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Finance Committee Meeting Commission Chamber- 1/28/2013- 12:55 PM
FINANCE
1. Approve the purchase of two pothole patch trucks for Augusta
Engineering Department – Maintenance Division.
Attachments
2. Motion to approve the Augusta Convention Center 2013 Annual
Plan.
Attachments
3. Approve property insurance coverage for 2013 offered through
Affiliated FM, current carrier, for a premium of $394,000 on
blanket coverage.
Attachments
4. Discuss 2013 Budget Items not approved in Adopted Budget.
Attachments
5. Motion to approve the minutes of the Finance Committee held
on January 7, 2013.
Attachments
Finance Committee Meeting
1/28/2013 12:55 PM
2013 - Engineering Pot Hole Patcher
Department:Finance - Fleet Management
Caption:Approve the purchase of two pothole patch trucks for Augusta
Engineering Department – Maintenance Division.
Background:The Augusta Engineering Department-Maintenance Division
would like to request the acquisition of two pothole patch
trucks. One will replace an older model truck, asset number
203229. This truck is an 8 year old unit and has extensive wear
and tear due to the tremendous amount of pothole repairs required
in the city and surrounding areas. The department would also
request the purchase of a second truck to assist in the number of
repairs. The department is currently trying desperately to meet the
extensive repair demands with one truck that spends a significant
amount of time in the shop due to the age and severe usage over
the years. The two new units would help significantly in staying
abreast of the pothole maintenance requirements of Augusta’s
roadways and other paved areas. Please see the attached vehicle
evaluation.
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 three vendors with the
following results: (Bid 12-212); Municipal Equipment Sales =
Non-Compliant (Missing a portion of the bid packet); Reynolds-
Warren Equipment Company = $156,700.00 Each; Environmental
Products of Georgia = $150,898.00 Each.
Financial Impact:The trucks will be purchased through the use of the department’s
sales tax funds. The cost of the new trucks will be $150,898.00
each for a total cost of $301,796.00.
Alternatives:1) Approve the request; 2) Approve one pot hole patcher; 3)
Approve the request for 2 pot hole patchers.
Recommendation:Approve the request to purchase two pothole patch trucks from
Cover Memo
Item # 1
Environmental Products of Georgia.
Funds are Available
in the Following
Accounts:
324-04-1120/54.14110 201-82-4044/54.14110 Sales Tax
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 1
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Invitation to Bid
Sealed bids will be received at this office on Tuesday, November 20, 2012 @ 11:00 a.m. for furnishing:
Bid Item 12-212 Pothole Patcher 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 Friday, November 9, 2012 @ 5:00 p.m. No bid will be accepted by fax, all
must be received by mail or hand delivered.
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 places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
GERI A. SAMS, Procurement Director
Augusta Chronicle October 18, 25, November 1, 8, 2012
Metro Courier October 24, 2012
cc: Tameka Allen Deputy Administrator
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 3 \nPage 1 of 1
Item # 1
Vendors
Municipal Equipment Sales
208 Bell Place
Woodstock, GA 30188
Reynolds-Warren
Equipment Co
1945 Forest Parkway
Lake City, GA 30260
Environmental Products
of Georgia
4815 Mendel Court
Atlanta, GA 30336
Attachment B Incomplete/Missing
Page 2 YES YES
E-Verify Number 308475 230083 312637
SAVE Form YES YES Yes
Chassis
Make Non-compliant International International
Year 2014 2013
Body
Make Spaulding Pro-Patch
Model 6TCMA TCM 425-100-DHE
Year 2013 2013
Bid Price $146,400.00 $145,923.00
7.00 Optional Item
7.01 Air
Compressor $10,300.00 $4,975.00
Bid Opening Date: Tuesday, November 20, 2012 @ 11:00 a.m.
7300 SBA 4X2
Bid Item #12-212
Pothole Patcher Truck
for Augusta, Georgia - Fleet Management Department
Model 4300
Page 1 of 2
Attachment number 4 \nPage 1 of 2
Item # 1
Delivery Date 150-180 days April - May 2013
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Finance Committee Meeting
1/28/2013 12:55 PM
Augusta Convention Center 2013 Annual Plan
Department:Administrator
Caption:Motion to approve the Augusta Convention Center 2013 Annual
Plan.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrator
Clerk of Commission
Cover Memo
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Finance Committee Meeting
1/28/2013 12:55 PM
Continue Purchasing Commercial Property Insurance Coverage
Department:Finance/Risk Managment Division
Caption:Approve property insurance coverage for 2013 offered through
Affiliated FM, current carrier, for a premium of $394,000 on
blanket coverage.
Background:Dawson & Taylor Insurance Agency seeks annual quotes from the
insurance market for "all risk" coverage on buildings and
contents. Quotes are obtained from only carriers with an A or
better rating. There were eight companies which responded with
quotes or declinations to quote. Affiliated FM was the low bidder
and is providing greater coverage for the exposure. Current
coverage carries a $50,000 deductible per occurrence except for
flood and earthquake. Please see attachment for quotes and list of
declinations. Insurers providing coverage quotes were Affiliated
FMInsurance and Travelers Insurance. Six insurers declined to
quote coverage for various reasons. These insurers are
Philadelphia Insurance, Schinnerer/CNA, Lexington (Chartis),
Montgomery Insurance, Great American Insurance and Chubb
Insurance.
Analysis:
Financial Impact:2013 Breakdown on quote based on $701,299,465 property value:
$348,000 full blanket coverage (does not include flood coverage),
$15,000 engineering fee and $11,000 terrorism coverage. At an
additional cost, $5,000,000 is offered in flood coverage for an
additional premium of $20,000 and deductible of $500,000. If
Commission elects to accept flood coverage total premium is
$394,000. Current quote from Affiliated includes significant
changes in the flood coverage. Current coverage affords flood
coverage for $100,000,000 in property value with $100,000
deductible and no additional premium. Under new policy coverage
is offered for $5,000,000 in property value with $500,000
deductible on flood for an additional premium of $20,000).
Reason for significant change is due to Corps of Engineers’ rating
of Augusta Levee as "unacceptable" in 2010.Cover Memo
Item # 3
Alternatives:1. Drop coverage and retain risk 2. Reduce premium by only
insuring those property representing the largest losses should an
event damage these structures (Municipal Building, Law
Enforcement Center, Judicial Center, RCCI, Augusta Convention
Center, etc.) 3. Elect not to accept flood coverage saving $20,000.
Recommendation:Approve insurance coverage for 2013 through Affiliated FM for
premium of $394,000.00 which includes flood coverage. Effective
date of coverage is February 1, 2013 through February 1, 2014.
Funds are Available
in the Following
Accounts:
611 015212 General Insurance
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 2
Item # 3
Attachment number 1 \nPage 2 of 2
Item # 3
AUGUSTA CITY LEVEE PROJECT
SAVANNAH RIVER
AUGUSTA, GEORGIA
LEVEE, FLOODWALL, CLOSURE STRUCTURE
PERIODIC INSPECTION REPORT NO. 1
EXECUTIVE SUMMARY
US Army Corps
of Engineers ®
Savannah District SEPTEMBER 2010
Attachment number 2 \nPage 1 of 3
Item # 3
1
Part I. EXECUTIVE SUMMARY
The Augusta Levee is a federally authorized and non-federally operated and maintained,
urban flood protection project. The flood protection is located on the west bank of the
Savannah River adjacent to downtown Augusta, Richmond County, Georgia.
Construction of the Augusta Levee began in 1908 and was completed between 1914 and
1916 by the City of Augusta. After undergoing damage by the Flood of 1929, certain
sections of the levee were rebuilt to stand up against greater floods. In the Flood Control
Act of 1936, Congress authorized the U.S. Army Corps of Engineers (USACE) to
improve the levee system. This work was completed in 1941. The levee system consists
of floodwalls, closure structures, and earthen embankments.
The combined governments of the City of Augusta and Richmond County are responsible
for operating and maintaining the flood control project.
The levee and appurtenant features were inspected on 23 through 25 March 2010.
Multiple significant deficiencies were noted, most of which are ongoing from previous
inspections, and remedial actions have not been initiated.
The main system deficiencies are:
Although a majority of the levee contains desirable vegetation, significant
portions of the embankment contain undesirable vegetation, i.e. vegetation that
prohibits a proper inspection and vegetation that can affect the integrity of the
levee. Vegetation deficiencies were noted in the December 2008 inspection, but
few have been addressed. Many are on-going deficiencies listed in numerous
inspection reports.
Numerous encroachments have been identified during this inspection and
previous annual inspections, mainly in the downtown area. Encroachments
include buildings, billboard posts, numerous Riverwalk features, utilities, etc.,
that have been constructed on the levee or levee toe.
Other deficiencies include flood wall drain holes that are blocked, scour/erosion
and low spots at water control structures, and several interior drainage flapgates
that are in disrepair and possibly inoperable.
The overall system rating for the Augusta City Levee is “Unacceptable.” Individual
items rated as unacceptable deficiencies in previous inspections have not been corrected
within the timeline set by the October 2008 Inspection Report. The City/County was
requested in October 2008 to provide a proposed plan for correcting deficiencies,
particularly vegetation. The plan was requested within 90 days of receipt of the
inspection report. To date, Savannah District has not received a proposed plan to correct
vegetation encroachments or any other deficiencies. Additionally, vegetative deficiencies
Attachment number 2 \nPage 2 of 3
Item # 3
2
listed as unacceptable in the last report were identified as needing to be corrected within
one year from the date of the report. The listed deficiencies noted in the last report have
not been corrected as of this inspection.
Attachment number 2 \nPage 3 of 3
Item # 3
Finance Committee Meeting
1/28/2013 12:55 PM
Discuss 2013 Budget Items Not Approved in Adopted Budget
Department:Finance
Caption:Discuss 2013 Budget Items not approved in Adopted Budget.
Background:Through various presentations and recommendations during the
2013 budget process, some items were discussed, recommended
and scheduled to be funded. At the meeting on November 20,
2012, new programs and other items were deleted from the
adopted budget.
Analysis:Some of these items, although new programs were projected to
increase revenue. Others, while not revenue producing represented
other benefits and value to the organization and its employees.
Financial Impact:Various financial impacts depending on which items are approved
as budget ammendments
Alternatives:
Recommendation:Consider the items for potential inclusion in the 2013 budget
Funds are Available
in the Following
Accounts:
Various sources per attachemnt
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
Augusta Georgia
2013 Budget
Items Previously Recommended
Revenues
*Increase in Ad Valorem - ITOS 1,250,000
**Cell Tower revenue generated 130,000
Increase in Excise Tax - 1%500,000
1,880,000
Expenditures
Tax Assessor **Cell Tower Valuation project 115,000
Public Defender Interpreters 5,000
Court Reporting 5,000
Witness Fees 1,500
Tax Commissioner Budget Reconsideration 33,800
Procurement Departmental Improvements 50,000
Marshall Parking Services Division 8,280
Total New Projects 218,580
Administrator Retail Specialist 78,650
Compliance Officer 86,180
Law Dept Paralegal (2)100,230
Tax Assessor *Appraiser Trainee (3)117,470
*Appraiser II 48,060
District Attorney Investigator (2)119,000
Probate Court Associate Judge 64,600
Public Defender Attorney (3)210,930
Investigator 56,540
Admin Assistant 45,060
Accountabilty Court - DUI Case Manager 75,000
Marshal Parking Services Division Part time (2)34,770
Total New Personnel/upgrades 1,036,490
COLA - $750 per employee (Effective July 1, 2013)780,560
Additional use of Fund Balance for General Fund 155,630
*Items are companion items revenue not realize w/o associated exp
**Items are companion items revenue not realized w/o associated exp
Other Funds requiring additional funding from General Fund
Available Fund
Balance
E911 Fund current year reductions 795,560 2,090,000
Fund 221 HCD current year reductions 386,490 -
General Fund
Attachment number 1 \nPage 1 of 2
Item # 4
Augusta Georgia
2013 Budget
Items Previously Recommended
Garbage Collection New Positions - Heavy Equipment Operators (6)164,572
E911 Radio System Upgrades 1,105,000
# of Positions Flat Rate
Fund Number Fund Description $750
101 General Fund 902 777,975$
273 Law Enforcement 786 677,925$
204 DUI/Accountability Court 5 4,313$
207 Crime Victim's Assistance 8 6,900$
216 Emergency Telephone Response 64 55,200$
217 Building Inspections 18 15,525$
220 General Fund Grants 13 11,213$
221 Housing and Community Development 30 25,875$
274 Fire Administration 335 288,938$
276 Street Lights 5 4,313$
324 SPLOST IV 13 11,213$
328 SPLOST VI 47 40,538$
506 Water & Sewer 333 287,213$
541 Solid Waste 35 30,188$
542 Garbage Collection 17 14,663$
546 Augusta Transit 2 1,725$
551 Airport 84 72,450$
611 Risk Management 8 6,900$
626 Fleet 2 1,725$
Total 2,334,788$
Funded By General Fund 1,561,125$
Other Funds
Cost of Living Adjustment (COLA)
Attachment number 1 \nPage 2 of 2
Item # 4
Finance Committee Meeting
1/28/2013 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
January 7, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 5
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Item # 5
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Item # 5