HomeMy WebLinkAbout2014-02-24-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 2/24/2014- 12:50 PM
FINANCE
1. Approve the replacement of one (1) 1994 forklift for Fleet
Management and Broad Street maintenance shops.
Attachments
2. Motion to approve the minutes of the Finance Committee held
on January 13, 2014.
Attachments
3. Update from the Interim Administrator regarding budget
reductions. (Requested by Commissioner Wayne Guilfoyle)
(Referred from February 18 Commission meeting)
Attachments
Finance Committee Meeting
2/24/2014 12:50 PM
2014 - Fleet Forklift
Department:Finance Department-Fleet Management
Caption:Approve the replacement of one (1) 1994 forklift for Fleet
Management and Broad Street maintenance shops.
Background:The Fleet Management Division is requesting the replacement of
an older model forklift to assist in the many duties that encompass
the shop areas. The current forklift, asset number 034056 is a 1994
model. Repairs to the existing forklift are becoming more
frequent and it is becoming more difficult to obtain parts and
eventually the unit will no longer be usable. It has a 6,000 pound
lift capability which is limiting in supporting the shop
maintenance operations. The new forklift would be a tremendous
asset for the many duty requirements by the maintenance shops
with a lift capacity at 9,000 pounds. The forklift is used by Fleet
Management, the light vehicle shop and the fire shop, all at Broad
Street.
Analysis:The Procurement Department published a competitive bid using
the Demand Star electronic bid system with the following results:
Bid 12-233; Neff Rental, Inc = $42,645.00; Lift Atlanta =
$40,923.00 and Dougherty Equipment Co, Inc = $38,189.00. The
bid results are attached for review.
Financial Impact:The proposed forklift will be purchased through the use of the
remaining 2013 Capital funds account. The cost of the new forklift
will be $38,189.00.
Alternatives:1. Approve the request, 2. disapprove the request.
Recommendation:Approve the purchase of 1 forklift and declare the replaced unit as
surplus and available for auction.
Funds are Available
in the Following
Accounts:
272-01-6440/54-22210, remainder from 2013 capital outlay for
Fleet replacements.Cover Memo
Item # 1
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, December 13, 2013 @ 11:00 a.m. for furnishing:
Bid Item 13-233 Forklift for Fleet Management
Bid Item 13-235 Aerial Bucket 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,
December 6, 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 November 14, 21, 28, December 5, 2013
Metro Courier November 20, 2013
Revised: 3/7/2013
Attachment number 3 \nPage 1 of 1
Item # 1
VENDORS
UNITED RENTALS
2425 MIKE PADGETT
HIGHWAY
AUGUSTA, GA 30906
LIFT ATLANTA INC
1639 MARVIN GRIFFIN
ROAD
AUGUSTA, GA 30906
DOUGHERTY
EQUIPMENT CO
P. O. BOX 16145
GREENSBORO, NC
27416
NEFF RENTAL
2325 TUBMAN HOME
ROAD
AUGUSTA, GA 30906
Attachment B No Bid
Response Yes Yes Yes
E-Verify Number 362984 346498 425224
SAVE Form Yes Yes Yes
Year 2014 2014 2013/2014
Make Hyundai Yale Heli
Model 40DS-7E GLP090VX CPQYD45-TY5
Bid Price $40,923.00 $38,189.00 $42,645.00
Delivery Schedule 3/27/2014 17 weeks ARO 90-120 days ARO
Bid Opening
Bid Item #13-233
Forklift
for Augusta, Georgia - Fleet Management Department
Bid Due: Friday, December 13, 2013 @ 11:00 a.m.
FORKLIFT:
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FIACE DEPARTMET
Donna B. Williams, CGFM Ron Crowden
Director Fleet Manager
MEMORADUM
TO: MS. GERI SAMS
FROM: RO CROWDE
SUBJECT: BID AWARD REQUEST-BID 13-233
DATE: DECEMBER 20, 2013
Fleet Management would like to request the bid award for bid 13-233, which
opened on December 13th at 11:00 AM, to be awarded to Dougherty Equipment
Company, Inc, of Augusta, Georgia. The vendor was the lowest bidder which met
the required bid specifications.
Please let us know when the vendor paperwork is completed on this award so that
we may move forward with the purchase process.
If you have any questions or concerns, please contact me.
Best Personal Regards,
Ron Crowden
Fleet Manager
Attachment number 5 \nPage 1 of 1
Item # 1
Attachment number 6 \nPage 1 of 2
Item # 1
Attachment number 6 \nPage 2 of 2
Item # 1
Finance Committee Meeting
2/24/2014 12:50 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
January 13, 2014.
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 2
Item # 2
Attachment number 1 \nPage 2 of 2
Item # 2
Finance Committee Meeting
2/24/2014 12:50 PM
Update on Budget Reduction
Department:Clerk of Commission
Caption:Update from the Interim Administrator regarding budget
reductions. (Requested by Commissioner Wayne Guilfoyle)
(Referred from February 18 Commission meeting)
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 1
Item # 3