for local vender
preference acceptance. One pursuit vehicle, in addition to the 33
planned replacements, will be purchased from insurance recovery
money. A Road Patrol vehicle was “totaled” in August 2011. This
vehicle was purchased in the first year of the Phase VI –Sales Tax.
Cover Memo
Item # 1
The accident was deemed the fault of the “other vehicle” and
Augusta sought recovery for it’s loss. Augusta received the
recovery check February 16th, 2012.
Financial Impact:34 Road Patrol cars will be purchased at $30,342.00 each (total:
$1,031,628.00) from Bobby Jones Ford, 5 Traffic cars at
$28,789.00 each (total: $143,945.00) from Allan Vigil Ford, 2-
Civil/Fugitive cars at $25,288 each (total: $50,576.00) from
Bobby Jones Ford, and 3-Marshal’s cars at $26,499.00 each (total:
$79,497.00) from Bobby Jones Ford. A total of $1,305,646.00 for
44 vehicles for the Sheriff’s Office and Marshal’s Office.
Alternatives:1.) Approve the request, 2.) Disapprove the request, 3.) Approve
the request in part.
Recommendation:Approve the request to purchase 44 Public Safety vehicles and
declare the replacement vehicles excess and available for auction.
Funds are Available
in the Following
Accounts:
Sales Tax - Phase VI - second year
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 1
Item # 1
Attachment number 2 \nPage 1 of 4
Item # 1
Attachment number 2 \nPage 2 of 4
Item # 1
Attachment number 2 \nPage 3 of 4
Item # 1
Attachment number 2 \nPage 4 of 4
Item # 1
Invitation To Bid
Sealed bids will be received at this office until Wednesday, January 18, 2012 @ 11:00 a.m. for furnishing:
Bid Item 11-179 2013 Ford Police Automobile for Fleet Management
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
Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid.
Bid documents may be obtained at the office of the 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 by fax to
706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement
Department by Tuesday, January 3, 2012 @ 5:00 P.M. 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 an eligible bidder must submit a completed and signed written application
to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local
project. An eligible bidder who fails to submit an application for approval as a local bidder at least
thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise
meets the requirements for approval as a local bidder, will not be qualified for a bid preference on
such eligible local project.
No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. 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. All
requests to waive or modify any such material condition shall be submitted through the Procurement Director
to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia
Commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that acquisition 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
Augusta Chronicle December 8, 15, 22, 29, 2011
Metro Courier December 14, 2011
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 3 \nPage 1 of 1
Item # 1
Allan Vigil Ford
6790 Mt Zion Blvd
Morrow, GA 30260
Bobby Jones Ford
PO Box 15398
Augusta, GA 30919
Hardy Family Ford
1255 Charles Hardy
Parkway
Dallas, GA 30157
Legacy Ford Inc
413 Industrial
Boulevard
McDonough, GA
30253
YES YES
94460 117480
60 TO 90 Days 90 TO 120 Days
5.01 Administrative Package $24,261.00 $24,333.00
5.02 Civil Package $25,288.00 $25,328.00
5.03 Fugutive Package $25,483.00 $25,328.00
5.04 Marshal Package $26,499.00 $27,074.00
5.05 Patrol Package
This bid price was
retracted
by the Vendor $30,631.00
5.06 Traffic Package $28,789.00 $29,996.00
6.01 Whelen Mod SX8BBBB $1,675.00 $1,690.00
6.02 Pro Copper CC-1050 $246.00 $475.00
6.03 Sho-Me 05.60000 $147.00 $100.00
6.04 Outlet Receptacle $35.00 $45.00
6.05 2 Talon Rocker Switch $50.00 NO CHARGE
6.06 Floor Mats $30.00 $40.00
6.07 Jumper Cable Connect $178.00 $160.00
6.08 Corner Lighting $341.00 $640.00
6.09 Whelen Mod SLPMMBB $261.00 $295.00
6.10 Whelen Mod SLPMBBA $246.00 $295.00
6.11 Whelen Mod Alpha 12R $161.00 $222.50
6.12 Whelen Mod SA315P $204.00 $247.50
6.13 Motorola TDN9816A $305.00 $350.00
6.14 Setina #10SC $570.00 $535.00
6.15 Extension Plate $50.00 $70.00
6.16 Rear Door Panels $166.00 $173.00
6.17 Rear Side Windows $190.00 $215.00
6.18 Rear Seats $343.00 $450.00
6.19 Floor Plan $171.00 $195.00
6.20 Shotgun Mount & Rack $222.00 $300.00
6.21 Shotgun Mount GEE FT $49.00 $40.00
6.22 Push Bumper $255.00 $285.00
6.23 #35 Window Tint $195.00 $125.00
6.24 Fire Extinguisher $51.00 $47.00
6.25 Keyless Entry $222.00 $228.00
6.26 3.5L EcoBoost Engine $2,840.00 $2,911.00
6.27 All Wheel Drive $1,000.00 $1,062.00
Attachment B
E-Verify Number
Delivery Time
Non-Compliant
Missing E-Verify #
6.00 Outfitter'sSpecialty It
Bid Item #11-179
2013 Ford Police Interceptor Automobile
for Augusta, Georgia - Fleet Department
Bid Opening Date: Wednesday, January 18, 2012 @ 11:00 a.m.
Vendors
5.00 Vehicle/Options Req
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Attachment number 5 \nPage 3 of 3
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Attachment number 6 \nPage 1 of 3
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Item # 1
Finance Committee Meeting
2/27/2012 12:55 PM
2012 - Waynesboro Request for Truck Donation
Department:Finance Department - Fleet Management
Caption:Approve the request from Waynesboro for an excess Animal
Containment truck.
Background:On February 8, 2012 Fleet Management received a faxed request
from Chief of Police Alfonzo Williams, Waynesboro Police
Department for an excess Animal Containment truck. The letter is
attached for review. The letter requests a donation of the truck
but if that is not possible Chief Williams is requesting they be
allowed to purchase the excess truck for a reasonable price. The
condition of the truck is fair/poor. The bench seat will require
recovering, the black rubber mat will require replacing and the
containment "box" will require fiberglass repairs. This truck was
approved by the Commission for replacement last year with the
first year of Phase VI sales tax. This truck was purchased on
September 24, 2000 for $18, 409.00. Because the truck is a
specialized truck a trade in value is not available on the internet
(ie: Kelly Blue Book). Normally this truck would be offered for
sale on the internet auction site GovDeals.com. The fact that it is
a specialty truck detracts from its resale value. Talking with
Deputy Chief Roosevelt Lodge, Waynesboro Police Department,
Wynesboro has a tremendous and growing problem with
stray/wild dogs.
Analysis:Fleet Management's estimate of the value of this vehicle is $1,200
at internet auction due to its age, mileage, condition and the fact
that it is a specialty vehicle. Waynesboro's capability to purchase
the vehicle is limited due to its tax base.
Financial Impact:Revenues generated by the sale of this vehicle go into the General
Fund "Sale of Property" fund 101-00-0000/3923110.
Alternatives:1.) Approve the reqest for the donation of the vehicle at no cost.
(2.) Approve the sale of the vehicle at a fair cost of between $500
and $1,000)(3) disapprove the request and sell the vehicle at
auction on the internet site.Cover Memo
Item # 2
Recommendation:Fleet Manaqement recommends donating the vehicle.
Funds are Available
in the Following
Accounts:
None required.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
Attachment number 1 \nPage 1 of 1
Item # 2
Finance Committee Meeting
2/27/2012 12:55 PM
Convenience Fees / online acquisition of permits and licenses
Department:Planning & Development
Caption:Motion to approve charging a convenience fee for online
purchases made from the Planning & Development Public Portal.
Background:Augusta Planning & Development Department (P&D) has worked
with IT to launch the “public portal”, which provides a way for
businesses to register with P&D and check the status of the license
and any permits that they have requested. One of the features that
P&D would like to add to the public portal is the ability for
businesses to be able to renew business licenses and potentially
apply for certain types of building permits online. This will
require a payment method that can be performed over the internet.
There are fees associated with using the internet to take
payments. These can be mitigated by using “Convenience Fees” in
order to charge the customer a small fee to cover administrative
costs.
Analysis:There are typically three entities that charge fees for providing an
organization with the ability to accept internet payments: a
Payment Gateway (like PayPal), a Payment Processor, and a
Merchant Bank. Augusta will use PayPal for the gateway, and
Bank of America Merchant Services for our payment processing.
Our merchant bank account is with Bank of America. Fees usually
have multiple components that are based on the dollar amount of
the transaction (a % of the transaction and a per-transaction fixed
fee). The attached document entitled “Fee Scenarios” describes
the different fees that Augusta will be charged for the ability to
accept online payments. These various scenarios describe the
potential results when different fees are charged based on
expected volume of transactions. These scenarios illustrate that we
achieve a near “break even” amount at $6.00. In order to mitigate
the cost of accepting payments online, it is recommended that the
commission authorize P&D to charge $6.00 as a convenience fee
for all online purchases. Note: These convenience fees are for
Internet / Online purchases ONLY. No convenience fees are
applied to face-to-face credit card transactions.
Cover Memo
Item # 3
Financial Impact:The financial impact of convenience fees can only be speculated
and estimated, since there is no way to know how many customers
will actually use the public portal for making payments or what
the dollar amount of their transactions will be. If Augusta charges
a convenience fee, there could either be a net increase in
collections or a decrease that would be mitigated by the amount of
the convenience fee. It is certain that if Augusta does not charge a
convenience fee, the P&D budget will be negatively affected each
time a transaction takes place because Augusta will be absorbing
the full charges. There are annual fees for using the online
purchase tools: $30 per month fee for using PayPal and $35 per
month charge from Bank of America merchant services. Finally
there is an annual maintenance fee of $94.65 from Bank of
America in order to maintain the account.
Alternatives:N/A
Recommendation:Motion to approve charging a convenience fee for online
purchases made from the Planning & Development Public Portal
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
PLANNING & DEVELOPMENT DEPARTMENT
ONLINE CREDIT CARD FEE SCENARIOS
Note: These fees apply only to online charges. There are NO convenience fees charged for face-to-face transactions.
There may be subtle difference between the amounts projected below based on the volume of transactions and credit card issuer.
SAMPLE ONLINE TRANSACTIONS AMOUNTS AND FEES
PAYPAL BANK OF AMERICA
Transaction
Type Dollar Amount PayPal
Fee (2.9%)
Payment
Processing
Fee Amount
PayPal
Transaction
Fee
Total PayPal
Fee
Transaction
Fee
Interchange
Plus Pricing
(.05%)
Total Bank of
America Fees Total Fees
Total Amount
Rec'd by
Augusta
Difference
Between Amt
of Service
and Augusta
Revenue
Lost Revenue
if Augusta
charges a $5
convenience
fee
Lost Revenue
if Augusta
charges a $6
convenience
fee
Lost Revenue if
Augusta charges
a $7.50
convenience fee
Lost Revenue if
Augusta
charges a $10
convenience
fee
Online 10,000.00$ 2.9%$290.00 $0.30 $290.30 $0.10 $5.00 $5.10 $295.40 9,704.60$ -$295.40 -$290.40 -$289.40 -$287.90 -$285.40
Online 5,000.00$ 2.9%$145.00 $0.30 $145.30 $0.10 $2.50 $2.60 $147.90 4,852.10$ -$147.90 -$142.90 -$141.90 -$140.40 -$137.90
Online 2,500.00$ 2.9%$72.50 $0.30 $72.80 $0.10 $1.25 $1.35 $74.15 2,425.85$ -$74.15 -$69.15 -$68.15 -$66.65 -$64.15
Online 1,500.00$ 2.9%$43.50 $0.30 $43.80 $0.10 $0.75 $0.85 $44.65 1,455.35$ -$44.65 -$39.65 -$38.65 -$37.15 -$34.65
Online 1,000.00$ 2.9%$29.00 $0.30 $29.30 $0.10 $0.50 $0.60 $29.90 970.10$ -$29.90 -$24.90 -$23.90 -$22.40 -$19.90
Online 750.00$ 2.9%$21.75 $0.30 $22.05 $0.10 $0.38 $0.48 $22.53 727.48$ -$22.53 -$17.53 -$16.53 -$15.03 -$12.53
Online 500.00$ 2.9%$14.50 $0.30 $14.80 $0.10 $0.25 $0.35 $15.15 484.85$ -$15.15 -$10.15 -$9.15 -$7.65 -$5.15
Online 300.00$ 2.9%$8.70 $0.30 $9.00 $0.10 $0.15 $0.25 $9.25 290.75$ -$9.25 -$4.25 -$3.25 -$1.75 $0.75
Online 200.00$ 2.9%$5.80 $0.30 $6.10 $0.10 $0.10 $0.20 $6.30 193.70$ -$6.30 -$1.30 -$0.30 $1.20 $3.70
Online 150.00$ 2.9%$4.35 $0.30 $4.65 $0.10 $0.08 $0.18 $4.83 145.18$ -$4.82 $0.18 $1.18 $2.68 $5.18
Online 100.00$ 2.9%$2.90 $0.30 $3.20 $0.10 $0.05 $0.15 $3.35 96.65$ -$3.35 $1.65 $2.65 $4.15 $6.65
Online 75.00$ 2.9%$2.18 $0.30 $2.48 $0.10 $0.04 $0.14 $2.61 72.39$ -$2.61 $2.39 $3.39 $4.89 $7.39
Online 50.00$ 2.9%$1.45 $0.30 $1.75 $0.10 $0.03 $0.13 $1.88 48.13$ -$1.88 $3.13 $4.13 $5.63 $8.13
Values < 0 are a loss to Augusta
ONLINE TRANSACTION PROJECTION
Weekly Samples Based on Table Above. Actual use will be dependent on the economy, user willingness to pay fees, etc.
Transaction
Amount
Estimated
Number of
Weekly
Occurrences of
this Amount
Annual
Estimate
Possible %
Paid by
Online Credit
Card (assume
10%)
Fees for this
Amount
Amount
Augusta
receives
after fees
Annual Lost
Revenue with
$0
Convenience
Fee
(Values < 0
are a loss)
Annual Lost
Revenue with
$5
convenience
fee
Annual Lost
Revenue with
$6
convenience
fee
Annual Lost
Revenue with
$7.50
convenience
fee
Annual Lost
Revenue with
$10.00
convenience fee
100.00$ 175 9100 910 $3.35 $96.65 -$3,048.50 $1,501.50 $2,411.50 $3,776.50 $6,051.50
500.00$ 20 1040 104 $15.15 $484.85 -$1,575.60 -$1,055.60 -$951.60 -$795.60 -$535.60
1,000.00$ 4 208 20.8 $29.90 $970.10 -$621.92 -$517.92 -$497.12 -$465.92 -$413.92
5,000.00$ 1 52 5.2 $147.90 $4,852.10 -$769.08 -$743.08 -$737.88 -$730.08 -$717.08
Total -$6,015.10 -$815.10 $224.90 $1,784.90 $4,384.90
Values < 0 are a loss to Augusta
Attachment number 1 \nPage 1 of 1
Item # 3
Finance Committee Meeting
2/27/2012 12:55 PM
Title VI Program
Department:
Caption:Discuss the funding of Augusta, Georgia's Title VI Program.
(Requested by Commissioner Bill Lockett)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4