HomeMy WebLinkAbout2013-05-13-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 5/13/2013- 12:55 PM
FINANCE
1. Motion to approve the request from Chief J.D. Nelson, Chief of
Police-Paine College, for the donation of 3 police vehicles.
(Referred from May 7 Commission meeting)
Attachments
2. Approve the lease of two sewer vacuum trucks for the Augusta
Utilities Department – Construction and Maintenance Division.
Attachments
3. Motion to approve a request from Kevin Buchanan for a refund
of an overpayment on land taxes for property at 970 Horseshoe
Road and identify the amount of the refund. (Referred from
May 7 Commission meeting)
Attachments
4. Motion to approve the minutes of the Finance Committee held
on April 22, 2013.
Attachments
5. Presentation by Ms. Pearlie Mae Brunson regarding a claim for
damages resulting from an incident in which her automobile
was damaged when it struck a pothole on Cadden Road.
Attachments
6. Receive as information financial reports for the period ended
March 31, 2013.
Attachments
7. Presentation from the Savannah Riverkeeper regarding
public/private partnership and property lease. (Requested by the
Administrator)
Attachments
Finance Committee Meeting
5/13/2013 12:55 PM
2013 - Paine College Request
Department:Finance Department -Fleet Management Division
Caption:Motion to approve the request from Chief J.D. Nelson, Chief of
Police-Paine College, for the donation of 3 police vehicles.
(Referred from May 7 Commission meeting)
Background:Attached for your review is a letter from Chief J. D. Nelson, Chief
of Police for Paine College for a donation of 3 police vehicles.
Paine College, established in 1882, is a private institution of
higher learning that is located in Augusta, Georgia on a campus in
excess of 57 acres with 31 buildings. Augusta has assisted Paine
College in the past with donated vehicles.
Analysis:Should the Commission approve this request there are 21 vehicles
that could be considered. These vehicles would normally be
decommissioned by removing all emergency equipment and
painting the vehicle a single color before posting them on the
auction page (GovDeals). These vehicles are currently averaging
about $2,000 per vehicle of which $450 is reimbursed for the
painting which leave an average of $1,550 per car. Should the
Commission approve the donation, Paine College would be
required to paint the vehicle.
Financial Impact:The donation of 3 cars would equate to less than $5,000 less in
revenue generated by the auction.
Alternatives:1. Approve the request as a donation 2. Approve the request in
part (ie: approve 2 vehicles or 1 vehicle). 3. Approve the sale of
these vehicles to Paine College similar to other requests from othe
public safety agencies. 4. Disapprove the request and auction the
vehicles
Recommendation:Approve the request based on past support of Paine College.
Funds are Available
in the Following None Required Cover Memo
Item # 1
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 1
Item # 1
Finance Committee Meeting
5/13/2013 12:55 PM
2013 Utilities Vac Trucks
Department:Finance - Fleet Management
Caption:Approve the lease of two sewer vacuum trucks for the Augusta
Utilities Department – Construction and Maintenance Division.
Background:The Augusta Utilities Department-Construction and Maintenance
Division would like approval to lease two sewer vacuum trucks
under a four year contract. Both new trucks will replace older
model trucks, one a 1998 model, asset number 974033, and the
other a 2001 model, asset number F00258. These trucks are in
poor condition with extensive wear and tear due to age and the
tremendous amount of sewer drain maintenance required of the
city and surrounding areas. These trucks are accumulating an
increasing amount of down time due to their age and complex
maintenance requirements which in turn, hinders the department
from meeting their State and Federal compliance requirements.
The department has included the implementation of a full
maintenance program with the lease due to the specialty
requirements of these vehicles. The department feels the lease
would allow them to obtain two units with the full maintenance
program at a portion of the straight purchase price. The truck
vendor has agreed to accept the older trucks as a trade in to reduce
the lease cost. The two new units would help significantly in
staying abreast of the sewer drain maintenance requirements of the
Augusta area therefore enabling them to meet their compliance
requirements. We have included details of the lease program as
well as attached the trade in vehicle evaluations for your 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: (Bid 12-232A) Environmental Products of
Georgia straight buy and 4 year lease program details as follows:
Trucks straight purchase price is $324,923.00 each ($649,846.00
total) Lease Option 1=Four (4) annual payments of $143,025.66
with trade in of 2 existing trucks ($15,000 each) (Total pmts
$572,100.24) Lease Option 2=Four (4) annual payments of
$150,999.04 without trade in option (Total pmts $603,996.16)
Cover Memo
Item # 2
Both options include the full maintenance program at $12,000 per
truck per year. Lease end options: (1) To purchase trucks for
$100,000 each, (2) allow lease to expire with the vendor paying
the final $100,000 balloon payment, or (3) renew another lease
Financial Impact:The trucks will be leased through the use of the department’s
enterprise funds. The total lease cost for the new trucks with full
maintenance contract depending on which option is approved will
be Option 1 = $572,100.24; or Option 2 = $603,996.16.
Alternatives:(1) Approve the request with option 1 (2) Approve the request
with option 2 (3) Do not approve the request
Recommendation:Approve the request to lease two sewer vacuum trucks (Option 1)
with full maintenance contract included from Environmental
Products of Georgia
Funds are Available
in the Following
Accounts:
506-04-3410/52.24219 - Utilities Capital Account
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
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Item # 2
Invitation to Re-Bid
Sealed re-bids will be received at this office on Wednesday, April 17, 2013 @ 3:00 p.m. for furnishing:
Re-Bid Item 12-232A Sewer Vacuum Truck Lease for Fleet Management
Re-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
Re-Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department
ARCbid. Re-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 Thursday, April 4, 2013 @ 5:00 p.m. No bid will be accepted by fax,
all must be received by mail or hand delivered.
No Re-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 RE-BID documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RE-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
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 # 2
VENDORS
Environmental Products
of Georgia
4815 Mendel Court SW
Atlanta, GA 30336
Municipal Equipment
Sales
P. O. Box 1233
Woodstock, GA 30188
Adams Equipment Co.
1431 Lanier Road
White Plains, GA 30678
H.D. Industries
P. O. Box 8250
Jacksonville, TX 75766
Palfleet Truck Equipment
5178 Old Dixie Highway
Forest Park, GA 30297
Border Equipment
2804 Wylds Road
Augusta GA 30909
Attachment B Yes
E-Verify Number 312637
SAVE Form Yes
Sewer Truck 1
Year 2014
Make Freightliner
Model 114 SD
Sewer Truck 2
Year 2014
Make Freightliner
Model 114 SD
Vac Bdy Tru 1&2
Year 2013
Make Vactor
Model 2115 PD Plus
Price for Each
New Truck $324,923.00 No Bid
Response
Total Price for 2
Trucks(Financed)$649,846.00 No Bid
Response
Re-Bid Opening
Re-Bid Item #12-232A
Sewer Vacuum Truck Lease
for Augusta, Georgia - Fleet Management Department
Re-Bid Due: Wednesday, April 17, 2013 @ 3:00 p.m.
Page 1 of 2
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VENDORS
Environmental Products
of Georgia
4815 Mendel Court SW
Atlanta, GA 30336
Municipal Equipment
Sales
P. O. Box 1233
Woodstock, GA 30188
Adams Equipment Co.
1431 Lanier Road
White Plains, GA 30678
H.D. Industries
P. O. Box 8250
Jacksonville, TX 75766
Palfleet Truck Equipment
5178 Old Dixie Highway
Forest Park, GA 30297
Border Equipment
2804 Wylds Road
Augusta GA 30909
Re-Bid Opening
Re-Bid Item #12-232A
Sewer Vacuum Truck Lease
for Augusta, Georgia - Fleet Management Department
Re-Bid Due: Wednesday, April 17, 2013 @ 3:00 p.m.
Trade-In Value for
City Truck #1 (98)$10,000.00 No Bid
Response
Trade-In Value for
City Truck #2 (2001)$20,000.00 No Bid
Response
Total Trade-In Value $30,000.00 No Bid
Response
Full Maintenace
Contract Option
Cost Per Truck Per
Year $12,000.00 No Bid
Response
Total Cost for 2
Trucks for 4 Years $96,000.00 No Bid
Response
Lease Information
Guaran Buyback Pr
at end of les per Tk $100,000.00 No Bid
Response
Ann ls Cost 4 Years
Pr Tk w/M, NT & BB $71,512.53 No Bid
Response
Total 4 Year Lease
Cost for 2 Trucks $572,100.24 No Bid
Response
Ann ls Cost 4 Yrs Pr
Tk w/M, No NT & BB $75,499.52 No Bid
Response
Total 4 Year Lease
Cost for 2 Trucks $603,996.16 No Bid
Response
Projected Delivery
Date Sept/Oct 2013
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Attachment number 4 \nPage 1 of 1
Item # 2
REYNOLDS-WARREN EQUIPMENT CO
1945 FOREST PARKWAY
LAKE CITY, GA 30260
DURAPATCHER
2000 OLD WHITFIELD ROAD
PEARL, MS 39208
H.D. INDUSTRIES
HIGHWAY 79 S.
JACKSONVILLE, TEXAS 75766
DR. POTHOLE
7300 LOCKPORT PLACE, #2
LORTON, VA 22079
ATTN: THOMAS W. RIGGS
MUNICIPAL EQUIPMENT SALES
P. O. BOX 1233
WOODSTOCK, GA 30188
BERGKAMP INC.
3040 EMULSION DRIVE
SALINA, KS 67401
ATTN: DODGE JOHNSON
P & H SUPPLY CO. INC.
101 LENNOX AVENUE
WARRENTON, GA 30828
ATTN: RAY ADAMS
YANCEY TRUCK CNETER
1357 GORDON HIGHWAY
AUGUSTA, GA 30901
ATTN: BRIAN BACON
TRACTOR & EQUIPMENT COMPANY
3809 MIKE PADGETT HIGHWAY
AUGUSTA, GA 30906
Ron Crowden
Fleet Management
Broad Street
Russell Sanders
Fleet Management
Broad Street
Yvonne Gentry
LSB Office
3rd Floor
Municipal Building
ENVIRONMENTAL PRODUCTS
OF GEORGIA
4815 MENDEL COURT SW
ATLANTA, GA 30336
Re-Bid Item #12-232A
Sewer Vacuum Truck Lease
For Augusta Fleet Management
Mailed out Tuesday, March 26, 2013
Re-Bid Item #12-232A
Sewer Vacuum Truck Lease
For Augusta Fleet Management
Bid Due: Wed 4/17/13 @ 3:00 P.M.
Attachment number 5 \nPage 1 of 1
Item # 2
Finance Committee Meeting
5/13/2013 12:55 PM
Kevin Buchanan
Department:Clerk of Commission
Caption:Motion to approve a request from Kevin Buchanan for a refund of
an overpayment on land taxes for property at 970 Horseshoe Road
and identify the amount of the refund. (Referred from May 7
Commission meeting)
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 3
Item # 3
Attachment number 1 \nPage 2 of 3
Item # 3
Attachment number 1 \nPage 3 of 3
Item # 3
Finance Committee Meeting
5/13/2013 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
April 22, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4
Attachment number 1 \nPage 1 of 4
Item # 4
Attachment number 1 \nPage 2 of 4
Item # 4
Attachment number 1 \nPage 3 of 4
Item # 4
Attachment number 1 \nPage 4 of 4
Item # 4
Finance Committee Meeting
5/13/2013 12:55 PM
Pearlie Mae Brunson
Department:Clerk of Commission
Caption:Presentation by Ms. Pearlie Mae Brunson regarding a claim for
damages resulting from an incident in which her automobile was
damaged when it struck a pothole on Cadden Road.
Background:This claim was denied by both the Risk Management Department
and the Law Department. (See attached letter)
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 1
Item # 5
Attachment number 2 \nPage 1 of 1
Item # 5
Finance Committee Meeting
5/13/2013 12:55 PM
Recieve as information 1st qtr 2013 Financial Reports
Department:Finance
Caption:Receive as information financial reports for the period ended
March 31, 2013.
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 # 6
Finance Committee Meeting
5/13/2013 12:55 PM
Savannah Riverkeeper
Department:Clerk of Commission
Caption:Presentation from the Savannah Riverkeeper regarding
public/private partnership and property lease. (Requested by the
Administrator)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 7