HomeMy WebLinkAbout2012-11-12-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 11/12/2012- 12:55 PM
FINANCE
1. Approve the replacement of two agricultural tractors for the
Augusta Engineering Department – Maintenance Division.
Attachments
2. Approve the continuation of the GPS tracking service
subscription with GPS North America and approve purchase of
thirty additional units including tracking subscription.
Attachments
3. Motion to approve the minutes of the Finance Committee held
on October 29, 2012.
Attachments
Finance Committee Meeting
11/12/2012 12:55 PM
2012 - PS AG Tractors
Department:Finance Department - Fleet Management Division
Caption:Approve the replacement of two agricultural tractors for the
Augusta Engineering Department – Maintenance Division.
Background:The Engineering Department would like to request the
replacement of two older tractors, asset number 940419 a 1994
model an 18 year old Case tractor mower with an extensive
maintenance record and a 1992 model, asset number JJE0007549
a 20 year old Case tractor/mower. Both tractors have been used in
right of way mowing. Because of their ages these tractors are
accumulating an unacceptable maintenance history/cost.
Assessments of each tractor is attached for review.
Analysis:Fleet Management submitted a request for bids through the
Procurement Department utilizing the Demand Star electronic bid
system which offers nationwide bid coverage. The Procurement
Department received quotes back from one vendor with the
following results (see page 3 of attachments): Bid: 12-192 –
Jenkins Tractor Company - $41,400 each for the 4X2 model and
$51,487.00 the 4X4.
Financial Impact:The vehicles will be purchased using the General Fund Capital
Outlay funds. The Department is requesting one 4X2 and one 4X4
tractor for a total cost of $92,887.00
Alternatives:(1.) Approve the request in part.( 2.)Do not approve the request.
Recommendation:Approve the replacement of two Ag tractors as requested by the
Engineering Department.
Funds are Available
in the Following
Accounts:
272-01-6440/54.25510 (Capital Outlay)
Cover Memo
Item # 1
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 3
Item # 1
Attachment number 1 \nPage 2 of 3
Item # 1
Attachment number 1 \nPage 3 of 3
Item # 1
Invitation to Bid
Sealed bids will be received at this office until Tuesday, September 11, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-192 Agricultural Tractor 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, 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
Friday, August 24, 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
Publish:
Augusta Chronicle August 2, 9, 16, 23, 2012
Metro Courier August 8, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Department
Russell Sanders Fleet Department
Revised: 8/15/2011
Attachment number 2 \nPage 1 of 1
Item # 1
Attachment number 3 \nPage 1 of 2
Item # 1
Attachment number 3 \nPage 2 of 2
Item # 1
Attachment number 4 \nPage 1 of 3
Item # 1
Attachment number 4 \nPage 2 of 3
Item # 1
Attachment number 4 \nPage 3 of 3
Item # 1
Vendors
Jenkins Tractor
3585 Mike Padgett Highway
Augusta, GA 30906
John Deere
700 Horizon South Parkway
Grovetown, GA 30813
Tractor Supply
596 Bobby Jones
Expressway
Augusta, GA 30907
Burke Truck & Tractor
706 W 6th Street
Waynesboro, GA 30830
Flint Equipment
1900 William Few
Parkway
Grovetown, GA 30813
Jim's Tractor &
Implement Supply
4054 Deans Bridge Road
Hephzibah, GA 30815
Attachment B Yes
E-Verify Number 196222
Year 2012
Brand New Holland
Model TS6-110
Bid Price $40,593.00
7.01 Enclosed Cab $6,496.00
7.02 Dual Rear
Wheels $5,480.00
7.03 Weight Kit
Installed $807.00
7.04 4 x 4 Drive $4,604.00
Approx. Delivery
Date 30 - 90 Days
Bid Item #12-192
Agricultural Tractor
for Environmental Services
Bid Due Date: Tuesday, September 11, 2012 @ 11:00 a.m
Page 1 of 1
At
t
a
c
h
m
e
n
t
n
u
m
b
e
r
5
\
n
P
a
g
e
1
o
f
1
It
e
m
#
1
Finance Committee Meeting
11/12/2012 12:55 PM
GPS Tracking Service
Department:Finance/Risk Managment Division
Caption:Approve the continuation of the GPS tracking service subscription
with GPS North America and approve purchase of thirty
additional units including tracking subscription.
Background:The Vehicle Oversight Program and the purchase of the GPS
Tracking units through GPS North America were approved by the
Commission in November 2008 with additional units approved in
June 2009. The current number of units totals 443. There is a
need for at least 30 additional units in order to capture vehicles
that are not currently equipped.
Analysis:Entering fifth year of service. The GPS units were intended to
modify the driving behavior of our workforce, that goal has been
reached. Employees continue to drive at much lower speeds
around town as well as on the interstate highways. At this time it
is felt that removal of these units would be counterproductive to
the gains made thus far. In order to continue to influence
employees’ driving behavior it would be to management’s
advantage to retain this resource in order to continue monitoring
the driving habits of our employees. General fund vehicles and
Fire fund vehicles continue to show a slight decrease in fuel
usage. One of our largest departments, Augusta Utilities, shows a
greater decrease in fuel usage than the other funds. A report for
2012 October 1 – October 16 shows AUD with 15 supervisors /
managers / director logging into the system. Monitoring of their
vehicles has become integrated into their daily activity and they
show more consistent use of the system throughout the month.
Financial Impact:Annual sustainment cost for current tracking is $142,560 for 443
units. Purchase of 30 additional units to including annual tracking
service $15,720. Total request $158,280
Alternatives:1. Approve continuation of current service with no additional units
purchased. 2. Do not approve the request and remove the GPS
units from service. Cover Memo
Item # 2
Recommendation:Approve the continuation of the GPS Tracking Service through
2013 with GPS North America including purchase of additional
units for $158,280. This subscription pricing will remain in effect
for a minimum of two years.
Funds are Available
in the Following
Accounts:
611-01-5211 53-16210
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
Risk Management 10/17/12
Fuel Usage Comparison 2010, 2011, 2012 thru 08/11/12
Attachment number 1 \nPage 1 of 1
Item # 2
Finance Committee Meeting
11/12/2012 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
October 29, 2012.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 4
Item # 3
Attachment number 1 \nPage 2 of 4
Item # 3
Attachment number 1 \nPage 3 of 4
Item # 3
Attachment number 1 \nPage 4 of 4
Item # 3