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Home My WebLink About2009-07-13-Meeting Agendawww.augustaga.gov Public Service Committee Meeting Committee Room- 7/13/2009- 12:30 PM PUBLIC SERVICES 1. Motion to accept a donation from the Mayor's Masters Reception Committee in the amount of $1000, and to approve a budget amendment to add $1000 to the Recreation and Parks training budget. Attachments 2. Motion to approve Bid Item 09-116, new electrical service and court lighting at Newman Tennis Center, to Hebbard Electric for $65,721.00. Attachments 3. Motion to approve Bid Item #09-092, Resurfacing of Tennis Courts, to Court Makers, Inc., for $85,453.33. Attachments Public Service Committee Meeting 7/13/2009 12:30 PM Donation from Master's Reception Committee Department:Recreation and Parks Caption:Motion to accept a donation from the Mayor's Masters Reception Committee in the amount of $1000, and to approve a budget amendment to add $1000 to the Recreation and Parks training budget. Background:The Mayor's Masters Reception Committee is a non-profit group that manages and operates the annual city reception for visitors every April., and the Recreation and Parks Dept. supports the event with in-kind services that contribute to it's success each year. The majority of training funds for the dept. were eliminated in the 2009 budget, leaving a void in this important area of professional development. Analysis:The $1000 donation will be used to provide additional training funds for staff at the Georgia Recreation and Parks Association conference in November. Financial Impact:donation Alternatives:None Recommendation:To approve Funds are Available in the Following Accounts: 101061110 5237110 add $1000 101061110 3711110 add $1000 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1 Public Service Committee Meeting 7/13/2009 12:30 PM Newman Tennis Center New Electrical Service and Court Lighting Department:Tom F. Beck, Director, Augusta Recreation and Parks Department Caption:Motion to approve Bid Item 09-116, new electrical service and court lighting at Newman Tennis Center, to Hebbard Electric for $65,721.00. Background:Capital improvements were approved by the Augusta Commission in SPLOST V. Among the items on the approved list of improvements were upgrades to the lights and electrical system at Newman Tennis Center. Analysis:Seven firms participated in a mandatory pre-bid conference with four firms submitting bids. Of the four submittals, two were deemed non-compliant leaving two valid bids.Upon review of the bids and upon a recommendation of award from our consultants, a recommendation to proceed with Hebbard Electric is being forwarded to the Augusta Commission for approval.(See Attachments) Financial Impact:Funds are in place to make an award of bid to the low responsive buidder, meeting all of the requirements requested in the amount of $65,721.00 Alternatives:1. To Approve Bid Item 09-116 to Hebbard electric for $65,721.00 2. Move no action thus delaying the needed improvements at Newman Tennis Center. Recommendation:1.To approve. Funds are Available in the Following Accounts: 325061110 - 207065023 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 2 Attachment number 1 Page 1 of 1 Item # 2 Attachment number 2 Page 1 of 2 Item # 2 Attachment number 2 Page 2 of 2 Item # 2 Invitation To Bid Sealed bids will be received at this office until 3:00 p.m., Wednesday, June 17, 2009 for furnishing: Bid Item #09-116 Newman Tennis Center New Electrical Service and Court Lighting for Recreation and Parks Department 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 examined at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Imaging Technology. The fees for the plans and specifications which are non-refundable is $25.00 Documents may also be examined during regular business hours at the Augusta Builders Exchange, 1262 Merry Street, Augusta, GA 30904; F. W. Dodge Plan Room, 1281 Broad Street, Augusta, GA 30901. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.itrepro.com) at no charge through Imaging Technology (706 724-7924) beginning Thursday, May 7, 2009. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that sequestration of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre-Bid Conference will be held on Friday, May 29, 2009 @ 10:00 a.m. at the Procurement Department – 530 Greene Street Room 605. All questions must be submitted in writing to the office of the Procurement Department by fax at 706-821-2811 or by mail. No bid will be accepted by fax, all must be received by mail or hand delivered. All questions are to be submitted in writing by Tuesday, June 2, 2009 by 3:00 p.m. No Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. A 10% Bid bond is required to be submitted in a separate envelope so marked along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. 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. Please mark BID number on the outside of the envelope. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle May 7, 14, 21, 28, 2009 Metro Courier May 13, 2009 cc: Tameka Allen Interim Deputy Administrator Tom Beck Recreation and Parks Ron Houck Recreation and Parks Attachment number 3 Page 1 of 1 Item # 2 Attachment number 4 Page 1 of 1 Item # 2 WHITAKER ELECTRIC 540 S LOUISVILLE STREET HARLEM GA 30814 DRESSELL ELECTRICAL CONTRACTING 1702 N LEG COURT AUGUSTA GA 30909 HEBBARD ELECTRIC 2002 WESTSIDE DRIVE AUGUSTA GA 30907 ALRICH ELECTRIC 2110 VANDIVER DRIVE AUGUSTA GA 30904 YVONNE GENTRY DBE OFFICE HATCHER BUILDING MAILED 5/7/09 TOM BECK RECREATION & PARKS RON HOUCK RECREATION & PARKS Bid Item #09-116 Newman Tennis Center New Electrical Service & Court Lighting For Recreation & Parks Department Bid Due: Wed 6/17/09 @ 3:00 p.m. Attachment number 5 Page 1 of 1 Item # 2 Public Service Committee Meeting 7/13/2009 12:30 PM Resurfacing of Tennis Courts Department:Tom F. Beck, Director, Augusta Recreation and Parks Department Caption:Motion to approve Bid Item #09-092, Resurfacing of Tennis Courts, to Court Makers, Inc., for $85,453.33. Background:In an effort to keep the City's tennis courts safe and playable for the general public, court resurfacing needs to take place on a regular basis. Through the SPLOST program, funds have been approved for improvements to our parks to include this service. Analysis:A total of seven (7) vendors submitted bids on this project. Four (4) of the submittals wrere deemed non-compliant by the Procurement Department. Of the three (3) remaining bids, CourtMakers, Inc., had the lowest responsive bid that met all the requirements as requested through the sealed bid.(See Attached) Financial Impact:The low responsive bid price for this work is $85,543.33. Funds have been identified through the SPLOST program to cover the cost incurred to resurface the tennis courts. Alternatives:1. To approve. 2. Move no action thus delaying the resurfacing of the tennis courts. Recommendation:1. To approve Bid Item #09-092 to Court Makers, Inc., in the amount of $85,453.33 Funds are Available in the Following Accounts: 325061110 - 207065023 - $36,103.02 325061110 - 206065013 - $18,083.12 325061110 - 207065018 - $ 5,028.78 323061110 - 299063260 - $ 5,281.89 325061110 - 208065027 - $ 7,277.07 325061110 - 206065016 - $ 6,583.78 325061110 - 206065006 - $ 7,095.67 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 Page 1 of 1 Item # 3 Invitation to Bid Sealed bids will be received at this office until Tuesday, April 28, 2009 at 3:00 P.M. for furnishing: Bid Item 09-092 Resurfacing of Tennis Courts for Recreation & Parks Department 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 obtained at the office of 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 to the office of the Procurement Department by Monday, April 13, 2009 @ 3:00 p.m. by fax at 706-821-2811 or by mail. .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 on an eligible local project, this certificate and a copy of your local business license must be submitted with your bonafide bid package. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. A 10% Bid bond is required to be submitted in a separate envelope so marked along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. Bidders will please note that the number of copies requested; all supporting documents including financial statements and references and such other attachments that may be required by the bid invitation are material conditions of the bid. Any package found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the appropriate committee of the Augusta commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that sequestration 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, 2009 Metro Courier March 25, 2009 cc: Tameka Allen Interim Deputy Administrator Tom Beck Recreation & Parks Ron Houck Recreation & Parks Attachment number 2 Page 1 of 1 Item # 3 Attachment number 3 Page 1 of 1 Item # 3 Attachment number 4 Page 1 of 4 Item # 3 Attachment number 4 Page 2 of 4 Item # 3 Attachment number 4 Page 3 of 4 Item # 3 Attachment number 4 Page 4 of 4 Item # 3