HomeMy WebLinkAbout2014-09-29-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 9/29/2014- 1:10 PM
FINANCE
1. Approve the purchase of 1 utility body maintenance trucks for
Fleet Management - Broad Street shop to be used on Road Calls
for all departments.
Attachments
2. Discuss adding $1.00 to the Hotel/Motel tax for the
beautification of gateways to the city. (Requested by
Commissioner Fennoy)
Attachments
3. Motion to approve the minutes of the Finance Committee held
on August 25, 2014.
Attachments
4. Consider a request from Mr. Jim Wall, Attorney for Mr. Edgar
Matthews, regarding a waiver of penalties and interest on the ad
valorem taxes owed by Southern Milling Company, 1015
Twiggs Street.
Attachments
5. Discuss the following ARC contractual requirement relative to
organizations who receive SPLOST funding "Organization
shall comply with the purchasing policies of Augusta-
Richmond County regarding the advertising for bids, the
securing of bids, and payment, performance bonds and
contracting. Payments to any sub-contractor employed by
the Organization shall be made directly by the Organization,
subject to Augusta’s audit and approval. If the total project
costs exceed the amount funded by Augusta and the
Matching Funds, the Organization shall provide proof of
other funding sources. Payments by the Organization to sub-
contractors shall be made only upon presentation of verified
invoices." (Requested by Commissioner Marion Williams)
(Referred from September 16 Commission meeting)
Attachments
Finance Committee Meeting
9/29/2014 1:10 PM
2014 - Fleet Management Service Truck
Department:Finance Department - Fleet Management Division
Caption:Approve the purchase of 1 utility body maintenance trucks for
Fleet Management - Broad Street shop to be used on Road Calls
for all departments.
Background:Fleet Management would like to request the purchase of 1 utility
body F-250 maintenance truck to be used as a shop emergency
road service truck with the primary emphasis toward Fire
Department calls. Vehicle bid tabsheet results are attached for
your review.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the 8,500 GVW pickup trucks:
Bid 14-116 results were as follows for this model truck: Allan
Vigil-Fayetteville = $34,343.00 each; Allan Vigil-Morrow =
$32,088.00 each; Bobby Jones Ford = $32,534.00 each; and
Thomson Motor Centre = This Model Not Available. NOTE:
Bobby Jones Ford will meet the non-local vendor's price, $32,088,
through the local vendor's preference program.
Financial Impact:One (1) Ford F250 utility body maintenance truck @ $32,088.00
to be purchased utilizing 2014 Capital Outlay funds.
Alternatives:(1) Approve the request; (2) Do not approve the request.
Recommendation:Approve the purchase of 1 F250 utility body maintenance truck
Funds are Available
in the Following
Accounts:
2014 Capital Outlay
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
Attachment number 2 \nPage 1 of 2
Item # 1
Attachment number 2 \nPage 2 of 2
Item # 1
Invitation to Bid
Sealed bids will be received at this office on Wednesday, January 15, 2014 @ 11:00 a.m. for furnishing:
Bid Item 14-115 6,000 GVW Series Pickup Truck for Fleet Management
Bid Item 14-116 8,500 GVW Series 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, January
3, 2014 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered.
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 December 12, 19, 26, 2013 January 2, 2014
Metro Courier December 18, 2013
Revised: 3/7/2013
Attachment number 3 \nPage 1 of 1
Item # 1
Attachment number 4 \nPage 1 of 1
Item # 1
Attachment number 5 \nPage 1 of 2
Item # 1
Attachment number 5 \nPage 2 of 2
Item # 1
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Morrow, GA 30260
Allan Vigil Ford
Fayetteville
275 Glen Street N
Fayetteville GA
30214
Thomson Chrysler
Dodge Ram
2158 Washington Rd.
NE
Thomson, GA 30824
YES YES YES YES
117480 94460 224348 369935
YES YES YES YES
5.01 Full-Size Truck-Reg Cab $21,255.00 $19,999.00 $22,220.00 $21,947.00
5.02 Full-Size Truck-Reg Cab $23,586.00 $22,580.00 $24,715.00 $23,513.00
5.03 Full-Size Truck-Ext Cab $23,337.00 $22,092.00 $24,565.00 N/A
5.04 Full-Size Truck-Ext Cab $24,978.00 $24,592.00 $27,078.00 N/A
5.05 Full-Size Truck-Crew Cab4 $24,556.00 $23,295.00 $25,619.00 $24,278.00
5.06 Full-Size Truck-Crew Cab4 $27,096.00 $25,875.00 $28,132.00 $24,943.00
5.07 Diesel Engine, min 6.0 lite $7,088.00 $7,088.00 $8,315.00 SEE EXCEPTIONS
5.08 Heavy Duty tow package STANDARD N/A STANDARD STANDARD
5.09 Rear Seat (Extended Cab)N/A N/A N/A N/A
5.10 Pickup Box Deleted -$281.00 -$250.00 -$533.00 -$127.00
5.11 Trailer Tow Mirrors STANDARD STANDARD STANDARD SEE EXCEPTIONS
5.12 Black platform running brds $273.00 $316.00 $370.00 $560.50-693.00
5.13 Electric windows and do loc $763.00 $942.00 $1,105.00 SEE EXCEPTIONS
5.14 Roof Clearance Lights $48.00 $48.00 $55.00 $68.00
5.15 Speed Control/Tilt Steering $200.00 $200.00 $235.00 STANDARD
5.16 Skid Plate Pack (4X4 only)$85.00 $85.00 $100.00 $43.00
6.01 Fire Extinguisher $48.00 $85.00 $82.00 $81.12
6.02 Outlet Receptacle $55.00 $45.00 $39.00 $38.95
6.03 Bedliner $300.00 $325.00 $370.00 $370.00
6.04 Electric Brake Controller $196.00 $196.00 $160.00 $196.00
6.05 Service Body $4,549.00 $4,200.00 $4,100.00 $4,100.00
6.06 Service Body Bumper BH $346.00 $395.00 $395.00 $395.00
6.07 Service Body Bumper PH $280.00 $435.00 $432.00 $432.00
6.08 Spotlight $295.00 $415.00 $402.00 $402.00
6.09 Spotlights $590.00 $830.00 $804.00 $804.00
6.10 Toolbox $240.00 $300.00 $403.00 $403.00
6.11 Trailer Hitch STANDARD $45.00 $355.00 SEE EXCEPTIONS
6.12 Trailer Wiring STANDARD NO CHARGE $75.00 STANDARD
6.13 Trailer Ball $10.00 $25.00 $90.00 $24.55
5.00 Vehicle/Options Required
6.00 Outfitter's Specialty Items
Attachment B
E-Verify Number
SAVE Form
Bid Item #14-116
8500 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Wednesday, January 15, 2014 @ 11:00 a.m.
Vendors
Page 1 of 2
Attachment number 6 \nPage 1 of 2
Item # 1
Bobby Jones Ford
3480 Wrightsboro
Road
Augusta, GA 30909
Allan Vigil Ford
Lincoln Mercury
6790 Mount Zion
Boulevard
Morrow, GA 30260
Allan Vigil Ford
Fayetteville
275 Glen Street N
Fayetteville GA
30214
Thomson Chrysler
Dodge Ram
2158 Washington Rd.
NE
Thomson, GA 30824
Bid Item #14-116
8500 GVW Series Pickup Truck
for Augusta, Georgia - Fleet Department
Bid Opening Date: Wednesday, January 15, 2014 @ 11:00 a.m.
Vendors
6.14 Pintle Hook $125.00 $155.00 $183.00 $183.00
6.15 Pipe Vise $258.00 $300.00 $294.00 $294.00
6.16 Tommy Gate Lift $2,275.00 $2,200.00 $2,076.00 $2,076.00
6.17 Window Tint, Reg Cab $90.00 $125.00 $150.00 $150.00
6.18 Window Tint, Ext Cab $105.00 $150.00 $175.00 $175.00
6.19 Window Tint, Crew Cab $125.00 $175.00 $200.00 $200.00
7.01 Backup Alarm $35.00 $75.00 $75.00 $75.00
7.02 Magnetic LED Light $355.00 $695.00 $645.00 $645.00
7.03 LED Top Mount Light $462.00 $680.00 $620.00 $620.00
2015 2015 2015 2014
FORD FORD FORD RAM
F2B
X2A
X2B
W2A
W2B F-250 F-250 $2,500.00
90 DAYS 60 TO 90 DAYS ARO 14 TO 16 WEEKS ARO 6 TO 10 WEEKS
The following venodrs submitted a statement of "No Bid":
Carl Black Chevrolet / 110 Roberts Blvd. / Kennesaw, GA 30144
7.00 Alert Warning Systems
Year
Make
Model
App Delivery Time
Page 2 of 2
Attachment number 6 \nPage 2 of 2
Item # 1
Finance Committee Meeting
9/29/2014 1:10 PM
Hotel Motel Tax Addition
Department:Clerk of Commission
Caption:Discuss adding $1.00 to the Hotel/Motel tax for the beautification
of gateways to the city. (Requested by Commissioner Fennoy)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Finance Committee Meeting
9/29/2014 1:10 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
August 25, 2014.
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 4
Item # 3
Attachment number 1 \nPage 2 of 4
Item # 3
Attachment number 1 \nPage 3 of 4
Item # 3
Attachment number 1 \nPage 4 of 4
Item # 3
Finance Committee Meeting
9/29/2014 1:10 PM
Southern Milling Company
Department:Clerk of Commission
Caption:Consider a request from Mr. Jim Wall, Attorney for Mr. Edgar
Matthews, regarding a waiver of penalties and interest on the ad
valorem taxes owed by Southern Milling Company, 1015 Twiggs
Street.
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 1
Item # 4
Finance Committee Meeting
9/29/2014 1:10 PM
SPLOST Project Private Organizations Procurement Requirements
Department:
Caption:Discuss the following ARC contractual requirement relative to
organizations who receive SPLOST funding "Organization shall
comply with the purchasing policies of Augusta-Richmond
County regarding the advertising for bids, the securing of bids,
and payment, performance bonds and contracting. Payments to
any sub-contractor employed by the Organization shall be
made directly by the Organization, subject to Augusta’s audit
and approval. If the total project costs exceed the amount
funded by Augusta and the Matching Funds, the Organization
shall provide proof of other funding sources. Payments by the
Organization to sub-contractors shall be made only upon
presentation of verified invoices." (Requested by Commissioner
Marion Williams) (Referred from September 16 Commission
meeting)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 5
Attachment number 1 \nPage 1 of 1
Item # 5