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Home My WebLink About2013-07-08-Meeting Agendawww.augustaga.gov Finance Committee Meeting Commission Chamber- 7/8/2013- 12:55 PM FINANCE 1. Approve the replacement one F-150 (4X4), one F-250, one F- 250 (4X4) and one F-350, dual rear wheel for Engineering Department. Attachments 2. Approve the replacement of 4 trucks for Recreation Department. Attachments 3. Approve request from the Augusta Utilities Department – Fort Gordon Division to purchase one trailer mounted sewer flusher. Attachments 4. Approve the purchase of the Balotar Ballot on Demand Absentee Ballot Printing System. Attachments 5. Consider a request from Ms. Dorothy Platte regarding property tax relief for the property located at 2713 Fleming Drive. Attachments 6. Motion to approve rotating the scheduled meeting time for all committees at two month intervals in accordance with proposed schedule presented by Commissioner Davis. (Approved by Administrative Services Committee June 10, 2013) (Referred from the June 18 Commission meeting) Attachments 7. Motion to approve the minutes of the Finance Committee held on June 10, 2013. Attachments Finance Committee Meeting 7/8/2013 12:55 PM 2013 - Engineering Maintenance Department:Finance Department - Fleet Management Division Caption:Approve the replacement one F-150 (4X4), one F-250, one F-250 (4X4) and one F-350, dual rear wheel for Engineering Department. Background:The Engineering Director is requesting the replacement of the 4 trucks mentioned above as they are beyond the age and mileage requirements of the Replacement Criteria and policy. The F-150 (4X4) is replacing a 1998 Ford Ranger (4x4) asset # 984158,that has 231,367 miles on it . The one F-250 , asset # 940298, has 195,344 miles and the GMC 2500, asset# 930325 has 168,357 miles on it. The 2000 Ford F-350 has 190,877 miles on it. Analysis:The Procurement Department published a competitive bid using the Demand Star application for the Ford F-150 4X4, Bid 12-213. Bids were received from two venders; Allan Vigil Ford at $24,642.00 and Bobby Jones Ford at $24,427.00 which was the low bidder. See attached documents. For the F-250, 4X4, bid 12- 214, bids were received from Allan Vigil Ford at $25,912.00 and Bobby Jones Ford at $25,590.00. Bobby Jones was the low bidder For the F-250,bid 214, bids were received from Allan Vigil Ford at $23,583.00 and Bobby Jones Ford at $23,583.00. Bobby Jones was the low bidder. For the F-350,DWD, bid 12-215, bids were received from Allan Vigil Ford at $32,111.00 and Bobby Jones Ford at $32,017.00. Bobby Jones Ford the low bidder. Financial Impact:The approval the purchase of 4 vehicles for Engineering Maintenance for a total of $105,662.00. Alternatives:1, Approve the request 2. Approve the request in part. 3. Do not approve the request. Recommendation:Approve the request to purchase 4 vehicles for $105,662.00 and declare the 4 replaced vehicles as excess and available for auction. Cover Memo Item # 1 Funds are Available in the Following Accounts: Capital Outlay: 272-01-6440/5422210 REVIEWED AND APPROVED BY: Cover Memo Item # 1 Attachment number 1 \nPage 1 of 4 Item # 1 Attachment number 1 \nPage 2 of 4 Item # 1 Attachment number 1 \nPage 3 of 4 Item # 1 Attachment number 1 \nPage 4 of 4 Item # 1 Attachment number 2 \nPage 1 of 4 Item # 1 Attachment number 2 \nPage 2 of 4 Item # 1 Attachment number 2 \nPage 3 of 4 Item # 1 Attachment number 2 \nPage 4 of 4 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 Invitation to Bid Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing: Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management Bid Item 12-215 10,000 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 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 5 \nPage 1 of 1 Item # 1 Allan Vigil Ford Lincoln Mercury 6790 Mount Zion Boulevard Bobby Jones Ford 3480 Wrightsboro Road Augusta, GA 30909 Yes Yes 94460 117480 SAVE Form Yes Yes Delivery Time 8-10 weeks 90-120 days 5.01 Full-Size Truck-Reg Cab $16,286.00 $16,550.00 5.02 Full-Size Truck-Ext Cab $22,090.00 $18,902.00 5.03 Full-Size Truck-Ext CabSW $19,489.00 $19,683.00 5.04 Full-Size Truck-Ext Cab $22,188.00 $22,511.00 5.05 Full-Size Truck-Crew Cab $23,075.00 $23,299.00 5.06 Full-Size Truck-Crew Cab4 $25,497.00 $25,988.00 5.07 Speed Control $187.00 $187.00 5.08 Tilt Steering Wheel No Charge standard 5.09 Heavy Duty Cooling Pack n/a n/a 5.10 Heavy Duty Electrical Pack n/a n/a 5.11 Heavy Duty Suspension Pk n/a $1,279.00 5.12 Skid Plate Package 4X4 $137.00 $137.00 5.13 Roof Clearance Lights $47.00 $592.00 5.14 Speed Control/Tilt Steering $197.00 $200.00 5.15 Skid Plate Pack (4X4 only)$84.00 $85.00 5.13 Minimum 8 Foot Bed 2.01-5.04 $279.00 5.05-5.06 $1125.00 $278.00 5.14 Trailer Tow Package $320.00 $320.00 6.01 Fire Extinguisher $110.00 $46.00 6.02 Outlet Receptacle $67.00 $55.00 6.03 Bedliner $325.00 $300.00 6.04 Toolbox $350.00 $240.00 6.05 Trailer Hitch $380.00 $230.00 6.06 Trailer Wiring included w/6.05 $25.00 6.07 Trailer Ball $30.00 $10.00 6.08 Window Tint, Reg Cab $120.00 $110.00 6.09 Window Tint, Ext Cab $135.00 $125.00 6.10 Window Tint, Crew Cab $155.00 $135.00 6.11 Safety Cone Holder $161.00 $60.00 6.12 Safety Cones $130.00 $120.00 7.01 Backup Alarm $55.00 $62.00 7.02 Magnetic LED Light $612.00 $446.00 E-Verify Number Attachment B E-Verify Number Bid Item #12-213 6000 GVW Pickup Truck for Augusta, Georgia - Fleet Department Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m. Vendors The following vendors did not respond: Thomposn Motor Cent / 21587 Washington Rd. / Thomson, GA 30824 Hardy Chev Pontiac / 1249 Charles Hardy Parkway / Dallas, GA 30157 Team Ford of Marietta / 869 Cobb Parkway / Marietta, GA 30060 7.00 Alert Warning Systems 5.00 Vehicle/Options Required5.00 Vehicle/Options Required 6.00 Outfitter's Specialty Items Page 1 of 1 Attachment number 6 \nPage 1 of 1 Item # 1 Attachment number 7 \nPage 1 of 1 Item # 1 Attachment number 8 \nPage 1 of 2 Item # 1 Attachment number 8 \nPage 2 of 2 Item # 1 Bobby Jones Ford 3480 Wrightsboro Road Augusta, GA 30909 Allan Vigil Ford Lincoln Mercury 6790 Mount Zion Boulevard Legacy Ford, Inc 413 Industrial Boulevard McDonough, GA Thomson Motor Centre 2158 Washington Rd. NE Yes Yes 117480 94460 Yes Yes 90-120 days 8-10 weeks 5.01 Full-Size Truck-Reg Cab $19,726.00 $19,290.00 5.02 Full-Size Truck-Reg Cab $22,038.00 $21,494.00 5.03 Full-Size Truck-Ext Cab $21,793.00 $21,388.00 5.04 Full-Size Truck-Ext Cab $24,106.00 $23,472.00 5.05 Full-Size Truck-Crew Cab4 $23,070.00 $22,586.00 5.06 Full-Size Truck-Crew Cab4 $25,382.00 $24,690.00 5.07 Diesel Engine, min 6.0 lite $6,787.00 $6,687.00 5.08 Heavy Duty Cooling Pack n/a included 5.09 Heavy Duty Electrical Pack n/a included 5.10 Rear Seat (Extended Cab)n/a not available 5.11 Pickup Box Deleted -$281.00 -$225.00 5.12 Trailer Tow Mirrors standard standard 5.13 Roof Clearance Lights $592.00 $47.00 5.14 Speed Control/Tilt Steering $200.00 $197.00 5.15 Skid Plate Pack (4X4 only)$85.00 $84.00 6.01 Fire Extinguisher $46.00 $101.00 6.02 Outlet Receptacle $55.00 $67.00 6.03 Bedliner $300.00 $325.00 6.04 Electric Brake Controller $125.00 $210.00 6.05 Service Body $4,550.00 $4,795.00 6.06 Service Body Bumper BH $325.00 $346.00 6.07 Service Body Bumper PH $280.00 $368.00 6.08 Spotlight $295.00 $333.00 6.09 Spotlights $590.00 $600.00 6.10 Toolbox $240.00 $298.00 6.11 Trailer Hitch $225.00 $45.00 6.12 Trailer Wiring $25.00 $75.00 6.13 Trailer Ball $10.00 $30.00 6.14 Pintle Hook $125.00 $135.00 6.15 Pipe Vise $258.00 $350.00 6.16 Tommy Gate Lift $2,250.00 $2,332.00 6.17 Window Tint, Reg Cab $110.00 $125.00 6.18 Window Tint, Ext Cab $125.00 $145.00 6.19 Window Tint, Crew Cab $135.00 $180.00 6.20 Safety Cone Holder $60.00 $161.00 6.21 Safety Cones $120.00 $130.00 7.01 Backup Alarm $62.00 $75.00 7.02 Magnetic LED Light $360.00 $550.00 7.03 LED Top Mount Light $446.00 $625.00 Bid Item #12-214 8500 GVW Pickup Truck for Augusta, Georgia - Fleet Department Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m. Vendors 7.00 Alert Warning Systems 5.00 Vehicle/Options Required 6.00 Outfitter's Specialty Items Attachment B E-Verify Number Delivery Time SAVE Form Page 1 of 1 Attachment number 9 \nPage 1 of 1 Item # 1 Attachment number 10 \nPage 1 of 3 Item # 1 Attachment number 10 \nPage 2 of 3 Item # 1 Attachment number 10 \nPage 3 of 3 Item # 1 Attachment number 11 \nPage 1 of 2 Item # 1 Attachment number 11 \nPage 2 of 2 Item # 1 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Team Ford Of Marietta 869 Cobb Parkway, SE Marietta, GA 30060 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Attachment B Yes Yes E-Verify Number 117480 94460 SAVE Form Yes Yes Year 2013 2013 Brand Ford Ford Model F350 F350 Delivery Date 90-120 days 8-10 weeks 5.01 Fullsize Truck, Rg Cab $27,094.00 $26,494.00 5.02 Fullsize Truck, Rg Cab $28,196.00 $27,496.00 5.03 Fullsize Truck, R 8FT $29,318.00 $28,688.00 5.04 Fullsize Truck, R 8FT $30,362.00 $29,692.00 5.05 Fullsize Truck, Ext C $29,182.00 $28,582.00 5.06 Fullsize Truck, Ext C $30,244.00 $29,594.00 5.07 Fullsize Truck Ext C $31,506.00 $30,696.00 5.08 Fullsize Truck , Ext C $32,570.00 $31,650.00 5.09 Fullsize Truck, Crew $30,450.00 $29,800.00 5.10 Fullsize Truck, Crew $31,182.00 $30,792.00 5.11 Fullsize Truck, Crew $32,774.00 $31,894.00 5.12 Fullsize Truck, Crew $33,863.00 $32,988.00 5.13 Min 6.2L Gas Engine standard -$6,300.00 5.14 Heavy Duty Cool Pkg n/a standard 5.15 Heavy Duty Elect Pkg n/a standard 5.16 Heavy Duty Suspen Package front and rear Stabilizer $137.00 $105.00 Bid #12-215 10,000 GVW Series Pickup Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m. 5.00 Vehicle/Options Required Page 1 of 3 Attachment number 12 \nPage 1 of 3 Item # 1 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Team Ford Of Marietta 869 Cobb Parkway, SE Marietta, GA 30060 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Bid #12-215 10,000 GVW Series Pickup Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m. 5.17 Rear Seat deleted n/a n/a 5.18 Pickup Box deleted -$281.00 -$225.00 5.19 Trailer Tow Mirrors standard standard 5.20 Roof Clearance Lights $48.00 $47.00 5.21 Speed Con/Tilt Steer $200.00 $197.00 5.22 Skid Plate Pkg (4X4)$85.00 $84.00 5.23 Power Take-Off Provis $239.00 $235.00 5.24 All veh keyed diff 3 ste $35.00 $25.00 6.01 Fire Extinguisher $46.00 $101.00 6.02 Outlet receptacle $55.00 $67.00 6.03 Bedliner $300.00 $350.00 6.04 Electric brake contro $125.00 $210.00 6.05 Service body $4,550.00 $4,795.00 6.06 Service body-dual $5,250.00 $5,731.00 6.07 Crane service body $7,100.00 $8,073.00 6.08 Service crane $8,600.00 $4,927.00 6.09 Slide rod lock system $300.00 $373.00 6.10 J-hook railing $210.00 $159.00 6.11 Panel top-60 inch $3,348.00 $4,142.00 6.12 Panel Top-72 inch $3,895.00 $4,989.00 6.13 Service body bump SR $325.00 $346.00 6.14 Service body bump D $413.00 $380.00 6.15 Service body bump, S $260.00 $368.00 6.16 Service body bump, D $343.00 $390.00 6.17 Flatbed Body $2,995.00 $2,914.00 6.18 Tool box $865.00 $500.00 6.00 Outfitter's Speciality Items Page 2 of 3 Attachment number 12 \nPage 2 of 3 Item # 1 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Team Ford Of Marietta 869 Cobb Parkway, SE Marietta, GA 30060 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Bid #12-215 10,000 GVW Series Pickup Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m. 6.19 Spotlight $295.00 $333.00 6.20 Spotlights $590.00 $600.00 6.21 Toolbox $240.00 $298.00 6.22 Trailer hitch $240.00 $55.00 6.23 Trailer Wiring $25.00 $75.00 6.24 Trailer Ball $10.00 $35.00 6.25 Pintle Hook $100.00 $145.00 6.26 Pintle Hook-Dual $125.00 $420.00 6.27 Tommy Lift Gate $2,225.00 $2,332.00 6.28 Pipe Vise $288.00 $350.00 6.29 Spot mirrors n/a $10.00 6.30 Window tint, reg cab $110.00 $135.00 6.31 Window tint, ext cab $125.00 $155.00 6.32 Window tint, cre cab $135.00 $200.00 6.33 Safety Cone Holder $60.00 $161.00 6.34 Safety Cones $120.00 $130.00 7.01 Backup alarm $62.00 $55.00 7.02 Cab mount light $446.00 $612.00 7.03 Traffic advisor light br $590.00 $884.00 7.04 Traffic advisor light br $1,180.00 $1,768.00 7.00 Alert Warning Systems Page 3 of 3 Attachment number 12 \nPage 3 of 3 Item # 1 Finance Committee Meeting 7/8/2013 12:55 PM 2013 - Recreation Trucks Department:Finance Department - Fleet Management Caption:Approve the replacement of 4 trucks for Recreation Department. Background:The Recreation Department has numerous maintenance requirements s well as supporting maintenance requirements by other departments. Fleet Management recommends the replacement of 4 vehicles of the Department. 994170 is a 1999 Ford Ranger with 119,567 miles since Ford Rangers are no longer in production we recommend replacing this vehicle with an F-250 to enhance their maintenance ability. 994201 is a 2000 Ford F-250 with 171,880 miles and Fleet Management replacing it with a F-250. 940299 is a Ford F-150 with 108,258 miles which is too small for the work done be the Construction and Maintenance section that supports all Departments of Augusta and Fleet Management recommends replacing it with an F-250. 960514 is a 1997 Ford F-250 with 134, 473 miles on it and Fleet Management recommends it be replaced with an F-350. Evaluations on each vehicle is attached for your review. Analysis:: The Procurement Department published a competitive bid using the Demand Star application for the : Bid 12-214: F-250; Allen Vigil Ford at $23583 and Bobby Jones at $25,572. Bobby Jones the low bidder. Bid 12-215: F-350; Allen Vigil Ford at $32,111.00 and Bobby Jones Ford at $32,073. Bobby Jones low bidder Financial Impact:The approval of two F-250’s and two F-350’s totals $111,290 Alternatives:1. Approve the recommendation 2. Approve the recommendation in part. 3. Disapprove the recommendation. Recommendation:Approve the purchase of 2 F-250’s and 2 F-350”s and declare the replaced vehicles as surplus and available for auction Funds are Available in the Following Capital Outlay: 272-01-6440/5422210 Cover Memo Item # 2 Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2 Attachment number 1 \nPage 1 of 4 Item # 2 Attachment number 1 \nPage 2 of 4 Item # 2 Attachment number 1 \nPage 3 of 4 Item # 2 Attachment number 1 \nPage 4 of 4 Item # 2 Attachment number 2 \nPage 1 of 2 Item # 2 Attachment number 2 \nPage 2 of 2 Item # 2 Attachment number 3 \nPage 1 of 2 Item # 2 Attachment number 3 \nPage 2 of 2 Item # 2 Invitation to Bid Sealed bids will be received at this office on Tuesday, November 27, 2012 @ 11:00 a.m. for furnishing: Bid Item 12-213 6000 GVW Pickup Truck for Fleet Management Bid Item 12-214 8500 GVW Pickup Truck for Fleet Management Bid Item 12-215 10,000 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 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 4 \nPage 1 of 1 Item # 2 Attachment number 5 \nPage 1 of 2 Item # 2 Attachment number 5 \nPage 2 of 2 Item # 2 Attachment number 6 \nPage 1 of 3 Item # 2 Attachment number 6 \nPage 2 of 3 Item # 2 Attachment number 6 \nPage 3 of 3 Item # 2 Attachment number 7 \nPage 1 of 2 Item # 2 Attachment number 7 \nPage 2 of 2 Item # 2 Attachment number 8 \nPage 1 of 3 Item # 2 Attachment number 8 \nPage 2 of 3 Item # 2 Attachment number 8 \nPage 3 of 3 Item # 2 Bobby Jones Ford 3480 Wrightsboro Road Augusta, GA 30909 Allan Vigil Ford Lincoln Mercury 6790 Mount Zion Boulevard Legacy Ford, Inc 413 Industrial Boulevard McDonough, GA Thomson Motor Centre 2158 Washington Rd. NE Yes Yes 117480 94460 Yes Yes 90-120 days 8-10 weeks 5.01 Full-Size Truck-Reg Cab $19,726.00 $19,290.00 5.02 Full-Size Truck-Reg Cab $22,038.00 $21,494.00 5.03 Full-Size Truck-Ext Cab $21,793.00 $21,388.00 5.04 Full-Size Truck-Ext Cab $24,106.00 $23,472.00 5.05 Full-Size Truck-Crew Cab4 $23,070.00 $22,586.00 5.06 Full-Size Truck-Crew Cab4 $25,382.00 $24,690.00 5.07 Diesel Engine, min 6.0 lite $6,787.00 $6,687.00 5.08 Heavy Duty Cooling Pack n/a included 5.09 Heavy Duty Electrical Pack n/a included 5.10 Rear Seat (Extended Cab)n/a not available 5.11 Pickup Box Deleted -$281.00 -$225.00 5.12 Trailer Tow Mirrors standard standard 5.13 Roof Clearance Lights $592.00 $47.00 5.14 Speed Control/Tilt Steering $200.00 $197.00 5.15 Skid Plate Pack (4X4 only)$85.00 $84.00 6.01 Fire Extinguisher $46.00 $101.00 6.02 Outlet Receptacle $55.00 $67.00 6.03 Bedliner $300.00 $325.00 6.04 Electric Brake Controller $125.00 $210.00 6.05 Service Body $4,550.00 $4,795.00 6.06 Service Body Bumper BH $325.00 $346.00 6.07 Service Body Bumper PH $280.00 $368.00 6.08 Spotlight $295.00 $333.00 6.09 Spotlights $590.00 $600.00 6.10 Toolbox $240.00 $298.00 6.11 Trailer Hitch $225.00 $45.00 6.12 Trailer Wiring $25.00 $75.00 6.13 Trailer Ball $10.00 $30.00 6.14 Pintle Hook $125.00 $135.00 6.15 Pipe Vise $258.00 $350.00 6.16 Tommy Gate Lift $2,250.00 $2,332.00 6.17 Window Tint, Reg Cab $110.00 $125.00 6.18 Window Tint, Ext Cab $125.00 $145.00 6.19 Window Tint, Crew Cab $135.00 $180.00 6.20 Safety Cone Holder $60.00 $161.00 6.21 Safety Cones $120.00 $130.00 7.01 Backup Alarm $62.00 $75.00 7.02 Magnetic LED Light $360.00 $550.00 7.03 LED Top Mount Light $446.00 $625.00 Bid Item #12-214 8500 GVW Pickup Truck for Augusta, Georgia - Fleet Department Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m. Vendors 7.00 Alert Warning Systems 5.00 Vehicle/Options Required 6.00 Outfitter's Specialty Items Attachment B E-Verify Number Delivery Time SAVE Form Page 1 of 1 Attachment number 9 \nPage 1 of 1 Item # 2 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Team Ford Of Marietta 869 Cobb Parkway, SE Marietta, GA 30060 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Attachment B Yes Yes E-Verify Number 117480 94460 SAVE Form Yes Yes Year 2013 2013 Brand Ford Ford Model F350 F350 Delivery Date 90-120 days 8-10 weeks 5.01 Fullsize Truck, Rg Cab $27,094.00 $26,494.00 5.02 Fullsize Truck, Rg Cab $28,196.00 $27,496.00 5.03 Fullsize Truck, R 8FT $29,318.00 $28,688.00 5.04 Fullsize Truck, R 8FT $30,362.00 $29,692.00 5.05 Fullsize Truck, Ext C $29,182.00 $28,582.00 5.06 Fullsize Truck, Ext C $30,244.00 $29,594.00 5.07 Fullsize Truck Ext C $31,506.00 $30,696.00 5.08 Fullsize Truck , Ext C $32,570.00 $31,650.00 5.09 Fullsize Truck, Crew $30,450.00 $29,800.00 5.10 Fullsize Truck, Crew $31,182.00 $30,792.00 5.11 Fullsize Truck, Crew $32,774.00 $31,894.00 5.12 Fullsize Truck, Crew $33,863.00 $32,988.00 5.13 Min 6.2L Gas Engine standard -$6,300.00 5.14 Heavy Duty Cool Pkg n/a standard 5.15 Heavy Duty Elect Pkg n/a standard 5.16 Heavy Duty Suspen Package front and rear Stabilizer $137.00 $105.00 Bid #12-215 10,000 GVW Series Pickup Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m. 5.00 Vehicle/Options Required Page 1 of 3 Attachment number 10 \nPage 1 of 3 Item # 2 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Team Ford Of Marietta 869 Cobb Parkway, SE Marietta, GA 30060 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Bid #12-215 10,000 GVW Series Pickup Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m. 5.17 Rear Seat deleted n/a n/a 5.18 Pickup Box deleted -$281.00 -$225.00 5.19 Trailer Tow Mirrors standard standard 5.20 Roof Clearance Lights $48.00 $47.00 5.21 Speed Con/Tilt Steer $200.00 $197.00 5.22 Skid Plate Pkg (4X4)$85.00 $84.00 5.23 Power Take-Off Provis $239.00 $235.00 5.24 All veh keyed diff 3 ste $35.00 $25.00 6.01 Fire Extinguisher $46.00 $101.00 6.02 Outlet receptacle $55.00 $67.00 6.03 Bedliner $300.00 $350.00 6.04 Electric brake contro $125.00 $210.00 6.05 Service body $4,550.00 $4,795.00 6.06 Service body-dual $5,250.00 $5,731.00 6.07 Crane service body $7,100.00 $8,073.00 6.08 Service crane $8,600.00 $4,927.00 6.09 Slide rod lock system $300.00 $373.00 6.10 J-hook railing $210.00 $159.00 6.11 Panel top-60 inch $3,348.00 $4,142.00 6.12 Panel Top-72 inch $3,895.00 $4,989.00 6.13 Service body bump SR $325.00 $346.00 6.14 Service body bump D $413.00 $380.00 6.15 Service body bump, S $260.00 $368.00 6.16 Service body bump, D $343.00 $390.00 6.17 Flatbed Body $2,995.00 $2,914.00 6.18 Tool box $865.00 $500.00 6.00 Outfitter's Speciality Items Page 2 of 3 Attachment number 10 \nPage 2 of 3 Item # 2 Vendors Bobby Jones Ford P.O. Box 15398 Augusta, GA 30919 Team Ford Of Marietta 869 Cobb Parkway, SE Marietta, GA 30060 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Bid #12-215 10,000 GVW Series Pickup Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, November 27, 2012 @ 11:00 a.m. 6.19 Spotlight $295.00 $333.00 6.20 Spotlights $590.00 $600.00 6.21 Toolbox $240.00 $298.00 6.22 Trailer hitch $240.00 $55.00 6.23 Trailer Wiring $25.00 $75.00 6.24 Trailer Ball $10.00 $35.00 6.25 Pintle Hook $100.00 $145.00 6.26 Pintle Hook-Dual $125.00 $420.00 6.27 Tommy Lift Gate $2,225.00 $2,332.00 6.28 Pipe Vise $288.00 $350.00 6.29 Spot mirrors n/a $10.00 6.30 Window tint, reg cab $110.00 $135.00 6.31 Window tint, ext cab $125.00 $155.00 6.32 Window tint, cre cab $135.00 $200.00 6.33 Safety Cone Holder $60.00 $161.00 6.34 Safety Cones $120.00 $130.00 7.01 Backup alarm $62.00 $55.00 7.02 Cab mount light $446.00 $612.00 7.03 Traffic advisor light br $590.00 $884.00 7.04 Traffic advisor light br $1,180.00 $1,768.00 7.00 Alert Warning Systems Page 3 of 3 Attachment number 10 \nPage 3 of 3 Item # 2 Finance Committee Meeting 7/8/2013 12:55 PM 2013 - Utilities Sewer Flusher Department:Finance Department - Fleet Management Caption:Approve request from the Augusta Utilities Department – Fort Gordon Division to purchase one trailer mounted sewer flusher. Background:The Utilities Department-Fort Gordon Division requests the acquisition of one trailer mounted sewer flusher to utilize for cleaning the many miles of sewer pipes located on Fort Gordon. They are currently borrowing one from the Construction and Maintenance Division whenever it is available. The flusher unit is a critical piece of equipment which is used on a weekly basis and is actually required in order for them to honor their maintenance contract on the base. The purchase would increase their production significantly Analysis:Fleet Management submitted a request for bids for the sewer flusher through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from 2 vendors. The results of the submittals are as follows: P & H Supply Co. = $62,847.00 each; Adams Equipment Co. = $78,955 each; See attachment Financial Impact:The sewer flusher will be purchased for a total of $62,847.00 using the GMA Lease Program with 3 annual payments of $20,949.00 Alternatives:1. Approve the request 2. Not approve the request Recommendation:Approve request to purchase the sewer flusher for the Augusta Utilities Department-Fort Gordon Division Funds are Available in the Following Accounts: GMA lease: 631-00-0000-11-19114 Cover Memo Item # 3 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 \nPage 1 of 1 Item # 3 Invitation to Bid Sealed bids will be received at this office on Wednesday, June 5, 2013 @ 11:00 a.m. for furnishing: Bid Item 13-141 Maintenance Truck for Fleet Management Bid Item 13-147 Aerial Bucket Truck for Fleet Management Bid Item 13-150 Trailer Mounted Sewer Flusher 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, May 24, 2013 @ 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 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 May 2, 9, 16, 23, 2013 Metro Courier May 8, 2013 Revised: 3/7/2013 Attachment number 2 \nPage 1 of 1 Item # 3 VENDORS P & H Supply Co 101 Lennox Avenue Warrenton, GA 30828 Adams Equipment Co 1431 Lanier Road White Plains, GA 30678 ASC Construction Equipment 2303 Edmund Highway Cayce, SC 28269 Attachment B Yes Yes E-Verify Number 217394 224309 SAVE Form Yes Yes Year 2013 2013 Brand O'Brien Sewer Equipment Co Model 704030SC 747-FR2000ECO Bid Price $62,847.60 $78,955.00 No Bid Response Delivery Schedule 10 Weeks 127 Days ARO Bid Opening Bid Item #13-150 Trailer Mounted Sewer Flusher for Augusta, Georgia - Fleet Management Department Bid Due: Wednesday, June 5, 2013 @ 11:00 a.m. TRAILER MOUNTED SEWER FLUSHER: Page 1 of 1 At t a c h m e n t n u m b e r 3 \ n P a g e 1 o f 1 It e m # 3 Attachment number 4 \nPage 1 of 2 Item # 3 Attachment number 4 \nPage 2 of 2 Item # 3 Attachment number 5 \nPage 1 of 3 Item # 3 Attachment number 5 \nPage 2 of 3 Item # 3 Attachment number 5 \nPage 3 of 3 Item # 3 Finance Committee Meeting 7/8/2013 12:55 PM Approve the Purchase of Absentee Ballot Printing System Department:Board of Elections Caption:Approve the purchase of the Balotar Ballot on Demand Absentee Ballot Printing System. Background:The Board of Elections is required by law to provide paper absentee ballots for any voter who desires to have a ballot mailed to them and to adhere to the strict federal timelines for doing so. This includes any military or overseas citizens. We are also required to provide paper ballots for provisional voting during Advance Voting and on Election Day and must have paper ballots on hand as a backup for Election Day polling place voting in the event of a failure of the electronic voting system. Currently, the Board is dependent on an outside vendor for printing ballots. This printing system provides a cost savings to the City and, most importantly, severs Augusta's dependency on outside vendors for this very important process. Balotar is a proven product and is currently in use in Fulton, Dekalb, Athens-Clarke, and Lee counties in Georgia. Analysis:The equipment contract covers a 5 year period of time. This analysis, therefore, is based on the number of paper ballots used over the past 5 years. The Board has expended $83,100 for ballot printing and shipping over the specified time period. Because not having enough ballots for any given election is not an option, ample ballots are ordered for each election and following each election thousands of unused ballots must be shredded. The Balotar ballot on demand printing system will allow the Board of Elections to print paper ballots in-house, as needed. Benefits of the system include a decrease in the cost of printing ballots, the elimination of the printing of more ballots than we actually need, gaining control of the process so that we are not dependent on outside vendors to ensure that we meet very important federal deadlines for mailing absentee ballots and, eliminating any potential errors of inadvertently issuing an incorrect ballot by facilitating a more efficient process by which our ballots are issued. Cover Memo Item # 4 Financial Impact:The cost of the system is $54,465. The price includes all necessary consumables (paper, toner, etc.) and software and hardware support and services for a 5 year period. There is an additional fee of .45 cents per ballot printed . The per ballot fee price is contractual and will not change during the 5 year period of time. The ballot fee for 5 years will be approximately $12,600 and will be prorated and budgeted as a line item each year during the 5 year time period. The complete cost for implementing and using the system for 5 years will be approximately $67,100, providing a total cost savings of $16,000. Funding to purchase the printing system was approved in the 2013 Capital Outlay Budget. Alternatives:Continue to use an outside vendor to provide absentee ballots. Recommendation:Purchase the printing system. Funds are Available in the Following Accounts: 272-01-4110-54.24910 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 4 l? LlerQfi5?rr( Sole Source Justification (Reference Article 6, Procurement Source Selection Methods and contract Awards, s 1-1049. soLE souRcE PROCUREMENT Vendor: Election Systems and Software Commodity: Printing System Estimated annual expenditure for the above commodity or service: $ 54,465.00 Initial all entries below that apply to the proposed ourchase. Attach a memorandum containing complete justification and support documentation as directed in initialed entry. (More than oni entry will apply to most sole source products/services requested). o/Lb I. SoLE SoURCE REQUEST IS FoR THE oRIGINAL MANUFACTURER OR PROVIDER, THERE ARE NO REGIONAL DISTRIBUTORS. (Attach the manufacturer's written certification that no regional distributors exist. Item no. 4 also must be completed.) 2. SoLE SoURCE REQUEST IS FoR oNLY THEAUGUSTA GEoRGIA AREA DISTRIBUTOR OF THE ORIGINAL MANUFACTURER OR PROVIDER. (Attach the manufactursl'5 - nsf the distributor's - \ nitten certification that identifies all regional distributors. Item no. 4 also must be completed.) 3. THE PARTS/EQUIPMENT ARE NoT INTERCHANGEABLE wITH SIMILAR PARTS OF ANOTHER MANUFACTURER. (Explain in separate memorandum.) tub Mrb Department Head Signafure: Approval Authority: COMMENTS: 4. w12 THIS IS THE ONLY KNOWN ITEM OR SERVICE THAT WILL MEET THE SPECIALIZED NEEDS OF THIS DEPARTMENT OR PERFORM THE INTENDED FLTNCTION. (Attach memorandum with details of specialized function or application.) THE PARTSIEQUIPMENT ARE REQUIRED FROM THIS SOURCE TO PERMIT STANDARDIZATION. (Attach memorandum describing basis for standardization request.) NONE OF THE ABOVE APPLY. A DETAILED EXPLANATION AND JUSTIFICATION FOR THIS SOLE SOURCE REQUEST IS CONTAINED IN ATTACHED MEMORANDUM. The undersigned requests that competitive procurement be waived and that the vendor identified as the supplier of the service or material described in this sole source justification be authorized as a sole source for the service or material. 5. 6. Name: L1n rt Ao; luy Department, bor/ o{ €1"'lL!^(,5 (o - t(,-/3 Date: 6'/b-/3 Date: /t/u ADMIN ISTRATOR APPROVAL D^rE: (//dtb Attachment number 1 \nPage 1 of 12 Item # 4 BOARD OF ELECTIONS LYNN BAILEY Executive Director TRAVIS DOSS, JR. Assistant DirectorSANFORDLOYD Chair CHIP BARBEE SHERRY T. BARNES TERENCE A. DICKSL.S4EMORANDUM TO: FROM: DATE: RE: Geri Sams, Director of Procurement Lynn Bailey, Board of Elections June 16, 2013 Sole Source Purchase You will f,rnd attached a Sole Source Procurement Justification form. This form is being submitted to you in regards to the purchase of the Balotar Ballot on Demand Printing System from Election Systems and Software. Election Systems and Software is the manufacturer for all voting equipment used in the state of Georgia and as such by law is the only vendor from whom we may purchase voting equipment. Documentation to justiff the Sole Source purchase, the quote for the product, cost justification, and documentation from the Finance Department indicating that Capital Outlay has been approved for the purchase of this equipment are attached. It is my understanding that once this request has gone through the procurement process, it will be forwarded back to me so that I may enter the item onto an agenda for a Commission Meeting for their final approval. If anything else further is required of my office, please do not hesitate to contact me. Thank you in advance for your assistance. 530 Greene Street, Room 104 Augusta, Georgia 30901 (706) 821-2340 (Otrice) (706) 821-2814 (Fax) wu/w.augustaga.gov Attachment number 1 \nPage 2 of 12 Item # 4 Background: The Board of Elections is required by law to provide paper absentee ballots for any voter who desires to have a ballot mailed to them and to adhere to the strict federal timelines for doing so.This includes any military or overseas citizens. We are also required to provide paper ballo-ts forprovisional voting during Advance Voting and on Election Day and must have paper ballots on hand as a backup for Election Day polling place voting in the event of a failure olthe electronicvoting system. Currently, the Board is dependent on an outside vendor for printing ballots. This printing system provides a cost savings to the City and, most importantly, severs Augusta's dependency on outside vendors for this very important process. Balotar is a proven produ-e and is currently in use in Fulton, Dekalb, Athens-Clarke, and Lee counties in Getrgia. Analysis: The equipment contract covers a 5 year period of time. This analysis, therefore, is based on the number of paper ballots used over the past 5 years. The Board has expended $83,100 for ballot printing and shipping over the specified time period. Because not having enough ballots for any given election is not an option, ample ballots are ordered for each election and following each election thousands of unused ballots must be shredded. The Balotar ballot on demand printing system will allow the Board of Elections to print paper ballots in-house, as needed. Benefits of the system include a decrease in the cost oipriniing ballots, the elimination of the printing of more ballots than we actually need, gaining control of the process so that we are not dependent on outside vendors to ensure that we meet very important federal deadlines for mailing absentee ballots and, eliminating any potential errors of inadvertently issuing an incorrect ballot by facilitating a more efficient process by which our ballots are issued. Financial Summary: The cost of the system is $54,465. The price includes all necessary consumables (paper, toner, etc.) and software and hardware support and services for a 5 year period. There is an additional fee of .45 cents per ballot printed . The per ballot fee price is contractual and will not change during the 5 year period of time. The ballot fee for 5 years will be approximately $12,600 and will be prorated and budgeted as a line item each year during the 5 year time period. The complete cost for implementing and using the system for 5 years will be approximately $67,100, providing a total cost savings of $16,000. Funding to purchase the printing system was approved in the 2013 Capital Outlay Budget. Attachment number 1 \nPage 3 of 12 Item # 4 Donna B. Williams, CGFM Director To:Lynn Bailey, Board of Election Director From: Timothy Schroer, Deputy Director, Finance Department f Date: March 8,2013 Re: Capital The 2013 capital outlay funds have been allocated and your distribution is as follows: Amount Ore Kev/Obiect Description 54,700 35,000 272014110-5424910 2720t4n0-54t3120 Other Computer System Bldg. Renovation 89,700 Total Amount Please remember to use the BTR (budget transfer request) form when moving budgeted amounts from one object code to another; you can download this form on the CityNet under Finance. Ifyou have any questions concerning the above please contact Edie Colem an at 821 -2403. Thank You 530 Greene Street, Augusta Georgia 30901 office (j06) s2l-2429 Fax 706-g21-2520 Timothy E. Schroer, CpA Deputy Director WW\\"AL]GUSTAGA.GO\I Attachment number 1 \nPage 4 of 12 Item # 4 College of Science and Mathematics Center for Election Systems June 17,2013 Lynn Bailey, Executive Director Augusta-Richmond County Board of Elections and Registration 530 Greene Street Room 104 Augusta, Georgia 30901 Dear Lynn: The ABS Balotar Printing system (BPS) 2.2.0.9, is currently the only ballot on-demand printing system to undergo and successfully complete verification testing as conducted by our office. The successful completion of this verification test indicates the system is compatible with the state's current uniform system ofvoting. lf you may have any other questions, please do not hesitate to contact me. Sincerely, Michael Barnes Director Center for Election Systems - Kennesaw State University Linda Ford, Georgia Secretary of State Elections Division 1000 Chastain Road o MD 5700 . 00 . Bldg. 57 . Rm. 00 . Kennesaw, GA30144-ss9l Phone: 77 0-423-6900 . F ax: 770-423-6905 . www.kennesa*.edu Attachment number 1 \nPage 5 of 12 Item # 4 The Office of Secretary of State @ianA,Kpq SECRETARYOFSTATE Lirrt4.ford DrRrqroRoF ELEcnoNs June 17,2013 Via Email : lbailey@augus taga. gov Lynn Bailey, Executive Director Richmond County Board of Elections 530 Greene Sheet, Room 104 Augusta, GA 30901 Re: Advanced Ballot Solutions Balotar printing System 2.Z.O,g Dear Lynn: Afterreviewing the P1o{u_ct Review Report on the ABS Balotar Printing system (BpS) 2.2.0.9,1have concluded that the BPS 2.2.A,9 and its intended use are in conform-ance wittr Official Code ofthe State of Georgia statutes related to voting machines and election adminiskation and the applioable rules of the State Election Board and Rules of the Secretary of State of Georgia. The system conforms to commonly accepted standards for information technology products and documentation. The BPS 2.2.0.9 successfullypassed all tests in the Test Plan desigaed and administered by the Center for Election Systems at Kennesaw State University. The BPS 2.2.0.gdoe-s not directly interface with any of the components of the certified voting system in Georgia. Because of the lack of a direct interface to the voting system, I have "on"lud"dat this time that the BPS 2.2.0.9 system does aot fall within the scope of certification of voting system as required by the state of Georgia. I also note that this general class of product - a ballot-on-demand (BOD) system is currently not subjected to federal certification testing. Therefore, I amauthorizing the use of the BPS 2.2.0.9 in Richmond County, subject to the Officii CoAe of GeorgiaAnnotated, the State Election Rules, and the secretary of state rules. z Mertin Luther King Jr', Drive s.E' ' suitc 8o2 west Towet . Auanta, Georgia r 80334 . (4o4) 657.sggo . (4o4) 6s7-sgz1 paxr.ww.sos.,stqtg.f a!!IE Attachment number 1 \nPage 6 of 12 Item # 4 The Office of Secretary of State @bnQ,ffgtttp SECRETARYOFSTAIS Please call or email me if you have any questions. Linlalfiotd DIRECToR oF ELrcToNs Sincerely, ,4*erd";- Linda Ford Director of Elections cc: Michael Barnes, KSU Center for Election Systems Jeb Cameron, Election Systems and Software Axiver Harris, Secretary of State Elections Division Merle King, KSU Center for Election Systerns Cam-Anh Le, Georgia Secretary of State Elections Division s Mattin Luther KingJr", Drive S.B. r Suite 8oe West Tower . Atlanta, Georgia . gogg4 . (4o4) 657_5Jg o . (4o4) 657_SB7t?a1(ul|.n&sg{r9lat&Btol&$ Attachment number 1 \nPage 7 of 12 Item # 4 A@Xgr* .Jr st*s &rf*rN} June 17,2013 Lynn Bailey Richmond County Elections Supervisor Municipal Building 530 Greene Street, Room 104 Augusta, Georgia 30901 RE: Advanced Ballot solutions, LLc. ("ABS") Balotar printing system Dear Ms. Bailey: This letter is in response to your request for information regarding ABS'Balotar Printing System. Please be advised that ABS is the sole Jnd exilusivedeveloper and supplier of the ABS Balotar Printing System Software. As such, ABS owns all patents, copyrights and trademarks in and to the Balotar Printing System Software. No other company in the market today has the right to license the BalotarPrinting System Software in order to print ballots utilizing the Balotar printing System. ln addition and as of the date of this letter, ABS' Balotar Printing System is the only ballot on demand system which has been reviewed and approved for use in the State of Georgia by Kennesaw State University. Such Balotar Printing system allows for the printing of on demand ballots for use with the State of Georgii's voting system which has been provided by Election System & Software lf you have any questions or need additional information, please do not hesitate to contact me directly. Sincerely, Timothy J. Hallett Associate General Counsel Attachment number 1 \nPage 8 of 12 Item # 4 NCHD BALL$T S(}LUTISNS tichmond County, GA Purchore Frcporol Quole St"rbrnitted Sy Ele,cfion Sysfems & Jollwsre ,} 0 2 I L X X "2 2 x C?d5W Dl',I Printer wltlr firnnwcrp J-$eries Printer Cort l-optop C*mpuier l"optop Truy Fteci*ion lnput Faed lruy (Far ?d0s/r650 $B{iel printeu udng J-$eries or B-$*rier ccrt} 3:olkrl F{}ldsr wilh Chute, .$totrksr, Caver, cnrJ Tsble Frirttsr & Soft$rqre Troining End lnstnllction Pte-Election Eemsle Srrppori lnch.,rding: ' Creqtion o{ sollot rspsrilories ryrd nqcsr&qry *enfigurotion &l*c fo{ euch elaction " Fre-eleclion set up ond lerling supporl t6r soch Sclotar sptem hotore esch election. Creoliqn of lest bollols far eoch election for qu*lily verificotion Balolsr Soffw<rrs tr-icense & Supporl: lnlegfsted Prinlsr A$dit Saporting $*fiwrye S-Yeor Licence [Qn€ Licen.tg p€r Bintsr Baquiod] Single *equest $ottwure (Sf.Sf &*lilpte Rsquo$ $ottrrxore $yaor l"icenrc {MRif Shipping and Hfindling Iutol Purchcrs $rlution Le*: Di*coant l{cf FurchoEa $o*u!lo* Annvsl [e*ra ?sym6ntlor lha r-yacr?ann w*tft trllllul Foymeal Due ol contrscl Exacutlsn snd Annuolly lhereoser. Bollol Praceldng f*a for ecch Eslel Sh*el Pdnlpd ln lxcEcr d I l,GA0 Esllol Shceb FrlntEd hr iha 5.Ys{r Tsrn (Block tnk Or*y}: Slsck l*fier wsrte Ioner E*xes 316€L lmsgs Brurfi Colcr To+rrs C+lsr Drurns ?rc*trler Belh tus€& Slflnt B*ll€f Stgck &equired Otis{ Terrn qf Oq€lCon:umst:olet ond Elsnk Bollot St6ck Shippifig ond H€ndlingHordw{re 6reoUF&. li.l oht6r]x{-rce Elsctbn Sct.Up fcc per Ekctisn Evrnl: Ramole "Accesr: $250.00 bose fee + gl .00 per eoch unique .pdf {siyle or precincl} On-Site: S1,5f5.00 per day per pe{son fl*cs lncludad N/A lnclr.rded lncludad lnetud*d lficlilded lncludad lficluded lncluded lncluded l*cluded $f,{.465.00, ,+9.,n0 ____l$14e5,00_ $13,306.00 $0.45 Ioolno*fi: 1. Ihls quate h on BttimslE 6nd I subj€ct 10 flnsl rsv**.w 6nd dppftrv{:l hy both fs&t and lhe CuE}omar.?. ftster vo{ld far dO derfs ar}d lhor*afl*r moy chonge.3. Any apFlicqble [cify & stcrte] ssler lsxes have nol heen includedin pricing {rnd qre lhe rerp*n5bility of lhe cu:lom*r.4 lhs quontlty ol servk* daYi r*fl*etr o rcas*nchts *stimdls {*rirnpl*m*nlotio* r:nd $€t€c}ed ongoing 6t6cti6n i64y6ei. eirofiatit$ m*y crxlng*5, Ab6llstlhset&dctsredososhoslol Pop6rtplsolofol l6n$lhsf 19",regordlerso,whrtnerprinrsdon |*rIslder, gdl*lusog*wlll badetemhed by the Bslolqr print audit Eoftwore, which *ril occo{"rnt lor every trollat r*quest, b}. bsflol tyFe, prsce:sed lh{ough the rufiwore fcrprinting. v6dseoti6n al uso6a ihi:lt b.s mods nvoiiable rs th6 currofigr w€n roquerl_ Attachment number 1 \nPage 9 of 12 Item # 4 The future of Ballot on Demand printing The Balotar is an integrated, highly secure printing system specifically designed to automate generating ballots, on request, for governmental elections, eliminating the waste that typically occurs with absentee and early voting. The Balotar combines commercially available printing components that are consolidated with proprietary hardware and software modi{ications that enable it to meet the demanding printing and audit needs of our election customers. Key Features: . lntegrated software with your voter registration system provides an easy to use interface . Precision ,A,lignment Feeder ensures readable ballots . Printing audit system for built-in accountability . Heavy duty construction for reliable ballot production exPenence reliability secu rity innovation Attachment number 1 \nPage 10 of 12 Item # 4 Advanced voting is on the rise as more voters cast their ballot before Election day in-person at voting centers or local election offices or through absentee vote by mail. According to the U.S. Census, early voting in-person and by mail has grown steadily since 1992, and exceeded a third of all votes cast in 2008. HOW WILL YOU RESPOND TO THE DEMAND? ln the 2010 General :*@ All ES&S BOD printers p**l@ cost of a two page ballot.-rc A'l l" 2000 -"a"" "- ."a ""--"4""-"-"1)"" 2002 2004 2006 2008 Presidential I Gubernatorial O "-a 2010 Cost Efficient . Avoid pre-printing mass quantities . Limit overtime costs . Lower temporary staffing needs for ballot processing and inventory . Fees are flexible {or your budget Stress Relief . Gain control over pre-election ballot production . No delayed ballot deliveries for election day . Reduce Poll Worker error by getting the voter the correct ballot style . Eliminate ballot shortages . UOCAVA and Absentee ballots ready immediately Friendly . Less paper waste . Lower energy usage, i.e. save fuel costs by avoiding ballot shipment and saving energy at the press plant . Reduces chemical use and waste Management . Eliminate need for organizing and storing mass quantities of ballots . Save time spent estimating the number of ballots to order from a commercial printer Environmentally Automated Ballot Attachment number 1 \nPage 11 of 12 Item # 4 Balo&r on Dernand Print & Distribution System Fnrrr Ax a Orgrnrs$iuox Ouenvrrw Advanced &llot Solutbrx, has developed a cnmprehensiv*, integrated solution suite t0 automate *ndsfwmline all the face& of ballot production and distrlbution. This integrated set of products andservirc provldts tlsdion officials srxiahle and fiexiblq options to address all ol'the various methods to meet their ballst needs. Our comprehensive solutiicns include: Surarrt*trp 6*rt*v Pnt*txue So pxff Afi,e: " Absentee Mail Bathts. Ballot Duplication. Frsvlslonal Sallots 8*u"ov rm Drxanp FRItttTIIttG: * Accurate, relSable ballet prduction Co*rnrx exs$rs Rrp**rrxr : r Ballot Production There are sevEral integrated comBsnenE $at comprbe &e BaloHr Prtnt and Dlstribuflon So{utiorr.They indude:+ Salotar On 0ernand Print $ofhuare. $alotar Print Flaffonn* Inte$rated Corrputer ffi Attachment number 1 \nPage 12 of 12 Item # 4 Finance Committee Meeting 7/8/2013 12:55 PM Dorothy Platte Department:Clerk of Commission Caption:Consider a request from Ms. Dorothy Platte regarding property tax relief for the property located at 2713 Fleming Drive. 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 7/8/2013 12:55 PM Meeting time for all committees Department:Clerk of Commission Caption:Motion to approve rotating the scheduled meeting time for all committees at two month intervals in accordance with proposed schedule presented by Commissioner Davis. (Approved by Administrative Services Committee June 10, 2013) (Referred from the June 18 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 6 Attachment number 1 \nPage 1 of 1 Item # 6 Attachment number 2 \nPage 1 of 1 Item # 6 Finance Committee Meeting 7/8/2013 12:55 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on June 10, 2013. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7 Attachment number 1 \nPage 1 of 2 Item # 7 Attachment number 1 \nPage 2 of 2 Item # 7