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Home My WebLink About2014-12-08-Meeting Agendawww.augustaga.gov Finance Committee Meeting Commission Chamber- 12/8/2014- 1:20 PM FINANCE 1. Approve the purchase of 2 prison work detail vans for the Engineering Department-Maintenance Division. Bid 14-195 Attachments 2. Consider a request from Mr. Dana M. Higgins for an abatement of his property taxes on the property at 3518 Crawfordville Drive. (Referred from November 24 Finance Committee) Attachments 3. Discussion of implementing/increasing the hotel/motel tax from 6% to 7% which would generate funding for the Augusta Arts Council, the Laney Museum and the Augusta Museum. (Requested by Commission Guilfoyle) (Referred from November 24 Finance Committee) Attachments 4. Motion to approve the minutes of the Finance Committee held on November 24, 2014. Attachments 5. Approve request for refund for prior tax years 2012 and 2013 in the amounts of $160.69 and $161.10, respectively, for property located at 4410 Boulineau Road, owned by Willie J. Cunningham. Property Map/Parcel# 245-0-016-00-0 Attachments Finance Committee Meeting 12/8/2014 1:20 PM 2014 - Work Detail Vans Department:Finance Department - Fleet Management Caption:Approve the purchase of 2 prison work detail vans for the Engineering Department-Maintenance Division. Bid 14-195 Background:The Augusta Engineering Department-Maintenance Division requests the purchase of 2 work detail vans to support unscheduled requirements placed on Engineering on a frequent basis. This allows the other details to continue on scheduled work. The bid tab sheet 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 = $33,713.00; Bobby Jones Ford = $32,917.00; Master Buick-GMC = Non- Compliant Bid Financial Impact:The cost of the proposed replacement van is $32,917.00 each for a total of $65,834.00. Alternatives:1. Approve the request, 2. Disapprove the request Recommendation:Approve the purchase of 2 prison work detail vans for the Augusta Engineering Department-Maintenance division. Funds are Available in the Following Accounts: 261-04-1311/54.22220 - NPDES Permit Fees REVIEWED AND APPROVED BY: Finance. Procurement. Law. Cover Memo Item # 1 Administrator. Clerk of Commission Cover Memo Item # 1 Attachment number 1 \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 2 \nPage 1 of 1 Item # 1 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 3 \nPage 1 of 2 Item # 1 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 3 \nPage 2 of 2 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 Finance Committee Meeting 12/8/2014 1:20 PM Dana M. Higgins Department:Clerk of Commission Caption:Consider a request from Mr. Dana M. Higgins for an abatement of his property taxes on the property at 3518 Crawfordville Drive. (Referred from November 24 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 12/8/2014 1:20 PM Hotel-Motel Tax Department:Clerk of Commission Caption:Discussion of implementing/increasing the hotel/motel tax from 6% to 7% which would generate funding for the Augusta Arts Council, the Laney Museum and the Augusta Museum. (Requested by Commission Guilfoyle) (Referred from November 24 Finance Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3 Finance Committee Meeting 12/8/2014 1:20 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on November 24, 2014. 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 2 Item # 4 Attachment number 1 \nPage 2 of 2 Item # 4 Finance Committee Meeting 12/8/2014 1:20 PM REQUEST FOR REFUND_CUNNINGHAM, WILLIE J., MAP#245-0-016-00-0 Department:Tax Assessors Caption:Approve request for refund for prior tax years 2012 and 2013 in the amounts of $160.69 and $161.10, respectively, for property located at 4410 Boulineau Road, owned by Willie J. Cunningham. Property Map/Parcel# 245-0-016-00-0 Background:Mr. Cunningham came into the (Tax Assessors) office on 10/28/2014. Property Appraiser Melissa Garcia field checked the property the week before, and removed the mobile home, per a demolition permit for 2015. Mr. Cunningham stated, the mobile home was destroyed by fire in 2011. The assessor requested he bring the fire report to verify the date it burned. He provided the report which stated the date of the fire was 4/09/11. The mobile home was then deleted for tax years 2012, 2013 and 2014. Analysis:N/A Financial Impact:N/A Alternatives:N/A Recommendation:Refund taxes paid for tax year 2012 in the amount of $160.69 and for tax year 2013 in the amount of $161.10 to property owner Mr. Willie J. Cunningham, for property located at 4410 Boulineau Road; Map/parcel# 245-0-016-00-0. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Cover Memo Item # 5 Law. Administrator. Clerk of Commission Cover Memo Item # 5 Attachment number 1 \nPage 1 of 7 Item # 5 Attachment number 1 \nPage 2 of 7 Item # 5 Attachment number 1 \nPage 3 of 7 Item # 5 Attachment number 1 \nPage 4 of 7 Item # 5 Attachment number 1 \nPage 5 of 7 Item # 5 Attachment number 1 \nPage 6 of 7 Item # 5 Attachment number 1 \nPage 7 of 7 Item # 5