HomeMy WebLinkAbout2012-05-29-Meeting Agenda
Finance Committee Meeting Commission Chamber- 5/29/2012- 12:55 PM
FINANCE
1. Motion to approve a sub-grant award in the amount of $10,000
for expenses incurred for training for two new public
defenders at the Southern Public Defenders Training Center.
Attachments
2. Approve the purchase of Electronic Filing System for Board of
Elections.
Attachments
3. Approve award of a contract to Tunnell-Spangler-Walsh and
Associates in the amount of $1,065,000, plus reimbursable
expenses not to exceed $75,000 (total $1,140,000), to complete
planning initiatives under the Augusta Sustainable
Development Implementation Program.
Attachments
4. Approve Fund Balance policy in accordance with GASB 54.
Attachments
5. Motion to approve the minutes of the Finance Committee held
on May 7, 2012.
Attachments
6. Discuss alternative approaches for discovery and collection of
unknown/under reported license revenue.
Attachments
7. Approve the purchase of one K-9 transport vehicle for the
Richmond County Sheriff’s Office-Narcotics Division.
Attachments
8. Approve the replacement of one (1) pool automobile for the
Augusta Finance Department-Fleet Management Division.
Attachments
9. Approve the replacement of three (3) work detail vans for the
Engineering Department-Maintenance Division.
Attachments
10. Approve request from the Augusta Utilities Department-C&M
Division to purchase one (1) six-inch bypass pump.
Attachments
www.augustaga.gov
11. Approve request from the Augusta Utilities Department-C&M
Division to purchase one replacement dump truck, bid 11-107.
Attachments
12. Approve request from the Augusta Utilities Department-
Administration/Engineering Division to purchase one (1)
replacement truck.
Attachments
13. Approve request from the Augusta Utilities Department-Water
Production Division to purchase one (1) replacement truck.
Attachments
14. Approve request from Fleet Management to purchase three (3)
replacement pickup trucks for the Augusta Recreation
Department.
Attachments
15. Approve request from the Augusta Utilities Department-C&M
Division to purchase five (5) replacement pickup trucks.
Attachments
16. Approve request from the Augusta Utilities Department-
Customer Service Division to purchase four (4) replacement
trucks.
Attachments
Finance Committee Meeting
5/29/2012 12:55 PM
2012 Public Defender Corps Fellow Training Grant
Department:Office of the Public Defender
Caption:Motion to approve a sub-grant award in the amount of $10,000 for
expenses incurred for training for two new public defenders at the
Southern Public Defenders Training Center.
Background:This is a sub-grant award for expenses incurred for training at the
Southern Public Defenders Training Center The grant is for
$10,000 which will cover the expenses for two new public
defenders. There is no match associated with this grant.
Analysis:
Financial Impact:No financial impact-
Alternatives:
Recommendation:Approve the grant
Funds are Available
in the Following
Accounts:
No financial impact
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 1
Item # 1
Finance Committee Meeting
5/29/2012 12:55 PM
Approve the Purchase of Electonic Filing System for Board of Elections
Department:Board of Elections
Caption:Approve the purchase of Electronic Filing System for Board of
Elections.
Background:This is a replacement unit for the one currently in use which was
purchased and installed in 1984.
Analysis:The current filing system continues to experience breakdowns
with more and more frequency. The new filing system is
necessary so that the office staff will have a dependable
mechanism within which voter registration applications will be
filed and retreived.
Financial Impact:The cost of replacing the current system is approximately $35,000.
This amount has been allocated to the Board of Elections in the
2012 Capital Outlay Budget.
Alternatives:Continue to patch existing system as needed and to work with the
uncertainty that comes with using an outdated, dilapidated system.
Recommendation:Replace the existing filing system with a newer, more reliable
system.
Funds are Available
in the Following
Accounts:
$35,000 allocated in account number 272014110-5421110.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Cover Memo
Item # 2
Clerk of Commission
Cover Memo
Item # 2
GS-28F-0038U Small/Hub Zone Business
Date: 8/15/2011 Modern Business Systems
1445 Greene Street, Augusta, Ga. 30901
Company: Richmond County Voter Registration Duns #033581885
Augusta, GA Cage Code 1S3P6
Project Name: Voter Card Filing System Tax ID #580834834
Office Area/Description Qty.Sell Extended Sell
Hanel Rotomat Vertical Filing System
Model #700/115/260/356 Machine 1
Carriers (dual level)12
Safety Bypass 1
Power (110v single phase)
Existing trays will be reused
Installation 1
Total Delivered and Installed $32,209.28
Total:$32,209.28
Total Does Not
Please Note the Following:Include Tax
all pricing includes delivery and installation of project to site in area that is free and clear of all other
furniture. Normal business hour delivery and installation times apply. M-F, 0800-1700
. Any applicable tax will be added to invoice, if tax exempt please send form with approval for order to MBS
all the correct finishes,fabrics, field measuring verified and the manufacturer has approved the order.
Products are custom ordered and not subject to return or refund
payment is due within 30 days from invoice.
without written approval from Modern Business Systems, Inc. is prohibited by law.
This proposal has been provided by Modern Business Systems, Inc. Please feel free to contact Bill Pitts by
phone or email at 706.724.8700 or bpitts@mbsaugusta.com. Thank you for the opportunity to provide drawings
and pricing.
Customer's Signature of Approval:Date:
Page 1 of 1
Attachment number 1 \nPage 1 of 1
Item # 2
Attachment number 2 \nPage 1 of 1
Item # 2
Finance Committee Meeting
5/29/2012 12:55 PM
Augusta Sustainable Development Implementation Program
Department:Planning & Development
Caption:Approve award of a contract to Tunnell-Spangler-Walsh and
Associates in the amount of $1,065,000, plus reimbursable
expenses not to exceed $75,000 (total $1,140,000), to complete
planning initiatives under the Augusta Sustainable Development
Implementation Program.
Background:The city of Augusta is the recipient of a $1,802,076.00 award
under the HUD Challenge Planning / DOT TIGER II Planning
Grant Program. The award includes $893,769.00 from HUD and
$903,307.00 from DOT. Grant funds will be used to complete four
interrelated initiatives to advance sustainable development along a
4.5-mile transportation corridor in the core of the city: 1)
Creating a detailed plan and implementation program for a cluster
of transit-oriented development neighborhoods along the corridor;
2) Adding landscape and hardscape elements to a planned road
widening project, and creating concept-level design plans for
another section of the corridor; 3) Revising current development
codes to facilitate higher-density, mixed-use, mixed-income
development; and 4) Creating an implementation plan for green,
affordable housing in this corridor. Implementation of these
initiatives will take approximately 18 months. The target area for
the project includes a district bordering 15th Street, Martin Luther
King, Jr. Blvd. and Deans Bridge Road (see map). The planned
15th Street widening project (PI #220680) is located within this
district.
Analysis:An RFQ / RFP process was used to procure consultant services for
this project. Five (5) firms responded to the RFQ and three (3)
were short-listed and asked to respond to the the RFP. The
consultant selection committee reviewed the proposals and
interviewed each of the firms. The committee ranked Tunnell-
Spangler-Walsh and Associates highest based on the firm’s
proposed approach to the project, the training and experience of
their personnel and the results of their interview / presentation.
Financial Impact:Project funds are budgeted in Account # 220016313 5316110.
Cover Memo
Item # 3
City will make periodic payments to the consultant and then be
reimbursed by HUD and DOT. The Planning and Development
Department and Augusta Tomorrow, Inc. will provide substantial
in-kind contribution to the project. SPLOST funds allocated to the
15th Street Pedestrian Improvement project also count as part of
the local match for the project.
Alternatives:None recommended
Recommendation:Approve award of a contract to Tunnell-Spangler-Walsh and
Associates to complete initiatives under the Augusta Sustainable
Development Implementation Program.
Funds are Available
in the Following
Accounts:
Funds budgeted in Account # 220016313 5316110. City will make
periodic payments to the consultant and then be reimbursed by
HUD and DOT.
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 3
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TUNNELL-SPANGLER-WALSH & ASSOCIATES
community design and architecture
TO: FROM:
Paul DeCamp Adam Williamson
COMPANY AND ADDRESS: CC:
Planning Manager
Augusta Planning and Development Department
525 Telfair Street
Augusta, GA 30901
FAX NUMBER: PHONE NUMBER:
(706) 821-1806 (706) 821-1796
NUMBER OF PAGES: PROJECT NUMBER:
16
DATE: REGARDING:
4-12-12 Augusta Planning and Development Department
L E T T E R O F T R A N S M I T T A L F A X T R A N S M I T T A L MEMORANDUM
Attachment number 1 \nPage 1 of 16
Item # 3
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Master Plan for the Augusta Sustainable Development Implementation Program
Exhibit A: Study Area
Attachment number 1 \nPage 2 of 16
Item # 3
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Master Plan for the Augusta Sustainable Development Implementation Program
Exhibit B: Scope of Services
The following Scope of Services will be provided to the Client.
INITIATIVE #1: PLAN FOR PRIORITY DEVELOPMENT CORRIDOR, ACTION PLAN /
FEASIBILITY ANALYSIS FOR PRIORITY PROJECTS AND IMPLEMENTATION PROGRAM
1. Develop Public/Stakeholder Involvement Plan
This plan will identify the specific communication and outreach mechanisms for each of the
four initiatives as well as the framework to integrating information between the four
initiatives.
2. Public Meetings #1 and #2
● Introduction of the study to the public
● Stakeholder interviews
3. Prepare Economics and Market Analysis
● Analyze demographic and economic trends
● Evaluate existing and planned competitive developments
● Project potential demand
● Evaluate the project area’s ability to compete for future development
● Determine the site potential by use in terms of units, square feet or hotel rooms by five-
year period along with supportable prices and rents
The recommended development program will guide the design team in its development of
district plans. PES will consult with the designers to assure that uses are sited appropriately
to maximize their market appeal.
When initial design concepts have been developed, PES will prepare a financial analysis
that compares the potential returns from development to the costs of development to test
financial feasibility and to quantify any financial gap that will need to be filled to achieve
feasibility. The financial modeling results will provide additional guidance to the design team
and may suggest the need for changes such as a different density.
The analysis will highlight conditions that need to change to achieve the site’s full potential.
Those considerations will form the basis for the action plan that specifies required zoning
changes, investment in infrastructure and public amenities, land assembly, financial
assistance and other strategies. A financing strategy will be developed to address the project
gaps, identifying financing resources. The action plans will detail step-by-step actions for
project implementation.
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4. Prepare Land Use Research and Analysis
● Review land use policies, and zoning
● Analyze existing land use characteristics
● Identify recent and ongoing development
5. Undertake Transportation Research Analysis
● Review existing transportation plans
● Inventory pedestrian facilities
● Inventory bus routes, ridership, and facilities
● Analyze collected traffic counts and intersection efficiency
● Study internal and external multi-modal connections
● Analyze bicycle facilities and identify potential new options
Evaluation of existing traffic conditions within the study area will begin with data collection
phase. As part of the data collection phase, our team will conduct a field inventory of
existing facilities including roadway geometries, traffic signals, transit, sidewalks, and bicycle
facilities. Additionally, the project team will collect traffic count data along the corridor at
major intersections and other locations as determined through the stakeholder inputs and
public involvement process.
The project team will then use collected data to complete a traffic analysis for existing
conditions. Based on the facility being analyzed, roadway segment or intersection, the
appropriate software will be used. For roadway segment analysis Highway Capacity
Software (HCS) will be used to conduct a capacity analysis. Synchro 8, software distributed
by Trafficware, will be used to complete capacity analysis for both signalized and
unsignalized intersections.
Deficiencies found through the capacity analysis will be noted. Potential solutions to
deficiencies including intersection signalization, turn lane improvements, and roadway
widening will be identified and planning-level project costs will be developed. Through
stakeholder improvement, a prioritized list of projects will be developed.
6. Prepare Environment and Facilities Analysis
● Identify and analyze natural features
● Identify facilities such as libraries, schools, etc.
● Identify open spaces and sites lending themselves to such
7. Prepare Utilities and Infrastructure Analysis
● Identify and analyze existing utilities
● Identify and analyze stormwater management systems
8. Prepare a Sustainable Development Analysis
● Identify access to healthy food, health care, affordable housing, transportation, and
diverse job prospects with living wages
● Develop Geography of Access index
● Analyze potential green Infrastructure and community Agriculture opportunities
Attachment number 1 \nPage 4 of 16
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9. Prepare an Urban Form Analysis
● Review physical structure of area including street, blocks, lots, and buildings
● Identify historic buildings
● Streetscape Audit
10. Issue Findings Report on Existing Conditions, issues, and Constraints to the Project
Steering Committee
11. Develop a project website hosted and updated by TSW
TSW will develop a website at the start of a project to provide: fact sheets, announcements
of upcoming meetings; plan materials; and an email sign-up. TSW can also use Facebook to
connect with the community by providing a user-friendly format that many are already
familiar with.
12. Develop a Visual Preference Survey and Community Survey
A Visual Preference Survey (VPS) is a tool in which participants are shown images and
asked to score each for their appropriateness for the future study area; the survey can be
offered on-line or at a public meeting. Following survey completion, scores are analyzed to
determine the most liked, disliked, and agreed-upon images. Results are then reviewed at
the community visioning workshop to determine what caused images to be scored as they
were. These become a starting point for the plan.
This survey will be web-based, with an optional mail-in version for those who are not willing or
unable to take the on-line version.
13. Conduct a 5-Day Community Visioning Workshop
The Community Visioning Workshop will be the main public involvement component for
Initiatives #1 and #2. The charrette will replace Public Meeting #3 outlined in the schedule. It
will include formal and informal sessions so that the public can come in and stay for 10
minutes or an hour, review work in progress, and provide comments, as directed by the City.
Each evening will include an Open House for the community to review work-to-date.
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Item # 3
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14. Create a Draft Plan based on comments from the Community Visioning Workshop process
15. Public Meeting #4
● Present the Draft Plan
● Stakeholder interviews
16. Final Plan for Priority Development District and Action Plan for one or more of the Priority
District Projects. The local government will commit to the plan implementation based on the
recommendations. A demonstration project designed to achieve one or more of the livability
principles and one or more of the long term outcomes.
Attachment number 1 \nPage 6 of 16
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INITIATIVE #2: DEVELOP A DETAILED PLAN AND IMPLEMENTATION PROGRAM FOR A
MULTI-MODAL TRANSPORTATION CORRIDOR RUNNING THROUGH THE PRIORITY
DEVELOPMENT DISTRICT
As defined in the RFP, the goal of Initiative # 2 is to implement the multimodal transportation
facilities envisioned by ASDA for the “Augusta Way” corridor. We also understand that the
scope of work under Initiative # 2 will be divided into two distinct tasks.
The first task consists of the section of the “Augusta Way” corridor between Government Street
and Milledgeville Road. GDOT currently has a programmed project (PI 220680) for this section
of the corridor and a substantial portion of the design has already been completed and a draft
environmental assessment document has been submitted to Federal Highway for review.
Scope of work under this task consists of reviewing GDOT project plans to identify
opportunities for implementing Context Sensitive Design Features along this section of the
corridor. s Results from this assessment will be documented in a Findings Report. The scope
will also include implementing these features into the design of GDOT project.
The second task consist of developing conceptual level design plans for segment of the
corridor between Milledgeville Road and Gordon Highway. The scope will include public
involvement, preparation of Need and Purpose statement, preparation of conceptual design,
preparation of GDOT format concept report including necessary survey and environmental
screening.
Corridor between Government Street and Milledgeville Road
1. Collaborate with GDOT on review of preliminary plans for 15th St. widening project.
● As currently designed, the GDOT programmed project (PI #220680) involves road
widening and related improvements on 15th Street and Martin Luther King, Jr. Blvd. from
Government Street to Milledgeville Road. The current concept includes two (2) travel lanes
in each direction separated by a raised median with left turn lanes at median openings.
Pedestrian components would include a combination of 5-foot wide sidewalks and 8-foot
wide shared use paths. Our team will coordinate with GDOT to evaluate the proposed
design and identify opportunities to incorporate hardscape elements to the proposed
footprint of the project. Areas identified along the project corridor with opportunities for
hardscape improvements will be detailed in a Findings Report. This report will document
challenges with the implementation including issues, constraints and additional cost.
● Revise preliminary design for the 15th St. widening project incorporating hardscape
elements.
● Utilizing information provided from the Findings Report, our team will coordinate with
GDOT to revise the preliminary design for GDOT programmed project (PI #2200680). Our
project team will create supplemental design plans that will go along with the project plans
for the GDOT project. We will also identify what steps should be taken to ensure those
design refinements are incorporated into final design and construction.
2. Augusta Way Corridor between Government Street and Milledgeville Road
Attachment number 1 \nPage 7 of 16
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3. Develop Public and Stakeholder Involvement Plan for the Project
For Initiative 2, public, agency and stakeholder involvement will be prepared to address two
basic needs. First task will want to ensure that the interests, opportunities, and issues of the
local community and businesses are understood and reflected in the solutions developed
for the corridor. The second task which involves specific public involvement opportunities
will be required to satisfy the requirements of GDOT’s Plan Development Process and
NEPA. The outreach and involvement mechanisms we propose will satisfy both of these
needs through a single, logical system. These outreach and involvement initiatives will be
coordinated with the public involvement outreach efforts conducted for the other initiatives,
including public meetings, design charrette, and stakeholder and technical committees
among other public involvement efforts.
4. Identify Need and Purpose for Incorporating Context Sensitive Design features into section of
SR 4 – Deans Bridge Road – between Milledgeville Road and SR 10 - Gordon Highway.
● Our team will develop a preliminary statement of Need and Purpose for improvements to
SR 4. This statement will be informed by the overall plan developed in Initiative #1 as well
as from detailed data review and analysis in Initiative #2. This statement will be reviewed
by our multi-disciplined team. As a component of the GDOT PDP, this statement will site
and incorporate considerations of traffic, congestion, and safety. Multi-modal and context
sensitive considerations will also be considered and incorporated.
The statement of Need and Purpose will not only be an important element of the Concept
Report, but it also influences the specific design of corridor improvement alternatives. As
such, the TSW Team will solicit input and review of the Need and Purpose prior to
completion of the Draft Concept Report.
5. Complete Surveys and Studies needed for draft concept layout per GDOT Plan Development
Process.
● Environmental Screening
Scope of the work under this task will include \web based screening and field walks to
gather environmental resource information for the corridor. Identified resources will be
overlaid to the conceptual layout for the project. The finding of this task will also be
compiled into an Environmental Screening Memo and will be submitted to appropriate
agencies along with the conceptual layout for review and enhancement as part of Task
B8.
● Field Survey
Scope of the work under this task will include survey database preparation for the project
corridor. Existing site features will be field collected. Court house research will be
conducted gather all recorded deeds for properties along the corridor. Current version of
the GDOT Electronic Data Guidelines and software formats will be utilized for the survey
to ensure compliance with GDOT requirements, reviewing the existing environmental
documents that have been prepared for the GDOT programmed project. In addition to the
Attachment number 1 \nPage 8 of 16
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review, our environmental specialist will conduct web based screening and field walks to
gather environmental resource information for the corridor outside of the GDOT
programmed project. The finding of this task to compiled into an Environmental Screening
Memo.
● Traffic Studies
Our team will conduct traffic analysis as per GDOT PDP. Having successfully executed
hundreds of projects following the PDP, we fully understand the steps required to identify
and develop project concepts. Results of traffic operational/capacity analysis and safety
analysis are key inputs to defining project need and purpose and to develop project
concepts. As a first step to developing the traffic study for the draft concept report, our
traffic engineers will perform an inventory of the existing traffic data including traffic
volumes, roadway geometric, posted speed limits, traffic signs and historical crash data,
and other pertinent data as identified by the project team. Using collected data, traffic
engineers will complete all required analysis including volume projections, capacity
analysis for existing, open and design year using Highway Capacity Manual (HCM)
guidelines, signal warrant analysis, roundabout studies, and crash data analysis.
6. Submit Draft Concept Layout to appropriate agencies for identification of environmental
resources, USTs, history and ecology.
● Our team will develop a draft concept layout for the project corridor. This concept layout
will incorporate the design elements proposed in the ASDA which would include
pedestrian, bicycle and landscaping elements as well as the identification and possible
right-of-way preservation of a dedicated transit corridor. Coordination with the
programmed GDOT project to the north will ensure a seamless connection for the
proposed concept. In conjunction with developing a concept layout identification of
possible environmental, historical or ecological resources along the project corridor which
may require avoidance or mitigation will be identified as discussed under Task B7.a.
7. GDOT Concept Report
● Results of the tasks described above will be compiled into a GDOT format Draft Concept
report. In addition to identifying the preferred concept for the corridor, the report will also
document other alternates that were considered, impacts associated with them as well as
the cost.
GDOT PDP requires that a project with total cost of $1o million or greater be examined by
GDOT Value Engineering team to identify means to reduce cost and increase the overall
value provided by the project. Although, a total project cost is not expected to be above
this threshold, our team will constantly evaluate the costs. If we realize that the cost is
getting closer to the $10 million dollar threshold, our team will advise the City so that a
Value Engineering Study can be conducted within schedule.
The draft concept report will then be updated with the recommendations from the Value
Engineering Study and present to the GDOT for review. A concept team meeting will be
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held to discuss the project. Any comments received from this meeting will then be
incorporated in the Concept Report and submitted to GDOT for approval.
8. Public Meeting on Concept Report
● Our team proposes to conduct two public meetings for the project. The first meeting will
be held at the early stages for the project and will act as a means to introduce the project
goals to the public and stakeholders. The second meeting will be conducted towards the
end of this initiative after the draft versions of conceptual design have been developed.
This second meeting will be used to discuss the proposed concept for the corridor as well
as the associated impacts. A project fact sheet will be developed at the project’s outset,
and will serve to provide basic information about the purpose of the project, schedule and
contact points for more information. The project fact sheet and other basic information
about the project will be provided to the City to be posted on the project website. Study
products – meeting minutes, reports, concept exhibits – will then be provided to be added
to that website as the project advances. Public involvement efforts will be coordinated
with public involvement activities of the other initiatives in order to reduce overlap,
maximize time and input of Stakeholders and the general public, and ensure connections
between the initiatives is obvious and transparent.
INITIATIVE #3: MAKE REVISIONS TO DEVELOPMENT AND BUILDING REGULATIONS IN
ORDER TO CREATE INCENTIVES FOR, AND ELIMINATE IMPEDIMENTS TO, MIXED-USE.
MIXED-INCOME DEVELOPMENT
Dover, Kohl & Partners will lead the effort to revise the development and building regulations
that will include the green building policy and regulations. Other team members will contribute
as the regulations get divided into various components. Our extensive collective experience in
community planning and code writing, and having worked for both municipalities and private
developers, prepares us for anything. If it so happens that only minor revisions are necessary,
we can format those in an efficient way for the edits to fit neatly into your existing set of
regulations. If a more comprehensive replacement is needed, or if the community wants a new
stand-alone section or document, we are equipped with the technologies to prepare that as well.
We are well versed in templates such as the ‘SmartCode’ and we are also comfortable
preparing form-based codes organized around a project specific framework. All of our revisions
include photographs or diagrams that will explain concepts better than words alone.
More and more communities are demanding “green” building policies and standards. Southface will
contribute extensively to this part of the task examining Green Green Building Policies and
Standards, Green Infrastructure, and Community Agriculture.
1. Audit of Existing Regulations and Code Provisions
The team will review all relevant regulations and background data in order to better
understand the existing conditions within the corridor and project areas. The audit will begin
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as the effort for the Detailed Plan and Implementation Program is underway. The public
process for the planning efforts will also serve as the opportunity to understand existing
regulations and ask questions related to regulations to the participants and stakeholders.
We will start with the Augusta-Richmond County Comprehensive Plan and the
Comprehensive Zoning Ordinance, and then examine if there are state or federal authorities
that also may have jurisdiction within parts of the project area.
2. Stakeholder Interviews
The team will participate in interviews and meetings arranged in coordination with the Steering
Committee with key stakeholders, boards, commissions, and committees. Meeting notes will
be provided as a work product. Through these meetings the team will acquire local intelligence
about the corridor’s opportunities and challenges, and assess whether the code is serving the
current desires of the community and what aspects might be hindering reinvestment.
Interviews and meetings could include residents, property owners, business owners,
transportation officials, municipal staff, and elected officials. (With the planning process
already underway, the team will have already had some interviews. We will use the interviews
as a way to check and confirm the ideas expressed by stakeholders already active in the
process. We will also seek out stakeholders that have not participated up to this point in the
process.)
3. Report on the Findings of the Existing Regulations and Code Provisions
This report will:
● Summarize the ‘vision’ as described in the Detailed Plan and Implementation Program
● Identify specific regulations that are perceived to be impeding reinvestment along the
corridor
● Identify outside influences that we may or may not be able to affect
● Identify possible incentives for reinvestment that also meets the project goals
● Outline options for next steps, which will include a framework for how the regulations can
be adapted or rewritten for a predictable outcome and to provide better incentives and to
provide Green Building Standards
A presentation of this report will be prepared and then shown and discussed at Public
Meeting #1.
4. Public Meeting #1
This meeting will include a presentation of the Findings of the Existing Regulations and
Code Provisions. With this meeting we will be able to confirm the direction from previous
public meetings and events from other initiatives and phases of this larger effort. We will be
able to explain the findings of the study of existing regulations and offer a variety of ways for
the participants to convey their comments. In addition to an open forum, this will include
written surveys and keypad polling.
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As part of this meeting, or as a separate event on the same day, the Steering Committee or
project director may schedule a press conference to discuss the project with local media,
such as reporters or journalists, in order to provide a complete and accurate depiction of the
effort and to increase public awareness.
5. First Draft of Land Development Regulations including Green Building Policy and Standards
The first draft will be prepared based on the information gathered from all of the
stakeholders who have participated in the process to date and from the expertise and
knowledge of the TSW + Dover, Kohl Team. The schedule will afford time for a draft to be
posted on-line for public review prior to Public Meeting #2.
6. Public Meeting #2
This meeting will include:
● Presentation of the first draft
● Opportunities for participants to offer comments
We recommend this meeting to be recorded for the purpose of obtaining accurate
transcripts. Since this is part of a re-zoning process, this is the point where concepts get
focused into specific rules.
7. 2nd Draft, “Final” Revised Regulations and Green Building Policy and Standards
The second draft will be edited based on the information gathered from all of the
stakeholders who have participated in the process since the previous public meeting. The
TSW + Dover, Kohl Team will use its judgment and professional expertise to sort through
the various comments to determine which are valid, and which changes should perhaps not
be made. We will note in an Excel chart the comments from the first draft and show where
those comments have been addressed. We will also identify conflicting comments, and
explain why we chose to go one way or the other. We will also explain why we chose not to
make certain changes suggested by members of the public. The schedule will afford time for
a draft to be posted on-line for public review prior to Public Meeting #3.
8. Public Meeting #3
This meeting will include:
● Presentation of the second draft
● Explanation regarding changes made, and suggestions not changed
● Opportunities for participants to offer comments
We recommend this meeting to be recorded for the purpose of obtaining accurate
transcripts.
9. Presentation of Revisions Prior to Adoption
This presentation will be at the discretion of the elected officials. It may be part of the actual
adoption proceedings. The purpose for the team’s participation would be to clarify the
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Item # 3
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relevance of any text or diagrams in the revised standards to the members of the Augusta-
Richmond County Commission.
INITIATIVE #4: DEVELOP AN IMPLEMENTATION PLAN FOR ACQUIRING AND LAND-
BANKING PROPERTIES FOR GREEN, AFFORDABLE HOUSING IN THE PRIORITY
DEVELOPMENT DISTRICT
This initiative will determine available parcels that are ideal for developing green, affordable
housing within the study area. It will also examine Green Building Policy and Standards and
Green Incentives to facilitate the implementation process, and seek ways to incorporate
Regional Green Infrastructure and Community Agriculture.
1. Develop Public and Stakeholder Involvement Plan
Coordinating with public involvement efforts for the other initiatives, the team will determine
the most effective way to reach participants and solicit feedback from them during this
process.
2. Public Meeting #1
● Present goals and objectives
● Present work-to-date
● Conduct educational session on Green Building Policy and Standards, Affordable
Housing Benefits, and Green Infrastructure, and Community Agriculture
3. Examine available parcels and process for land acquisition based on inventory and analysis
from Initiative #1, work with the City and the Augusta Housing Authority to determine
available parcels to develop green, affordable housing.
● Rank parcels according to site selection criteria: parcel size, ownership, transit service,
proximity to schools and services, current use, surrounding uses, and the need to avoid
concentration of poverty. GIS will be used to identify and screen potential vacant and
underutilized properties against these criteria. The team will also will identify multi-family
properties that have gone through or are facing foreclosure and those that are tax
delinquent for particular consideration.
● Determine Green Building Policy and Standards and Green Incentives that are required
or available to facilitate implementation.
4. Public Meeting #2
Present findings of initial parcel identification and land acquisition process and gather
feedback.
5. Finalize Land Acquisition Plan
Acquisition priorities will be established and acquisition strategies developed as to what
organization should acquire the properties, what technique should be used, how to clear
property title, and how to fund the acquisitions.
Attachment number 1 \nPage 13 of 16
Item # 3
- 14 -
6. Public Meeting #3
Present Final Land Acquisition Plan and gather feedback.
7. Continued Involvement
The TSW + Dover, Kohl Team has a successful track-record of working with developers and
government development entities. The team will be available to the City of Augusta to work
with developers during the demonstration project.
Attachment number 1 \nPage 14 of 16
Item # 3
- 15 -
Master Plan for the Augusta Sustainable Development Implementation Program
Attachment C: Public Involvement Meeting List
Initiative Meeting
1. Initiative #1 Public Meetings #1
2. Initiative #1 Public Meetings #2
3. Initiative #1 Public Meetings #3/Charrette
4. Initiative #1 Public Meetings #4
5. Initiative #2 Public Meetings #1
6. Initiative #2 Public Meetings #2
7. Initiative #2 Public Meetings #3
8. Initiative #3 Public Meetings #1
9. Initiative #3 Public Meetings #2
10. Initiative #3 Public Meetings #3
11. Initiative #4 Public Meetings #1
12. Initiative #4 Public Meetings #2
13. Initiative #4 Public Meetings #3
14. Additional Meeting TBD
15. Additional Meeting TBD
Attachment number 1 \nPage 15 of 16
Item # 3
- 16 -
Master Plan for the Augusta Sustainable Development Implementation Program
Attachment D: Fee Schedule
INITIATIVE #1: $345,000
INITIATIVE #2: $440,000
INITIATIVE #3: $166,000
INITIATIVE #4: $114,000
GRAND TOTAL $1,065,000
Attachment number 1 \nPage 16 of 16
Item # 3
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Item # 3
Finance Committee Meeting
5/29/2012 12:55 PM
Fund Balance Policy in Accordance with GASB 54
Department:Finance
Caption:Approve Fund Balance policy in accordance with GASB 54.
Background:In February 2009, Governmental Accounting Standards Board
(GASB) issued GASB Statement No. 54, Fund Balance Reporting
and Governmental Fund Type Definitions, which is effective for
fiscal periods that begin after June 15, 2010. This accounting
standard creates new classifications for fund balance based on a
new focus on the constraints placed on the use of current fund
balance and also redefines governmental fund type definitions.
Implementation of GASB 54 by local governments is required for
the first fiscal year ending June 30, 2011. For those reporting on a
calendar year, the first required year for implementation is the
year ending December 31, 2011.
Analysis:Prior to the implementation of GASB statement 54 fund balance
was designated at follows Reserved fund balance (not available
for appropriation) Unreserved fund balance (available for
appropriation) Designated unreserved fund balance (available for
appropriation, with a limitation on used imposed by the
government itself) Undesignated unreserved fund balance
(available for appropriation, with no external or internal
limitation) Implementation of GASB 54 has created the following
fund balance components Non Spendable fund balance (inherently
non spendable) Restricted fund balance (externally enforceable
limitations on use) Committed fund balance (self-imposed
limitations) Assigned fund balance (limitations resulting from
intended use) Unassigned fund balance Adoption of this policy
formalizes the practices of Augusta Georgia with the new
requirements of GASB 54.
Financial Impact:None, this is a change in reporting requirements only
Alternatives:None
Recommendation:Approve fund balance policy as presented Cover Memo
Item # 4
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
AUGUSTA GEORGIA
FINANCIAL MANAGEMENT PROGRAM
FUND BALANCE POLICY IN ACCORDANCE WITH
GASB 54
Developed under the authority of the
Board of Commissioners by the
Department of Finance,
Attachment number 1 \nPage 1 of 4
Item # 4
AUGUSTA GEORGIA Financial Management Program
GASB 54 – Fund Balance Policy
Page 1
SECTION I.
FUND BALANCE POLICY IN ACCORDANCE WITH GASB 54
Purpose: The following policy has been adopted by Board of Commissioners in order to address the
implications of the Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance
Reporting and Governmental Fund Definitions. The AUGUSTA GEORGIA Board of Commissioners
recognizes that the maintenance of a fund balance is essential to the preservation of the financial integrity
of AUGUSTA GEORGIA and is fiscally advantageous for both AUGUSTA GEORGIA and its taxpayers.
This policy establishes goals and provides guidance concerning the desired level of fund balance
maintained by AUGUSTA GEORGIA to mitigate financial risk that can occur from unforeseen revenue
fluctuations, unanticipated expenditures, and similar circumstances. AUGUSTA GEORGIA also seeks to
maintain the highest possible credit ratings which are dependent, in part, on AUGUSTA GEORGIA’S
maintenance of an adequate fund balance.
Fund balance is a measurement of available financial resources and is the difference between total
assets and total liabilities in each fund.
SECTION I.
Fund Type Definitions: The following definitions will be used in reporting activity in governmental funds
across AUGUSTA GEORGIA. AUGUSTA GEORGIA may or may not report all fund types in any given
reporting period, based on actual circumstances and activity.
The general fund is used to account for and report all financial resources not accounted for and
reported in another fund.
Special revenue funds are used to account and report the proceeds of specific revenue sources
that are restricted or committed to expenditure for specific purposes other than debt services or
capital projects.
Capital projects funds are used to account for and report financial resources that are restricted,
committed or assigned to expenditure for capital outlays, including the acquisition or construction
of capital facilities or other capital assets.
Debt service funds are used to account for all financial resources that are restricted, committed
or assigned to expenditure for principal and interest.
Permanent funds should be used to account for and report resources that are restricted to the
extent that only earnings, and not principal, may be used for purposes that support AUGUSTA
Georgia’s programs – that is, for the benefit of AUGUSTA GEORGIA, or its citizenry.
SECTION II.
Fund balance reporting for governmental funds – shall be reported in classifications as defined by
GASB Statement No. 54:
Non-spendable fund balance – Includes amounts that cannot be spent because they are either
(a) not in spendable form or (b) they are legally or contractually required to be maintained intact.
Non-spendable amounts will be determined before all other classifications and consist of the
following items (as applicable in any given fiscal year):
Attachment number 1 \nPage 2 of 4
Item # 4
AUGUSTA GEORGIA Financial Management Program
GASB 54 – Fund Balance Policy
Page 2
AUGUSTA GEORGIA will maintain a fund balance equal to the value of inventory balances
and prepaid items (to the extent that such balances are not offset with liabilities and actually
result in fund balance).
AUGUSTA GEORGIA will maintain a fund balance equal to the corpus (principal) of any
permanent funds that are legally or contractually required to be maintained intact.
Restricted fund balance – Includes amounts that can be spent only for the specific purposes
stipulated by the constitution or enabling legislation, externally imposed by creditors (as through
debt covenants), grantors, contributors, laws, or regulations of other governments. Enabling
legislation authorizes AUGUSTA GEORGIA to assess, levy, charge, or otherwise mandates
payment of resources (from external resource providers) and includes a legally enforceable
requirement that those resources by used for the specific purposes stipulated in the legislation.
Committed fund balance – Includes amounts that can only be used only for specific purposes
determined by formal action of the Board of Commissioners. Committed fund balance will
incorporate contractual obligations to the extent that existing resources in the fund have been
specifically committed for use in satisfying those contractual requirements. A majority vote is
required to approve or remove a commitment.
Assigned fund balance – Includes amounts intended to be used by AUGUSTA GEORGIA for
specific purposes but do not meet the criteria to be classified as restricted or committed. In
governmental funds other than the general fund, assigned fund balance represents the remaining
amount that is not restricted or committed. The AUGUSTA GEORGIA Board of Commissioners
delegates to the Administrator and Finance Director the authority to assign amounts to be used
for specific purposes. Such assignments cannot exceed the available (spendable, unrestricted,
uncommitted) fund balance in any particular fund.
Unassigned fund balance – Includes the residual classification for AUGUSTA GEORGIA’s
general fund and includes all spendable amounts not contained in the other classifications. In
other funds, the unassigned classification should be used only to report a deficit balance from
overspending for specific purposes for which amounts had been restricted, committed, or
assigned.
SECTION III.
Operational guidelines – The following guidelines address the classification and use of fund balance in
governmental funds:
Classifying fund balance amounts – Fund balance classifications depict the nature of the net
resources that are reported in a governmental fund. An individual governmental fund may include
non-spendable resources and amounts that are restricted, committed, or assigned, or any
combination of those classifications. The general fund may also include an unassigned amount.
Encumbrance reporting – Encumbering amounts for specific purposes for which resources have
already been restricted, committed or assigned should not result in separate display of
encumbered amounts. Encumbered amounts for specific purposes for which amounts have not
been previously restricted, committed or assigned, will be classified as committed or assigned, as
appropriate, based on the definitions and criteria set forth in GASB Statement No. 54.
Prioritization of fund balance use – When a budget amendment is prepared for purposes for
which both restricted and unrestricted (committed, assigned, or unassigned) amounts are
available, it shall be the policy of AUGUSTA GEORGIA to consider restricted amounts to have
been reduced first. Such budget adjustments shall be presented and approved by the AUGUSTA
GEORGIA Board of Commissioners. When a budget adjustment is prepared for the purposes for
which amounts in any of the unrestricted fund balance classifications could be used, it shall be
Attachment number 1 \nPage 3 of 4
Item # 4
AUGUSTA GEORGIA Financial Management Program
GASB 54 – Fund Balance Policy
Page 3
the policy of AUGUSTA GEORGIA that the committed amounts would be reduced first, followed
by assigned amounts and then unassigned amounts. Such budget adjustments shall be
presented and approved by the AUGUSTA GEORGIA Board of Commissioners
Surplus unassigned fund balance – Fund balance will be considered a surplus if over (AMOUNT
TO BE DETERMINED) of the subsequent year’s budgeted expenditures and outgoing transfers.
Should unassigned fund balance of the General Fund ever exceed (AMOUNT TO BE
DETERMINED), AUGUSTA GEORGIA will consider such fund balance surpluses for one-time
expenditures that are nonrecurring in nature and which will not require additional future expense
outlays for maintenance, additional staffing or other recurring expenditures.
SECTION IV.
Implementation and review – Upon adoption of this policy the AUGUSTA GEORGIA Board of
Commissioners authorizes the Finance Department to establish any standards and procedures which
may be necessary for its implementation. The Finance Department shall review this policy periodically
and make any recommendations for changes to the AUGUSTA GEORGIA Board of Commissioners.
Attachment number 1 \nPage 4 of 4
Item # 4
Finance Committee Meeting
5/29/2012 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
May 7, 2012.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 5
Attachment number 1 \nPage 1 of 2
Item # 5
Attachment number 1 \nPage 2 of 2
Item # 5
Finance Committee Meeting
5/29/2012 12:55 PM
Project to identify and collect undiscovered revnue
Department:Planning and Development
Caption:Discuss alternative approaches for discovery and collection of
unknown/under reported license revenue.
Background:See Attachment
Analysis:See Attachment
Financial Impact:See Attachment
Alternatives:See Attachment
Recommendation:For discussion
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 6
EVALUATION OF A PROPOSAL TO IDENTIFY AND COLLECT UNDISCOVERED
LICENSE AND OTHER REVENUE
MAY 15, 2012
Staff has been pursuing the hiring of a “headhunter” to identify and collect undiscovered revenue
in all of the various categories which are the responsibility of the Planning and Development
Department except those related to permitting and construction since the Commission retreat on
July 13, 2011. In doing so we solicited for consultants through Procurement in a way that
encouraged prospects to suggest methodologies that had been successful in other areas, with the
restriction that all fees would have to be paid from newly discovered and collected revenue per
the action of the Commission on October 18, 2011.
Prior to and during the solicitation process we received numerous inquiries but only one
prospective consultant submitted a proposal. Their concept for the project was very detailed and
they had a number of examples of where they had successfully performed the service that we
have requested. As we did due diligence on a suggested contract with them we identified
numerous issues and potential problems, most of which we have been able to work through. In
some cases after careful examination and collaboration with our Legal and Finance Departments,
we informed the prospective consultant that certain provisions were not feasible. In some cases
we were able to make accommodations or adjustments. Attachment A is a chronology of this
initiative to date.
The process of working through issues and potential problems with the proposed contract has
been ongoing since our first meeting with the consultant on February 17, 2012. On May 4 staff
discussed the remaining issues with the Administrator, Assistant Administrator, Legal, and
Finance. It was the decision of the group that the salient information should be presented to the
Commission so that a policy decision could be made as to how to go forward with the contract
given the uncertainty and potential for unintended consequences that remain.
It is our belief that the prospective consultant has suggested a reasonable approach that could
yield significant undiscovered revenue. They have indicated that they would have to collect at
least $300,000 to make the venture profitable for them. They have explained how and where
some of this new revenue would be found and that has caused some concern. Our conversations
with the consultant and some things that have happened independently have also caused staff to
believe that we could make a successful effort to enhance revenue without their services.
The first major area of concern is that the consultant revealed that colleges, hospitals,
government institutions, and industries typically have numerous individuals, LLC’s, and other
entities which technically should have individual business licenses but are not detected by local
governments. Examples would be government employees who do independent research, 1099
support services located within the exempt or parent entities, contractors and subcontractors, and
independent professionals such as doctors and teachers who operate within the institutions. We
do not currently make an effort to seek out this potential revenue and calls to Athens and Macon
indicate that they also do not pursue them. The concern here is for the impact upon our
relationship with such entities with the consultants going into them, knocking on doors, and
Attachment number 1 \nPage 1 of 5
Item # 6
making three increasingly aggressive contacts seeking revenue – something we would not be
able to control once they are under contract.
The second major area of concern has to do with the collection of various fees and excise taxes
which are revenues collected by the License Division. One staff member is assigned to auditing
these revenue sources in addition to his other duties. Selectively auditing more of these sources
would undoubtedly discover some additional revenue. The revenue from some of these fees and
taxes is directed to outside entities by the Augusta Code, such as the excise tax for hotels and
motels which is dedicated by the code to the Coliseum Authority, Convention and Visitors
Bureau, Augusta Museum, and the Lucy Craft Laney Museum. Newly discovered and collected
revenue in this category would not enhance the general fund. In addition we do not believe that
the 40% fee for additional revenue collected by the consultant could be taken directly from the
proceeds of the discovery due to the code provisions. There are several possible solutions to this
problem, but it is also possible that the fees (which could be substantial) would have to come
from the general fund, which would violate the stipulation of the Commission’s October 18
approval that all fees would have to be taken from newly discovered and collected revenue. It is
also of concern that the details of the excise tax such as calculations, processing, due dates, etc.
are all very complicated and could easily lead to disagreement and contract disputes between the
city and the consultant.
The third area of concern relates to costs that the city would have to incur outside the contract to
support the consultant. In addition to being committed to working with the consultant to set up
their software application to match our billing and collecting business rules, which will take
hundreds, if not thousands, of man hours, the main costs that we have identified relate to
extracting our license data in a form that it can be used by the consultant and importing their data
in a form that can be used by our software application. If these IT expenditures are made, there
would likely also have to be many hours spent by IT and Planning staff auditing and correcting
data after it has been imported. There would be three types of fees to be paid to M S Govern, our
software provider, according to IT:
· Extracting data from our system – probably thousands of dollars
· Conversion programs to input the consultant’s data into our system – probably tens of
thousands of dollars; and
· Configuration assistance, also probably tens of thousands of dollars
In addition to the concerns related to unintended consequences and additional costs, our
researching of the options, development of the RFQ, and conversations with the prospective
consultant have revealed a number of opportunities for staff to enhance revenue without the
assistance of a consultant. Here are five of these opportunities:
· Increase gross revenue brackets. The occupational tax a business pays is based upon
their gross revenue and the “profitability index” of the type of business. Because the
gross revenue is lumped into only a few brackets, a large increase in revenue may mean
very little difference in the amount of this occupational tax. Increasing the number of
brackets would definitely capture additional revenue.
Attachment number 1 \nPage 2 of 5
Item # 6
· Compare data bases. The occupational tax data base could be compared to other data
bases to identify businesses that are not paying the tax. Such other data bases are
Augusta Utilities, Augusta Environmental Services, Georgia Power, and Georgia
Department of Revenue. In the past we have been unable to utilize the Georgia Power
data base, but that has recently been resolved. We are currently arguing with the GDOR
about gaining access to their list of businesses collecting sales tax in Augusta.
· Search for noncompliant businesses which operate under the umbrella of a college,
hospital, government institution or industry. As stated previously, there are probably
many doctors, teachers, researchers and subcontractors who are not technically
employees of an umbrella entity which is itself exempt from the occupational tax. There
are several noninvasive ways that we could attempt to identify them to recover this
revenue.
· An iphone/ipad application could be written by IT that would allow an inspector to stand
in any location and view on a map every business license record within any distance
selected. If businesses are present that are not shown on the map, then they may not have
a license.
· Local audit firms could be employed to perform additional audits under the supervision
of the Department’s auditor.
We have negotiated the unacceptable provisions out of the draft contract with the prospective
consultant and we could have a contract on the next committee agenda for the services that we
initially solicited. That contract would undoubtedly result in the discovery/recovery of some
unknown amount of revenue. We would pay the consultant 35–40% during the contract period
and we would receive 100% of the increased occupational taxes and fees thereafter. We believe
that there would be unintended consequences as cited previously of an unknown magnitude.
A second option would be to enter a contract with the consultant that is limited to the
occupational tax and alcohol licensing. This would eliminate their involvement in collecting the
other fees and excise taxes where we see difficulties expressed previously and where much of the
discovered revenue would not affect the general fund.
A third option would be to negotiate a contract with the consultant to serve in an advisory
capacity on the basis of an hourly rate. This has not been considered in detail but we believe that
this option would recover more revenue than the cost of the services and introduce new methods
to the staff.
The fourth option would be to not contract with the consultant, but to pursue enhanced revenue
on the basis of knowledge gained during the past nine months. The new organizational structure
has a Deputy Director of Licensing and Code Enforcement as well as a License Manager focused
on revenue collections and enforcement. They could provide a detailed proposal at the next
committee meetings.
Attachment number 1 \nPage 3 of 5
Item # 6
In conclusion, Staff will work diligently to make any of the above options a success. We want
the Administrator and the Commission to have the facts presented herein and propose whatever
level of input is desired in the making of a decision on how to proceed.
Attachment number 1 \nPage 4 of 5
Item # 6
ATTACHMENT A
REVENUE DISCOVERY/RECOVERY TIMELINE
July 13, 2011 Commission retreat, budget proposals made including hiring a
“headhunter” to identify and collect license revenue
July 14-August 31 I discussed the concept with GMA, ACCG, and three consultants who
contacted me. One of them was highly recommended by a local source,
and I asked that person to submit a draft scope of services. In the end I
wrote a scope from ideas from each potential consultant.
August 31 Sent a request to various departments asking for input. Talked to
procurement and was asked to have the concept approved by committee.
September 7 Sent the draft scope to various departments asking them to review it – no
response
September 16 Sent agenda item to Clerk of Administrative Services to approve the
concept as directed by procurement.
September 26 Item was deferred to next meeting by Administrative Services Committee.
October 10 Approved by the Administrative Services Committee
October 18 Approved by the Augusta Commission
October 21 Submitted the scope of service to Procurement, asked for a quick
turnaround.
January 13, 2012 Invitation for bids issued
February 10, 2012 Bids opened, only 1 received
February 17, 2012 First meeting with lone bidder in Augusta
Feb. 18-May 4, 2012 Due diligence regarding the proposal by the lone bidder. Numerous
potential problems were identified and investigated
May 4, 2012 Presentation to Fred, Tameka, Finance, and Legal. Decision to present
facts to the Commission ASAP
May 29, 2012 Presentation to Committee
Attachment number 1 \nPage 5 of 5
Item # 6
Finance Committee Meeting
5/29/2012 12:55 PM
Request the Purchase of One K-9 Vehicle for the Richmond County Sheriff's Office-Narcotics Division
Department:Fleet Management
Caption:Approve the purchase of one K-9 transport vehicle for the
Richmond County Sheriff’s Office-Narcotics Division.
Background:The Richmond County Sheriff’s Office is requesting the purchase
of one SUV type K-9 transport vehicle to replace a carrier
automobile which is not sufficient for the user’s purpose. The
sheriff is replacing the existing car with a more suitable mode of
transport which will allow for the animal’s comfort as well as the
necessary equipment for more efficient job support. The car will
be moved within the department for a more useful purpose.
Analysis:Fleet Management would like to utilize the Georgia State Contract
bid program to purchase the vehicle. The Georgia State Contract
low bid for this unit was awarded to Allan Vigil Ford of Morrow,
Georgia. The state bid award number is SWC-90795-. We have
attached the appropriate paperwork for your review.
Financial Impact:The cost of the proposed K-9 vehicle is $27,471.00 outfitted and
will be purchased through the Sheriff’s Drug/Canine Grant
account.
Alternatives:(1) Approve the request; (2) Disapprove the request
Recommendation:Approve the request to purchase one K-9 transport vehicle
Funds are Available
in the Following
Accounts:
273-03-2601/54.22110
REVIEWED AND APPROVED BY:
Finance.
Cover Memo
Item # 7
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 7
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Item # 7
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Item # 7
Finance Committee Meeting
5/29/2012 12:55 PM
Request to Purchase 1 Automobile for the Augusta Finance Department-Fleet Management Division
Department:Fleet Management
Caption:Approve the replacement of one (1) pool automobile for the
Augusta Finance Department-Fleet Management Division.
Background:The Augusta Finance Department-Fleet Management Division
would like to request the replacement of one the older pool
automobiles. The vehicle, asset number 994263, is a 2000 year
model with 115,356 miles and is in dire need of replacement. A
part of the Fleet Management‘s departmental services, is to
provide out of town transportation to various departments who
may not otherwise have access to a vehicle. This particular vehicle
is one of the units utilized for that purpose and has had several
incidents where the driver was left stranded. The replacement of
this vehicle would greatly assist in the reliability of Fleet
Managements out of town travel automobiles and also offer a
safer vehicle.
Analysis:The new vehicle would be purchased through the Georgia
Statewide Contract bid program, contract number SWC-90795,
assuring the best pricing available throughout the state.
Financial Impact:The vehicle will be purchased using the 2012 General Fund
Capital Outlay funds. The cost of the new vehicle is $ 17,483.00.
Alternatives:1. Approve the purchase of one (1) pool vehicle. 2. Do not
approve the request.
Recommendation:Approve the replacement of one pool vehicle for the Augusta
Finance Department-Fleet Management Division.
Funds are Available
in the Following
Accounts:
272-01-6440/54.22110
Cover Memo
Item # 8
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 8
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Item # 8
Finance Committee Meeting
5/29/2012 12:55 PM
Request to Purchase 3 Work Detail Vand for the Augusta Engineering Department-Maintenance
Division
Department:Fleet Management
Caption:Approve the replacement of three (3) work detail vans for the
Engineering Department-Maintenance Division.
Background:The Augusta Engineering Department-Maintenance Division
would like to request the replacement on three work detail vans,
asset numbers 984161, a 1998 model, 994129, a 1999 model, and
994130, a 1999 model that are in excess of 10 years of age and are
in dire need of replacement. They are proposing the purchase of
the new vans to improve reliability in their assets and greatly
reduce their maintenance costs. All vans meet required criteria
for immediate replacement. We have attached the evaluation
sheets for your review.
Analysis:The new vans would be purchased through the Georgia Statewide
Contract bid program, contract number S-90795-C5, assuring the
best pricing available throughout the state.
Financial Impact:The vehicles will be purchased using the General Fund Capital
Outlay funds. The cost of the new vans is $ 28,311.00.each for a
total of $84,933.00.
Alternatives:1. Approve the purchase of three (3) work detail vans. 2. Do not
approve the request.
Recommendation:Approve the replacement of three work detail vans for the
Augusta Engineering Department-Maintenance Division.
Funds are Available
in the Following
Accounts:
272-01-6440/5422110
REVIEWED AND APPROVED BY:
Cover Memo
Item # 9
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 9
Attachment number 1 \nPage 1 of 7
Item # 9
Attachment number 1 \nPage 2 of 7
Item # 9
Attachment number 1 \nPage 3 of 7
Item # 9
Attachment number 1 \nPage 4 of 7
Item # 9
Attachment number 1 \nPage 5 of 7
Item # 9
Attachment number 1 \nPage 6 of 7
Item # 9
Attachment number 1 \nPage 7 of 7
Item # 9
Finance Committee Meeting
5/29/2012 12:55 PM
Request to Purchase 6 Inch Pump for Augusta Utilities Department-Construction and Maintenance
Division
Department:Fleet Management
Caption:Approve request from the Augusta Utilities Department-C&M
Division to purchase one (1) six-inch bypass pump.
Background:The Augusta Utilities Department- Construction & Maintenance
Division requests the purchase of one six-inch bypass pump to
replace a 1998 unit, asset number 985028, which was recently
disposed due to a major engine failure. It was deemed unfeasible
to repair this unit due to other major ongoing problems as well and
the total cost of repairs would have been well over half the cost of
a new unit.
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 Thompson Pump
Company (bid award number GS-07F-0140V as indicated by the
attached paperwork.
Financial Impact:The unit will be purchased for $30,638.00 using the GMA Lease
Program with 3 annual payments of $10,212.67 each.
Alternatives:1. Approve the award to Thompson Pump Co., Inc. 2. Do not
approve the request.
Recommendation:Approve request to purchase the six-inch pump from Thompson
Pump Co, Inc.
Funds are Available
in the Following
Accounts:
631-00-0000/11.19114
REVIEWED AND APPROVED BY:Cover Memo
Item # 10
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 10
Attachment number 1 \nPage 1 of 5
Item # 10
Attachment number 1 \nPage 2 of 5
Item # 10
Attachment number 1 \nPage 3 of 5
Item # 10
Attachment number 1 \nPage 4 of 5
Item # 10
Attachment number 1 \nPage 5 of 5
Item # 10
Finance Committee Meeting
5/29/2012 12:55 PM
Request to Purchase Dump Truck for Augusta Utilities Department-Construction and Maintenance
Division
Department:Fleet Management
Caption:Approve request from the Augusta Utilities Department-C&M
Division to purchase one replacement dump truck, bid 11-107.
Background:The Augusta Utilities Department- Construction & Maintenance
Division requests the purchase of one tandem dump truck to
replace a 1998 model, asset number 984154, with extensive wear
and tear. This vehicle meets all required commission approved
criteria for replacement. The truck is becoming expensive to
maintain and needs immediate replacement. Please see attached
replacement data.
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 with the following results: Bid
11-107 (1) Mays International Trucks = $96,989.00; (2)
Advantage Truck Center = Non-Compliant Bid.
Financial Impact:The unit will be purchased for a total of $96,989.00 using the
GMA Lease Program with 3 annual payments of $32,329.67..
Alternatives:1. Approve truck purchase request from Yancey Trucks, Inc.
(formerly Mays International Trucks, Inc) of Augusta, Georgia. 2.
Do not approve the request.
Recommendation:Approve request to purchase the dump truck from Yancey Trucks,
Inc (formerly Mays International Trucks, Inc.
Funds are Available
in the Following
Accounts:
631-00-0000/11.19114
Cover Memo
Item # 11
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 11
Attachment number 1 \nPage 1 of 5
Item # 11
Attachment number 1 \nPage 2 of 5
Item # 11
Attachment number 1 \nPage 3 of 5
Item # 11
Attachment number 1 \nPage 4 of 5
Item # 11
Attachment number 1 \nPage 5 of 5
Item # 11
Invitation To Bid
Sealed bids will be received at this office until 11:00 a.m. Thursday, March 31, 2011 for furnishing:
Bid Item #11-105 Electric Manlift for Fleet Department
Bid Item #11-106 Electric Forklift for Fleet Department
Bid Item #11-107 Tandem Axle Dump Truck for Fleet Department
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 Richmond County 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 Monday, March 21, 2011 @ 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 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.
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 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.
Funding for this project may include federal funds provided by the U. S. Department of Transportation
(DOT) and/or other federal agencies. All DOT funded projects are subject to the requirements of 49
CFR Part 26. These requirements are mandatory and non-negotiable. Augusta enforces Disadvantage
Business Enterprise (DBE) requirements and/or DBE goals set by Federal and/or State Agencies in
accordance with State and Federal laws. Please be advised that the U. S. District Court for the
Southern District of Georgia has entered on Order enjoining the Race-Based portion of Augusta,
Georgia’s DBE Program. Thus, Augusta, Georgia does not have or operate a DBE, MBE or WBE
Program for projects (or portions of projects) having Augusta, Georgia as the source of funding.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle February 24, March 3, 10, 17, 2011
Metro Courier March 2, 2011
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Department
Attachment number 2 \nPage 1 of 1
Item # 11
Vendors Attach. B
Bidder's
Form Year Brand Model Bid Price
Delivery
Date
Base Price
Opt Equip
9.1 Automatic
Transmission
Mays International
1357 Gordon Highway
Augusta, GA 30901
YES YES 2012 International 7600
$109,495.35
$96,989.00
Reduced Price
90 to 120
days
$117,536.07
$105,030.00
Reduced Price
Advantage Truck Center
3880 Jeff Adams Drive
Charlotte, NC 28206
Bid Item #11-107
Tandem Axle Dump Truck
for the City of Augusta - Fleet Department
Bid Opening Date: Thursday, March 31, 2011 @ 11:00 a.m.
NON-COMPLIANT
Missing E-Verify Number
Missing Business License Number
Attachment number 3 \nPage 1 of 1
Item # 11
Attachment number 4 \nPage 1 of 2
Item # 11
Attachment number 4 \nPage 2 of 2
Item # 11
Attachment number 5 \nPage 1 of 2
Item # 11
Attachment number 5 \nPage 2 of 2
Item # 11
Finance Committee Meeting
5/29/2012 12:55 PM
Request to Purchase Truck for Augusta Utilities Department-Administration/Engineering Division
Department:Fleet Management
Caption:Approve request from the Augusta Utilities Department-
Administration/Engineering Division to purchase one (1)
replacement truck.
Background:The Augusta Utilities Department- Administration/Engineering
Division requests the purchase of one pickup truck as a
replacement for an older unit, asset number F00144, a 2001 model
with excessive mileage and extensive wear and tear. This vehicle
meets all required criteria for immediate replacement.
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 various vendors with the
following results: (A) Bid 11-180 – 6,000 GVW trucks – 5
Vendors replied with the following results: (1) Bobby Jones Ford
= $23,834.00 each; (2) Allan Vigil Ford = $24,084.00 each; (3)
Thomson Motor Centre = $24,316.00 each; (4) Team Ford =
$25,141.00 each; (5) Hardy Chevrolet = $24,316.00 each
Financial Impact:The truck will be purchased for $23,834.00 using the GMA Lease
Program with 3 annual payments of $7,944.67.
Alternatives:1. Approve the awards to Bobby Jones Ford of Augusta, Georgia.
2. Do not approve the request.
Recommendation:Approve request to purchase the four trucks from Bobby Jones
Ford.
Funds are Available
in the Following
Accounts:
631-00-0000/11.19114
Cover Memo
Item # 12
REVIEWED AND APPROVED BY:
Finance
Procurement
Law
Administrator
Clerk of Commission
Cover Memo
Item # 12
Attachment number 1 \nPage 1 of 2
Item # 12
Attachment number 1 \nPage 2 of 2
Item # 12
Invitation To Bid
Sealed bids will be received at this office until Friday, January 20, 2012 @ 11:00 a.m. for furnishing:
Bid Item 11-180 6,000 GVW Pickup Truck for Fleet Management
Bid Item 11-181 8,500 GVW Pickup Truck 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 2 \nPage 1 of 1
Item # 12
Allan Vigil Ford
6790 Mt Zion Blvd
Morrow, GA 30260
Thomson Motor Cent
2158 Washington Rd.
Thomson, GA 30824
Bobby Jones Ford
PO Box 15398
Augusta, GA 30919
Hardy Chev Pontiac
1249 Charles Hardy
Parkway
Dallas, GA 30157
Team Ford of Marietta
869 Cobb Parkway
Marietta, GA 30060
YES YES YES YES YES
94460 473314 117480 382278 21804
8 TO 10 WEEKS 8 TO 10 WEEKS 90 TO 120 DAYS ARO 60 TO 100 DAYS ARO 90 DAYS ARO
5.01 Full-Size Truck-Reg Cab $15,688.00 $17,916.00 $15,818.00 $17,162.00 $16,535.00
5.02 Full-Size Truck-Ext Cab $17,995.00 $19,480.00 $18,180.00 $19,393.00 $18,878.00
5.03 Full-Size Truck-Ext CabSW $18,891.00 $21,359.00 $19,036.00 $20,569.00 $19,784.00
5.04 Full-Size Truck-Ext Cab $21,891.00 $22,988.00 $21,960.00 $23,083.00 $22,606.00
5.05 Full-Size Truck-Crew Cab $21,986.00 $21,920.00 $22,481.00 $24,272.00 $24,398.00
5.06 Full-Size Truck-Crew Cab4 $24,794.00 $23,856.00 $25,339.00 $26,885.00 $27,188.00
5.07 Speed Control $187.00 INCLUDED $187.00 $200.00 $375.00
5.08 Tilit Steering Wheel STANDARD INCLUDED STANDARD INCLUDED STANDARD
5.09 Heavy Duty Cooling Pack STANDARD INCLUDED N/A INCLUDED N/A
5.10 Heavy Duty Electrical Pack STANDARD INCLUDED N/A INCLUDED N/A
5.11 Heavy Duty Suspension Pk STANDARD INCLUDED N/A INCLUDED N/A
5.12 Skid Plate Package 4X4 $133.00 $150.00 $133.00 $132.00 $135.00
5.13 Minimum 8 Foot Bed $285.00 $300.00 $272.00 $369.00 $275.00
5.14 Trailer Tow Package $311.00 INCLUDED $311.00 INCLUDED $315.00
6.01 Fire Extinguisher $47.00 N/A $46.00 $90.00 $100.00
6.02 Outlet Receptacle $45.00 N/A $43.00 $70.00 $80.00
6.03 Bedliner $325.00 $425.00 $300.00 $400.00 $450.00
6.04 Toolbox $300.00 $385.00 $240.00 $515.00 $500.00
6.05 Trailer Hitch $355.00 $368.00 $190.00 $275.00 $290.00
6.06 Trailer Wiring INCLUDED INCLUDED $25.00 $75.00 $80.00
6.07 Trailer Ball $25.00 $19.00 $10.00 $20.00 $25.00
6.08 Window Tint, Reg Cab $130.00 N/A $100.00 $70.00 INCLUDED
6.09 Window Tint, Ext Cab $150.00 N/A $115.00 $80.00 INCLUDED
6.10 Window Tint, Crew Cab $185.00 N/A $130.00 $90.00 INCLUDED
6.11 Safety Cone Holder $80.00 N/A $60.00 $105.00 $125.00
6.12 Safety Cones $110.00 N/A $180.00 $120.00 $135.00
7.01 Backup Alarm $55.00 N/A $50.00 $75.00 $85.00
7.02 Magnetic LED Light $350.00 N/A $325.00 $390.00 $500.00
7.03 LED Top Mount Light $472.00 N/A $421.00 $375.00 $500.00
Attachment B
E-Verify Number
Delivery Time
Bid Item #11-180
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Friday, January 20, 2012 @ 11:00 a.m.
Vendors
7.00 Alert Warning Systems
5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 12
FIACE DEPARTMET
Donna B. Williams, CGFM Ron Crowden
Director Fleet Manager
MEMORADUM
TO: MS. GERI SAMS
FROM: RO CROWDE
SUBJECT: BID AWARD REQUESTS-VARIOUS
DATE: APRIL 26, 2012
Fleet Management would like to request the award of bids as follows:
Bid 11-176, which opened on January 10, 2012, to Bobby Jones Ford for the
attached application:
Bid 11-180 and which opened on January 20, 2012 at 11:00 am, to be awarded to
Bobby Jones Ford per the attached application;
Bid 11-181which opened on January 20, 2012 to be awarded to Bobby Jones Ford
through the Local Vendor Preference Program per the attached application.
Please let us know when the vendor paperwork is completed on these awards so
that we may move forward with the purchases.
If you have any questions or concerns, please contact me.
Best Personal Regards,
Ron Crowden
Fleet Manager
Attachment number 4 \nPage 1 of 2
Item # 12
FIACE DEPARTMET
Donna B. Williams, CGFM Ron Crowden
Director Fleet Manager
Attachment number 4 \nPage 2 of 2
Item # 12
Attachment number 5 \nPage 1 of 3
Item # 12
Attachment number 5 \nPage 2 of 3
Item # 12
Attachment number 5 \nPage 3 of 3
Item # 12
Finance Committee Meeting
5/29/2012 12:55 PM
Request to Purchase Truck for Augusta Utilities Department-Water Production Division
Department:Fleet Management
Caption:Approve request from the Augusta Utilities Department-Water
Production Division to purchase one (1) replacement truck.
Background:The Augusta Utilities Department-Water Production Division
requests the purchase of one pickup truck as a replacement for an
older unit, asset number 203190, a 2003 model with excessive
mileage and extensive wear and tear. This vehicle meets all
required commission criteria for immediate replacement. Please
see data attachment.
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 various vendors with the
following results: (A) Bid 11-180 – 6,000 GVW trucks – 5
Vendors replied with the following results: (1) Bobby Jones Ford
= $16,975.00 each; (2) Allan Vigil Ford = $17,017.00 each; (3)
Thomson Motor Centre = $18,726.00 each; (4) Team Ford =
$18,170.00 each; (5) Hardy Chevrolet = $18,192.00 each
Financial Impact:The truck will be purchased for $16,975.00 using the GMA Lease
Program with 3 annual payments of $5,658.33.
Alternatives:1. Approve the awards to Bobby Jones Ford of Augusta, Georgia.
2. Do not approve the request.
Recommendation:Approve request to purchase truck from Bobby Jones Ford.
Funds are Available
in the Following
Accounts:
631-00-0000/11.19114
REVIEWED AND APPROVED BY:
Cover Memo
Item # 13
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 13
Attachment number 1 \nPage 1 of 2
Item # 13
Attachment number 1 \nPage 2 of 2
Item # 13
Invitation To Bid
Sealed bids will be received at this office until Friday, January 20, 2012 @ 11:00 a.m. for furnishing:
Bid Item 11-180 6,000 GVW Pickup Truck for Fleet Management
Bid Item 11-181 8,500 GVW Pickup Truck 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 2 \nPage 1 of 1
Item # 13
Allan Vigil Ford
6790 Mt Zion Blvd
Morrow, GA 30260
Thomson Motor Cent
2158 Washington Rd.
Thomson, GA 30824
Bobby Jones Ford
PO Box 15398
Augusta, GA 30919
Hardy Chev Pontiac
1249 Charles Hardy
Parkway
Dallas, GA 30157
Team Ford of Marietta
869 Cobb Parkway
Marietta, GA 30060
YES YES YES YES YES
94460 473314 117480 382278 21804
8 TO 10 WEEKS 8 TO 10 WEEKS 90 TO 120 DAYS ARO 60 TO 100 DAYS ARO 90 DAYS ARO
5.01 Full-Size Truck-Reg Cab $15,688.00 $17,916.00 $15,818.00 $17,162.00 $16,535.00
5.02 Full-Size Truck-Ext Cab $17,995.00 $19,480.00 $18,180.00 $19,393.00 $18,878.00
5.03 Full-Size Truck-Ext CabSW $18,891.00 $21,359.00 $19,036.00 $20,569.00 $19,784.00
5.04 Full-Size Truck-Ext Cab $21,891.00 $22,988.00 $21,960.00 $23,083.00 $22,606.00
5.05 Full-Size Truck-Crew Cab $21,986.00 $21,920.00 $22,481.00 $24,272.00 $24,398.00
5.06 Full-Size Truck-Crew Cab4 $24,794.00 $23,856.00 $25,339.00 $26,885.00 $27,188.00
5.07 Speed Control $187.00 INCLUDED $187.00 $200.00 $375.00
5.08 Tilit Steering Wheel STANDARD INCLUDED STANDARD INCLUDED STANDARD
5.09 Heavy Duty Cooling Pack STANDARD INCLUDED N/A INCLUDED N/A
5.10 Heavy Duty Electrical Pack STANDARD INCLUDED N/A INCLUDED N/A
5.11 Heavy Duty Suspension Pk STANDARD INCLUDED N/A INCLUDED N/A
5.12 Skid Plate Package 4X4 $133.00 $150.00 $133.00 $132.00 $135.00
5.13 Minimum 8 Foot Bed $285.00 $300.00 $272.00 $369.00 $275.00
5.14 Trailer Tow Package $311.00 INCLUDED $311.00 INCLUDED $315.00
6.01 Fire Extinguisher $47.00 N/A $46.00 $90.00 $100.00
6.02 Outlet Receptacle $45.00 N/A $43.00 $70.00 $80.00
6.03 Bedliner $325.00 $425.00 $300.00 $400.00 $450.00
6.04 Toolbox $300.00 $385.00 $240.00 $515.00 $500.00
6.05 Trailer Hitch $355.00 $368.00 $190.00 $275.00 $290.00
6.06 Trailer Wiring INCLUDED INCLUDED $25.00 $75.00 $80.00
6.07 Trailer Ball $25.00 $19.00 $10.00 $20.00 $25.00
6.08 Window Tint, Reg Cab $130.00 N/A $100.00 $70.00 INCLUDED
6.09 Window Tint, Ext Cab $150.00 N/A $115.00 $80.00 INCLUDED
6.10 Window Tint, Crew Cab $185.00 N/A $130.00 $90.00 INCLUDED
6.11 Safety Cone Holder $80.00 N/A $60.00 $105.00 $125.00
6.12 Safety Cones $110.00 N/A $180.00 $120.00 $135.00
7.01 Backup Alarm $55.00 N/A $50.00 $75.00 $85.00
7.02 Magnetic LED Light $350.00 N/A $325.00 $390.00 $500.00
7.03 LED Top Mount Light $472.00 N/A $421.00 $375.00 $500.00
Attachment B
E-Verify Number
Delivery Time
Bid Item #11-180
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Friday, January 20, 2012 @ 11:00 a.m.
Vendors
7.00 Alert Warning Systems
5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 13
FIACE DEPARTMET
Donna B. Williams, CGFM Ron Crowden
Director Fleet Manager
MEMORADUM
TO: MS. GERI SAMS
FROM: RO CROWDE
SUBJECT: BID AWARD REQUESTS-VARIOUS
DATE: APRIL 26, 2012
Fleet Management would like to request the award of bids as follows:
Bid 11-176, which opened on January 10, 2012, to Bobby Jones Ford for the
attached application:
Bid 11-180 and which opened on January 20, 2012 at 11:00 am, to be awarded to
Bobby Jones Ford per the attached application;
Bid 11-181which opened on January 20, 2012 to be awarded to Bobby Jones Ford
through the Local Vendor Preference Program per the attached application.
Please let us know when the vendor paperwork is completed on these awards so
that we may move forward with the purchases.
If you have any questions or concerns, please contact me.
Best Personal Regards,
Ron Crowden
Fleet Manager
Attachment number 4 \nPage 1 of 2
Item # 13
FIACE DEPARTMET
Donna B. Williams, CGFM Ron Crowden
Director Fleet Manager
Attachment number 4 \nPage 2 of 2
Item # 13
Attachment number 5 \nPage 1 of 3
Item # 13
Attachment number 5 \nPage 2 of 3
Item # 13
Attachment number 5 \nPage 3 of 3
Item # 13
Finance Committee Meeting
5/29/2012 12:55 PM
Request to Purchase Trucks for Augusta Recreation Department
Department:Fleet Management
Caption:Approve request from Fleet Management to purchase three (3)
replacement pickup trucks for the Augusta Recreation
Department.
Background:Fleet Management requests the purchase of three pickups as a
replacement for three older units, asset numbers 930323, a 1994
model, 940269, a 1995 model; and 994165, a 1999 model. All
trucks have extensive wear and tear and meet all required
commission criteria for immediate replacement per attached
documents.
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 various vendors with the
following results: (A) Bid 11-180 – 6,000 GVW trucks – 5
Vendors replied with the following results: (1) Bobby Jones Ford
= $16,975.00 each; (2) Allan Vigil Ford = $17,017.00 each; (3)
Thomson Motor Centre = $18,726.00 each; (4) Team Ford =
$18,170.00 each; (5) Hardy Chevrolet = $18,192.00 each (B) Bid
11-181 – 8,500 GVW Trucks – Allan Vigil Ford =$22,861.00
each; Bobby Jones Ford = $22,928.00 each; Hardy Chevrolet =
$24,092.00 each; Team Ford = $24,946.00 each; NOTE: Bobby
Jones Ford has opted to utilize the Local Vendor Program to
match the low bid.
Financial Impact:The units will be purchased for a total of $62,697.00 using
General Fund-Capital Outlay funds designated for vehicle and
equipment replacement.
Alternatives:1. Approve the awards to Bobby Jones Ford of Augusta, Georgia.
2. Do not approve the request.
Recommendation:Approve request to purchase the trucks from Bobby Jones FordCover Memo
Item # 14
Funds are Available
in the Following
Accounts:
272-01-6440/54.22110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 14
Attachment number 1 \nPage 1 of 5
Item # 14
Attachment number 1 \nPage 2 of 5
Item # 14
Attachment number 1 \nPage 3 of 5
Item # 14
Attachment number 1 \nPage 4 of 5
Item # 14
Attachment number 1 \nPage 5 of 5
Item # 14
Invitation To Bid
Sealed bids will be received at this office until Friday, January 20, 2012 @ 11:00 a.m. for furnishing:
Bid Item 11-180 6,000 GVW Pickup Truck for Fleet Management
Bid Item 11-181 8,500 GVW Pickup Truck 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 2 \nPage 1 of 1
Item # 14
Allan Vigil Ford
6790 Mt Zion Blvd
Morrow, GA 30260
Thomson Motor Cent
2158 Washington Rd.
Thomson, GA 30824
Bobby Jones Ford
PO Box 15398
Augusta, GA 30919
Hardy Chev Pontiac
1249 Charles Hardy
Parkway
Dallas, GA 30157
Team Ford of Marietta
869 Cobb Parkway
Marietta, GA 30060
YES YES YES YES YES
94460 473314 117480 382278 21804
8 TO 10 WEEKS 8 TO 10 WEEKS 90 TO 120 DAYS ARO 60 TO 100 DAYS ARO 90 DAYS ARO
5.01 Full-Size Truck-Reg Cab $15,688.00 $17,916.00 $15,818.00 $17,162.00 $16,535.00
5.02 Full-Size Truck-Ext Cab $17,995.00 $19,480.00 $18,180.00 $19,393.00 $18,878.00
5.03 Full-Size Truck-Ext CabSW $18,891.00 $21,359.00 $19,036.00 $20,569.00 $19,784.00
5.04 Full-Size Truck-Ext Cab $21,891.00 $22,988.00 $21,960.00 $23,083.00 $22,606.00
5.05 Full-Size Truck-Crew Cab $21,986.00 $21,920.00 $22,481.00 $24,272.00 $24,398.00
5.06 Full-Size Truck-Crew Cab4 $24,794.00 $23,856.00 $25,339.00 $26,885.00 $27,188.00
5.07 Speed Control $187.00 INCLUDED $187.00 $200.00 $375.00
5.08 Tilit Steering Wheel STANDARD INCLUDED STANDARD INCLUDED STANDARD
5.09 Heavy Duty Cooling Pack STANDARD INCLUDED N/A INCLUDED N/A
5.10 Heavy Duty Electrical Pack STANDARD INCLUDED N/A INCLUDED N/A
5.11 Heavy Duty Suspension Pk STANDARD INCLUDED N/A INCLUDED N/A
5.12 Skid Plate Package 4X4 $133.00 $150.00 $133.00 $132.00 $135.00
5.13 Minimum 8 Foot Bed $285.00 $300.00 $272.00 $369.00 $275.00
5.14 Trailer Tow Package $311.00 INCLUDED $311.00 INCLUDED $315.00
6.01 Fire Extinguisher $47.00 N/A $46.00 $90.00 $100.00
6.02 Outlet Receptacle $45.00 N/A $43.00 $70.00 $80.00
6.03 Bedliner $325.00 $425.00 $300.00 $400.00 $450.00
6.04 Toolbox $300.00 $385.00 $240.00 $515.00 $500.00
6.05 Trailer Hitch $355.00 $368.00 $190.00 $275.00 $290.00
6.06 Trailer Wiring INCLUDED INCLUDED $25.00 $75.00 $80.00
6.07 Trailer Ball $25.00 $19.00 $10.00 $20.00 $25.00
6.08 Window Tint, Reg Cab $130.00 N/A $100.00 $70.00 INCLUDED
6.09 Window Tint, Ext Cab $150.00 N/A $115.00 $80.00 INCLUDED
6.10 Window Tint, Crew Cab $185.00 N/A $130.00 $90.00 INCLUDED
6.11 Safety Cone Holder $80.00 N/A $60.00 $105.00 $125.00
6.12 Safety Cones $110.00 N/A $180.00 $120.00 $135.00
7.01 Backup Alarm $55.00 N/A $50.00 $75.00 $85.00
7.02 Magnetic LED Light $350.00 N/A $325.00 $390.00 $500.00
7.03 LED Top Mount Light $472.00 N/A $421.00 $375.00 $500.00
Attachment B
E-Verify Number
Delivery Time
Bid Item #11-180
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Friday, January 20, 2012 @ 11:00 a.m.
Vendors
7.00 Alert Warning Systems
5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 14
Attachment number 4 \nPage 1 of 1
Item # 14
Attachment number 5 \nPage 1 of 3
Item # 14
Attachment number 5 \nPage 2 of 3
Item # 14
Attachment number 5 \nPage 3 of 3
Item # 14
Finance Committee Meeting
5/29/2012 12:55 PM
Request to Purchase Trucks for Augusta Utilities Department-Construction and Maintenance Division
Department:
Caption:Approve request from the Augusta Utilities Department-C&M
Division to purchase five (5) replacement pickup trucks.
Background:The Augusta Utilities Department-Construction & Maintenance
Division requests the purchase of three full size pickups to replace
three older models, asset numbers 984152, a 1998 model; 994188,
a 1999 model; and F00093, a 2001 model. The department would
also like to replace two older crew work trucks, asset numbers
F00254 and F00255, both 2002 models with extensive wear and
tear. These vehicles meet all required commission approved
criteria for replacement. The trucks are becoming very expensive
to maintain and are unreliable transportation creating potential
timely down time problems.
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 with the following results: (A)
Bid 11-176 – 17,500 GVW Trucks - 4 vendors with the following
results: (1) Bobby Jones Ford = $52,331.00 each; (2) Family Ford.
= $52,707.00 each; Auto Nation = $53,889.00 each; Allan Vigil
Ford= $56,016.00 each. (B) Bid 11-180 – 6,000 GVW trucks – 5
Vendors replied with the following results: (1) Bobby Jones Ford
= $20,734.00 each; (2) Allan Vigil Ford = $20,906.00 each; (3)
Thomson Motor Centre = Bid Incomplete; (4) Team Ford =
$22,104.00 each; (5) Hardy Chevrolet = $22,454.00 each
Financial Impact:The units will be purchased for a total of $166,864.00 using the
GMA Lease Program with 3 annual payments of $55,621.
Alternatives:1. Approve truck purchase request from Bobby Jones Ford of
Augusta, Georgia. 2. Do not approve the request.
Recommendation:Approve request to purchase five trucks from Bobby Jones FordCover Memo
Item # 15
Funds are Available
in the Following
Accounts:
631-00-0000-11-19114
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 15
Attachment number 1 \nPage 1 of 7
Item # 15
Attachment number 1 \nPage 2 of 7
Item # 15
Attachment number 1 \nPage 3 of 7
Item # 15
Attachment number 1 \nPage 4 of 7
Item # 15
Attachment number 1 \nPage 5 of 7
Item # 15
Attachment number 1 \nPage 6 of 7
Item # 15
Attachment number 1 \nPage 7 of 7
Item # 15
Invitation To Bid
Sealed bids will be received at this office until Tuesday, January 10, 2012 @ 11:00 a.m. for furnishing:
Bid Item 11-175 10,000 GVW Series Pickup Truck for Fleet Management
Bid Item 11-176 17,500 GVW Series Pickup Truck 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, December 27, 2011 @ 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 1, 8, 15, 22, 2011
Metro Courier December 7, 2011
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 2 \nPage 1 of 1
Item # 15
Vendors
Bobby Jones Ford
P.O. Box 15398
Augusta, GA 30919
Team Ford Of Marietta
869 Cobb Parkway SE
Marietta, GA 30060
Family Ford, Inc
1255 Charles Hardy Pkwy
Dallas, GA 30157
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Attachment B Yes Yes Yes Yes
E-Verify #117480 21804 382274 94460
Year 2012 2012 2012 2012
Brand Ford Ford Ford Ford
Model F-550 F-550 F-550 F-550
Delivery Date 3 to 5 Months ARO 90 to 150 Days ARO
Depends on ftermarket equip 16 to 20 weeks ARO 90 to 120 Days
Exceptions oted Exceptions oted Exceptions oted
5.01 $32,991.00
19 Inch Tires $33,179.00 $32,247.00
18,000 lbs $32,990.00
5.02 $36,268.00 $36,406.00
$35,474.00
18,000 lbs $36,478.00
5.03 $35,042.00 $35,160.00
+ $30.00 for extra key
$34,243.00
18,000 lbs $35,156.00
5.04 $38,346.00
$38,539.00
Inc (4) Traction Tires - Rear& (2)
All Season on Front Opt Spare
(incl) All Season
$37,445.00
18,000 lbs - 4 wheel ABS $38,595.00
5.05 $35,842.00 $35,960.00
$35,018.00
18,000 lbs - 4 wheel ABS $35,971.00
5.06 $39,221.00
$39,339.00
Inc (4) Traction Tires - Rear& (2)
All Season on Front Opt Spare
(incl) All Season
$38,245.00
18,000 lbs - 4 wheel ABS $39,495.00
5.07 -$6,371.00 -$5,800.00 standard -$6,000.00
5.08 $299.00 $299.00 $299.00 $324.00
5.09 standard n/a standard standard
5.10 standard $315.00
(67A) Dual AH (357) amp)standard standard
5.11 n/a $104.00
67H or 67X standard $104.00
5.12 n/a n/a n/a n/a
5.13 $959.00 $959.00
(68M) 19,500 GVW
$959.00
19,500 lbs $1,250.00
5.14 standard standard standard standard
5.15 standard standard standard standard
5.16 $195.00
$494.00
Tilt Std (96V)
XL Valve Pkg AM-FM/
SingleCD/MP3 Spd Cntl
$195.00 $195.00
5.17 $83.00
$83.00
(4IP) Transfer Case Only
Super Cab & Crew Cab Only
$83.00 $83.00
5.18 $232.00 $232.00 62R $232.00 $232.00
6.01 $46.00 $100.00 $90.00 $105.00
6.02 $43.00 $80.00 $70.00 $62.00
Bid #11-176
17,500 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, January 10, 2012 at 11:00 a.m.
6.00 Outfitter's Speciality Items
5.00 Vehicle/Options Required
Page 1 of 2
Attachment number 3 \nPage 1 of 2
Item # 15
Vendors
Bobby Jones Ford
P.O. Box 15398
Augusta, GA 30919
Team Ford Of Marietta
869 Cobb Parkway SE
Marietta, GA 30060
Family Ford, Inc
1255 Charles Hardy Pkwy
Dallas, GA 30157
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Bid #11-176
17,500 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, January 10, 2012 at 11:00 a.m.
6.03 $120.00 $191.00
(52B) Factory Option $191.00 $191.00
6.04 $6,500.00 $8,200.00 $7,950.00 $7,590.00
6.05A $8,800.00 $9,950.00
Crane Not turntable mounted $9,700.00 $9,145.00
6.05B $8,600.00 $8,350.00
14' Lift w/360° Power Rotat
$8,100.00
14" Lift
$10,485.00
Venturo E T8K
6.06 $428.00 $400.00 $375.00 $450.00
6.07 $4,871.00 $3,800.00 $3,700.00 $6,350.00
6.08 $450.00 $300.00 $290.00 $400.00
6.09 $365.00 $300.00 $290.00 $400.00
6.10 $4,500.00 $6,900.00 $6,700.00 $4,580.00
6.11 $2,385.00 $2,750.00 $2,650.00 $2,125.00
6.12 $240.00
n/a
Ford does not want these installed
- Voids warranty
$425.00 $380.00
6.13 $480.00
n/a
Ford does not want these installed
- Voids warranty
$850.00 $750.00
6.14 $240.00 $550.00 $515.00 $375.00
6.15 $240.00 $290.00 $285.00 $225.00
6.16 $25.00 $80.00 $75.00 $70.00
6.17 $10.00 $25.00 $20.00 $85.00
6.18 $120.00 $450.00 $425.00 $170.00
6.19 $125.00 $450.00 $425.00 $400.00
6.20 $240.00 $280.00 $270.00 $285.00
6.21 n/a $9.00 $10.00 $60.00
6.22 $100.00 $200.00 $125.00 $130.00
6.23 $115.00 $280.00 $160.00 $150.00
6.24 $130.00 $280.00 $180.00 $185.00
6.25 $80.00 $115.00 $105.00 $165.00
6.26 $110.00 $130.00 $120.00 $120.00
7.01 $50.00 $85.00 $75.00 $75.00
7.02 $325.00 $420.00 $390.00 $550.00
7.03 $421.00 $450.00 $425.00 $495.00
7.04 $595.00 $675.00 $625.00 $900.00
7.05 $1,190.00 $1,450.00 $1,250.00 $900.00
7.00 Alert Warning Systems
Page 2 of 2
Attachment number 3 \nPage 2 of 2
Item # 15
FIACE DEPARTMET
Donna B. Williams, CGFM Ron Crowden
Director Fleet Manager
MEMORADUM
TO: MS. GERI SAMS
FROM: RO CROWDE
SUBJECT: BID AWARD REQUESTS-VARIOUS
DATE: APRIL 26, 2012
Fleet Management would like to request the award of bids as follows:
Bid 11-176, which opened on January 10, 2012, to Bobby Jones Ford for the
attached application:
Bid 11-180 and which opened on January 20, 2012 at 11:00 am, to be awarded to
Bobby Jones Ford per the attached application;
Bid 11-181which opened on January 20, 2012 to be awarded to Bobby Jones Ford
through the Local Vendor Preference Program per the attached application.
Please let us know when the vendor paperwork is completed on these awards so
that we may move forward with the purchases.
If you have any questions or concerns, please contact me.
Best Personal Regards,
Ron Crowden
Fleet Manager
Attachment number 4 \nPage 1 of 2
Item # 15
FIACE DEPARTMET
Donna B. Williams, CGFM Ron Crowden
Director Fleet Manager
Attachment number 4 \nPage 2 of 2
Item # 15
Attachment number 5 \nPage 1 of 3
Item # 15
Attachment number 5 \nPage 2 of 3
Item # 15
Attachment number 5 \nPage 3 of 3
Item # 15
Finance Committee Meeting
5/29/2012 12:55 PM
Request to Purchase Trucks for Augusta Utilities Department-Customer Service Division
Department:
Caption:Approve request from the Augusta Utilities Department-Customer
Service Division to purchase four (4) replacement trucks.
Background:The Augusta Utilities Department- Customer Service Division
requests the purchase of four pickups as a replacement for four
older units, asset numbers F00099, a 2001 model, 204053, a 2004
model; 204056, a 2004 model; and F02315, a 2003 model. All
trucks have high mileage and extensive wear and tear and meet all
required commission criteria for replacement.
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 various vendors with the
following results: (A) Bid 11-180 – 6,000 GVW trucks – 5
Vendors replied with the following results: (1) Bobby Jones Ford
= $16,975.00 each; (2) Allan Vigil Ford = $17,017.00 each; (3)
Thomson Motor Centre = $18,726.00 each; (4) Team Ford =
$18,170.00 each; (5) Hardy Chevrolet = $18,192.00 each (B) Bid
11-181 – 8,500 GVW Trucks – Allan Vigil Ford =$22,861.00
each; Bobby Jones Ford = $22,928.00 each; Hardy Chevrolet =
$24,092.00 each; Team Ford = $24,946.00 each; NOTE: Bobby
Jones Ford has opted to utilize the Local Vendor Program to
match the low bid.
Financial Impact:The units will be purchased for a total of $73,786.00 using the
GMA Lease Program with 3 annual payments of $24,595.33.
Alternatives:1. Approve the awards to Bobby Jones Ford of Augusta, Georgia.
2. Do not approve the request.
Recommendation:Approve request to purchase the four trucks from Bobby Jones
Ford
Cover Memo
Item # 16
Funds are Available
in the Following
Accounts:
631-00-0000/11.19114
REVIEWED AND APPROVED BY:
Finance
Procurement
Law.
Administrator
Clerk of Commission
Cover Memo
Item # 16
Attachment number 1 \nPage 1 of 6
Item # 16
Attachment number 1 \nPage 2 of 6
Item # 16
Attachment number 1 \nPage 3 of 6
Item # 16
Attachment number 1 \nPage 4 of 6
Item # 16
Attachment number 1 \nPage 5 of 6
Item # 16
Attachment number 1 \nPage 6 of 6
Item # 16
Invitation To Bid
Sealed bids will be received at this office until Friday, January 20, 2012 @ 11:00 a.m. for furnishing:
Bid Item 11-180 6,000 GVW Pickup Truck for Fleet Management
Bid Item 11-181 8,500 GVW Pickup Truck 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 2 \nPage 1 of 1
Item # 16
Allan Vigil Ford
6790 Mt Zion Blvd
Morrow, GA 30260
Thomson Motor Cent
2158 Washington Rd.
Thomson, GA 30824
Bobby Jones Ford
PO Box 15398
Augusta, GA 30919
Hardy Chev Pontiac
1249 Charles Hardy
Parkway
Dallas, GA 30157
Team Ford of Marietta
869 Cobb Parkway
Marietta, GA 30060
YES YES YES YES YES
94460 473314 117480 382278 21804
8 TO 10 WEEKS 8 TO 10 WEEKS 90 TO 120 DAYS ARO 60 TO 100 DAYS ARO 90 DAYS ARO
5.01 Full-Size Truck-Reg Cab $15,688.00 $17,916.00 $15,818.00 $17,162.00 $16,535.00
5.02 Full-Size Truck-Ext Cab $17,995.00 $19,480.00 $18,180.00 $19,393.00 $18,878.00
5.03 Full-Size Truck-Ext CabSW $18,891.00 $21,359.00 $19,036.00 $20,569.00 $19,784.00
5.04 Full-Size Truck-Ext Cab $21,891.00 $22,988.00 $21,960.00 $23,083.00 $22,606.00
5.05 Full-Size Truck-Crew Cab $21,986.00 $21,920.00 $22,481.00 $24,272.00 $24,398.00
5.06 Full-Size Truck-Crew Cab4 $24,794.00 $23,856.00 $25,339.00 $26,885.00 $27,188.00
5.07 Speed Control $187.00 INCLUDED $187.00 $200.00 $375.00
5.08 Tilit Steering Wheel STANDARD INCLUDED STANDARD INCLUDED STANDARD
5.09 Heavy Duty Cooling Pack STANDARD INCLUDED N/A INCLUDED N/A
5.10 Heavy Duty Electrical Pack STANDARD INCLUDED N/A INCLUDED N/A
5.11 Heavy Duty Suspension Pk STANDARD INCLUDED N/A INCLUDED N/A
5.12 Skid Plate Package 4X4 $133.00 $150.00 $133.00 $132.00 $135.00
5.13 Minimum 8 Foot Bed $285.00 $300.00 $272.00 $369.00 $275.00
5.14 Trailer Tow Package $311.00 INCLUDED $311.00 INCLUDED $315.00
6.01 Fire Extinguisher $47.00 N/A $46.00 $90.00 $100.00
6.02 Outlet Receptacle $45.00 N/A $43.00 $70.00 $80.00
6.03 Bedliner $325.00 $425.00 $300.00 $400.00 $450.00
6.04 Toolbox $300.00 $385.00 $240.00 $515.00 $500.00
6.05 Trailer Hitch $355.00 $368.00 $190.00 $275.00 $290.00
6.06 Trailer Wiring INCLUDED INCLUDED $25.00 $75.00 $80.00
6.07 Trailer Ball $25.00 $19.00 $10.00 $20.00 $25.00
6.08 Window Tint, Reg Cab $130.00 N/A $100.00 $70.00 INCLUDED
6.09 Window Tint, Ext Cab $150.00 N/A $115.00 $80.00 INCLUDED
6.10 Window Tint, Crew Cab $185.00 N/A $130.00 $90.00 INCLUDED
6.11 Safety Cone Holder $80.00 N/A $60.00 $105.00 $125.00
6.12 Safety Cones $110.00 N/A $180.00 $120.00 $135.00
7.01 Backup Alarm $55.00 N/A $50.00 $75.00 $85.00
7.02 Magnetic LED Light $350.00 N/A $325.00 $390.00 $500.00
7.03 LED Top Mount Light $472.00 N/A $421.00 $375.00 $500.00
Attachment B
E-Verify Number
Delivery Time
Bid Item #11-180
6000 GVW Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Friday, January 20, 2012 @ 11:00 a.m.
Vendors
7.00 Alert Warning Systems
5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 16
Attachment number 4 \nPage 1 of 3
Item # 16
Attachment number 4 \nPage 2 of 3
Item # 16
Attachment number 4 \nPage 3 of 3
Item # 16
Attachment number 5 \nPage 1 of 1
Item # 16