HomeMy WebLinkAbout2013-07-29-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 7/29/2013- 12:55 PM
FINANCE
1. Approve request from the Augusta Utilities Department-
Facilities Maintenance Division to purchase one (1)
maintenance truck.
Attachments
2. Present 2014 Budget Calendar for approval.
Attachments
3. Approve to lease a landfill compactor from Aljon
Manufacturing for bid item #13-134.
Attachments
4. Motion to approve the minutes of the Finance Committee held
on July 8, 2013.
Attachments
5. Receive as information financial reports for the period ended
June 30, 2013.
Attachments
6. Consider a request from Mr. Richard Lee Crawford for a refund
of taxes overpaid for the last three years for property located at
4354 Bath Edie Road, Hephzibah, Ga.
Attachments
Finance Committee Meeting
7/29/2013 12:55 PM
2013 - W&S-Maintenance Truck
Department:Finance Department - Fleet Management
Caption:Approve request from the Augusta Utilities Department-Facilities
Maintenance Division to purchase one (1) maintenance truck.
Background:The Facilities Maintenance Division, a new Division of Utilities,
requests the acquisition of one multi-purpose maintenance/crane
truck to handle the extensive amount of maintenance required for
the operation of the department. The maintenance duties will
include upkeep of water production equipment, ground wells, and
water towers. A new maintenance truck with a medium sized
crane application is required for this vast responsibility
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 four vendors. The results
of the bid submittals are as follows: Allan Vigil Ford of
Fayetteville, Ga. = $96,700.00 each; (2) Allan Vigil Ford of
Morrow, Ga. = Did not meet bid specifications; Speedway Ford
Sales = $97,659.00; Thomson Motor Centre = $98,486.00
Financial Impact:The maintenance truck will be purchased for $96,700.00.00 using
the GMA Lease Program with 3 annual payments of $32,233.33.
Alternatives:1. Approve the truck 2. Disapprove the truck
Recommendation:Approve request to purchase a maintenance truck for the Augusta
Utilities Department-Facilities Maint4nance Division
Funds are Available
in the Following
Accounts:
GMA Lease Program
REVIEWED AND APPROVED BY:
Cover Memo
Item # 1
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 1
Item # 1
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 # 1
Vendors
Thomson Motor Centre
2158 Washington Rd NE
Thomson, GA 30824
Allan Vigil Ford
6790 Mt Zion Blvd
Morrow, GA 30260
Speedway/Griffin Ford
Sales
1710 N Expressway
Griffin, GA 30223
Allan Vigil Ford of
Fayetteville
275 North Glynn St
Fayetteville, GA 30214
Bobby Jones Ford
3480 Wrightsboro Rd
Augusta, GA 30909
Attachment B Yes Yes Yes Yes
E-Verify Number 369935 94460
BLYN4188/
350376 224348
SAVE Form Yes Yes Yes Yes
YEAR 2013 2014 2014 2014
MAKE Ram Ford Ford Ford
MODEL 5500 F550 F550 F550
BODY:
YEAR 2013 2014 2013 2013
MAKE Knapheide Omaha Standard Knapheide Knapheide
MODEL 6132DLR-44KJ 11' Crane Body KMT1-11 6132DLR-44KJ
CRANE:
YEAR 2013 2014 2013 2013
MAKE Stellar Palfinger Stellar Stellar
MODEL 7621 Crane PSC 4329 7621 7621 Crane
BID PRICE $96,498.00 $91,641.00 $95,671.00 $94,712.00
10.00 OPTIONAL
ITEMS
10.01 OUTRIGGERS
HYDRAULIC OUT,
HYDRAULIC DOWN $1,988.00 $1,736.47 $1,988.00 $1,988.00
10.02 CHASIS-
REGULAR CAB N/A -$2,473.00 -$2,473.00 $92,239.00
APPROXIMATE
DELIVERY 8-10 Weeks October, 2013 120-150 Days ARO 14-16 Weeks ARO
Bid Opening Date: Wednesday, June 5, 2013 @ 11:00 a.m.
2013 Maintenace Truck with Crane
CHASSIS:
Bid Item #13-141
Maintenance Truck
for the City of Augusta - Fleet Management Department
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Finance Committee Meeting
7/29/2013 12:55 PM
2014 Budget Planning Calendar
Department:Finance
Caption:Present 2014 Budget Calendar for approval.
Background:The Budget Calendar establishes tentative dates for the completion
of the various stages of the 2014 budget preparation and adoption
process. The calendar is presented for approval consistent with the
legal requirements in accordance with OCGA 36-81-5. The budget
calendar, as planned, will facilitate developing, reviewing, and
deliberations by the legislative body, input from the citizens of
Augusta-Richmond County and adoption of FY2014 budget on a
timely basis. The budget will also be adopted prior to fiscal year
2014.
Analysis:
Financial Impact:
Alternatives:Revise dates
Recommendation:Approve Budget Calendar for FY2014 as indicated on the attached
Budget Calendar.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
AUGUSTA, GEORGIA
2014 BUDGET PLAIG CALEDAR
______________________________________________________________________________
JULY 2013
July 18, 2013 Distribution of Budget Calendar and Instructions during department head meeting.
July 22, 2013 Departments with IFAS access may start entering in Budget Item Detail.
July 29, 2013 Finance Committee approves FY2014 Budget Calendar.
AUGUST 2013
August 5, 2013 Departmental Budgets due to Finance (for departments without access to IFAS
system). Budget analysts begin review of proposed budgets for budget hearings.
August 6, 2013 Commission approves FY 2014 Budget Calendar.
August 12, 2013 Budget Item Detail deadline for IFAS users.
SEPTEMBER 2013
Sept. 3-13, 2013 Budget Hearings with Departments (call if desired). Budget hearings will be led
by the Finance Department with a report of new programs and personnel submitted
to the Administrator. Administrator will be aware of all budget hearings; however
his attendance will not be mandatory. A representative of the administrator’s office
will be in all hearings.
September 30, 2013 Budget summary presented to Administrator by Finance Department.
OCTOBER 2013
October 15, 2013 FY 2014 Proposed Budget presented to Augusta-Richmond County Commission by
the Administrator.
October 22, 2013 Publish Public Hearing Notice in newspaper. (One week before meeting)
OVEMBER 2013
November 5, 2013 PUBLIC TOW MEETIG / COMMISSIO MEETIG
Public Hearing of 2014 Budget.
November 12, 2013 Publish Notice of Budget Adoption in newspaper. (One week before meeting)
November 19, 2013 Adoption of the FY 2014 Budget by the Augusta-Richmond County
Commission
JAUARY 2014
January 1, 2014 Effective date for the Fiscal year 2014 Budget.
Attachment number 1 \nPage 1 of 1
Item # 2
Finance Committee Meeting
7/29/2013 12:55 PM
Landfill Compactor Replacement
Department:Environmental Services
Caption:Approve to lease a landfill compactor from Aljon Manufacturing
for bid item #13-134.
Background:As required by permit, the landfill must place and compact its
trash. This is done to ensure a solid foundation as the landfill is
constructed. A solid base ensures ease of daily cover which
minimizes odor, and keeps animals out of the trash, as well as
keeps paper and plastic contained within the landfill. Compacted
waste makes it easier for the trucks to drive while in the
landfill. Compaction also ensures that the cover dirt can be easily
removed without leaving much dirt in the landfill. When cover is
not removed, it costs the facility sellable airspace as well as causes
operational problems relating to leachate, the liquid produced as
garbage decomposes or as water passes through waste.The landfill
currently uses 2 compactors to place and compact trash. The
machine we are proposing to replace is an Aljon 91K which was
acquired in 2001 and has approximately 8,600 hours of
service. The 91K is a smaller machine which weighs less than
100,000 pounds. The facility also has a 2007 Aljon 600, which
was scheduled for replacement in 2012. Due to a major rebuild,
the facility chose to purchase the machine for the residual value of
the lease as it now has additional usable life. The Aljon 600 is a
larger machine which weighs in excess of 126,000 pounds
offering improvements in compaction over the 91K.
Analysis:Each year a survey is performed analyzing the density of the waste
placed in the landfill. In prior years the waste density has been
around 1500 pounds per cubic yard. In 2012, the density was
reduced to 1250 pounds per cubic yard. This reduction has a
significant financial impact on the landfill. A landfill is regulated
to the height and width. The more waste which can fit into that
space, the more dollars per yard/acre the facility makes, ultimately
reducing the cost of construction and capital outlay. The
department operated the 91K exclusively for months in 2012
while a major overhaul was performed on the Aljon 600. We
attribute most of the density loss to the use of the 91K as this
machine is significantly lighter, and cannot achieve the same
Cover Memo
Item # 3
density levels as the larger compactor. The loss of density resulted
in a loss of more than $1.25 million in sellable airspace. This loss
exceeds the value of the new compactor. By acquiring the new
compactor we maximize our density, airspace and financials of the
landfill. Additionally, the ESD included a GPS system to assist the
compactor operator with proper waste placement and compaction.
This system will dynamically show where the waste has not met
its optimum compaction. This system will tell the operator, as well
as leadership where additional emphasis needs to be placed to
achieve complete compaction. If used properly, Augusta should be
able to achieve compaction above the 1500 pounds per cubic yard,
ultimately saving on new cell construction. The system should
also minimize the amount of re-work due to proper waste
placement at the time of compaction.
Financial Impact:The ESD is recommending taking the lease to own option. This
would cost the department $17,067 per month for 60 months. This
creates an annual lease expense of $204,804. There are two
recommended options as it relates to the divesting the 91K
compactor. It can either be traded in, where Aljon has offered
$25,000, or we can place the machine on GovDeals.com. As the
fleet manager has the most knowledge in divesting assets, we
suggest that they be granted the authority to divest this asset by
either method listed above.
Alternatives:1. Keep the current lighter 91K compactor.
Recommendation:Approve to lease a landfill compactor from Aljon Manufacturing
for bid item #13-134.
Funds are Available
in the Following
Accounts:
541-04-4210/5224219
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
Invitation to Bid
Sealed bids will be received at this office on Friday, April 26, 2013 @ 11:00 a.m. for furnishing:
Bid Item 13-134 Landfill Compactors for Environmental Services 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 Monday, April 8, 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 March 14, 21, 28, April 4, 2013
Metro Courier March 20, 2013
Revised: 3/7/2013
Attachment number 1 \nPage 1 of 1
Item # 3
VENDORS
Al-Jon Manufacturing
15075 Al-jon Ave
Ottumwa, IA 52501
Humdinger
Equipment
3202 Clovis Road
Lubbock, TX 79415
Attachment B Yes Yes
E-Verify # 148225 No
SAVE Form Yes Yes
ALJON 525 COM
YEAR 2013 Non-Compliant
BRAND Al-Jon
MODEL Advantage 525
BID PRICE $797,427.00
LEASE PRICE
5-YR LEASE TO
OWN/PER MONTH $14,227.00
OPTIONAL EQUIP
CARLSON GPS SY
PURCHASE PRICE
INCREASE $151,800.00
MONTHLY LEASE
PRICE INCREASE $2,706.00
Bid Opening
Bid Item #13-134
Landfill Compactors
for Augusta, Georgia - Environmental Services Department
Bid Due: Friday, April 26, 2013 @ 11:00 a.m.
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VENDORS
Al-Jon Manufacturing
15075 Al-jon Ave
Ottumwa, IA 52501
Humdinger
Equipment
3202 Clovis Road
Lubbock, TX 79415
Bid Opening
Bid Item #13-134
Landfill Compactors
for Augusta, Georgia - Environmental Services Department
Bid Due: Friday, April 26, 2013 @ 11:00 a.m.
ZONAR SYSTEM
PURCHASE PRICE
INCREASE $7,600.00
MONTHLY LEASE
PRICE INCREASE $134.00
TRADE IN VALUE
F00105 ALJON 91K
COMPACTOR $25,000.00
207212 ALJON 600
COMPACTOR No Bid
Delivery Date 90-120 days
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Finance Committee Meeting
7/29/2013 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
July 8, 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 3
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Attachment number 1 \nPage 2 of 3
Item # 4
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Item # 4
Finance Committee Meeting
7/29/2013 12:55 PM
Recieve as information 2nd qtr 2013 Financial Reports
Department:Finance
Caption:Receive as information financial reports for the period ended June
30, 2013.
Background:Periodic financial reports are presented to keep the commission
aware of the financial position of the organization.
Analysis:
Financial Impact:
Alternatives:
Recommendation:recieve as information
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 5
Finance Committee Meeting
7/29/2013 12:55 PM
Richard Lee Crawford
Department:Clerk of Commission
Caption:Consider a request from Mr. Richard Lee Crawford for a refund of
taxes overpaid for the last three years for property located at 4354
Bath Edie Road, Hephzibah, Ga.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 6
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