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Home My WebLink About2015-11-24-Meeting Agendawww.augustaga.gov Finance Committee Meeting Commission Chamber- 11/24/2015- 1:15 PM FINANCE 1. Approve a request by the Augusta Fire Department for the purchase of one F-250 with Utility Body to replace a vehicle totaled on July 2, 2015. Attachments 2. Approve the acquisition of one Chevrolet Tahoe Police vehicle for the Sheriff’s Office, Civil Transport Division, using Phase VI of the Sales Tax Account funds. Attachments 3. Approve the purchase of 2 mid-sized hydraulic excavators with transport trailers for Augusta Utilities Department – Construction & Maintenance Division. Attachments 4. Approve the purchase of mid-sized hydraulic excavator with transport trailer for Augusta Utilities Department – Facilities Maintenance Division. Attachments 5. Motion to approve the minutes of the Finance Committee held on November 10, 2015. Attachments Finance Committee Meeting 11/24/2015 1:15 PM 2015 - Fire Department F-250 with Utility Body Department:Finance Department - Fleet Management Division Caption:Approve a request by the Augusta Fire Department for the purchase of one F-250 with Utility Body to replace a vehicle totaled on July 2, 2015. Background:Augusta Fire Department would like to request the purchase of one F250 utility body work truck to replace a Ford Ranger, asset number 994410, that was totaled on July 2, 2015. The Ford Ranger was being used by the Fire Department’s maintenance technician, a new position within the Fire Department. The F-250 with Utility Body is more appropriate for the technician and the required equipment than a regular pickup truck. The proposed vehicle bid tab sheet is attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for this vehicle and the results are as follows: Bid 15-161 (8,500 GVW Trucks): Allan Vigil Ford- $30,784.00 each; Bobby Jones Ford = $30,246.00 each; and Langdale Chevrolet = $35,443.00 each Financial Impact:The Ford F250 utility body truck cost is $30,246.00 and will be purchased through the Augusta Fire Department’s 2015 Capital Outlay Funds account Alternatives:1) approve the request, (2) disapprove the request. Recommendation:Approve the purchase of the F-250 with utility body. Funds are Available in the Following Accounts: Fire Department Capital Outlay:274-03-4110/54.22210 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 Invitation To Bid Sealed bids will be received at this office until Tuesday, April 28, 2015 at 11:00 a.m. for furnishing: Bid Item 15-161 8,500 GVW Series Truck for Fleet Department Bid Item 15-163 10,000 GVW Series Truck for Fleet Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair 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, 535 Telfair 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, April 10, 2015 @ 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 placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 19, 26, April 2, 9, 2015 Metro Courier March 25, 2015 Revised: 1/8/2015 Attachment number 2 \nPage 1 of 1 Item # 1 Vendors Langdale Chevrolet 1006 W Franklin St., Sylvester GA 31791 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Bobby Jones Ford 3480 Wrightsboro Rd Augusta, GA 30909 Attachment B YES YES YES E-Verify Number 523776 94460 117480 SAVE Form YES YES YES 5.01 Fullsize Truck, Rg Cab 2 wheel drive $24,624.00 $20,324.00 $20,955.88 5.02 Fullsize Truck, Rg Cab 4 wheel drive $26,935.00 $22,766.00 $23,628.59 5.03 Fullsize Truck, Ext Cab 2 wheel drive $26,625.00 $22,468.00 $23,122.98 5.04 Fullsize Truck, Ext Cab 4 wheel drive $28,841.00 $24,923.00 $25,820.98 5.05 Fullsize Truck, Crew Cab 2 wheel drive, 4 doors $27,815.00 $23,731.00 $24,397.96 5.06 Fullsize Truck, Crew Cab 4 wheels door, 4 doors $30,132.00 $26,131.00 $27,079.27 5.07 Min 6.0L Diesel Engine $7,200.00 $7,450.00 $7,229.00 5.08 Heavy duty tow package $280.00 INCLUDED STD 12K 5.09 Rear Seat (deleted) EC -$212.00 NA NA 5.10 Pickup box deleted (to include spare tire in pricing) -$290.00 -$249.00 -$281.00 5.11 Trailer Tow Mirrors $71.00 STANDRAD STD 5.12 Black platform Run Bd $531.00 $350.00 $273.00 reg cab $316.00 xcab or crew cab 5.13 Elec Windows & Door Locks $610.00 $995.00 $763.00 reg cab or xcab $942.00 crew cab 5.14 Roof clearance lights $55.00 $55.00 $48.00 5.15 Speed control / tilt steering wheel STANDRAD $225.00 $200.00 5.16 Skid Plate Pkge (4X4)$150.00 $95.00 $85.00 5.17 CNG Package $8,300.00 $11,950.00 $268.00 6.01 Fire Extinguisher $125.00 $75.00 $50.00 6.02 Outlet receptacle $70.00 $75.00 $50.00 5.00 8,500 GVW Series Truck Vehicle and Options Required 6.00 Outfitter's Speciality Items Bid #15-161 8,500 GVW Series Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, April 28, 2015 at 11:00 a.m. Total Number Specifications Mailed Out: 21 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 71 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 3 Total Noncompliant: 0 Page 1 of 2 Attachment number 3 \nPage 1 of 2 Item # 1 Vendors Langdale Chevrolet 1006 W Franklin St., Sylvester GA 31791 Allan Vigil Ford 6790 Mt. Zion Blvd Morrow, GA 30260 Bobby Jones Ford 3480 Wrightsboro Rd Augusta, GA 30909 Bid #15-161 8,500 GVW Series Truck for Augusta, Georgia - Fleet Management Bid Opening Date: Tuesday, April 28, 2015 at 11:00 a.m. Total Number Specifications Mailed Out: 21 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 71 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 3 Total Noncompliant: 0 6.03 Bedliner $380.00 $390.00 $325.00 6.04 Electric brake control $165.00 $175.00 $130.00 6.05 Crane Serv Body $5,749.44 $5,795.00 $5,080.00 6.06 Serv Body Bumper/ball hitch $280.00 $290.00 $382.00 6.07 Serv Body Bumper/pintle hook $375.00 $390.00 $305.00 6.08 Spotlight $375.00 $390.00 $370.00 6.09 Spotlights $750.00 $780.00 $740.00 6.10 Toolbox $425.00 $450.00 $240.00 6.11 Trailer hitch $325.00 $345.00 $335.00 6.12 Trailer wiring $75.00 $75.00 $40.00 6.13 Trailer ball $50.00 $45.00 $15.00 6.14 Pintle hook Dual purpose 10K/16K $295.00 $175.00 $125.00 6.15 Pipe vise $213.00 $350.00 $280.00 6.16 Tommy gate lift $2,673.56 $2,795.00 $2,385.00 6.17 Window tint reg cab $195.00 $125.00 $100.00 6.18 Window tint ext cab $225.00 $145.00 $120.00 6.19 Window tint crew cab $395.00 $165.00 $140.00 7.01 Backup alarm $95.00 $75.00 $40.00 7.02 Magnetic LED light $690.30 $350.00 $315.00 7.03 LED topmount light $670.30 $500.00 $479.00 Year 2015 until 7-12-2015 2016 After that same price 2016 2016 Make CHEVROLET FORD FORD Model SILVERADO 2500HD F-250 F-250 Approximate Delivery Date 60-65 DAYS 8 TO 12 WEEKS APPOX 120 DAYS 7.00 Alert Warning Systems 2016 8,500 GVW PICKUP TRUCK: Page 2 of 2 Attachment number 3 \nPage 2 of 2 Item # 1 Attachment number 4 \nPage 1 of 5 Item # 1 Attachment number 4 \nPage 2 of 5 Item # 1 Attachment number 4 \nPage 3 of 5 Item # 1 Attachment number 4 \nPage 4 of 5 Item # 1 Attachment number 4 \nPage 5 of 5 Item # 1 Attachment number 5 \nPage 1 of 2 Item # 1 Attachment number 5 \nPage 2 of 2 Item # 1 Finance Committee Meeting 11/24/2015 1:15 PM 2015 - Sheriff - Tahoe Department:Finance Department - Fleet Management Division Caption:Approve the acquisition of one Chevrolet Tahoe Police vehicle for the Sheriff’s Office, Civil Transport Division, using Phase VI of the Sales Tax Account funds. Background:The Richmond County Sheriff’s Office is requesting the purchase of one Chevrolet Tahoe vehicle to utilize for transporting prisoners to various city and state locations. The Tahoe is the vehicle of choice by many large police forces for the purpose of transporting prisoners to long distance facilities both in and out of State. We are requesting the use of the Georgia State bid contract for this purchase as the state contract assures the best pricing available statewide for this type of vehicle. Please see attachments. Analysis:The Georgia State Contract number is SWC 99999-ES40199409- 0002 and affords the best pricing available for the requested vehicle. Financial Impact:The total cost of the transport vehicle will be $37,806.00. The funds will be provided by the Phase VI Sales Tax account. Alternatives:(1) Approve the request; (2) Do not approve the request. Recommendation:Approve the purchase of 1 police transport vehicle using the State Contract with funds from Phase VI Sales Tax Referendum. Funds are Available in the Following Accounts: Phase VI Sales Tax - Public Safety Vehicles. REVIEWED AND APPROVED BY: Cover Memo Item # 2 Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 2 Attachment number 1 \nPage 1 of 10 Item # 2 Attachment number 1 \nPage 2 of 10 Item # 2 Attachment number 1 \nPage 3 of 10 Item # 2 Attachment number 1 \nPage 4 of 10 Item # 2 Attachment number 1 \nPage 5 of 10 Item # 2 Attachment number 1 \nPage 6 of 10 Item # 2 Attachment number 1 \nPage 7 of 10 Item # 2 Attachment number 1 \nPage 8 of 10 Item # 2 Attachment number 1 \nPage 9 of 10 Item # 2 Attachment number 1 \nPage 10 of 10 Item # 2 2016 CHEVROLET IMPALA SEDAN AUTOMOBILE BID State Contract # 99999-SPD-ES40199373-0005 Hardy Chevrolet Year 2014 Brand Impala Model Sedan Delivery Date 60 Days 1.00 Base Price $18,377.00 1.01 Delivery Fee $150.00 2.00 Options 2.01 Extra Key 30.00 2.02 Body Side Molding 88.00 Total $18,645.00 Straight Purchase Total Units 1 VENDOR: Hardy Chevrolet Grand Total $18,645.00 DEPARTMENT: Fleet Mgt ACT CODE: 272-01-6440/54.22110 BID # State Contract Exterior Color:White P. O. Pending Interior Color:Ebony Chevy Order #: VENDOR'S SIGNATURE / DATE ___________________________________ ORDER SHEET FOR 2016 IMPALA VEHICLE- FLEET MANAGEMENT Attachment number 2 \nPage 1 of 3 Item # 2 Hardy Chevrolet Malcom Cunningham Chevrolet Milton Ruben Chevrolet * MSRP * Avg Price Dallas Georgia Augusta, GA Augusta Year 2016 Brand Chevrolet Model Tahoe Delivery Date 1.00 Base Price $37,806.00 1.01 Delivery Fee State Contract SWC90796-1 Total $37,806.00 $48,777.00 $49,160.00 $49,789.00 $50,653.00 Straight Purchase Total Units 1 VENDOR: Hardy Chevrolet Grand Total $37,806.00 DEPARTMENT: Sheriff's Office ACT CODE: SPLOST VI Exterior Color:Black P. O. Pending Interior Color: Order #: VENDOR'S SIGNATURE / DATE ___________________________________ * Pricing information provided by Edmunds Cost Analysis for 2016 Tahoe - Sheriff At t a c h m e n t n u m b e r 2 \ n P a g e 2 o f 3 It e m # 2 *Estimated Price $50,867.00 At t a c h m e n t n u m b e r 2 \ n P a g e 3 o f 3 It e m # 2 Finance Committee Meeting 11/24/2015 1:15 PM 2015 - Utilities - C&M - Excavator Department:Finance Department - Fleet Management Division Caption:Approve the purchase of 2 mid-sized hydraulic excavators with transport trailers for Augusta Utilities Department – Construction & Maintenance Division. Background:The Augusta Utilities Department-Construction & Maintenance Division requests the acquisition of two mid-sized excavators with transport trailers to assist in the increasing maintenance projects that continuously confront the department. The new units will be beneficial in working in limited space repair situations creating minimal damage to the surrounding work areas. With the constantly ageing sewer and water systems in the Augusta area, the increase in this type of repairs has escalated creating a vital need for the additional excavators. The new excavators will expedite the many construction and maintenance projects for the department. 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 quotes back from six vendors with the following results for bid 15-218: (1) Flint Equipment Co = Did not meet required specifications; (2) Border Equipment Co (G J & L, Inc.) = Did not meet required specifications; (3) H & E Equipment Co = $50,285.00; (4) J & B Tractor Co = Did not meet required specifications; (5) T.M Trailer Sales = Bid Non- Compliant; (6) Reliable Equipment Co = $47,067.00 – Lowest acceptable bid Financial Impact:The two excavators with trailers will be funded through the use of 2015 Enterprise funds and purchased through the GMA lease program. The cost of the hydraulic excavators with trailers will be $47,067.00 each for a total of $94,134.00 with three annual payments of $31,378.00 each. Alternatives:(1) Approve the request; (2) Disapprove the request Cover Memo Item # 3 Recommendation:Approve the request to purchase two mid-sized excavators with transport trailers from Reliable Equipment Company of Martinez, Georgia. Funds are Available in the Following Accounts: Georgia Municipal Association Lease Pool: 631-00- 0000/11.19114 initially. Annual payments funded thru Utilities operating budget. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Year Make Model Price Transport Trailer Year Make Model Price 2015 EXCAVATOR WITH TRASPORT TRAILER 2015 Hydraulic Excavator with Transport Trailer - Bid Opening 10/16/15@11:00 Bid: 15-218 H& E Equipment Services Reliable EquipmentExcavator 2015 2015 Takecuchi Takecuchi TB240R TB240R $43,950.00 41,799.00 2015 SUBTOTAL $45,085.00 $42,638.00 Big Tex 14ET $5,200 2015 Clays Trailer 7X1BEQ $4,429.00 8.00 Optional Items 8.04 36 Inch Bucket $1,135.00 $839.00 Delivery 21 Days In Stock PACKAGE TOTAL $50,285 $47,067.00 Attachment number 1 \nPage 1 of 1 Item # 3 Invitation To Bid Sealed bids will be received at this office until Friday, October 16, 2015 @ 11:00 a.m. for furnishing: Bid Item 15-218 Hydraulic Excavator for Fleet Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair 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, 535 Telfair 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, October 2, 2015 @ 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 placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle September 10, 17, 24, October 1, 2015 Metro Courier September 16, 2015 Revised: 1/8/2015 Attachment number 2 \nPage 1 of 1 Item # 3 VENDORS H & E Equipment 4425 Bluff Rd Columbia, SC 29209 J & B Tractor Co 3585 Mike Padgett Highway Augusta, GA 30909 T.M. Trailer Sales 115 MT. Carmel Rd McDonough, GA 30253 Flint Equipment Co. 1900 William Few Pkwy Grovetown, GA 30813 Reliable Equipment Rental, Inc. 4001 Washington Road, Martinez, GA 30907 Border Equipment (G J & L Inc.) 2804 Wylds Road Augusta GA 30909 Attachment "B"YES YES non-compliant YES YES YES Addendum #1 YES YES non-compliant YES YES YES E-Verify #85046 515905 869907 339942 911218 705362 SAVE Form YES YES YES YES YES YES Year 2015 2015 2015 2015 2015 Make TAKEUCHI KUBOTA JOHN DEERE TAKEUCHI BOBCAT Model TB240R KX040 35G TB240A E42 BID PRICE $43,950.00 $41,328.00 $47,724.00 $41,799.00 $48,735.00 Year 2015 2015 2015 2015 2015 Total Number Specifications Mailed Out: 37 Total Number Specifications Download (Demandstar): 6 Total Electronic Notifications (Demandstar): 74 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 6 Total Noncompliant: 1 Bid Opening Bid Item #15-218 Hydraulic Excavator for Augusta, Georgia - Fleet Management Department Bid Due: Friday, October 16, 2015 at 11:00 a.m. HYDRAULIC EXCAVATOR: TRANSPORT TRAILER: Page 1 of 2 Attachment number 3 \nPage 1 of 2 Item # 3 VENDORS H & E Equipment 4425 Bluff Rd Columbia, SC 29209 J & B Tractor Co 3585 Mike Padgett Highway Augusta, GA 30909 T.M. Trailer Sales 115 MT. Carmel Rd McDonough, GA 30253 Flint Equipment Co. 1900 William Few Pkwy Grovetown, GA 30813 Reliable Equipment Rental, Inc. 4001 Washington Road, Martinez, GA 30907 Border Equipment (G J & L Inc.) 2804 Wylds Road Augusta GA 30909 Total Number Specifications Mailed Out: 37 Total Number Specifications Download (Demandstar): 6 Total Electronic Notifications (Demandstar): 74 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 6 Total Noncompliant: 1 Bid Opening Bid Item #15-218 Hydraulic Excavator for Augusta, Georgia - Fleet Management Department Bid Due: Friday, October 16, 2015 at 11:00 a.m. Make BIG TEX HOOPER HOOPER CLAY'S TRAILERS SALES HOOPER Model 14ET H16-Z 7X187T 7X18EQ CUSTOM BID PRICE $5,200.00 $3,750.00 $4,750.00 $4,429.00 $4,100.00 TOTAL BID PRICE $49,150.00 $45,078.00 $52,474.00 $46,228.00 $52,835.00 8.01 ENCLOSED CAB $6,075.00 $5,091.00 $3,685.00 $5,789.00 $3,599.00 8.02 12 INCH BUCKET $550.00 $792.00 $604.00 $539.00 $890.00 8.03 18 INCH BUCKET $575.00 $879.00 $702.00 $559.00 $990.00 8.04 36 INCH BUCKET $1,135.00 $1,205.00 $999.00 $839.00 $1,350.00 PROPOSED DELIVERY 3 WEEKS (from PO)30 - 60 DAYS 2-4 WEEKS ARO IN STOCK AVAILABLE 60 DAYS 8.00 OPTIONAL ITEMS: Page 2 of 2 Attachment number 3 \nPage 2 of 2 Item # 3 FINANCE DEPARTMENT Donna B. Williams, CGFM Director MEMORANDUM MS. GERT SAMS RON CROWDEN BrD AWARD REQUEST-BID 15-218 ocroBER 26, 2015 Ron Crowden Fleet Manager TO: FROM: SUBJf,CT: DATE: Fleet Management would like to request the bid award for bid 15-218, which opened on October 16th at 11:00, to be awarded to Reliable Equipment Company of Martinez, Georgia. The vendor was the lowest bidder which met all bid specifications required by Augusta. 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 concems, please contact me. Best Personal Regards,4,fu Ron Crowden Fleet Manager Attachment number 4 \nPage 1 of 2 Item # 3 xooac ot,t&lt =E9'5 gI Ei3-6LlElJo-|trEPHE;F o ooo(o I,oL'5uP .-. r N S lO F C) - O F N cO t co (o $ rr,; PC qq q qr qr r r rr r o{ c!.!gl E,r) rr, lf) r, lf) rf) @ (o (o (o (o (o (o (o (o (0EE E E E E E E E E E E E E E E E E: I p .s g.g g g s .g.s g g g 9.9 .9 g 9rFz E (\t (\r N N N N N (\t C{ N N N N (\l C\t N E 88I I I I I I I I I I I I I I Iaooautoa@@@a@aaooaa o Go N o Go c)(o t,o ETg.'-O)(9O-OOOFFit =rOrO(O(o9#r FFl-EN666briJa====tJ IFZENNNNrO(Jooo.=o.oooo6aaau)a oLq)q) E$ ?,o.b g I .. st ce (o @ o) (o - N (o o <rr o F lr::QOOOOOTOOOTTFNNo = lr) lo 1o 1r, tr) r, (o (o (o (o (o (o (o (o6,ll -EE E E E E E E E E E E E E E EL!!OOOOOOO0TOOoOOaI)v9- Z E N Gl N c\r N (\ c{ or N N N cl c\i N -(DOOOOO()OOoooooo,= cLo o tD o o o o o o aD o iD o iDoooaa@<noaaqaaaaa oooiot-r;e oq O)c")lr,@ oq o)lorO@ o €o oq o)q |oD oq6toN@ oq o)No@ oq rooo{ @ ooril"-o-(o@ oqotr)toa oq roF*tr)@ C'olo(9r @ oq o)o)r()- c.)gt ooooo6 oqoO)o)@ oooto(o. o o u)co(o a oq$o(og Iq GIon-6 oq 0,O)o,a doLz€E oroE'i E<o9d5dNNTF FF ocO)O)\sq o =dlo .i: tUEhaK gTSr*O oq o,Narte E,TEio inEc6O .og9 Rg8 oqaN(f)" rtr @ LP s3OY-Nll-r clcorf)T\ (f) @ EoEocL lp aalUo,ut(/,.U -Egr osc) oNNJCO.oFF oqorOo- (f)!f6 xlr, oF - F Ll-l R B: oeooC\l l')@ c cd o tE* RHil oqlo(Y)t* @3(4 ''EE H gE oqoo +6 oIJ uI tr ll- oLolO (Drn :uLoNE- o- aqttN\t**@ LLu> QL - )*6O Y--ir oco!Ot-$@ u-3.,foo s Ht*** Eff t; ! s ::EEE E i EsrEr Esiir E B#5Efi EqEqqq tu,J c. Ftoo-utz EF- ! ts =Eo (,xul ra ocl Attachment number 4 \nPage 2 of 2 Item # 3 Attachment number 5 \nPage 1 of 4 Item # 3 Attachment number 5 \nPage 2 of 4 Item # 3 Attachment number 5 \nPage 3 of 4 Item # 3 Attachment number 5 \nPage 4 of 4 Item # 3 Finance Committee Meeting 11/24/2015 1:15 PM 2015 - Utilities - Excavator Department:Finance Department - Fleet Management Division Caption:Approve the purchase of mid-sized hydraulic excavator with transport trailer for Augusta Utilities Department – Facilities Maintenance Division. Background:The Augusta Utilities Department-Facilities Maintenance Division requests the purchase of one mid-sized excavator with transport trailer for their fleet. This newly developed division handles all facility maintenance problems throughout the department and the laying of fiber optics cable so the purchase of this equipment would greatly enhance their capabilities. Currently, they have to “borrow” an excavator from another division if there is an urgent need and a loaner unit is not always available. This new unit will assist greatly in the efficiency of the division. 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 quotes back from six vendors with the following results for bid 15-218: (1) Flint Equipment Co = Did not meet required specifications; (2) Border Equipment Co (G J & L, Inc.) = Did not meet required specifications; (3) H & E Equipment Co = $55,775.00; (4) J & B Tractor Co = Did not meet required specifications; (5) T.M Trailer Sales. = Bid Non- Compliant; (6) Reliable Equipment Co = $52,556.00 – Lowest acceptable bid Financial Impact:The excavator and trailer will be funded through the use of 2015 Enterprise funds and purchased through the GMA lease program. The cost of the hydraulic excavator with trailer will be $52,556.00 with three annual payments of $17,518.66 each Alternatives:(1) Approve the request; (2) Disapprove the request Recommendation:Approve the request to purchase one mid-sized excavator from Reliable Equipment Company of Martinez, Georgia.Cover Memo Item # 4 Funds are Available in the Following Accounts: Georgia Municipal Association Lease Pool - 631-00- 0000/11.19110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 4 Year Make Model Price Transport Trailer Year Make Model Price Delivery 21 Days In Stock PACKAGE TOTAL $55,775 $52,556.00 TOTAL PRICE $49,150 $46,228.00 8.00 Optional Items 8.01 Enclosed Cab $6,075.00 $5,789.00 $550.00 Big Tex 14ET $5,200 2015 Clays Trailer 7X1BEQ $4,429.00 8.02 12 Inch Bucket $539.00 $43,950.00 41,799.00 2015 SUBTOTAL $50,575.00 $48,127.00 2015 2015 Takecuchi Takecuchi TB240R TB240R 2015 EXCAVATOR WITH TRASPORT TRAILER 2015 Hydraulic Excavator with Transport Trailer - Bid Opening 10/16/15@11:00 Bid: 15-218 H& E Equipment Services Reliable EquipmentExcavator Attachment number 1 \nPage 1 of 1 Item # 4 Invitation To Bid Sealed bids will be received at this office until Friday, October 16, 2015 @ 11:00 a.m. for furnishing: Bid Item 15-218 Hydraulic Excavator for Fleet Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair 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, 535 Telfair 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, October 2, 2015 @ 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 placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle September 10, 17, 24, October 1, 2015 Metro Courier September 16, 2015 Revised: 1/8/2015 Attachment number 2 \nPage 1 of 1 Item # 4 VENDORS H & E Equipment 4425 Bluff Rd Columbia, SC 29209 J & B Tractor Co 3585 Mike Padgett Highway Augusta, GA 30909 T.M. Trailer Sales 115 MT. Carmel Rd McDonough, GA 30253 Flint Equipment Co. 1900 William Few Pkwy Grovetown, GA 30813 Reliable Equipment Rental, Inc. 4001 Washington Road, Martinez, GA 30907 Border Equipment (G J & L Inc.) 2804 Wylds Road Augusta GA 30909 Attachment "B"YES YES non-compliant YES YES YES Addendum #1 YES YES non-compliant YES YES YES E-Verify #85046 515905 869907 339942 911218 705362 SAVE Form YES YES YES YES YES YES Year 2015 2015 2015 2015 2015 Make TAKEUCHI KUBOTA JOHN DEERE TAKEUCHI BOBCAT Model TB240R KX040 35G TB240A E42 BID PRICE $43,950.00 $41,328.00 $47,724.00 $41,799.00 $48,735.00 Year 2015 2015 2015 2015 2015 Total Number Specifications Mailed Out: 37 Total Number Specifications Download (Demandstar): 6 Total Electronic Notifications (Demandstar): 74 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 6 Total Noncompliant: 1 Bid Opening Bid Item #15-218 Hydraulic Excavator for Augusta, Georgia - Fleet Management Department Bid Due: Friday, October 16, 2015 at 11:00 a.m. HYDRAULIC EXCAVATOR: TRANSPORT TRAILER: Page 1 of 2 Attachment number 3 \nPage 1 of 2 Item # 4 VENDORS H & E Equipment 4425 Bluff Rd Columbia, SC 29209 J & B Tractor Co 3585 Mike Padgett Highway Augusta, GA 30909 T.M. Trailer Sales 115 MT. Carmel Rd McDonough, GA 30253 Flint Equipment Co. 1900 William Few Pkwy Grovetown, GA 30813 Reliable Equipment Rental, Inc. 4001 Washington Road, Martinez, GA 30907 Border Equipment (G J & L Inc.) 2804 Wylds Road Augusta GA 30909 Total Number Specifications Mailed Out: 37 Total Number Specifications Download (Demandstar): 6 Total Electronic Notifications (Demandstar): 74 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 6 Total Noncompliant: 1 Bid Opening Bid Item #15-218 Hydraulic Excavator for Augusta, Georgia - Fleet Management Department Bid Due: Friday, October 16, 2015 at 11:00 a.m. Make BIG TEX HOOPER HOOPER CLAY'S TRAILERS SALES HOOPER Model 14ET H16-Z 7X187T 7X18EQ CUSTOM BID PRICE $5,200.00 $3,750.00 $4,750.00 $4,429.00 $4,100.00 TOTAL BID PRICE $49,150.00 $45,078.00 $52,474.00 $46,228.00 $52,835.00 8.01 ENCLOSED CAB $6,075.00 $5,091.00 $3,685.00 $5,789.00 $3,599.00 8.02 12 INCH BUCKET $550.00 $792.00 $604.00 $539.00 $890.00 8.03 18 INCH BUCKET $575.00 $879.00 $702.00 $559.00 $990.00 8.04 36 INCH BUCKET $1,135.00 $1,205.00 $999.00 $839.00 $1,350.00 PROPOSED DELIVERY 3 WEEKS (from PO)30 - 60 DAYS 2-4 WEEKS ARO IN STOCK AVAILABLE 60 DAYS 8.00 OPTIONAL ITEMS: Page 2 of 2 Attachment number 3 \nPage 2 of 2 Item # 4 FINANCE DEPARTMENT Donna B. Williams, CGFM Director MEMORANDUM MS. GERT SAMS RON CROWDEN BrD AWARD REQUEST-BID 15-218 ocroBER 26, 2015 Ron Crowden Fleet Manager TO: FROM: SUBJf,CT: DATE: Fleet Management would like to request the bid award for bid 15-218, which opened on October 16th at 11:00, to be awarded to Reliable Equipment Company of Martinez, Georgia. The vendor was the lowest bidder which met all bid specifications required by Augusta. 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 concems, please contact me. Best Personal Regards,4,fu Ron Crowden Fleet Manager Attachment number 4 \nPage 1 of 2 Item # 4 xooac ot,t&lt =E9'5 gI Ei3-6LlElJo-|trEPHE;F o ooo(o I,oL'5uP .-. r N S lO F C) - O F N cO t co (o $ rr,; PC qq q qr qr r r rr r o{ c!.!gl E,r) rr, lf) r, lf) rf) @ (o (o (o (o (o (o (o (o (0EE E E E E E E E E E E E E E E E E: I p .s g.g g g s .g.s g g g 9.9 .9 g 9rFz E (\t (\r N N N N N (\t C{ N N N N (\l C\t N E 88I I I I I I I I I I I I I I Iaooautoa@@@a@aaooaa o Go N o Go c)(o t,o ETg.'-O)(9O-OOOFFit =rOrO(O(o9#r FFl-EN666briJa====tJ IFZENNNNrO(Jooo.=o.oooo6aaau)a oLq)q) E$ ?,o.b g I .. st ce (o @ o) (o - N (o o <rr o F lr::QOOOOOTOOOTTFNNo = lr) lo 1o 1r, tr) r, (o (o (o (o (o (o (o (o6,ll -EE E E E E E E E E E E E E E EL!!OOOOOOO0TOOoOOaI)v9- Z E N Gl N c\r N (\ c{ or N N N cl c\i N -(DOOOOO()OOoooooo,= cLo o tD o o o o o o aD o iD o iDoooaa@<noaaqaaaaa oooiot-r;e oq O)c")lr,@ oq o)lorO@ o €o oq o)q |oD oq6toN@ oq o)No@ oq rooo{ @ ooril"-o-(o@ oqotr)toa oq roF*tr)@ C'olo(9r @ oq o)o)r()- c.)gt ooooo6 oqoO)o)@ oooto(o. o o u)co(o a oq$o(og Iq GIon-6 oq 0,O)o,a doLz€E oroE'i E<o9d5dNNTF FF ocO)O)\sq o =dlo .i: tUEhaK gTSr*O oq o,Narte E,TEio inEc6O .og9 Rg8 oqaN(f)" rtr @ LP s3OY-Nll-r clcorf)T\ (f) @ EoEocL lp aalUo,ut(/,.U -Egr osc) oNNJCO.oFF oqorOo- (f)!f6 xlr, oF - F Ll-l R B: oeooC\l l')@ c cd o tE* RHil oqlo(Y)t* @3(4 ''EE H gE oqoo +6 oIJ uI tr ll- oLolO (Drn :uLoNE- o- aqttN\t**@ LLu> QL - )*6O Y--ir oco!Ot-$@ u-3.,foo s Ht*** Eff t; ! s ::EEE E i EsrEr Esiir E B#5Efi EqEqqq tu,J c. Ftoo-utz EF- ! ts =Eo (,xul ra ocl Attachment number 4 \nPage 2 of 2 Item # 4 Attachment number 5 \nPage 1 of 4 Item # 4 Attachment number 5 \nPage 2 of 4 Item # 4 Attachment number 5 \nPage 3 of 4 Item # 4 Attachment number 5 \nPage 4 of 4 Item # 4 Finance Committee Meeting 11/24/2015 1:15 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on November 10, 2015. 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