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Finance Committee Meeting Commission Chamber- 4/23/2012- 12:55 PM
FINANCE
1. Approve the request to purchase one (1) street sweeper for the
Environmental Services Department.
Attachments
2. Approve the request from the Sheriff’s Office to replace 2
police motorcycles for their Road Patrol Division.
Attachments
3. Approve renewal of contract with CONCERN:EAP
(EMPLOYEE ASSISTANCE PROGRAM) for a 3 year period
May 2012 to May 2015.
Attachments
4. Motion to amend the Board of Assessors/Tax Assessors Office
2012 budget to address long-term salary disparity
considerations.
Attachments
5. Motion to discuss inquiries made by auditing firms at the Pre-
Proposal Meeting regarding the scope of the Forensic Financial
Audit and to obtain guidance regarding the maximum dollar
amount the Commission will approve for the audit.
Attachments
Finance Committee Meeting
4/23/2012 12:55 PM
2012 Sanitation Sweepers
Department:Finance Department - Fleet Management Division
Caption:Approve the request to purchase one (1) street sweeper for the
Environmental Services Department.
Background:The Environmental Services Department requests the purchase of
one truck mounted street sweeper to assist in the replacement of
two disposed units due to extremely high maintenance
costs. Based on an inspection of two 2000 by the venders
representative an estimate to repair either of the older turned in
units would be in excess of $100,000 for each unit. Some of the
major items needing total replacement are Broom Drive bushings,
right and left suction nozzle assemblies and the hopper assemblies
($78,000) on both units. It was based on the results of this
inspection that it was determined that it would not be
economicllay sound to repair either unit. The department is
currently using the remaining three sweepers in an attempt to
maintain street sweeping services in the city and outlying
areas. The new unit will assist tremendously in the efficiency of
the division’s sweeping efforts.
Analysis:Fleet Management would like to utilize the Federal General
Services Administration bid program to purchase the unit. The
GSA low bid for this unit was awarded to Maryland Industrial
Trucks (bid award number GS-30F-1012H as indicated by the
attachment paperwork).
Financial Impact:The unit will be purchased for $245,400 using the GMA lease
program, with an annual premium of $49,080.00 each year for 5
years. The funding source would be fund 542.
Alternatives:1.) Approve the award to Maryland Industrial Trucks, Inc. (2) Do
not approve the request.
Recommendation:Approve request to purchase the sweeper from Maryland
Industrial Trucks, Inc. for $245,080.00 through the GMA lease
program. Cover Memo
Item # 1
Funds are Available
in the Following
Accounts:
Funding for this sweeper will come from the GMA Lease Program
as described in the Financial Summary above.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Finance Committee Meeting
4/23/2012 12:55 PM
2012 RCSO-Police Motorcycles
Department:Finance Department - Fleet Management Division
Caption:Approve the request from the Sheriff’s Office to replace 2 police
motorcycles for their Road Patrol Division.
Background: The Richmond County Sheriff’s Office-Road Patrol Division
requests the replacement of two police motorcycles. The
motorcycles to be replaced are asset numbers F00257 a 2002
Harley Davidson and 994472 a 2001 Harley Davidson. Both of
these police motorcycles are past their life expectancy with
extensive wear and tear and meet the replacement criteria
approved by the Augusta Commission. Evaluations are provided
as attachments for 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 4 vendors, the results are
provided as an attachment.
Financial Impact:The motorcycles will be purchased for $19,536.00 each or for a
total of $39,072.00. Funding for the purchase of this equipment
will be through the use of Sales Tax Phase VI – Public Safety
Vehicles (second year).
Alternatives:1. Approve the award to Honda of Cool Springs of Franklin,
Tennessee. (2.) Do not approve the request.
Recommendation:Approve request from the sheriff’s office for the purchase of two
police motorcycles using the phase 6 sales tax funds and declare
the turn in motorcycles as surplus and available for auction.
Funds are Available
in the Following
Accounts:
Sales Tax Phase VI – Public Safety Vehicles (second year).
Cover Memo
Item # 2
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
Attachment number 1 \nPage 1 of 2
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BID 12-120 Aiken Motorcycle Cycle World G J & L Honda of Cool
Sales, Inc of Athens Incorporated Springs, Inc.
Year 2011 2011 2011 2011
Make Honda Honda Honda Honda
Model ST1300PA ST1300PA ST1300PA ST1300PA
5.01 Bid Price Bike NO ADDENDUM INVALID E-VERIFY $16,918.00 $15,910.00
6.00 Emergency Equipment NON COMPLIANT NON COMPLIANT
6.01 Auxiliary Lighting $0.00 $0.00 $4,699.00 $3,521.00
7.00 Specialty Items
7.01 2 Extra Keys $0.00 $0.00 $17.00 $16.00
7.02 Manuals $0.00 $0.00 $80.00 $89.00
Total Bid Price Each $0.00 $0.00 $21,714.00 $19,536.00
Total Bid Price (2)$0.00 $0.00 $43,428.00 $39,072.00
Delivery Date NON COMPLIANT NON COMPLIANT 30 Days 45 Days
SHERIFF'S OFFICE-POLICE MOTORCYCLE - BID OPENING 03/02/12 @ 11:00
Attachment number 2 \nPage 1 of 1
Item # 2
Finance Committee Meeting
4/23/2012 12:55 PM
Renewal Contract Concern:EAP
Department:Finance/Risk Managment Division
Caption:Approve renewal of contract with CONCERN:EAP (EMPLOYEE
ASSISTANCE PROGRAM) for a 3 year period May 2012 to May
2015.
Background:This program provides specific training in support of a number of
programs. This support includes annual training of employees and
supervisors in conjunction with our substance abuse program. One
segment of the training deals with the training of supervisors on
"reasonable suspicion" and how to approach this type of
situation. Another segment deals with training on drugs and
their effects and is designed for our general employee
population. This training meets the mandated training
requirements by the Department of Transportation, Federal Transit
Authority and Federal Aviation Authority. Training also serves to
meet training standards set by the Drug Free Work Place Act. In
addition, employing an EAP meets requirements of the Federal
Regulations to have available a substance abuse professional for
employees who fall under their regulations, i.e. transit, airport,
etc., employees should they voluntarily seek counseling. This is an
on-going program designed to provide employees with quality,
short term counseling at no expense to the employee and their
family. Additional services include post traumatic stress
counseling, critical incident debriefing (utilized by public safety
and mandatory for law enforcement in certain work related
situations), etc.
Analysis:This service provides us with qualified professionals to assist our
employees with stressful situations, which may or may not impact
their work performance. Reduction in stress generally leads to
happier, more productive employees. Employees are provided
with a maximum number of visits per year for them and their
family members for assessment, referral, crisis intervention and
short term problem counseling at no charge to them.
Financial Impact:Renewal for 2012-2015 will see no increase in rates which has
been $15.00 per year per regular employee. Based on an employee
Cover Memo
Item # 3
population or 2200 this equates to $33,000 per year. (Benefits:
maximum of 5 visits per year per employee and/or family
member, supervisory training, case management, telephone and/or
on-site consultations with management and supervisors,
alcohol/drug assessment to include referral if necessary).
Counseling facility located on 2610-B Commons Blvd, Augusta,
GA 30909. Appointments with counselors are set-up by
CONCERN:EAP. CONCERN:EAP contracts with area counselors
to provide EAP services to employees. The counselors meet the
employee at the offices of CONCERN:EAP on Commons Blvd.
Alternatives:1. Have a substance abuse professional on retainer for compliance
with our substance abuse policy as it relates to federal mandates
(Transit and Airport). We would then be providing a benefit that
would not be available to employees of other departments. 2.
Eliminating the program should not be an alternative due to
violence in the workplace issues facing employees today. EAP,
specifically a substance abuse professional, is a federal
requirement for employees of Transit systems.
Recommendation:Approve renewal of contract with CONCERN: EAP for 3 years at
an annual cost of $15 per regular employee. Based on employee
population of 2200 this brings annual contract cost to $33,000.
Funds are Available
in the Following
Accounts:
611015210 52.12999
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
CONCERN:
EMPLOYEE ASSISTANCE PROGRAM
THIS AGREEMET made the 1st day of May 2012 between COCER: EMPLOYEE
ASSISTACE PROGRAM, 2610-B Commons Blvd Augusta, GA 30909, hereinafter designated
"CONCERN", and THE AUGUSTA-RICHMOD COUTY COMMISSIO hereinafter designated
ARC.
Whereas, CONCERN provides assistance to business and governmental organizations located in its
geographic service area in connection with the design, implementation, and maintenance of Employee
Assistance Programs for employees of such businesses and organizations.
Witnesses that for and in consideration of mutual promises herein attached; it is understood and agreed
as follows:
1. The CONCERN: EAP program will consist of:
· Counseling services for employees and their immediate family members provided at
EAP offices, 2610-B Commons Blvd, Augusta GA, Monday - Friday, 8:30 a.m. -
5:00 p.m.
· Included in this model are a maximum of five (5) visits per employee, or eligible
family member, per year for the purpose of assessment, referral, crisis intervention or
short term problem focused counseling.
· Supervisory training will be provided at mutually agreeable times and locations.
· Telephone and/or on-site consultations with management and supervisors are
included, also mental/nervous and alcohol and drug assessment and referral to
appropriate network providers or community resources.
· Assistance with promotion of the program through an internal promotional campaign
consisting of posters, flyers, or payroll stuffers.
· Demographic and utilization reports are provided upon request.
· Additional services are available at varying rates.
2. CONCERN agrees to maintain malpractice liability insurance ($1,000,000/ $3,000,000).
3. The rate will be $15 per employee per year, based on the number of employees as of May
1, 2012 (2200) to be paid in monthly installments. The cost in subsequent years will be
based on the total number of employees employed as of May 1st as verified with the
Human Resources Department.
4. The term of this Agreement shall commence on the Effective Date first stated above and
shall continue for a period of three (3) years, unless otherwise terminated as set forth
Attachment number 1 \nPage 1 of 2
Item # 3
below. Unless terminated in accordance with this Section, this Agreement shall renew
automatically for successive annual terms.
5. This agreement may be terminated, or adjustments made at any time, by either party,
upon thirty (30) days written notice to the other party.
Concern: Employee Assistance Program Richmond County Georgia by and through
the Augusta-Richmond County
Commission.
Ken Wilson, CAC II, MAC, CCS, SAP Sandy Wright
Owner/Director Risk Management Manager
2,200 Employees covered as of May 1, 2012
Attachment number 1 \nPage 2 of 2
Item # 3
Finance Committee Meeting
4/23/2012 12:55 PM
Request for BOA 2012 Budget Amendment
Department:Board of Assessors
Caption:Motion to amend the Board of Assessors/Tax Assessors Office
2012 budget to address long-term salary disparity considerations.
Background:2010 – 2010 Budgeted allocation posted under “New Program -
$20K” was not implemented. Calvin Hicks resigned in October
2009 and Ross inherited operation on July 26, 2010.
2010 BOC Adopted TAO Budget: $1,771,500 Unspent Budgeted
Dollars returned to General Fund = $217,011.
2011 – See 2010 budget “New Programs - $20K.” Budget
submission time frame passed while newly appointed Chief
Appraiser petitioned for implementation on aforementioned
allocation.
2011 BOC Adopted TAO Budget: $1,959,153 Unspent Budgeted
Dollars returned to General Fund = $248,223 Senate Bill 346 first
estimated impact year BOA ADOPTED 2012 BUDGET –
Approved an updated organizational chart including the proposed
“Disparity Salary Adjustments” as recommended by Alveno Ross,
Chief Appraiser (July 26, 2010 – Present) – August 2011.
COMPENSATION CONSULTANT – Surveyed TAO positions
including “salary analysis” that determined 25 of 33 positions
warranted corrections. The report received signed approval from
K. Cook, Compensation Consultant; W.P. Shanahan, Deputy
Administrator/Interim HR Director; and R.Burns, HR Manager.
Concur approval on recommendations by Fred Russell, CAO –
January 2012.
AUGUSTA HR DIVISION – Processed updated job descriptions
(PDQ and PPPM required) and completed “Request for Personnel
Action (RPA)” forms – February 2012.
Analysis:2012 CURRENT CONDITION SUMMARY BOA ADOPTED
2012 BUDGET – Approved an updated organizational chart
including the proposed “Disparity Salary Adjustments” as
recommended by Alveno Ross, Chief Appraiser (July 26, 2010 –
Present) – August 2011. COMPENSATION CONSULTANT –
Surveyed TAO positions including “salary analysis” that
determined 25 of 33 positions warranted corrections. The report
received signed approval from K. Cook, Compensation
Cover Memo
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Consultant; W.P. Shanahan, Deputy Administrator/Interim HR
Director; and R. Burns, HR Manager. Concur approval on
recommendations by Fred Russell, CAO – January 2012.
AUGUSTA HR DIVISION – Processed updated job descriptions
(PDQ and PPPM required) and completed “Request for Personnel
Action (RPA)” forms – February 2012.
Financial Impact:2012 remaining year cost (Salary) = $57,000 Including Benefits
(15%) = $65,600 (Benefit % indicated from Finance Dept) Annual
Cost (Salary) = $87,200 Including Benefits (15%) = $100,200
(Benefit % indicated from Finance Dept) WITH BOC
APPROVAL: Implementation start on May 18th paycheck
Alternatives:N/A
Recommendation:To amend the Board of Assessors/Tax Assessors office 2012
budget to address long-term salary disparity considerations.
Funds are Available
in the Following
Accounts:
The cost impact to the TAO salary budget line item requires
approval by the governing authority (CAO does not have authority
to modify such) as affirmed by the county legal division. Funds
are at the discretion of the Commission.
REVIEWED AND APPROVED BY:
Finance.
Tax Assessor
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Finance Committee Meeting
4/23/2012 12:55 PM
RFP 12-117 Forensic Audit
Department:Finance
Caption:Motion to discuss inquiries made by auditing firms at the Pre-
Proposal Meeting regarding the scope of the Forensic Financial
Audit and to obtain guidance regarding the maximum dollar amount
the Commission will approve for the audit.
Background:Per Commission directive on December 20, 2011. The Forensic
Financial Audit was Publish:
Augusta Chronicle February 2, 9, 16, 23, 2012
Metro Courier February 8, 2012
A Mandatory Pre-Proposal Conference / Teleconference will be
held on Friday, March 23, 2012 @ 3:00 p.m. in the Procurement
Department, 530 Greene Street, Augusta
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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