HomeMy WebLinkAbout2012-07-30-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 7/30/2012- 12:55 PM
FINANCE
1. Presentation by Mr. Kevin L. Vaughn regarding all city
contracts.
Attachments
2. Motion to approve the minutes of the Finance Committee held
on July 9, 2012.
Attachments
3. Receive as information financial reports for the period ended
June 30, 2012.
Attachments
4. Motion to approve request for Augusta Vehicle Maintenance
Contract (RFP-09-123) to be extended for Year 2013.
Attachments
Finance Committee Meeting
7/30/2012 12:55 PM
Kevin L. Vaughn
Department:Clerk of Commission
Caption:Presentation by Mr. Kevin L. Vaughn regarding all city contracts.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
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Finance Committee Meeting
7/30/2012 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
July 9, 2012.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
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Finance Committee Meeting
7/30/2012 12:55 PM
Receive as information 2nd qtr 2012 financial reports
Department:Finance
Caption:Receive as information financial reports for the period ended June
30, 2012.
Background:Periodic financial reports are presented to keep the commission
aware of the financial status of the organization.
Analysis:
Financial Impact:
Alternatives:
Recommendation:Receive as information
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
Finance Committee Meeting
7/30/2012 12:55 PM
Vehicle Maintenance Contract Extension
Department:Fleet/Finance
Caption:Motion to approve request for Augusta Vehicle Maintenance
Contract (RFP-09-123) to be extended for Year 2013.
Background:The current fleet maintenance 2010 agreement with First Vehicle
Services, RFP-09-123, expires on December 31, 2012. The
original contract included the option to (1) renew the contract at
the end of the 36 month term; or (2) Extend the current contract on
a year-to year basis. Fleet Management has requested that the
contractor (First Vehicle Services) provide a history of previous
activity with Augusta and a cost proposal for the extension of the
existing contract for review. The final analysis will be presented to
the commission for approval. Please see the attachment for a
breakout of the proposal.
Analysis:The total of the cost proposal for 2013, which includes labor, parts
and supplies, other direct costs, and management fees, is
$3,695,238.44. The contract cost for 2012 is $3,640,629.00. This
is an increase of $54,609.40 or 1.5% over the current year. The
maintenance contract covers over 2500 pieces of equipment &
vehicles to include approximately: 513 automobiles, 382 light
trucks, 44 heavy trucks, 37 agriculture tractors (for mowing), 702
pieces of landscaping equipment (including riding mowers), 37
fire machines, 177 trailers of all types, 692 pieces of small
equipment, and other specialty items. Per the attached
information, the existing contract one year extension would incur
a minimal 1.5 percent increase over the current yearly cost.
Financial Impact:Funding for fleet maintenance will be included in the 2013 budget
as appropriate.
Alternatives:(1) Approve the extension with First Vehicle Services from 1
January 2013 to 31 December 2013; (2) Direct a new Request for
Proposal (RFP) to be published.
Recommendation:Approve the one year contract extension proposal Cover Memo
Item # 4
Funds are Available
in the Following
Accounts:
To be included in Departmental and Fund level budgets during the
2013 budget process
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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