HomeMy WebLinkAbout2014-01-13-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 1/13/2014- 12:55 PM
FINANCE
1. Approve the replacement of 1 mini pickup truck for Recreation
Department-Riverwalk Division.
Attachments
2. Approve property insurance coverage for 2014 offered through
Affiliated FM, current carrier, for a premium of $428,000 for
full blanket coverage including terrorism coverage and limited
flood coverage.
Attachments
3. Discuss alternative ways to do away with the IT and other
outsourced buildings. (Requested by Commissioner Guilfoyle)
Attachments
4. Motion to approve the minutes of the Finance Committee held
on November 25, 2013.
Attachments
Finance Committee Meeting
1/13/2014 12:55 PM
2013 - Riverwalk Truck
Department:Finance - Fleet Management
Caption:Approve the replacement of 1 mini pickup truck for Recreation
Department-Riverwalk Division.
Background: The Recreation Department-Riverwalk Division would like to
request the replacement of one (1) mini pickup truck. The current
truck, asset number 203036 is a 2002 Cushman mini truck and has
extreme wear and tear due to the age and usage. Also parts are
becoming very difficult to obtain, having to search on-line salvage
yards to obtain parts. The mini truck is esential in maneuvering
in the many tight areas around the Riverwalk area and due to its
lighter weight, it can also ride on surfaces where a standard truck
cannot go. In addition, the mini truck has a scissor lift bed that
raises which enables the employees to reach and change out
certain light bulbs and access a higher position for various
maintenance projects such as pruning trees, etc. Fleet
Management recommends the replacement of this vehicle.
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 a quote back from 1 vendor, the results are
provided as an attachment. Bid 13-189A
Financial Impact:The min-truck will be purchased for $23,291.00. Funding for the
purchase of this equipment will be through the use of the 2013
capital outlay funds.
Alternatives:1, Approve the request 2. Do not approve the request.
Recommendation:Approve the request for the purchase of 1 mini pickup truck and
declare the turn in mini-truck as surplus and available for auction.
Funds are Available
in the Following 272-01-6440/54-22210 - Capital Outlay Cover Memo
Item # 1
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 1
Item # 1
Attachment number 2 \nPage 1 of 1
Item # 1
Invitation to Bid
Sealed bids will be received at this office on Friday, September 13, 2013 @ 11:00 a.m. for furnishing:
Bid Item 13-189 Mini 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, August
23, 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 August 1, 8, 15, 22, 2013
Metro Courier August 7, 2013
Revised: 3/7/2013
Attachment number 3 \nPage 1 of 1
Item # 1
Attachment number 4 \nPage 1 of 1
Item # 1
ATTN: DAN WOODLIFF
WOODLIFF OFF-ROAD TRUCKS
104 HILL STREET
POPULAR GROVE, IL 61065
ATTN: MIKE MASTERS
HARRY LEWIS CHRYSLER DODGE JEEP
196 ALABAMA BLVD
JACKSON, GA 30233
ATTN: JOEY HOPKINS
AUGUSTA KAWASAKI/SUZUKI
2531 PEACH ORCHARD RD
AUGUSTA, GA 30906
RSM & ASSOCIATES, INC.
4107 W MICHIGAN AVE
JACKSON, MI 49202
TRANSPORTATION SOLUTIONS
P. O. BOX 2326
629 COMMERCE COURT
EVANS, GA 30809
ATTN: MIKE REEVES
POLARIS AMERICA OF AUGUSTA
3125 WASHINGTON ROAD
AUGUSTA, GA 30907
ATTN: RICK CHILDS
BOBBY JONES FORD
3480 WRIGHTSBORO ROAD
AUGUSTA, GA 30909
ATTN: ROBERT BURTNER
ALLAN VIGIL FORD
6790 MOUNT ZION BOULEVARD
MORROW, GA 30260
ATTN: STEVE CANUP
HARDY FLEET GROUP
1249 CHARLES HARDY PKWY
DALLAS, GA 30157
ATTN: FLEET SALES
GORDON CHEVEROLET
2031 GORDON HIGHWAY
AUGUSTA, GA 30909
ATTN: BENNIE WALDROP
LEGACY FORD, INC
413 INDUSTRIAL BOULEVARD
MCDONOUGH, GA 30253
ATTN: MAC MCALLISTER
THOMSON CHRYSLER DODGE JEEP
2158 WASHINGTON ROAD
THOMSON, GA 30824
ATTN: ALLEN JOLLY
TERRY CULLEN SOUTHLAKE
CHEVROLET
1250 BATTLE CREEK ROAD
JONESBORO, GA 30236
ATTN: ROZ IECENHOUR
AKINS CHRYSLER DODGE FORD
220 WEST MAY STREET
WINDER, GA 30680
ATTN: PETE BARNETT
LANDMARK CHRYSLER DODGE JEEP
6850 MOUNT ZION BLVD
MORROW, GA 30260
ATTN: GLENN PETERSON
ED VOYLES AUTOMOTIVE GROUP
789 COBB PARKWAY SE
MARIETTA, GA 30060
Ron Crowden
Fleet Management Russell Sanders
Fleet Management
Yvonne Gentry
LSBOP
3rd Floor
Municipal Building
Re-Bid Item 13-189A Mini Pickup
Truck mailed September 24, 2013
Re-Bid Item 13-189A
Mini Pickup Truck
For Fleet Management
Re-Bid Due: Fri 10/11/13@ 11:00 a.m.
Attachment number 5 \nPage 1 of 1
Item # 1
Attachment number 6 \nPage 1 of 1
Item # 1
Attachment number 7 \nPage 1 of 2
Item # 1
Attachment number 7 \nPage 2 of 2
Item # 1
Finance Committee Meeting
1/13/2014 12:55 PM
Commercial Property Insurance Renewal 2014
Department:Finance/Risk Management Division
Caption:Approve property insurance coverage for 2014 offered through
Affiliated FM, current carrier, for a premium of $428,000 for full
blanket coverage including terrorism coverage and limited flood
coverage.
Background:Dawson & Taylor Insurance Agency seeks annual quotes from the
insurance market for “all risk” coverage on buildings and
contents. Quotes are obtained from only carriers with an A or
better rating. There were eight companies which responded with
quotes or declinations to quote. Affiliated FM was the low bidder
and is providing greater coverage for the exposure. Current
coverage carries a $50,000 deductible per occurrence except for
flood and earthquake. Please see attachment for quote summary
and list of declinations. Insurers providing coverage quotes were
Affiliated FM Insurance and Travelers Insurance. Six insurers
declined to quote coverage for various reasons. These insurers are
Philadelphia Insurance, Schinnerer/CNA, Lexington (Chartis),
Liberty Mutual, Great American Insurance and Chubb Insurance.
Analysis:
Financial Impact:2014 Breakdown on quote based on $719,161,044 property value:
$396,000 full blanket coverage (does not include flood coverage)
and $12,000 terrorism coverage. At an additional cost, $5,000,000
is offered in flood coverage for an additional premium of $20,000
and deductible of $500,000. If Commission elects to accept flood
coverage total premium is $428,000. Current quote from
Affiliated, like last year, includes the changes in the flood
coverage due to the action of the Corps of Engineers. In 2012
flood coverage was $100,000,000 in property value with $100,000
deductible and no additional premium. Under renewal policy, as in
2013, coverage is offered for $5,000,000 in property value with
$500,000 deductible on flood for an additional premium of
$20,000. Reason for significant change is due to Corps of
Engineers’ rating levee as “unacceptable” in 2010. Cover Memo
Item # 2
Alternatives:1. Drop coverage and retain risk 2. Reduce premium by only
insuring those property representing the largest losses should an
event damage these structures (Municipal Building, Law
Enforcement Center, Judicial Center, RCCI, etc.) 3. Elect not to
accept flood coverage saving $20,000.
Recommendation:Approve insurance coverage for 2014 through Affiliated FM for
premium of $428,000 which includes flood coverage. Effective
date of coverage is February 1, 2014 through February 1, 2015.
Funds are Available
in the Following
Accounts:
611-01-5212 General Insurance - Risk Management
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Finance Committee Meeting
1/13/2014 12:55 PM
IT and Other Outsourced Buildings
Department:Clerk of Commission
Caption:Discuss alternative ways to do away with the IT and other
outsourced buildings. (Requested by Commissioner Guilfoyle)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 3
Finance Committee Meeting
1/13/2014 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
November 25, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4
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