HomeMy WebLinkAbout2013-11-12-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 11/12/2013- 1:00 PM
FINANCE
1. Approve the acquisition of three (3) Road Patrol Traffic
vehicles for the Sheriff’s Office through the State funded
H.E.A.T. program from Akins Ford Corporation of
Winder,Georgia, for $29,314.00 each (lowest bid offer for bid
13-120).
Attachments
2. Consider a request from Ms. Constance M. Kimble for help in
paying her property taxes or an extension of time to pay.
(Referred from October 28 Finance Committee)
Attachments
3. Motion to approve the minutes of the Finance Committee held
on October 28, 2013.
Attachments
4. Approve the purchase of 3 small tractors for the Environmental
Services Department (ESD). Bid Item 13-164
Attachments
Finance Committee Meeting
11/12/2013 1:00 PM
2013 - Sheriff HEAT Vehicles
Department:Finance-fleet Management
Caption:Approve the acquisition of three (3) Road Patrol Traffic vehicles
for the Sheriff’s Office through the State funded H.E.A.T.
program from Akins Ford Corporation of Winder,Georgia, for
$29,314.00 each (lowest bid offer for bid 13-120).
Background:The Sheriff’s Office requests the purchase of three Road Patrol-
Traffic vehicles to be utilized in accordance with the Georgia
State funded HEAT program set up by the Governor’s Office of
Highway Safety. The Sheriff’s Office will be reimbursed up to
$33,500.00 for each vehicle purchased (maximum of three) by the
Governor’s Office. The State is funding this program to assist
Sheriff’s road personnel throughout the state in making an
aggressive effort to stop hazardous driving on Georgia’s public
highways and also to educate the general public on safe driving
practices. This program was also available and used in 2006.
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 (4) vendors. A review
of bids received shows the following results: Akins Ford
Corporation $29,314.00 Each LOWEST BIDDER Butler Dodge
$29,426.00 Each Thomson Chrysler $29,905.00 Each Carl
Gregory Dodge Bid Incomplete
Financial Impact:The traffic units will be purchased for $29,314.00 each, totaling
$87,942.00 utilizing the Sheriff’s HEAT grant account.
Alternatives:1. Approve the acquisition of three (3) Traffic vehicles to the
lowest bidder, Akins Ford Corporation of Winder, Georgia. 2. Do
not approve the request
Recommendation:Approve the acquisition of three (3) Road Patrol Traffic vehicles
for the Sheriff’s Office through the state funded H.E.A.T. program
from Akins Ford Corporation of Winder, Georgia, for $29,314.00
Cover Memo
Item # 1
each (lowest bid offer for bid 13-120).
Funds are Available
in the Following
Accounts:
220-03-9225-54.22110
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 2
Item # 1
Attachment number 1 \nPage 2 of 2
Item # 1
Invitation to Bid
Sealed bids will be received at this office on Friday March 1, 2013 @ 11:00 a.m. for furnishing:
Bid Item 13-120 Dodge Charger Police Automobile 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 Wednesday, February 27 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 February 7, 14, 21, 26, 2013
Metro Courier February 13, 2013
cc: Tameka Allen Deputy Administrator
Richard Roundtree Sheriff Office
Patrick Clayton Sheriff Office
Robert Partain Sheriff Office
Ron Crowden Fleet Management
Russell Sanders Fleet Management
Revised: 8/15/2011
Attachment number 2 \nPage 1 of 1
Item # 1
Vendors
THOMSON CHRYSLER
DODGE JEEP
2158 WASHINGTON ROAD
THOMSON, GA 30824
AKINS FORD CORP
220 WESY MAY STREET
WINDER, GA 30680
BUTLER CHRYSLER
DODGE JEEP
1555 SALEM ROAD
BEAUFORT, SC 29902
CARL GREGORY DODGE
2201 VICTORY DRIVE
COLUMBUS, GA 31901
Attachment B Yes Yes Yes Yes
E-Verify Number 369935 388164 575215 511388
SAVE Form Yes Yes Yes Yes
5.01 - Adminis
Package $24,963.00 $24,400.00 $24,525.00 $24,294.00
5.03 - Marshal
Package $27,922.00 $27,427.00 $27,484.00 $27,146.00
5.04 - Patrol
Package $29,405.00 $28,860.00 $29,007.00 $28,826.00
5.05 Traffic
Package $29,725.00 $29,134.00 $29,243.00 $29,146.00
6.01 - HEMI 5.7
Liter Engine $995.00 $435.00 $2,025.00 no prices
6.02 - Rear
Mounted Backup
Sensor System
$300.00 $400.00 $279.00 no prices
6.03 - Rear View
Backup Camera
System
N/A $600.00 n/a no prices
6.04 - Special
Exterior Paint
Colors Each
$500.00 $445.00 $487.00 no prices
6.05 - Police
Charger "Conven
Group"
$480.00 $480.00 $449.00 no prices
6.06 - Police
Charger "Connec
Group"
$495.00 $495.00 $469.00 no prices
5.00 Vehicle/Options Required
$25,924.00$25,997.00
6.00 Optional Items
Bid Item #13-120
Dodge Charger Police Automobile
for Augusta, Georgia - Fleet Management Department
5.02 - Civil
Package $26,057.00$26,497.00
Bid Opening Date: Friday, March 1, 2013 @ 11:00 a.m.
Page 1 of 3
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7.01 - Whelen
SX8BBBB LED
Light Bar
$1,650.00 $1,650.00 $1,695.00 $1,690.00
7.02 - Jotto Desk
425-6175 console $465.00 $465.00 $475.00 $495.00
7.03 - Jotto Desk
425-6260 armrest $55.00 $55.00 $55.00 $59.00
7.04 - Jotto Desk
425-3704 cup
holder
$45.00 $45.00 $50.00 $48.00
7.05 - Havis
Shields PKG-PSM-
144 Lapstd
$293.00 $293.00 $297.00 $298.00
7.06 - Sho-Me
05.6000 six
control switch
$115.00 $115.00 $118.00 $122.00
7.07 - Outlet
Receptacle $20.00 $20.00 $22.00 $20.00
7.08 - 2 each
Talon rocker
switches
$10.00 $10.00 $13.00 $12.00
7.09 - Jumper
cable connection $175.00 $175.00 $179.00 $555.00
7.10 - Corner
Lighting $535.00 $535.00 $545.00 $290.00
7.11 - Whelen
SLPMMBB
Blue/Blue fl light
$285.00 $285.00 $289.00 $237.00
7.12 - Whelen
SLPMMBA dual
LED flasher light
$285.00 $285.00 $289.00 $252.00
7.13 - Whelen
Alpha 12R siren
controller
$232.50 $233.00 $239.50 $238.00
7.00 Outfitter's Specialty Items
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7.14 - Whelen
SA315P In-Grille
Speaker/Siren
$247.50 $248.00 $253.50 $249.00
7.15 - Setina #10S-
C security
partition
$570.00 $570.00 $579.00 $590.00
7.16 - Full lower
extension plate
w/toe kick
$100.00 $100.00 $105.00 $100.00
7.17 - Rear Door
Panels-Pro Guard
DP56C11
$145.00 $145.00 $149.00 $154.00
7.18 - Rear side
Windows barriers $220.00 $220.00 $229.00 $228.00
7.19 - Rear seat-
Pro Guard
F56C06
$445.00 $445.00 $449.00 $455.00
7.20 - Floor Pan-
Pro Guard
F56C06
$180.00 $180.00 $183.00 $190.00
7.21 - Shotgun
mount and lock
ELS210
$300.00 $300.00 $310.00 $320.00
7.22 - Shotgun
Mount-GEE MFG
FT - 2 Lid
$86.00 $86.00 $89.00 $88.00
7.23 - Push
Bumper-Go
Rhino 5076
$300.00 $300.00 $310.00 $310.00
7.24 - Headlight
guard-Go Rhino
5076WHD
$365.00 $365.00 $375.00 $370.00
7.25 - #35 window
tint film
application
$130.00 $130.00 $135.00 $140.00
7.26 - Fire
Extinguisher $46.00 $46.00 $52.00 $49.00
Approximate
Delivery Schedule 8 - 10 weeks 90 - 120 days 90 - 120 days ARO 60 - 90 days ARO
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Attachment number 4 \nPage 1 of 1
Item # 1
Attachment number 5 \nPage 1 of 3
Item # 1
Attachment number 5 \nPage 2 of 3
Item # 1
Attachment number 5 \nPage 3 of 3
Item # 1
Finance Committee Meeting
11/12/2013 1:00 PM
Constance M. Kimble
Department:Clerk of Commission
Caption:Consider a request from Ms. Constance M. Kimble for help in
paying her property taxes or an extension of time to pay. (Referred
from October 28 Finance Committee)
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 1
Item # 2
Finance Committee Meeting
11/12/2013 1:00 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
October 28, 2013.
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 2
Item # 3
Attachment number 1 \nPage 2 of 2
Item # 3
Finance Committee Meeting
11/12/2013 1:00 PM
Small tractor purchase
Department:Environmental Services
Caption:Approve the purchase of 3 small tractors for the Environmental
Services Department (ESD). Bid Item 13-164
Background:The ESD became responsible for vacant lot cutting/cleaning in
May of 2011. Since that time, the department has continuously
looked for ways to increase the production and efficiently of this
program. Under our management of the program, there has been
an increase of over 300% in the number of lots cut/cleaned by the
department. This was done through new technology, training,
effective routing, and leadership.
Analysis:At this point the vacant lots on record, in need of cutting/cleaning,
exceed the resources of the department. Our staff and inmates
currently use walk behind mowers for lot cutting and large skid
steer mowers for major jobs. The department believes that it could
increase its productivity by having an asset between the size of the
small walk behind mowers and the larger assets. The production
increase is estimated to come from several key factors. The first is
travel time. By having assets which can easily be driven down the
road versus hauled on a trailer, there is potential to dramatically
increase our production. Second, it is our intention to partner a
tractor with an inmate or county crew to maximize efficiency. The
tractor does the major work while the crew performs the mop up
of the lots allowing each asset to be used to its full potential. The
tractors will be deployed with bucket loaders which will allow for
modest material movement. This could include placing bulk waste
to the curb for collection which also frees up inmate crews to
perform additional tasks. It would be the intent of the ESD to use
two tractors continuously and have the third tractor to allow for
maintenance, and spraying of lots.
Financial Impact:The cost of each tractor is $31,693 which includes the mower and
the bucket loader. The total cost for all three tractors is $95,079.
Funding for this expense would come from 542-04-4110/5421110.
Alternatives:Keep the vacant lot program the same and we will continue to
Cover Memo
Item # 4
cut/clean as many lots as possible with the resources available.
Recommendation:Approve the purchase of 3 small tractors for the Environmental
Services Department (ESD).
Funds are Available
in the Following
Accounts:
542-04-4110/5421110.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
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 # 4
Attachment number 2 \nPage 1 of 2
Item # 4
Attachment number 2 \nPage 2 of 2
Item # 4
UNOFFICIAL
VENDORS
Augusta Turf & Tractor
2804 Wylds Road
Augusta, GA 30909
J & B Tractor
3585 Mike Padgett
Highway
Augusta, GA 30906
Attachment B Yes Yes
E-Verify # 267745 515905
SAVE Form Yes Yes
Year Non-compliant 2013
Brand Kubota
Model L3560 HST
Bid Price $31,193.00
Cost to upgrade to
Model 3940 Tr $7,000.00 $2,300.00
Cost to switch to
R4 type tires $410.00 $500.00
Delivery Date 30-45 days 30-60 days
Bid Opening
Bid Item #13-164
Compact Utility Tractor with Front End Loader & Mower
for Augusta, Georgia - Environmental Services Department
Bid Due: Friday, July 19, 2013 @ 11:00 a.m.
Kubota L3540HST (4WD) Compact Utility Tractor or Approved Equivalent
Alternate Pricing
Attachments/Implements
The following company submitted a statement of "No Bid":
ASC Construction Euip. / 2303 Edmund Highway / Cayce, SC 28269
The following companies did not respond:
Flint Equipment / 1900 William Few Parkway / Grovetown, GA 30813
Yancy Brothers / 4165 Mike Padgett Highway / Augusta, GA 30906
Page 1 of 1
Attachment number 3 \nPage 1 of 1
Item # 4
Attachment number 4 \nPage 1 of 1
Item # 4