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Finance Committee Meeting Commission Chamber-1/26/2016-1:10 PM
FINANCE
1.Approve the replacement of 2 vehicles for Augusta Richmond
County Code Enforcement Department.
Attachments
2.Request correction to the Building Inspection 2016 Budget to
provide funding for the creation two new personnel to staff the
satellite office in the southern part of the City.
Attachments
3.The Augusta Utilities Department – Facilities Maintenance
Division requests the purchase of three vehicles for their
division.
Attachments
4.Receive update from the Administrator regarding the status of
the Fleet Maintenance Contract. (Requested by Commissioner
Ben Hasan)
Attachments
5.Motion to approve the minutes of the Finance Committee held
on January 12, 2016.
Attachments
Finance Committee Meeting
1/26/2016 1:10 PM
2016 - Planning and Zoning - Code Enforcement
Department:Finance Department - Fleet Management
Presenter:Ron Crowden - Fleet Manager
Caption:Approve the replacement of 2 vehicles for Augusta Richmond
County Code Enforcement Department.
Background:Fleet Management would like to request replacement of 2 older
vehicles used by Code Enforcement inspectors. The designated
vehicles are in dire need of replacement.
The 2 older vehicles are asset 204324, a 2005 model Ford Ranger
with 148,417 miles, and asset F00087, a 2001 Ford Ranger
150,262 miles. These vehicles need replacement due to
unreliability and maintenance problems. The vehicle evaluations
and bid tab sheet results are attached for your review.
The 2 new replacement vehicles are Ford F150 pickup trucks to
replace the no longer available Ford Rangers. The new trucks are
powered by a 6 cylinder engine therefore increasing fuel
efficiency. These vehicles are used primarily for transportation
for the inspectors to various jobsites.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for the 6,000 GVW pickup trucks:
Bid 15-239 results were as follows: (1) Allan Vigil Ford =
$20,944.00 each; (2) Bobby Jones Ford = $21,561.00 each; (3)
Fairway Ford = $20,777.00 each; (4) Langsdale Chevrolet =
$21,749.00 each; and (5) Master Buick GMC = $28,488.00 each.
Financial Impact:The two pickup trucks will be bought for $20,777.00 each for a
total of $41,554.00. The funds will be provided by the 2016
Capital outlay account.
Alternatives:(1) Approve the request; (2) Do not approve the request.
Cover Memo
Item # 1
Recommendation:Approve the purchase/replacement of 2 Code Enforcement older
vehicles and declare the replaced vehicles as surplus and available
for auction.
Funds are Available
in the Following
Accounts:
2016 Capital Outlay - 272-01-6440/5422210
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Item # 1
Finance Committee Meeting
1/26/2016 1:10 PM
2016 Budget Amendment
Department:Planning & Development
Presenter:Rob Sherman
Caption:Request correction to the Building Inspection 2016 Budget to
provide funding for the creation two new personnel to staff the
satellite office in the southern part of the City.
Background:The Planning & Development Department proposed the
establishment of a satellite office in the southern part of the City
as a new program under the 2016 Budget. The operation of the
office will be funded from the General Fund and the Building
Inspection Reserve Fund. For the successful operation of the
satellite office two new personnel (License & Permit Technician
and Administrative Assistant) funded under the Building
Inspection Reserve Fund were also proposed in the budget.
Analysis:The satellite office funding was approved; the two positions,
which were also recommended by the Administrator, were
inadvertently not included in the presentation for Commission
approval. Approval of these two positions will require no funding
from the General Fund since the Building Fund operates using the
regulatory fees generated by its operation.
Financial Impact:Building Inspections Fund 217-07-2210 Administrative
Assistant:S/W $31,283.33 License & Permit Tech.S/W
$28,173.55 Total: $86,700.00 (including Benefits)
Alternatives:Do not approve.
Recommendation:Approve
Funds are Available
in the Following
Accounts:
217-07-2210 Building Inspection Fund
Cover Memo
Item # 2
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
Finance Committee Meeting
1/26/2016 1:10 PM
2016-Utilities Facilities Maintenance
Department:Finance Department - Fleet Management
Presenter:Ron Crowden - Fleet Manager
Caption:The Augusta Utilities Department –Facilities Maintenance
Division requests the purchase of three vehicles for their
division.
Background:The Utilities-Facilities Maintenance Division was formed in 2015
with the primary task of maintaining all facilities of the Utilities
Department and to begin the laying of fiber optics cable as
well. The Division would like to request the purchase of three
vehicles –one F250 utility body work truck to assist in various
tasks to include pulling the fiber optic cable trailers, one landscape
body truck to facilitate the ground maintenance crews, and one
maintenance crane truck to assist in the ongoing maintenance of
the many lift stations throughout Augusta. The proposed vehicle
bid tab sheets are attached for your review.
Analysis:The Procurement Department published a competitive bid using
the Demand Star application for these vehicles and the results are
as follows: Bid 15-161 (8,500 GVW Trucks): Allan Vigil Ford-
$33,334.00 each; Bobby Jones Ford = $33,029.00 each; and
Langdale Chevrolet = $37,809.00 each Bid 15-175 (Landscape
Truck): Fleetcare Commercial Trucks = $50,900.00 each (no other
bids received). Bid 15-213 (Service/Crane Truck): Allan Vigil
Ford = $110,289.00; Thomson Motor Centre = Non-Compliant
Bid.
Financial Impact:One Ford F250 utility body truck @ $33,029.00, one landscape
body truck @ $50,900.00, and one maintenance crane truck @
$110,289.00 for a total of $194,218.00. The trucks will be
purchased through the GMA lease program for 36 months with
three annual payments of $64,739.33 each
Alternatives:1. Approve the request for 3 vehicles, 2) Approve the request in
part, 3) disapprove the request.Cover Memo
Item # 3
Recommendation:Approve the request to purchase the three vehicles using the GMA
Lease Program.
Funds are Available
in the Following
Accounts:
Georgia Municipal Lease Program - 631-00-0000/11.19114
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 1
Item # 3
Attachment number 2 \nPage 1 of 1
Item # 3
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Item # 3
Finance Committee Meeting
1/26/2016 1:10 PM
Fleet Maintenance Contract
Department:Finance Department
Presenter:
Caption:Receive update from the Administrator regarding the status of the
Fleet Maintenance Contract. (Requested by Commissioner Ben
Hasan)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4
Finance Committee Meeting
1/26/2016 1:10 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Finance Committee held on
January 12, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 5
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Item # 5