HomeMy WebLinkAbout2014-10-27-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 10/27/2014- 1:05 PM
FINANCE
1. Approve the replacement of 4 work detail vans for Augusta
Richmond County Correctional Institute.
Attachments
2. Motion to approve the minutes of the Finance Committee held
on October 13, 2014.
Attachments
3. Consider a request from Mr. Phillip Scott Hibbard regarding a
refund of taxes paid on the property at 3119 Mike Padgett
Highway.
Attachments
4. Receive as information financial reports for the period ended
September 30, 2014.
Attachments
Finance Committee Meeting
10/27/2014 1:05 PM
2014 - Work Detail Vans
Department:Finance Departemtn - Fleet Management Division
Caption:Approve the replacement of 4 work detail vans for Augusta
Richmond County Correctional Institute.
Background:The Augusta Richmond County Correctional Institute requests the
replacement of 4 work detail vans. The four older units are asset
numbers: 940279 and 940280 both are 1994 vans; 960642 is a
1997 van; and 994136 is a 1999 van. These vehicles exceed the
replacement criteria established in 2004 and have become a
liability to the facility due to increasing maintenance costs, non-
repairable safety issues and non-operational time. The vehicle
evaluations and bid tabsheet results are attached for your review.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the 2015 full-size vans: Bid 14-
195 results were as follows: Allan Vigil Ford = $34,139.00 each;
Bobby Jones Ford = $33,322.00 each; Master Buick-GMC = Non-
Compliant Bid
Financial Impact:The cost of the 4 proposed replacement vehicles is $33,322.00
each for a total cost of $133,288.00. Funding for the procurement
of these vehicles will be through the current SPLOST VI sales tax
program.
Alternatives:(1) Approve the request; (2) Do not approve the request.
Recommendation:Approve the purchase of 4 replacement vehicles for the Augusta
Richmond County Correctional Institute and approve the surplus
sale of the replaced vehicles
Funds are Available
in the Following
Accounts:
SPLOST Phase VI - Public Safety Vehicles
Cover Memo
Item # 1
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Asset #:
Age:
Miles or
Hours
Type of
Service Reliability Maint/Repair Condition:
14 9 1 2
RANGES
Excellent Good
Needs immediate consideration for replacement
Policy Evaluation Results:
holes in the vinyl. Headliner need replacing.
Actual Age: Current miles/hours: Purchase Price:
Assigned Use:
5
Evaluation Points
31
FIACE DEPARTMET-FLEET MAAGEMET DIVISIO
REPLACEMET CRITERIA FORM
Recreation Department 101-06-1110 5/22/2014
99,493
Transports inmates to work locations
$23,017.25
2
AUGUSTA, GEORGIA
Department Name: Department Number Date:
Vehicle Description:9941361999 Ford Work Detail Van
14
28 Points or more
General Fund - Capital outlay for 2014
18 to 22 Points
23 to 27 Points Qualifies for Replacement
Needs immediate consideration for replacement
Life Expectancy Criteria Requirements -(Policy Evaluation)
Ron Crowden
This vehicle is becoming unsafe for transport of passengers because the floor board is rusting through
as reported by the Correctional Officer assigned. The interior is also in disrepair. Seats are torn with
Fleet Managers Recommendation:
2014
Estimated Replacement Cost: Funding Source:
Under 18 Points
2014
Fleet Manager
Replacement Date: Fiscal Year Replacement:
Attachment number 1 \nPage 1 of 3
Item # 1
Asset #:
Age:
Miles or
Hours
Type of
Service Reliability Maint/Repair Condition:
19 19 1 2
RANGES
Excellent Good
Needs immediate consideration for replacement
Under 18 Points 18 to 22 Points
23 to 27 Points Qualifies for Replacement
28 Points or more
2014 2014
Estimated Replacement Cost: Funding Source:
General Fund Capital Outlay for 2014
Ron Crowden
Fleet Manager
Replacement Date: Fiscal Year Replacement:
This vehicle was initially used as a program support van for Recration Department.
This vehiclew has exceeded its life expectancy and has accumulated repair costs exceeding its
purchase price. The interior needs complete restoration because of its condition.
Evaluation Points Policy Evaluation Results:
49 Needs immediate consideration for replacement
Fleet Managers Recommendation:
19 190,256 $21,100.00
Life Expectancy Criteria Requirements -(Policy Evaluation)
4 4
Assigned Use:
Transports inmates to work locations
Actual Age: Current miles/hours: Purchase Price:
Recreation Department 101-06-1110 5/27/2014
Vehicle Description:9402801994 Ford E-350 - Van
AUGUSTA, GEORGIA
FIACE DEPARTMET-FLEET MAAGEMET DIVISIO
REPLACEMET CRITERIA FORM
Department Name: Department Number Date:
Attachment number 1 \nPage 2 of 3
Item # 1
Asset #:
Age:
Miles or
Hours
Type of
Service Reliability Maint/Repair Condition:
16 10 1 2
RANGES
Excellent Good
Needs immediate consideration for replacement
Under 18 Points 18 to 22 Points
23 to 27 Points Qualifies for Replacement
28 Points or more
2014 2014
Estimated Replacement Cost: Funding Source:
2014 Capital Outlay
Ron Crowden
Fleet Manager
Replacement Date: Fiscal Year Replacement:
Recommend replacing this vehicle because of its overall condition and maintenance history.
Evaluation Points Policy Evaluation Results:
37 Needs immediate consideration for replacement
Fleet Managers Recommendation:
16 108,902 $24,852.00
Life Expectancy Criteria Requirements -(Policy Evaluation)
4 4
Assigned Use:
Transport Work Detail to work sites
Actual Age: Current miles/hours: Purchase Price:
Engineering Maintenance 101041260 5/27/2014
Vehicle Description:9606421997 Ford E-350 Van
AUGUSTA, GEORGIA
FIACE DEPARTMET-FLEET MAAGEMET DIVISIO
REPLACEMET CRITERIA FORM
Department Name: Department Number Date:
Attachment number 1 \nPage 3 of 3
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 5, 2014 @ 11:00 a.m. for furnishing:
Bid Item 14-195 Full Size Vans 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
22, 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 July 31, August 7, 14, 21, 2014
Metro Courier August 6, 2014
Revised: 3/7/2013
Attachment number 3 \nPage 1 of 1
Item # 1
UNOFFICIAL
Vendors
ALLAN VIGIL FORD
6790 MT. ZION BLVD.
MORROW GA 30260
BOBBY JONES FORD, INC
3480 WRIGHTSBORO RD
AUGUSTA GA 30909
MASTER BUICK GMC
3710 WASHINGTON ROAD
AUGUSTA, GA 30907
Attachment B YES YES
E-Verify Number 94460 117480
SAVE Form YES YES
COST 27893 $27,697.00
MODEL 2015/X2Z 2015/X2Z
COST 28695 $28,449.00
MODEL 2015/X2Z 2015/X2Z
COST $22,420.00 $22,225.00
MODEL 2015/E1Z 2015/E1Z
COST $23,986.00 $25,578.00
MODEL R2Z 2015/W2Z
COST $25,790.00 $29,419.00
MODEL 2015/W2Z 2015/W3X
5.06 $734.00 $986.00
5.07 $416.00 $329.00 CARGO VAN
$405.00 WAGON
5.08 $277.00 $277.00
5.09 N/A STD
5.1 $575.00 STD
5.11 $397.00 $397.00
5.12 $56.00 $56.00
5.13 N/A STD
5.14 $3,521.00 $521.00
Bid Item #14-195 Full Size Van
for Augusta, GA - Fleet Management Department
Bid Opening Date: Friday, September 5, 2014 @ 11:00 a.m.
28449
5.03-2014/15 FULL SIZE CARGO VAN MINIMUM 8,600 GVW
5.04-2014/15 FULL SIZE CARGO VAN MINIMUM 9,000 GVW
5.05-2014/15 FULL SIZE CARGO VAN MINIMUM 9,500 GVW
non-compliant
5.01-2014/15 FULL SIZE VAN 12 PASSENGERS 9,000 MINIMUM GVW
Page 1 of 2
Attachment number 4 \nPage 1 of 2
Item # 1
UNOFFICIAL
Vendors
ALLAN VIGIL FORD
6790 MT. ZION BLVD.
MORROW GA 30260
BOBBY JONES FORD, INC
3480 WRIGHTSBORO RD
AUGUSTA GA 30909
MASTER BUICK GMC
3710 WASHINGTON ROAD
AUGUSTA, GA 30907
5.15 $1,450.00 N/A
5.16 $1,450.00 N/A
5.17 N/A $35.00
5.18 $950.00 $208.00 LOW ROOF
$289.00 HIGH ROOF
6.01 $50.00 $48.00
6.02 $40.00 $40.00
6.03 $450.00 $397.00
6.04 $300.00
$297.00
INCLUDED IN ABOVE
6.05 $140.00 $137.00
6.06 $750.00 $750.00
6.07 $2,905.00 $2,905.00
6.08 $2,995.00 $2,995.00
6.09 $15.00 $10.00
7.01 $65.00 $65.00
7.02 $537.00 $537.00
7.03 $557.00 $557.00
7.04 $1,600.00 $1,600.00
7.05 $410.00 $410.00
7.06 $125.00 $125.00
Delivery Schedule 10 - 12 WEEKS 90-120 DAYS
The following vendor submitted a statement of "No Bid":
CARL BLACK / 1260 AUTO PARK DRIVE / KENNESAW GA 30144
Page 2 of 2
Attachment number 4 \nPage 2 of 2
Item # 1
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
10/27/2014 1:05 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
October 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 1
Item # 2
Finance Committee Meeting
10/27/2014 1:05 PM
Phillip Scott Hibbard
Department:Clerk of Commission
Caption:Consider a request from Mr. Phillip Scott Hibbard regarding a
refund of taxes paid on the property at 3119 Mike Padgett
Highway.
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
Finance Committee Meeting
10/27/2014 1:05 PM
Presentation of 3rd Quarter (9/30/14) Financial Reports
Department:Finance
Caption:Receive as information financial reports for the period ended
September 30, 2014.
Background:Periodic financial reports are presented to keep the commission
aware of the financial status of the organization.
Analysis:
Financial Impact:
Alternatives:
Recommendation:Receive as information
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4