HomeMy WebLinkAbout2013-09-23-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 9/23/2013- 12:55 PM
FINANCE
1. Approve the purchase of one tracked skid steer loader with
transport trailer for Augusta Engineering Department –
Maintenance Division.
Attachments
2. Motion to approve the minutes of the Finance Committee held
on September 9, 2013.
Attachments
3. Approve the purchase on one (1) new street sweeper for the
Environmental Services Department. Bid Item 13-163.
Attachments
4. Consider a request from Ms. Constance Kimble regarding a
property tax refund.
Attachments
Finance Committee Meeting
9/23/2013 12:55 PM
2013 - Engineering Skid Steer Loader
Department:Finance - Fleet Management
Caption:Approve the purchase of one tracked skid steer loader with
transport trailer for Augusta Engineering Department –
Maintenance Division.
Background:The Augusta Engineering Department-Maintenance Division
would like to request the acquisition of one tracked skid steer
loader (commonly referred to as Bobcat) with transport trailer and
assorted attachments to facilitate the many construction projects
for the department. The new unit with its diverse attachments
will be extremely beneficial as a crucial part of the many ongoing
repair projects required in the city and surrounding areas and
debris clean-up. In the department’s ongoing attempt to meet the
various repair demands of the city, the new loader will help
significantly in this quest with its diverse capabilities. Please see
the attached paperwork.
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 six vendors with the
following results: (Bid 13-156): (1) ASC, Inc. = Bid Incomplete;
(2) Border Equipment Co. = $46,088.00; (3) Flint Equipment Co.
= $74,374.00; (4) J & B Tractor Co. = $47,600.00; (5) Neff Rental
Equipment = $61,775.00; (6) Bobcat of Augusta. = $43,661.00
Financial Impact:The skid steer loader will be purchased through the use of 2013
Capital funds account. The cost of the new loader will be
$43,661.00.
Alternatives:1. Approve the request, 2. Disapprove the request.
Recommendation:Approve the request to purchase one skid steer loader with
transport trailer and attachments from Bobcat Equipment of
Augusta, Georgia.Cover Memo
Item # 1
Funds are Available
in the Following
Accounts:
Capital Outlay 272-01-6440/54.21150
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 1
Item # 1
Finance Committee Meeting
9/23/2013 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
September 9, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Attachment number 1 \nPage 1 of 5
Item # 2
Attachment number 1 \nPage 2 of 5
Item # 2
Attachment number 1 \nPage 3 of 5
Item # 2
Attachment number 1 \nPage 4 of 5
Item # 2
Attachment number 1 \nPage 5 of 5
Item # 2
Finance Committee Meeting
9/23/2013 12:55 PM
Street Sweeper Purchase
Department:Environmental Services
Caption:Approve the purchase on one (1) new street sweeper for the
Environmental Services Department. Bid Item 13-163.
Background:The Environmental Services Department (ESD) took over street
sweeping functions in May of 2011. Since that time, the ESD has
been working to update the fleet with better and more effective
assets. Since the takeover we have had major fleet changes. First,
two sweepers were identified as not cost effective to repair, and
were replaced by a new sweeper in 2012. A sweeper was given to
Daniel Field as it is better suited for flat surfaces (such as a
runway) rather than Augusta roadways. We had one sweeper burn,
and is completely destroyed, due to an electrical problem. Finally,
we had a sweeper involved in an accident, and it is currently
inoperable. This currently leaves us with 2 operational sweepers.
In September of 2013 the ESD began a contracted sweeping
program where all roads will be swept once per quarter. This
contract will provide the heavy lifting of the street sweeping
functions for the ESD.
Analysis:While Augusta has contracted services, quarterly sweeping is not
sufficient for all areas of Augusta. Based on the downtown
business district, events, seasonality, requests for service, etc,
there is a need for the ESD to supplement the contracted
sweeping. To provide an adequate level of service the department
needs three functional sweepers. Two would be used as primary
and the third would be a spare. We are recommending having two
truck mounted versions, as they provide the ability to travel
distances at highway speeds and are much more efficient at
getting to and from jobsites and disposal locations. We have one,
and would like to purchase a second. At this time, we are
proposing to keep one of the older Elgin Pelican sweepers. This
would be our back-up sweeper. It is a tricycle type sweeper and is
limited to 18 miles per hour. It is highly maneuverable into tight
spots, works well in the downtown area, however, it is slow and
difficult to get to and from jobsites and disposal locations. This
combination of sweepers will allow us the most flexibility and
efficiency in our sweeper fleet.
Cover Memo
Item # 3
Financial Impact:The associated cost of purchasing the sweeper is $324,673. This
purchase would be funded from account 542-04-4110/5422210.
We will need to transfer $25,000 from 542-04-4110/5421110 and
place those funds into 542-04-4110/5422210.
Alternatives:The ESD could operate less sweepers and increase the service
delivery times for sweeper work.
Recommendation:Approve the purchase on one (1) new street sweeper for the
Environmental Services Department.
Funds are Available
in the Following
Accounts:
Funded from account 542-04-4110/5422210. We will need to
transfer $25,000 from 542-04-4110/5421110.
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, July 19, 2013 @ 11:00 a.m. for furnishing:
Bid Item 13-163 Mechanical Street Sweeper for Environmental Services Department
Bid Item 13-164 Compact Utility Tractor with Front End Loader & Mower 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, July 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 June 13, 20, 27, July 4, 2013
Metro Courier June 19, 2013
Revised: 3/7/2013
Attachment number 1 \nPage 1 of 1
Item # 3
Vendors
Environmental Products of
Georgia
4815 Mendel Ct SW
Atlanta, GA 3036
Attachment B Yes
E-Verify Number 312637
SAVE Form Yes
YEAR 2014
BRAND Elgin
MODEL CNG Eagle
BID PRICE $322,923.00
PROPOSED
DELIVERY SCH 150-210 days
6.00 OPTIONAL
ITEMS
6.1 ZONAR $1,750.00
6.2 Gaylord of 24
wire per wh gutt $2,250.00
6.3 Add Set
Wear/Max carb $755.00
6.4 Repl 50/50 cb
broom main $540.00
6.5 Repl Aggress
XR type s-broom $699.00
6.6 Repl Aggress
conveyor belt $1,368.00
Bid Opening Date: Friday, July 19, 2013 @ 11:00 a.m.
ELGIN EAGLE MECHANICAL STREET SWEEPER OR APPROVED EQUIVALENT:
Bid Item #13-163
Mechanical Street Sweeper
for the City of Augusta - Environmental Services Department
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Finance Committee Meeting
9/23/2013 12:55 PM
Constance Kimble
Department:Clerk of Commission
Caption:Consider a request from Ms. Constance Kimble regarding a
property tax refund.
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 2
Item # 4
Attachment number 1 \nPage 2 of 2
Item # 4