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Home My WebLink About2018-05-08 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 5/8/2018 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. ADMINISTRATIVE SERVICES 1. Approve a request from the Central Services Department-Facilities Maintenance Division for the purchase of two new vehicles for the Central Services Department from Allan Vigil Ford for a total purchase of $56,614.00. Bid Item 18-184. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 2. Approve a request from the Planning and Development Department – Code Enforcement Division for five vehicles. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 3. Approve the request from the Engineering Department for the purchase of two new trucks, replace 2 Ford Rangers and replace one SUV from Capital Outlay. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 4. Approve a request from the Augusta Fire Department to purchase one 2018 Ford F150 from Allan Vigil Ford for $25,835.00. Bid Item 18-184. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 5. Approve the request from the Recreation & Parks Department to replace one Pickup truck. Allan Vigil Ford $26.345.00. Bid Item 18-184. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 6. Approve the request from the Richmond County Sheriff’s Office for the purchase of one Training Range truck and the replacement of one Community Services SUV. Allan Vigil Ford - Pickup Truck - $29,320.00 Bid Item 18-184 and SUV - $22,007.00. Bid Item 18-183. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 7. Approve a request from the Animal Services Department to purchase two new Animal Transport Trucks for the Animals Services Department. Allan Vigil Ford $44,345.00. Bid Item 18-174. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 8. Approve the request for the Risk Management Department for the replacement of one vehicle from Allan Vigil Ford for $28,005.00. Bid Item 18-184. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 9. Approve the request for the Tax Assessors Office to purchase a 2018 Ford Escape from Allan Vigil Ford for $21,414.00. Bid Item 18-183. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 10. Approve the execution of the amended ADP Master Services Agreement. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the renewal of the contract for one year. Motion Passes 4-0. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 11. Motion to exempt Storm water Fee in Non-Serviced Area ( unincorporated area ). (Requested by Commissioner Wayne Guilfoyle) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to delete this item from the agenda. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 12. Approval request to accept a CHIP Grant Award ($612,000) and allow contract execution by the Mayor. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 13. Motion to approve the minutes of the Administrative Services Committee held on April 24, 2018. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Dennis Williams Commissioner Andrew Jefferson Passes 14. Motion to approve an amendment to the Professional Services Agreement with Janice Welch Osei to assist in the Office of the Administrator. (Referred from May 1 Commission meeting) Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve referring this item to the full Commission with no recommendation. Motion Passes 4-0. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 15. Award contract to construct a new ADA accessible Restroom addition to Building A at the Richmond County Sheriff’s Office (RCSO) Special Operations Campus to Blount’s Complete Home of Hephzibah in the amount of $68,000. Bid Item 18-180 Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 16. Request for guidance regarding how the Central Services Department – Fleet Management Division should proceed regarding fleet maintenance services. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve going out for an RFP for fleet maintenance services. Mr. M. Williams votes No. Motion Passes 3-1. Commissioner Mary Davis Commissioner Andrew Jefferson Passes www.augustaga.gov Administrative Services Committee Meeting 5/8/2018 1:10 PM Attendance 5/8/18 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Invitation to Bid Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, March 23, 2018 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 1, 8, 15, 22, 2018 Metro Courier March 1, 2018 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Attachment B YES E-Verify Number 94460 SAVE Form YES Year 2018 Make FORD Model F150 Approximate Delivery Schedule 10 TO 12 WEEKS Vehicle/Optionals Required: 5.01 2018 Pickup Truck (1/2 ton)$19,987.00 6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00 6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00 6.03 2.7L V6 EcoBoost – 99P $916.00 6.04 Long Bed (8ft) - 145 $285.00 6.05 Extended range fuel tank - 655 $410.00 6.06 Super Cab (6.5ft bed) – X1C $1,716.00 6.07 Super Cab (8ft bed) – X1CLong $3,375.00 6.08 4X4 Option (All Models) – F1E $1,995.00 6.09 Skid Plates – 413 $155.00 6.10 Fog Lights - 595 $135.00 6.11 Crew Cab XL SWB – W1Cs $3,365.00 6.12 Crew Cab XL LWB – W1Cl $5,325.00 6.13 Limited Slip Axle – XL9 $525.00 6.14 Tilt / Cruise – 50S $215.00 6.15 Cab Steps – Black – 18B $262.00 6.16 AM-FM-CD – 58B $262.00 6.17 Daytime Running Lights - 942 $42.00 6.18 Power Windows/Locks/Mirrors – 85A $1,088.00 6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00 6.20 Trailer Tow Pkg – 53A $555.00 6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00 6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00 6.23 XL w/Power W-L-M, SYNC, AM/FM/CD, Cruise Control – 101A $2,075.00 6.24 Cruise Control & SYNC – 52P/50S $690.00 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 2018 Pickup Truck 6500GVWR: 6.00 Manufacturer options: Page 1 of 2 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 6.25 40-20-40 Cloth Split Bench – CG NC 6.26 Cloth Buckets w/Console – WG $275.00 6.27 Electric Brake Controller – 67T $265.00 6.28 Carpet w/Mats - 168 $140.00 6.29 XL SSV Package – 66S $49.00 6.30 XLT Package – 300A $4,763.00 6.31 Convenience Package for XLT – 301A $1,059.00 6.32 Aluminum Wheels & Bumpers – 86A $740.00 6.33 Box Side Steps – 63S $305.00 6.34 Tailgate Step – 63T $355.00 6.35 Reverse Sensing – 76R $255.00 6.36 Spray-In Bedliner – ATK $375.00 6.37 Convenience Package for XLT – 301A $1,059.00 6.38 Exterior Color Not Included in Base Price Color: ___________$950.00 6.39 Exterior Color Not Included in Base Price Color: ___________NC 6.40 [ ] Exterior Color Not Included in Base Price Color: ___________NA 6.41 Interior Color Not Included in Base Price Color: ___________NA 6.42 Interior Color Not Included in Base Price Color: ___________NA 6.43 Interior Color Not Included in Base Price Color: ___________NA 6.44 Delivery Fee per Vehicle $125.00 7.00 Outfitter's Specialty Items: 7.01 Fire extinguisher $55.00 7.02 Outlet receptacle $53.00 7.03 Toolbox $475.00 7.04 Trailer hitch $50.00 7.05 Trailer wiring INCLUDED 7.06 Trailer ball $25.00 7.07 Window tint, regular cab $125.00 7.08 Window tint, extended cab $145.00 7.09 Window tint, crew cab $165.00 7.10 Add on step $185.00 7.11 Backup alarm $80.00 7.12 Drill Free Light Bar Cab Mount $690.00 7.13 LED top mount light $690.00 7.14 County Emergency Equipment Package $792.00 7.15 Fire Emergency Equipment Package $1,773.00 Page 2 of 2 Administrative Services Committee Meeting 5/8/2018 1:10 PM 2018 - Central Services Department Department:Central Services Department - Fleet Management Presenter:Ron Crowden Caption:Approve a request from the Central Services Department- Facilities Maintenance Division for the purchase of two new vehicles for the Central Services Department from Allan Vigil Ford for a total purchase of $56,614.00. Bid Item 18-184. Background:The Central Services Department has implemented a rotating Grounds Crew that is responsible for ground maintenance of Augusta government facilities. Resources necessary for this crew is a pickup truck with a Crew Cab and an enclosed trailer for equipment. In 2017, 2 vehicles were sold as surplus as a result of age and repair history. The second F150 truck will replace one surplus vehicle. Analysis:The Procurement Department published a competitive bid using the Demand Star application for Pickup Truck 6,500GVWR with the following results: Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $32,035.00 Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150 (supervisor) - Allan Vigil Ford –$24,579.00 Financial Impact:1 – 2018 Ford F150 @ $32,035.00; 1 – 2018 Ford F150 @ $24,579.00. The total for this purchase is $56,614.00. These vehicles will be purchased with Capital Outlay funds. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 2 Ford F150s for the Central Services Department – Facilities Maintenance Division. Funds are Available in the Capital Outlay: 272-01-6440/54.22210 Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 5/8/2018 1:10 PM 2018 - Code Enforcement Vehicles Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve a request from the Planning and Development Department – Code Enforcement Division for five vehicles. Background:The Planning and Development – Code Enforcement Division would like to replace three Ford Rangers, in need of new engines. The repairs exceed the value of the vehicle and all three have been disposed of on the GovDeals website. Earlier this month a landscape truck ran into a Code Enforcement Truck pushing it into two other trucks of Code Enforcement. This accident resulted in two Code Enforcement Trucks being totaled and one that will be repaired. The totaled vehicles are a 2013 Ford F-150 and a 2014 Ford F-150. Bid tab sheets are attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for Pickup Truck 6,500GVWR with the following results: Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $23,949.00 Financial Impact:5 – 2018 Ford F150 @ $23,949.00each. The total for this purchase is $119,745.00. These vehicles will be purchased with Capital Outlay funds. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 5 Ford F150 for Code Enforcement and declare the replaced vehicles as surplus and available for auction. Funds are Available in the Capital Outlay: 272-01-6440/54.22210 Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Asset #: Purchase Price: Age: Miles or Hours Type of Service Reliability Maint/Repair Condition: 19 14 2 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 2018 2018 Estimated Replacement Cost: Funding Source: $25,063.00 272-01-6440/54.22210 Ron Crowden Fleet Manager Replacement Date: Fiscal Year Replacement: This vehicle is past its life expectancy in age and mileage. This vehicle received a rebuilt transmission on 30 September 2013 @ 118571 miles and a new trasfer case was installed in 2007 at 73,708 miles. The current trade in value ranges between $755 - $1,218 depending on condition and the sale value is listed at $1,882 (Kelly Blue Book) Recommend this vehicle be replaced. Evaluation Points Policy Evaluation Results: 36 Needs immediate consideration for replacement Fleet Managers Recommendation: 19 149,631 $20,863.42 Life Expectancy Criteria Requirements -(Policy Evaluation) 2 2 Assigned Use: transportation for "Sub Engineer" Surveyor for Engineering Department Actual Age: Current miles: Engineering 101041110 4/18/2018 Vehicle Description: 9942051999 Jeep Cherokee 4X4 AUGUSTA, GEORGIA FINANCE DEPARTMENT-FLEET MANAGEMENT DIVISION REPLACEMENT CRITERIA FORM Department Name: Department Number Date: Asset #: Purchase Price: Age: Miles or Hours Type of Service Reliability Maint/Repair Condition: 16 8 1 2 RANGES Excellent Good Needs immediate consideration for replacement AUGUSTA, GEORG+E3+A1:I44 FINANCE DEPARTMENT-FLEET MANAGEMENT DIVISION REPLACEMENT CRITERIA FORM Department Name: Department Number Date: Marshal's Office 101-02-2610 3/9/2017 Vehicle Description:9944272000 Dodge Ram Maxi 3500 Assigned Use: Was used by the Marshal's Office to transport prisoners from the jail to Court. Actual Age: Current miles/hours: 16 82,512 $24,494.00 Life Expectancy Criteria Requirements -(Policy Evaluation) 2 2 Evaluation Points Policy Evaluation Results: 31 Needs immediate consideration for replacement Fleet Managers Recommendation: This vehicle was used by the Marshal's Office to transport prisoners from jail to Court. This requirement was taken over by the Sheriff's Office in 2015. The Marshal declared the vehicle excess to his needs. To convert this vehicle back to a standard passenger van would require extensive work on the interior. Ron Crowden Fleet Manager Replacement Date: Fiscal Year Replacement: Estimated Replacement Cost: Funding Source: Under 18 Points 18 to 22 Points 23 to 27 Points Qualifies for Replacement 28 Points or more Administrative Services Committee Meeting 5/8/2018 1:10 PM 2018 - Engineering Department Vehicles Department:Central Serices Department-Fleet Management Presenter:Ron Crowden Caption:Approve the request from the Engineering Department for the purchase of two new trucks, replace 2 Ford Rangers and replace one SUV from Capital Outlay. Background:The Engineering Department would like to request replacement of one Jeep Cherokee with with a Ford Escape. This vehicle was used by a surveyor in the Engineering Department which required protection for the surveying equipment. The Traffic Engineering Division would like to request the replacement of one Ford Ranger with a Ford F150. This vehicle is used to conduct traffic counts at intersections and various roads. The Traffic Engineering Division would like to request the replacement of one Ford Ranger with a Ford F150. This vehicle is used by the Traffic Engineering Supervisor (Signs). Vehicle evaluation and bid tab sheets are attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for Compact SUV’s and Pickup Trucks 6,500GVWR with the following results: Bid 18-184 Pickup Trucks 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $27,530.00 Bid 18-183 Compact SUV: 2018 Ford Escape - Allan Vigil Ford – $25,063.00 Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150 (supervisor) - Allan Vigil Ford – $29,960.00 Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $25,635.00 Financial Impact:2 – 2018 Ford F150s @ $27,530.00each = $55,606.00, 1 – 2018 Ford Escape -@ $25,063.00, and 2 – 2018 Ford F150 @ $29,960.00 = $59,920.00. The total purchase using Capital Outlay funds is $140,043 Alternatives:(1) Approve the request; (2) Do not approve the request (3) approve the request in part. Recommendation:Approve the purchase of 1 Ford Escape, 4 Ford F150s and declare the replaced vehicles as surplus and available for auction. Funds are Available in the Following Accounts: 272-01-6440/542210 (Ford Escape), 272-001-6440/5422210 (Trucks)Capital Outlay REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, March 23, 2018 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 1, 8, 15, 22, 2018 Metro Courier March 1, 2018 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Attachment B YES E-Verify Number 94460 SAVE Form YES Year 2018 Make FORD Model F150 Approximate Delivery Schedule 10 TO 12 WEEKS Vehicle/Optionals Required: 5.01 2018 Pickup Truck (1/2 ton)$19,987.00 6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00 6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00 6.03 2.7L V6 EcoBoost – 99P $916.00 6.04 Long Bed (8ft) - 145 $285.00 6.05 Extended range fuel tank - 655 $410.00 6.06 Super Cab (6.5ft bed) – X1C $1,716.00 6.07 Super Cab (8ft bed) – X1CLong $3,375.00 6.08 4X4 Option (All Models) – F1E $1,995.00 6.09 Skid Plates – 413 $155.00 6.10 Fog Lights - 595 $135.00 6.11 Crew Cab XL SWB – W1Cs $3,365.00 6.12 Crew Cab XL LWB – W1Cl $5,325.00 6.13 Limited Slip Axle – XL9 $525.00 6.14 Tilt / Cruise – 50S $215.00 6.15 Cab Steps – Black – 18B $262.00 6.16 AM-FM-CD – 58B $262.00 6.17 Daytime Running Lights - 942 $42.00 6.18 Power Windows/Locks/Mirrors – 85A $1,088.00 6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00 6.20 Trailer Tow Pkg – 53A $555.00 6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00 6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00 6.23 XL w/Power W-L-M, SYNC, AM/FM/CD, Cruise Control – 101A $2,075.00 6.24 Cruise Control & SYNC – 52P/50S $690.00 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 2018 Pickup Truck 6500GVWR: 6.00 Manufacturer options: Page 1 of 2 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 6.25 40-20-40 Cloth Split Bench – CG NC 6.26 Cloth Buckets w/Console – WG $275.00 6.27 Electric Brake Controller – 67T $265.00 6.28 Carpet w/Mats - 168 $140.00 6.29 XL SSV Package – 66S $49.00 6.30 XLT Package – 300A $4,763.00 6.31 Convenience Package for XLT – 301A $1,059.00 6.32 Aluminum Wheels & Bumpers – 86A $740.00 6.33 Box Side Steps – 63S $305.00 6.34 Tailgate Step – 63T $355.00 6.35 Reverse Sensing – 76R $255.00 6.36 Spray-In Bedliner – ATK $375.00 6.37 Convenience Package for XLT – 301A $1,059.00 6.38 Exterior Color Not Included in Base Price Color: ___________$950.00 6.39 Exterior Color Not Included in Base Price Color: ___________NC 6.40 [ ] Exterior Color Not Included in Base Price Color: ___________NA 6.41 Interior Color Not Included in Base Price Color: ___________NA 6.42 Interior Color Not Included in Base Price Color: ___________NA 6.43 Interior Color Not Included in Base Price Color: ___________NA 6.44 Delivery Fee per Vehicle $125.00 7.00 Outfitter's Specialty Items: 7.01 Fire extinguisher $55.00 7.02 Outlet receptacle $53.00 7.03 Toolbox $475.00 7.04 Trailer hitch $50.00 7.05 Trailer wiring INCLUDED 7.06 Trailer ball $25.00 7.07 Window tint, regular cab $125.00 7.08 Window tint, extended cab $145.00 7.09 Window tint, crew cab $165.00 7.10 Add on step $185.00 7.11 Backup alarm $80.00 7.12 Drill Free Light Bar Cab Mount $690.00 7.13 LED top mount light $690.00 7.14 County Emergency Equipment Package $792.00 7.15 Fire Emergency Equipment Package $1,773.00 Page 2 of 2 Administrative Services Committee Meeting 5/8/2018 1:10 PM 2018 - Fire Department Department:Central Services Department-Fleet Management Division Presenter:Ron Crowden Caption:Approve a request from the Augusta Fire Department to purchase one 2018 Ford F150 from Allan Vigil Ford for $25,835.00. Bid Item 18-184. Background:The Augusta Fire Department is requesting the acquisition of one 2018 Ford F150 to replace asset #204035, 2004 Ford Crown Victoria. This asset will support a Fire Investigator. Analysis:The Procurement Department published a competitive bid using the Demand Star application for Pickup Trucks 6,500GVWR with the following results: Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $25,835.00 Financial Impact:1- 2018 Ford F150 @ $25,835.00. This vehicle will be purchased using Fire Department Capital Outlay. (ACT #: 274- 03-4110-54-222210). Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one 2018 Ford F150 at $25,835.00 for the Augusta Fire Department. Funds are Available in the Following Accounts: ACT #: 274-03-4110-54-222210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, March 23, 2018 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 1, 8, 15, 22, 2018 Metro Courier March 1, 2018 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Attachment B YES E-Verify Number 94460 SAVE Form YES Year 2018 Make FORD Model F150 Approximate Delivery Schedule 10 TO 12 WEEKS Vehicle/Optionals Required: 5.01 2018 Pickup Truck (1/2 ton)$19,987.00 6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00 6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00 6.03 2.7L V6 EcoBoost – 99P $916.00 6.04 Long Bed (8ft) - 145 $285.00 6.05 Extended range fuel tank - 655 $410.00 6.06 Super Cab (6.5ft bed) – X1C $1,716.00 6.07 Super Cab (8ft bed) – X1CLong $3,375.00 6.08 4X4 Option (All Models) – F1E $1,995.00 6.09 Skid Plates – 413 $155.00 6.10 Fog Lights - 595 $135.00 6.11 Crew Cab XL SWB – W1Cs $3,365.00 6.12 Crew Cab XL LWB – W1Cl $5,325.00 6.13 Limited Slip Axle – XL9 $525.00 6.14 Tilt / Cruise – 50S $215.00 6.15 Cab Steps – Black – 18B $262.00 6.16 AM-FM-CD – 58B $262.00 6.17 Daytime Running Lights - 942 $42.00 6.18 Power Windows/Locks/Mirrors – 85A $1,088.00 6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00 6.20 Trailer Tow Pkg – 53A $555.00 6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00 6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00 6.23 XL w/Power W-L-M, SYNC, AM/FM/CD, Cruise Control – 101A $2,075.00 6.24 Cruise Control & SYNC – 52P/50S $690.00 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 2018 Pickup Truck 6500GVWR: 6.00 Manufacturer options: Page 1 of 2 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 6.25 40-20-40 Cloth Split Bench – CG NC 6.26 Cloth Buckets w/Console – WG $275.00 6.27 Electric Brake Controller – 67T $265.00 6.28 Carpet w/Mats - 168 $140.00 6.29 XL SSV Package – 66S $49.00 6.30 XLT Package – 300A $4,763.00 6.31 Convenience Package for XLT – 301A $1,059.00 6.32 Aluminum Wheels & Bumpers – 86A $740.00 6.33 Box Side Steps – 63S $305.00 6.34 Tailgate Step – 63T $355.00 6.35 Reverse Sensing – 76R $255.00 6.36 Spray-In Bedliner – ATK $375.00 6.37 Convenience Package for XLT – 301A $1,059.00 6.38 Exterior Color Not Included in Base Price Color: ___________$950.00 6.39 Exterior Color Not Included in Base Price Color: ___________NC 6.40 [ ] Exterior Color Not Included in Base Price Color: ___________NA 6.41 Interior Color Not Included in Base Price Color: ___________NA 6.42 Interior Color Not Included in Base Price Color: ___________NA 6.43 Interior Color Not Included in Base Price Color: ___________NA 6.44 Delivery Fee per Vehicle $125.00 7.00 Outfitter's Specialty Items: 7.01 Fire extinguisher $55.00 7.02 Outlet receptacle $53.00 7.03 Toolbox $475.00 7.04 Trailer hitch $50.00 7.05 Trailer wiring INCLUDED 7.06 Trailer ball $25.00 7.07 Window tint, regular cab $125.00 7.08 Window tint, extended cab $145.00 7.09 Window tint, crew cab $165.00 7.10 Add on step $185.00 7.11 Backup alarm $80.00 7.12 Drill Free Light Bar Cab Mount $690.00 7.13 LED top mount light $690.00 7.14 County Emergency Equipment Package $792.00 7.15 Fire Emergency Equipment Package $1,773.00 Page 2 of 2 Administrative Services Committee Meeting 5/8/2018 1:10 PM 2018 - Recreation Truck Department:Central Services Department - Fleet Management Department Presenter:Ron Crowden Caption:Approve the request from the Recreation & Parks Department to replace one Pickup truck. Allan Vigil Ford $26.345.00. Bid Item 18-184. Background:The Recreation & Parks Department would like to request replacement of one Chevrolet 2500. This truck is 24 years old and has a significant repair history. It is being brought to the shop constantly for various non-contract repairs. This truck is a liability to the Department than a resource. Analysis:The Procurement Department published a competitive bid using the Demand Star application for Pickup Truck 6,500GVWR with the following results: Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $26,345.00 Financial Impact:1 – 2018 Ford F150 -@ $26,345.00. This vehicle will be purchased with Capital Outlay funds. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 1 Ford F150 for the Recreation Department and declare the replaced vehicles as surplus and available for auction. Funds are Available in the Following Accounts: Capital Outlay: 272-01-6440/54.22210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, March 23, 2018 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 1, 8, 15, 22, 2018 Metro Courier March 1, 2018 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Attachment B YES E-Verify Number 94460 SAVE Form YES Year 2018 Make FORD Model F150 Approximate Delivery Schedule 10 TO 12 WEEKS Vehicle/Optionals Required: 5.01 2018 Pickup Truck (1/2 ton)$19,987.00 6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00 6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00 6.03 2.7L V6 EcoBoost – 99P $916.00 6.04 Long Bed (8ft) - 145 $285.00 6.05 Extended range fuel tank - 655 $410.00 6.06 Super Cab (6.5ft bed) – X1C $1,716.00 6.07 Super Cab (8ft bed) – X1CLong $3,375.00 6.08 4X4 Option (All Models) – F1E $1,995.00 6.09 Skid Plates – 413 $155.00 6.10 Fog Lights - 595 $135.00 6.11 Crew Cab XL SWB – W1Cs $3,365.00 6.12 Crew Cab XL LWB – W1Cl $5,325.00 6.13 Limited Slip Axle – XL9 $525.00 6.14 Tilt / Cruise – 50S $215.00 6.15 Cab Steps – Black – 18B $262.00 6.16 AM-FM-CD – 58B $262.00 6.17 Daytime Running Lights - 942 $42.00 6.18 Power Windows/Locks/Mirrors – 85A $1,088.00 6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00 6.20 Trailer Tow Pkg – 53A $555.00 6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00 6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00 6.23 XL w/Power W-L-M, SYNC, AM/FM/CD, Cruise Control – 101A $2,075.00 6.24 Cruise Control & SYNC – 52P/50S $690.00 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 2018 Pickup Truck 6500GVWR: 6.00 Manufacturer options: Page 1 of 2 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 6.25 40-20-40 Cloth Split Bench – CG NC 6.26 Cloth Buckets w/Console – WG $275.00 6.27 Electric Brake Controller – 67T $265.00 6.28 Carpet w/Mats - 168 $140.00 6.29 XL SSV Package – 66S $49.00 6.30 XLT Package – 300A $4,763.00 6.31 Convenience Package for XLT – 301A $1,059.00 6.32 Aluminum Wheels & Bumpers – 86A $740.00 6.33 Box Side Steps – 63S $305.00 6.34 Tailgate Step – 63T $355.00 6.35 Reverse Sensing – 76R $255.00 6.36 Spray-In Bedliner – ATK $375.00 6.37 Convenience Package for XLT – 301A $1,059.00 6.38 Exterior Color Not Included in Base Price Color: ___________$950.00 6.39 Exterior Color Not Included in Base Price Color: ___________NC 6.40 [ ] Exterior Color Not Included in Base Price Color: ___________NA 6.41 Interior Color Not Included in Base Price Color: ___________NA 6.42 Interior Color Not Included in Base Price Color: ___________NA 6.43 Interior Color Not Included in Base Price Color: ___________NA 6.44 Delivery Fee per Vehicle $125.00 7.00 Outfitter's Specialty Items: 7.01 Fire extinguisher $55.00 7.02 Outlet receptacle $53.00 7.03 Toolbox $475.00 7.04 Trailer hitch $50.00 7.05 Trailer wiring INCLUDED 7.06 Trailer ball $25.00 7.07 Window tint, regular cab $125.00 7.08 Window tint, extended cab $145.00 7.09 Window tint, crew cab $165.00 7.10 Add on step $185.00 7.11 Backup alarm $80.00 7.12 Drill Free Light Bar Cab Mount $690.00 7.13 LED top mount light $690.00 7.14 County Emergency Equipment Package $792.00 7.15 Fire Emergency Equipment Package $1,773.00 Page 2 of 2 OFFICIAL Bid Item #18-183 Compact SUV for Augusta, Georgia- Central Services Department Fleet Division Bid Date: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil Ford 6790 Mount Zion Boulevard, Morrow GA 30260 Attachment B YES E-Verify Number 94460 SAVE Form YES Year 2018 Make FORD Model ESCAPE S Approximate Delivery Schedule 10-12 WEEKS 5.01 Sheriff’s Office package $21,497.00 5.02 Fire Department package $21,497.00 5.03 County Department package $21,137.00 6.01 1.5L engine with Ecoboost $2,274.00 6.02 1.5L engine with 4X4 $3,649.00 6.03 Special exterior paint colors each $379.00 6.04 Park Assist Group $9,205.00 6.05 Delivery Fee per vehicle $120.00 6.06 Super Cab (6.5ft bed) – X1C $85.00 6.07 Privacy Glass $262.00 6.08 Daytime Running Lights $41.00 6.09 All Weather Floor Mats $72.00 6.10 Reverse Sensing $233.00 6.11 Cargo Mgt System $375.00 6.12 Aluminum Wheels $2,274.00 Compact SUV Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 46 Total Electronic Notifications (Demandstar): 2 Total Number Specifications Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 Vehicle/Options Required: Optional Items: Page 1 of 1 Administrative Services Committee Meeting 5/8/2018 1:10 PM 2018 - Sheriff Escape-Crew Cab Pick up Truck Department:Central Services Department - Fleet Management Presenter:Rion Crowden Caption:Approve the request from the Richmond County Sheriff’s Office for the purchase of one Training Range truck and the replacement of one Community Services SUV. Allan Vigil Ford - Pickup Truck - $29,320.00 Bid Item 18-184 and SUV - $22,007.00. Bid Item 18-183. Background:The Richmond County Sheriff’s Office is requesting to purchase a 2018 Ford F150 to be used at the Sheriff’s Training Range. This vehicle will be used as a work detail and maintenance truck. SPLOST VII’s allocation for Public Safety Vehicles is $1,500,000. For the purpose of SPLOST VII that includes the Richmond County Sheriff’s Office, Marshal’s Office, District Attorneys’ Office, Coroner’s Office, Probation Office, Solicitor’s Office, Augusta-Richmond County Correctional Institute, and Animal Services. The Sheriff is requesting to replace 1-Community Services vehicle using the remainder amount for this year’s SPLOST VII. This vehicle will replace Asset# 203059, 2003 Ford Crown Victoria with 168,006miles. Analysis:The Procurement Department published a competitive bid using the Demand Star application for Compact SUV’s and Pickup Trucks 6,500GVWR with the following results: Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $29,320.00 Bid 18-183 Compact SUV – 2018 Ford Escape – Sheriff’s Office Package: Allan Vigil Ford = $22,007.00 Financial Impact:1 – RCSO-Training Range Ford F150 -@ $29,320.00. This vehicle will be purchased with Capital Outlay funds. 1-2018 Ford Escape at $22,007.00. This vehicle will be purchased using SPLOST VII. Alternatives:(1) Approve the request; (2) Do not approve the request (3) Approve the request in part. Recommendation:Approve the purchase of 1 - Ford F150 for the RCSO-Training Range Division, 1 - Ford Escape for the RCSO-Community Services Division and declare the replaced vehicle as surplus and available for auction Funds are Available in the Following Accounts: SPLOST VII and 272-01-6440/54.22110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Tuesday, April 10, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-174 Animal Transport Truck – Central Service Department – Fleet Division Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, March 16, 2018 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle February 22, March 1, 8, 15, 2018 Metro Courier February 22, 2018 OFFICIAL VENDORS Shor-Line Schroer Manufacturing Co. 511 Osage Avenue Kansas City, KS 66105 Fairway Ford 4333 Washington Rd Evans, GA 30809 Wade Ford 3860 Cobb Road Smyrna, GA 30080 Allan Vigil Ford Lincoln, Inc. 6790 Mount Zion Boulevard Morrow, GA 30260 Attachment B YES Yes YES E-Verify Number NO 314470 94460 SAVE Form YES YES YES Year 2018 2019 2019 Make Ford Ford Ford Model F350 F250 F250 Year 2018 2018 2019 Make Ford Swab Swab Wagon Model F350 ARF-95 ARF-95 Bid Price $42,906.32 / Non-Compliant $42,978.00 $41,880.00 Approximate Delivery Time 90-120 days 20-22 weeks 120-150 days OPTION 9.01 Four Wheel Drive $3,280.00 $2,650.00 $2,465.00 Animal Transport Truck Chassis Total Number Specifications Mailed Out: 9 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 142 Total Number Specifications Mailed Out to Local Vendors: 1 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 3 Total Non-Compliant: 1 Animal Transport Truck Body No Bid Bid Item #18-174 Animal Transport Truck for Augusta, Georgia - Central Services Department-Fleet Division Bid Date: Tuesday, April 10, 2018 @ 3:00 p.m. Page 1 of 1 18-174 OFFICAL TAB Administrative Services Committee Meeting 5/8/2018 1:10 PM 2018-Animal Services Trucks Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve a request from the Animal Services Department to purchase two new Animal Transport Trucks for the Animals Services Department. Allan Vigil Ford $44,345.00. Bid Item 18-174. Background:On May 2, 2017 the Augusta, Georgia Commission approved establishing two new Animal Services positions, with the associated costs for the required equipment such as vehicles, training and etc. The Commission transferred $380,000.00 to the 2017 Budget Contingency(see attachment). These funds will be used to purchase the new Animal Transport Truck. The truck was not purchase in 2017 because of manufacturer’s pricing cut- off. SPLOST 7’s allocation for Public Safety Vehicles is $1,500,000. For the purpose of SPLOST 7 that includes the Richmond County Sheriff’s Office, Marshal’s Office, District Attorneys’ Office, Coroner’s Office, Probation Office, Solicitor’s Office, Augusta-Richmond County Correctional Institute, and Animal Services. The Animal Services Department will be replacing asset #211221, 2012 Ford F-250 Animal Transport Truck that was totaled in 2017. Analysis:The Procurement Department published a competitive bid using the Demand Star national electronic bid application for Animal Transport Trucks with the following results. Bid 18-174 Animal Transport Truck: 2019 Ford F250 - Allan Vigil Ford = $44,345.00; Wade Ford = $45,628.00; Fairway Ford = $46,186.32 (Non-Compliant) Financial Impact:1- 2019 Ford F-250 Animal Transport Truck @ $44,345.00. This vehicle will be purchased with the Contingency funds (611- 01-5214/5522101). 1- 2019 Ford F-250 Animal Transport Truck @ $44,345.00. This vehicle will be purchased with SPLOST VII funds. Alternatives:(1) Approve the request; (2) Do not approve the request, (3) Approve the request in part. Recommendation:Approve the purchase of two 2019 Ford F-250 Animal Transport Truck at $44,345.00each = $88.690.00 for the Animal Services Department. Funds are Available in the Following Accounts: 611-01-5214/5522101 and SPLOST 7 Public Safety Vehicles. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, March 23, 2018 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 1, 8, 15, 22, 2018 Metro Courier March 1, 2018 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Attachment B YES E-Verify Number 94460 SAVE Form YES Year 2018 Make FORD Model F150 Approximate Delivery Schedule 10 TO 12 WEEKS Vehicle/Optionals Required: 5.01 2018 Pickup Truck (1/2 ton)$19,987.00 6.01 5.0L V8 Flex Fuel Engine - 995 $1,836.00 6.02 3.5L V6 EcoBoost Engine – 99G $2,388.00 6.03 2.7L V6 EcoBoost – 99P $916.00 6.04 Long Bed (8ft) - 145 $285.00 6.05 Extended range fuel tank - 655 $410.00 6.06 Super Cab (6.5ft bed) – X1C $1,716.00 6.07 Super Cab (8ft bed) – X1CLong $3,375.00 6.08 4X4 Option (All Models) – F1E $1,995.00 6.09 Skid Plates – 413 $155.00 6.10 Fog Lights - 595 $135.00 6.11 Crew Cab XL SWB – W1Cs $3,365.00 6.12 Crew Cab XL LWB – W1Cl $5,325.00 6.13 Limited Slip Axle – XL9 $525.00 6.14 Tilt / Cruise – 50S $215.00 6.15 Cab Steps – Black – 18B $262.00 6.16 AM-FM-CD – 58B $262.00 6.17 Daytime Running Lights - 942 $42.00 6.18 Power Windows/Locks/Mirrors – 85A $1,088.00 6.19 Class IV Hitch (w/o tow pkg) – 53B $100.00 6.20 Trailer Tow Pkg – 53A $555.00 6.21 Trailer Tow Pkg (w/101A pkg) – 53A $916.00 6.22 Tow Mirrors w/ spotlights – 54Y/59S $495.00 6.23 XL w/Power W-L-M, SYNC, AM/FM/CD, Cruise Control – 101A $2,075.00 6.24 Cruise Control & SYNC – 52P/50S $690.00 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 2018 Pickup Truck 6500GVWR: 6.00 Manufacturer options: Page 1 of 2 OFFICIAL Bid Item #18-184 2018 Pickup Truck 6500GVWR for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil 5790 Mount Zion Boulevard, Morrw, GA Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 68 Total Electronic Notifications (Demandstar): 4 Total Number Specioficiation Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 6.25 40-20-40 Cloth Split Bench – CG NC 6.26 Cloth Buckets w/Console – WG $275.00 6.27 Electric Brake Controller – 67T $265.00 6.28 Carpet w/Mats - 168 $140.00 6.29 XL SSV Package – 66S $49.00 6.30 XLT Package – 300A $4,763.00 6.31 Convenience Package for XLT – 301A $1,059.00 6.32 Aluminum Wheels & Bumpers – 86A $740.00 6.33 Box Side Steps – 63S $305.00 6.34 Tailgate Step – 63T $355.00 6.35 Reverse Sensing – 76R $255.00 6.36 Spray-In Bedliner – ATK $375.00 6.37 Convenience Package for XLT – 301A $1,059.00 6.38 Exterior Color Not Included in Base Price Color: ___________$950.00 6.39 Exterior Color Not Included in Base Price Color: ___________NC 6.40 [ ] Exterior Color Not Included in Base Price Color: ___________NA 6.41 Interior Color Not Included in Base Price Color: ___________NA 6.42 Interior Color Not Included in Base Price Color: ___________NA 6.43 Interior Color Not Included in Base Price Color: ___________NA 6.44 Delivery Fee per Vehicle $125.00 7.00 Outfitter's Specialty Items: 7.01 Fire extinguisher $55.00 7.02 Outlet receptacle $53.00 7.03 Toolbox $475.00 7.04 Trailer hitch $50.00 7.05 Trailer wiring INCLUDED 7.06 Trailer ball $25.00 7.07 Window tint, regular cab $125.00 7.08 Window tint, extended cab $145.00 7.09 Window tint, crew cab $165.00 7.10 Add on step $185.00 7.11 Backup alarm $80.00 7.12 Drill Free Light Bar Cab Mount $690.00 7.13 LED top mount light $690.00 7.14 County Emergency Equipment Package $792.00 7.15 Fire Emergency Equipment Package $1,773.00 Page 2 of 2 Administrative Services Committee Meeting 5/8/2018 1:10 PM 2018-Risk Management Truck Department:Central Services Department-Fleet Managment Division Presenter:Ron Crowden Caption:Approve the request for the Risk Management Department for the replacement of one vehicle from Allan Vigil Ford for $28,005.00. Bid Item 18-184. Background:The Risk Management Department would like to request replacement of one Ford Ranger with a 2018 Ford F150. This vehicle is used by the claims adjuster for Risk Management that is on call 24/7 for major traffic accidents involving government vehicles, sewer backups at residences and business, and property damage at residences caused by government assets. Vehicle evaluation and bid tab sheets are attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for Pickup Truck 6,500GVWR with the following results: Bid 18-184 Pickup Truck 6,500GVWR: 2018 Ford F150 - Allan Vigil Ford - $28,005.00 Financial Impact:1 – Risk Management Ford F150 -@ $28,005.00. This vehicle will be purchased with Capital Outlay funds Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 1 Ford F150 for the Risk Management Department and declare the replaced vehicle as surplus and available for auction Funds are Available in the Following Accounts: Capital Outlay Funds; 272-01-6440/54.22210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Friday, April 13, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-183 Compact SUV for Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-184 Pickup Truck 6500 GVW for Augusta, GA Central Services Department - Fleet Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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, March 23, 2018 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 1, 8, 15, 22, 2018 Metro Courier March 1, 2018 OFFICIAL Bid Item #18-183 Compact SUV for Augusta, Georgia- Central Services Department Fleet Division Bid Date: Friday, April 13, 2018 @ 11:00 a.m. VENDORS Allan Vigil Ford 6790 Mount Zion Boulevard, Morrow GA 30260 Attachment B YES E-Verify Number 94460 SAVE Form YES Year 2018 Make FORD Model ESCAPE S Approximate Delivery Schedule 10-12 WEEKS 5.01 Sheriff’s Office package $21,497.00 5.02 Fire Department package $21,497.00 5.03 County Department package $21,137.00 6.01 1.5L engine with Ecoboost $2,274.00 6.02 1.5L engine with 4X4 $3,649.00 6.03 Special exterior paint colors each $379.00 6.04 Park Assist Group $9,205.00 6.05 Delivery Fee per vehicle $120.00 6.06 Super Cab (6.5ft bed) – X1C $85.00 6.07 Privacy Glass $262.00 6.08 Daytime Running Lights $41.00 6.09 All Weather Floor Mats $72.00 6.10 Reverse Sensing $233.00 6.11 Cargo Mgt System $375.00 6.12 Aluminum Wheels $2,274.00 Compact SUV Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 46 Total Electronic Notifications (Demandstar): 2 Total Number Specifications Mailed to Local Vendors: 2 Mandatory Pre-Bid/Telephone Conference: NA Total packages submitted: 1 Total Non-Compliant: 0 Vehicle/Options Required: Optional Items: Page 1 of 1 Administrative Services Committee Meeting 5/8/2018 1:10 PM 2018-Tax Assessor Vehicle Department:Central Services Department - Fleet Managment Division Presenter:Ron Crowden Caption:Approve the request for the Tax Assessors Office to purchase a 2018 Ford Escape from Allan Vigil Ford for $21,414.00. Bid Item 18-183. Background: The Tax Assessors Office Appraisers work in teams while performing field inspections for commercial and residential properties processing returns, appeals and permits. Two Ford Rangers are currently being utilized for this task; therefore, the request is for a 2018 Ford Escape to accommodate all team members. One Ford Ranger will be transferred to another department to replace an older pickup truck with high mileage and overage. Analysis:The Procurement Department published a competitive bid using the Demand Star application for Compact SUV’s with the following results: Bid 18-183 Compact SUV: 2018 Ford Escape - Allan Vigil Ford - $21,414.00 Financial Impact:1 – 2018 Ford Escape @ $21,414.00. This vehicle will be purchased with Capital Outlay funds. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 1 Ford Escape and transfer the turned in vehicle to another department to replace an older model pickup truck with high mileage. That vehicle to be declared surplus and available for auction. Funds are Available in the Following Accounts: Capital Outlay REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission FOURTH AMENDMENT Client: Augusta-Richmond County *2104436-01-W-3* [***AMD1659998-006 *1 *484898839432371645358435420228900745536431623278*W*3***] FOURTH AMENDMENT TO MASTER SERVICES AGREEMENT BETWEEN ADP, LLC AND AUGUSTA, GEORGIA This Fourth Amendment (the “Fourth Amendment”), made as of _______________, ____ (“Fourth Amendment Effective Date”) between ADP, LLC (“ADP”), and Augusta, Georgia (“Client”) contains changes, modifications, revisions and additions to the terms and conditions of the Master Services Agreement dated January 11, 2010 (the “Agreement”), between Client and ADP. Now, therefore, in consideration of the mutual covenants contained in the Agreement and herein, and for other good and valuable consideration, ADP and Client hereby agree as follows: 1. Amended and Restated Pricing Appendix. As of the Fourth Amendment Effective Date, Annex Z-1, Service and Fee Schedule, of the Agreement is hereby replaced in its entirety with Annex Z-2, Amended and Restated Pricing Appendix, attached hereto and made a part hereof. All references in the Agreement to “Annex Z,” “Annex Z-1,” or the “Pricing Appendix” shall hereby mean a reference to the attached Annex Z-2, Amended and Restated Pricing Appendix. This Fourth Amendment may be executed in multiple original copies, identically worded, and each such executed copy constitutes an original. Facsimile signatures, electronic signatures in connection with the electronic signature delivery system utilized by ADP and signatures transferred in .pdf or a similar format for scanned copies of documents are original signatures for all purposes of this Fourth Amendment and the Agreement. All other terms and conditions of the Agreement shall remain in full force and effect. In the event of any conflict between the terms and conditions of this Fourth Amendment and the terms and conditions of the Agreement, this Fourth Amendment shall prevail. The terms defined in the Agreement and used in this Fourth Amendment shall have the same respective meanings as set forth in the Agreement, unless clearly otherwise defined in this Fourth Amendment. IN WITNESS WHEREOF, the parties hereto have caused this Fourth Amendment to be duly executed by its authorized representatives as of the date first above written. **** SIGNATURE PAGE FOLLOWS **** FOURTH AMENDMENT Client: Augusta-Richmond County *2104436-01-W-3* [***AMD1659998-006 *1 *484898839432371645358435420228900745536431623278*W*3***] ADP, LLC AUGUSTA, GEORGIA By: ::ADP Signature/Sign:: By: ::Client Signature/Sign:: Name: ::ADP Signature/Print:: Name: ::Client Signature/Print:: Title: ::ADP Signature/Title:: Title: ::Client Signature/Title:: Date: ::ADP Signature/Date:: Date: ::Client Signature/Date:: Insert new Service Annexes and Pricing Appendix here ANNEX Z-2, AMENDED AND RESTATED PRICING APPENDIX SERVICE AND FEE SCHEDULE PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation ONLY 11-20-17.xlsm Pricing Appendix_09-08-2017 1 17080173 SECTION 1 CLIENT GROUP. If applicable, the Client Group includes the following entities: Augusta, Georgia SECTION 2 ADDRESS OF ADP FOR NOTICES. ADP, LLC 5800 Windward Parkway Alpharetta, GA 30005 Attention: General Manager SECTION 3 TERMINATION DATE. The Termination Date is three (3) years from the Fourth Amendment Effective Date. SECTION 4 FEE EFFECTIVENESS; FEE CHANGES. The Implementation Services fees (if any) set forth in this Pricing Appendix will be effective as of the date ADP begins providing Implementation Services. The ongoing Services fees set forth in this Pricing Appendix will become effective on the latter of (a) the date of execution of this Fourth Amendment by ADP, if ADP is the last party to sign or (b) the date of receipt of a fully executed Fourth Amendment by ADP, if ADP is the first party to sign (such date being the “Ongoing Services Pricing Effective Date”); for any ongoing Services provided to Client prior to the Ongoing Services Pricing Effective Date, Client will pay the rates invoiced to Client by ADP for such Services. The fees set forth in this Pricing Appendix will remain fixed during the first year following the Fourth Amendment Effective Date. During the remainder of the Initial Term, ADP may increase the fees for the Services on an annual basis by an amount not to exceed 3% with 30 days’ prior written notice. Thereafter, ADP may modify the fees upon 30 days’ prior written notice to Client. SECTION 5 FEES. 5.1 Implementation Services Fees. Not applicable. 5.2 Ongoing Services Fee. The fees for Ongoing Services (the “Ongoing Services Fees”) are set forth in the table below. Ongoing Services Fees Units Assumed Rate Frequency Based on Time & Attendance Services CORE APPLICATION ADP Enterprise eTIME 2,835 $1.41 ee/month Minimum Monthly Fee: $1,734.00 ADD-ON FEATURES ADP Enterprise eTIME Web Time Entry 2,833 $1.41 ee/month Additional Managers above 10:1 ratio 154 $6.19 mgr/month Price per additional manager over the included 10:1 employee/manager ratio ADP Enterprise Accruals 2,792 $0.43 ee/month Leave Management 2,831 $0.62 ee/month Requires Enterprise Accruals HOSTING Hosting 1 $5,295.76 month Includes test database ANNEX Z-2, AMENDED AND RESTATED PRICING APPENDIX SERVICE AND FEE SCHEDULE PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation ONLY 11-20-17.xlsm Pricing Appendix_09-08-2017 2 17080173 Subscription Timeclocks and Other Devices 4500 Numeric Ethernet Timeclock 68 $136.25 clock/month Quickpunch for ADP 4500 9 $37.15 clock/month ADP Benefits Administration Services * CORE APPLICATION * The monthly fee for the Benefits Administration Services shall become payable by Client as of the date on which the Benefit Services administration system is made available to Client in a production environment (regardless of whether the Client has opened the system to its employees or whether any employees are actually processed through the system). There shall be no proration of the first month’s fees. ADP Benefits Enrollment Services 3,416 $7.40 PBEPM - ADP will continue to charge Client at the current rates for any components of Services received by Client that are not specifically listed in this appendix. 5.3 Miscellaneous Rate Card Items (if applicable). The fees for Miscellaneous Services (the “Miscellaneous Services Fees”) are set forth in the table below. The Miscellaneous Services Fees are based on the scope of work and will be charged at the applicable rates as they occur or as the Estimated Volume included in fees set forth below is exceeded after the Services commence. Category Item Description Units Included in Fees Rate per Unit (or ADP Prevailing Rate) Frequency Based on RATE CARD Time and Labor Management - Enterprise eTime Client Practitioners Client-designated support contacts 5 $260.00 Per month per contact Includes 5 designated support contacts; $260.00 per month per contact over those included 5.4 Postage, Shipping, Travel and other Out-of-Pocket Expenses. ADP will invoice Client for postage charges, delivery charges, any other third party charges incurred on behalf of Client and reasonable travel and out-of-pocket expenses. 5.5 Change Control Fees. In the event either party requests a change in the scope of the Services (including Implementation Services) (each a “Change Control Item”), the parties shall address such change request via ADP’s change control process. Change Control Items and the cost associated with such changes (if any) to the Services shall be mutually agreed to by the parties, with the exception of Change Control Items that are required to be made by law or regulation applicable to the Services or to the duration of Implementation Services, which ADP will notify Client of prior to making such change. The standard rate for a Change Control Item is $185.00 per hour; provided, however, that such rate may be increased by ADP as follows: · By 50% for Change Control Items requested by Client after October 1st which ADP agrees to deliver by January 31st; · By 25% if, after receiving a Change Control Notice, the Client requests an expedited timeframe for completion of the Change Control Item. ANNEX Z-2, AMENDED AND RESTATED PRICING APPENDIX SERVICE AND FEE SCHEDULE PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation ONLY 11-20-17.xlsm Pricing Appendix_09-08-2017 3 17080173 Client may request modifications to the ADP system and will pay all costs to development of such system modifications, plus an annual system technology maintenance fee equal to 18% of the total one-time fee for a Change Control Item for modifications made after implementation. 5.6 Reserved. 5.7 Reserved. SECTION 6 APPLICATION PROGRAMS. The Application Programs licensed to Client are listed below: ADP to deploy the Application Programs at a Uniform Resource Locator (URL) to be selected, registered, and owned by ADP. · ADP Time & Attendance Services (ADP Enterprise eTIME) License subscriptions will be based on the total number of records within the database with a non-terminated status. Terminated employees do not require Client to pay for a license in respect of such terminated employees. Records may be for Client employees or Client contractors who are or are not paid by Client. A copy of the ADP Time & Attendance Services database is available in ADP’s standard format upon request, at additional charge. SECTION 7 EXHIBITS. Exhibit 1 - Volume Assumptions City of Augusta/Richland County PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation ONLY 11-20-17.xlsm Pricing Appendix_09-08-2017 4 17080173 Exhibit 1: Volume Assumptions The following table includes the additional assumptions with respect to estimated volumes for each category of Services indicated below. The Ongoing Services Fees are based on the assumptions below. If Client’s actual requirements vary from what is stated, the parties shall negotiate in good faith to adjust the fees based on such changes. The fees do not include any customizations to any Service. Category Item Description Units Included in Fees Rate per Unit (or ADP Prevailing Rate) Frequency Based on VOLUME ASSUMPTIONS Time and Labor Management - Enterprise eTime Populations TLM Users 2,835 Included - Assumes 2,835 TLM users Supervisor/Manager Users 438 Included - Per manager user per month - Standard assumption is 10:1 employee-manager ratio (core) users Enterprise Leaves Users 2,831 Included - Includes 2,831 Users Accruals 2,792 Included Tips/Tokes 0 Not Included eTIME Phone® with ANI Not Included Not Included Employee Attestation Profiles 0 Not Included ADP Benefits Administration Services Populations Benefit Eligible Employees 3,416 Included - Assumes 3,416 benefit eligible employees Benefit Eligible Retirees 0 Not Included - Assumes 0 benefit eligible retirees Turnover 15% Included - Assumes 15% benefit eligible employee turnover Client Practitioners Client Named Contacts 5 Included - All reporting, including census errors, payroll deduction file reports, and additional standard reports are offered for a single location - Additional sorting or reporting breakouts are a client responsibility Administration Premium Payment Disbursement to Carriers Not Included Not Included Solution Center Participant Solution Center Support Not Included Not Included Participant Solution Center Support Overages 2 calls per employee per year Not Included Data Import Beneficiary Data Conversion Sources 0 Not Included Includes import of up to 2 test files, 1 production file and 1 post- production file Census/Indicative Data Load 1 Included Weekly - Census data loaded from one source one time per week (or real-time integration if applicable) City of Augusta/Richland County PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation ONLY 11-20-17.xlsm Pricing Appendix_09-08-2017 5 17080173 Wellness Credits 0 Included Standard ADP format; up to 3 benefit options from single data source Voluntary Benefits 0 Included Standard ADP format; up to 3 benefit options from single data source Data Export / Interfaces Healthcare Vendor Exports in HIPAA Compliant 834/5010A Format 8 Included Custom File / Fee to Third- party Payroll Administrator Not Included Not Included Custom File / Fee to Third- party Spending Accounts Administrator Not Included Not Included Custom File / Fee to Third- party COBRA Administrator Not Included Not Included Other Custom File Feed Not Included Not Included Affordable Care Act (ACA) Output File Included Included ADP will provide Client with an output file in standard ADP format for reporting of benefits data elements required for annual filing. System Configuration Unique Pay Schedules/ Calendars 4 Included - Includes up to 4 unique pay schedules/calendars Annual Open Enrollment Periods 1 Included - Includes up to 1 annual open enrollment period Active Enrollment Not Included Not Included Centralized Administration Included Included Client decision making and processing rules governed by single centralized group Benefit Eligibility Groups 4 Included Includes retiree eligibility groups if applicable Health Plan Options 10 Included - Health Plans include medical, dental, vision, prescription and do not include welfare or flexible spending accounts. - In the event Client (or Client vendor) requires employees to sign an arbitration agreement in order to obtain benefits coverage, Client (or Client vendor) is responsible for such administration. Coverage Tiers 5 Included Coverage tiers are defined as EE only, EE + One, EE + Family, etc. Retiree Administration Not Included Not Included Additional Rate Structures 0 Not Included City of Augusta/Richland County PROPRIETARY AND CONFIDENTIAL TO ADP City of Augusta - NAS Calculator for Pricing Appendix Generation ONLY 11-20-17.xlsm Pricing Appendix_09-08-2017 6 17080173 Work / Life Events 33 types Included Available work / life event types are: - New hire - Newly eligible - Rehire with benefit reinstatement - Rehire without benefit reinstatement - Address change - Leave of absence - Return from leave of absence - Salary change - Change to participation group - Termination - Retirement - Death of employee - Pay frequency change - Reduction of hours – no longer benefit eligible - Full Time to Part Time / PT to FT - Newly benefits eligible (ACA) - Dependent age out - Annual Enrollment - Turning 65 / newly Medicare eligible - Age Banded Events (i.e. life insurance crossing 5 yr age bad) - Marriage or civil union - Divorce or annulment - Birth or adoption of dependent - Add a domestic partner (DP) - Dissolution of domestic partnership - Death of spouse / DP - Death of child / DP’s child - Spouse becomes benefit eligible - Spouse becomes benefit ineligible - Dependent child becomes benefit eligible - Dependent child becomes benefit ineligible - Loss of Coverage Elsewhere, Gain of Coverage Elsewhere - Spouses Open Enrollment Employee Web Access Non-English Language 1 Included Single Sign-on (SSO) to Third Party Site 0 Not Included Administrative Services Committee Meeting 5/8/2018 1:10 PM Approve the renewal of ADP Master Services Agreement Department:Human Resources Department Presenter:Kenneth Perry, Compensation and Benefits Manager Caption:Approve the execution of the amended ADP Master Services Agreement. Background:Augusta, GA entered into a master service agreement for Benefits Administration Services with ADP on January 11, 2010 for three years with the agreement. October 19, 2010, Augusta, GA amended the original master service agreement with ADP to add the Time and Labor Management services. December 17, 2012, Augusta, GA renewed the master service agreement with ADP for a period of one year. In 2014, the previous HR Director (Bryant) began negotiations with ADP to discuss carving out the ADP benefit call center service being providing to Augusta, GA employees. In doing so, previous HR Director Bryant stated the cost savings would support the hiring of two (2) benefit coordinators to handle calls internally. During the FY ’16 budget cycle, two benefit coordinators were approved; however, the contract negotiations with ADP continued. From 2014 through present, Augusta, GA has been functioning under the Master Service Agreement originally dated January 11, 2010 and amended October 19, 2010. Analysis:The Augusta, GA’s Human Resources has assumed the incoming calls as it relates to benefit changes once handled by the ADP benefit services center. The Augusta, GA call center concept never materialized; however, the department has hired one Benefits Coordinator. Under the amended master services agreement, ADP, LLC has removed the benefit call center service and reduced the total cost Augusta, GA has to pay. The reduced cost will take effect once the amended master services agreement is approved and executed. January 2018, the original amended master services agreement was received with a cost of $9.74 per employee providing Augusta, Georgia with an annual cost savings of $61, 897.92. The HR department was able to provide previous emails that detailed the amount discussed with the former Compensation and Benefits Manager and the vendor (ADP, LLC) came back with a new cost of $7.40 per employee providing Augusta, Georgia with an annual cost savings of $95, 921.28. Amended master services agreement has been reviewed by Augusta, GA law department and the Human Resources team to confirm the contents are as Augusta, GA intended. Financial Impact:Currently, Augusta, GA is paying ADP for benefit administration and time and labor management services at an approximate annual cost of $720, 814.44. The amended master services agreement (removing the benefits call center) provides an annual cost savings of $95, 921.28 to Augusta, Georgia; thus costing Augusta, GA approximately $624, 893.16 a year. Alternatives:Don’t approve the renewed master services agreement and place services out for bid to obtain another vendor for Benefit Administration and Time and Labor Management. Recommendation:Approve the execution of the amended master services agreement with ADP, LLC for the next three years. Funds are Available in the Following Accounts: Budgeted annually REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 5/8/2018 1:10 PM Exemption Storm Water Fee Department: Presenter: Caption:Motion to exempt Storm water Fee in Non-Serviced Area ( unincorporated area ). (Requested by Commissioner Wayne Guilfoyle) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AUGUSTA, GEORGIA New Grant ProposaUApplication Before a DepartmenUagcncy mry appty for the granUawerd on behalf of Augwtr Richmond County, they murt lirst obtetn approval sigarture from the Administrstor and the Flnance llirector. The Adminictrator will obtain lnformetion on the grent program and requirements from the funding sgcncy rnd review these for feestbtllty to determine if this grenUaward will benelit Augueta Richmond County. The Flnance Director will revlew the funding requlrement to determlne lf the grant wln fit wlthln our budgetstructure end financiel goals. Propoeel Project No. Proiect Title Strrt Date: 08/01/2018 Submit Dete: Mt3Ot2Olg Totel Budgeted Amount: 939,200.00 Sponsor: GM0038 SponsorType: g Purpose: l3 End Date: 0810112020 Department: 024 Total Funding Agency: Georgia flept of Community Affairs State Community Contacts ' - - RECEIVEDADMINISTMTOR'S OFFICE APR 3 0t018 AUGUSTA.RICiIMOND COUNTY HCD Cash Match? Y 612,000.00 Total Crsh Metch: 327,200.N PROOOI6T HCD Community HOME Investrnent Program (CHIP) 20itGranT- The goal oittrls funding is to faciiitad l.)Ncw constnrctiori and reconstruction of small, affor&ble housing units for sale to low and moderate income home buyers; and 2.) Housing rehabilitation of owner-occupied homes. This grant supplements Laney walker Neighborhood Plan, URA Resolution, and LWB-Urban Redevelopment Plan-June 2016 to construct 6 single family units and rehab 5 single family units to be awarded through a bid process for each project individually. Local Match Required $327,200. of ttris amount $274,000 will come from HOME Entitlement Grant Funds and $53,200 will come from land purchased from the Augusta Georgia Land Bank Authority and Staff Salaries. EEO Required: N EEO Notified: N Type ID Name phoo"I curotz English, Leslie (706)g2l-30s1 ApprovalsTlpe FA iy_ H. WELCHER Dete 04130t2018 LEl0l 19 - Leslie English prge Current Dtt!: Curr.nt Tlme: ut30Dot8 l4:10:13GMI000_PROPOSAL - GMl000: Grants Management: I Dept. Signature: Grant Coordinator User: Report: AUGUSTAs GEORGIA New Grant ProposaVApplication Beforc r D-eprtmenuagency mry lpply for a[e grstru0wud on b€hdf of August Richmond coulty, they nurt trrst obrrir spprovdtign"ure from the AdmlDbrrtor ind the Ftnance Dlrector. T[e Admhirtrrtor will obtaln hformrho oi tt" gr-t p.ogram rndlTllrener! froE the fundirg rgency rld revlew ttcsc for fe.slbllty to determhc if this gr.nglwrrd wilt ben€lit August.Rlchmold coutrty. The llaencc Dlrector ryiu revicw thc futrdlng requirement to determln-e if the gran111.;u 61s;rHn eur [udgetstructure r[d ,inanchl goals. Proposrl Projcct No. Prdect Title l.) I have rcviewed the Graot application and -"lo*d -ur..i"l" -d, -..-trfind the grant/award ro be feasible to the needs ofAugusta Richmond County M"r'1ffi 2.) I-!/rcviewed rhe Gra applicatio! Etrd coclosed materisls and:y'lprove the Departnenr Age&y to move forward with rbe application form wlll dso be provlde tbc €rterDd euditorr wltt lnformrdor on 0ll gnrts for compllrnce andccrtificrdoD requlremenB as requlr€d by fbc Strae rnd Federal Governmela. Datc U...: Rcponll LEI Curaa l)atci Cur..rl TlD.: 0,,BonotE l4:10:13 ' - Ls!!s qrtsxsu prge -PROPOSAL - GM1000: crarts Maragcoenr:2GMl000 Administrative Services Committee Meeting 5/8/2018 1:10 PM HCD_CHIP GRANT AWARD Department:Housing and Community Development Department Presenter:Hawthorne Welcher, Jr., Director Caption:Approval request to accept a CHIP Grant Award ($612,000) and allow contract execution by the Mayor. Background:The Georgia Department of Community Affairs (DCA) has awarded more than $7.6 million in grants through the DCA 2018 Community HOME Investment Program (CHIP) to 15 local communities around the state. This program helps local governments, nonprofit organizations and public housing authorities provide safe and affordable housing in their communities. Funds may be used to provide eligible, low and moderate income households to assist with homeowner rehabilitation and to build new single family homes for resale to low and moderate income homebuyers. The goal of the program is to expand the supply of, and access to, safe and affordable housing in Georgia's communities. Augusta, GA (via HCD) shall use 100% of the CHIP funds for the construction of 5 single family affordable housing units for sale to low-to- moderate income households as well as the rehabilitation of 5 owner-occupied housing units. Analysis:The acceptance of grant will enable the department to provide additional affordable housing units and homeowner occupied rehabilitation assistance to low to moderate income households in Augusta, Georgia. Financial Impact:None Alternatives:N/A Recommendation:Accept the CHIP grant and authorize contract execution by Mayor. Funds are Available in the Following Accounts: $612,000 via CHIP funding from the GA Department of Community Affairs. Fund: 221. Local match required $327,200. Of this amount, $274,000 will come from HOME Entitlement Grant Funds and $53,200 will come from land purchased from the Augusta Georgia Land Bank Authority and Staff Salaries. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - 412412018 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. The Fleet Management Department is requesting approval to replace 7 - Road Item Patrol, 4 - Traffic, 2 - Administration, 1- Community Services, l- Training Action: Range and 1 - Civil & Fugitive vehicles within the Sheriffs Office using Approved Capital Outlay funds. Akins Ford Corp. Bid Item 18-123 2. Request Commission approval to purchase one non-CDL required dump truck Itemfor the Utilities Department, Construction and Maintenance Division. Action: Fleetcare Commercial, Bid 17-188 Approved Motions Motion Motion Textrype Motion to Approve approve. Motion Passes 4-0. Motions Motion Motion Textrype Motion to Approve approve. Motion Passes 4-0. seconded By Motion Result Commissioner Commissioner Mary Davis Dennis Williams Passes Made By Made By Commissioner Dennis Williams Seconded By Motion Result Commissioner Andrew Jefferson Passes 3. Approve award of contract for the replacement of the Webster Detention Item Center's Kitchen and Laundry HVAC to Gold Mech Inc. of Augusta in the Action: amount of $165,295.00 utilizing competitive Bid Item #18-138. Approved Motions Motion Motion Textrype Motion to Approve approve. Motion Passes 4-0. Motions Motion Motion Text'r'ype Motion to approve. ^ Mr. M. WilliamsADDTOVEr r abstalns. Motion Passes 3-0 -1. Motions Motion Motion Textrype Motion to Approve approve. Motion Passes 4-0. Motions f#:'" Motion rext Approve Made By Seconded By Commissioner Commissioner Andrew Jefferson Mary Davis Passes Seconded By Motion Result Motion Result Motion Result Passes 4. Approve award to install a Sump Sweeper Filtration System on the existing Item cooling tower at the Augusta Judicial Center to Contract Management of Action: Augusta for $60,050.00. Bid Item 18-136 Approved 5. Motion to approve the minutes of the Administrative Services Committee held Item on April 10, 2018. Action: Approved Made By Commissioner Andrew Jefferson Made By Commissioner Mary Davis Passes seconded By f"".Ti," Commissioner Commissioner Mary Davis Andrew Jefferson Passes 6. Approve award of contract for the Augusta Probate Court Lobby Renovations ltem to Sommers Construction in the amount of $170,000.00. (Bid 18-156) Action: Approved Made By Motion to Commissioner Commissionerapprove. Mary Davis Andrew Jefferson Motion Passes 4-0. 7. To provide information regarding upcoming changes to the 2008 GMEBS Pension Plan. Item Action: Approved Motions Motion Motion Textrype Motion to approve a -_ __ _ receivingthisitem ADDTOVC^^rr--'- information. Motion Passes 4-0. Made By Seconded By Commissioner Andrew Jefferson Motion Result Passes as Commissioner Mary Davis www.auqustaqa.qov Administrative Services Committee Meeting 5/8/2018 1:10 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on April 24, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 5/8/2018 1:10 PM Osei - Agreement Amendment Department:Administrator Presenter:Janice Allen Jackson Caption:Motion to approve an amendment to the Professional Services Agreement with Janice Welch Osei to assist in the Office of the Administrator. (Referred from May 1 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: Funding Source: Administrator's Budget Object Code: 5211110 - Management Consultants REVIEWED AND APPROVED BY: Invitation to Bid Sealed bids will be received at this office until Tuesday, April 10, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-180 Restroom Addition for the Richmond County Sheriff’s Office for Augusta, GA – Central Services Department – Facilities Maintenance Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from Augusta Blue Print. The fees for the plans and specifications which are non-refundable is $40.00. 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.augustablue.com) at no charge through Augusta Blue Print (706 722-6488) beginning Thursday, March 1, 2018. 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. A Mandatory Pre Bid Conference will be held on Friday, March 23, 2018 @ 11:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. A Mandatory Site Visit will follow. 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 Tuesday, March 27, 2018 @ 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 bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. A 100% performance bond and a 100% payment bond will be required for award. 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 1, 8, 15, 22, 2018 Metro Courier March 1, 2018 OFFICIAL Vendors Attachment "B"E-Verify SAVE Form Bid Price Blount's Complete Home 2907C Tobacco Road Hephzibah, GA 30815 YES 209640 YES $68,000.00 WFO Construction 3276 Buford #104-313 Buford, GA 30519 YES 1163112 YES $149,300.00 SD Clifton Construction 4324 Wheeler Rd Martinez, GA 30907 Larry Pittman & Assoc 1249 Gordon Park Rd Augusta, GA 30901 RR & B Associates 6120 Highway 85 South Riverdale, GA 30274 Contract Management 1827 Killingsworth Road Augusta, GA 30904 YES 225306 YES $155,000.00 TL Clark Associates Construction 3894 Ruth Street Augusta, GA 30909 Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 251 Total Number of Specificattions Mailed to Local Vendors: 16 Mandatory Pre-Bid Conference Attendees: 14 Total Packages Submitted: 3 Total Noncompliant: 0 Bid Item #18-180 Restroom Addition for the Richmond County Sheriff’s Office for Augusta, GA - Central Services Department- Facilities Maintenance Bid Date:Tuesday, April 10, 2018 @ 3:00 p.m. Page 1 of 1 18-180_TAB Administrative Services Committee Meeting 5/8/2018 1:10 PM RCSO Special Operations Restroom Department:Central Services - Facilities Maintenance Presenter:Takiyah A. Douse Caption:Award contract to construct a new ADA accessible Restroom addition to Building A at the Richmond County Sheriff’s Office (RCSO) Special Operations Campus to Blount’s Complete Home of Hephzibah in the amount of $68,000. Bid Item 18-180 Background:The RCSO is in the process of renovating three buildings purchased from the state into a center for crime suppression and special operations. The main building does not currently have an ADA accessible restroom. The most cost effective means to correct this deficiency is to convert the existing restrooms into a single accessible restroom and construct a new ADA accessible restroom at the end of the building. Restroom sex is to be determined by office staff. An invitation to bid (ITB #18-180) was issued through Procurement. Bids were received on April 10, 2018. Analysis:We received three (3) bids. The lowest bid was submitted by Blount’s Complete Home. Funding is available for the project in SPLOST 7. Financial Impact:The cost of the addition is $68,000.00 Alternatives:1. Award contract to construct a new ADA accessible Restroom addition to Building A at the Richmond County Sheriff’s Office (RCSO) Special Operations Campus to Blount’s Complete Home of Hephzibah in the amount of $68,000. 2. Do not approve award the contract. Recommendation:Award contract to construct a new ADA accessible Restroom addition to Building A at the Richmond County Sheriff’s Office (RCSO) Special Operations Campus to Blount’s Complete Home of Hephzibah in the amount of $68,000. Funds are Available in the Following Accounts: This project is funded through SPLOST 7. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 1 Central Services Department Fleet Management Division Projected 2018 Business Plan August 31, 2017 Executive Summary The Fleet Management Division was transferred from the Finance Department to the newly created Central Services Department in June of 2016. This transfer did not disrupt the operations of the division nor the maintenance services provided by the contractor, First Vehicle Services. The division is comprised of a Fleet Manager, Ron Crowden, and a Fleet Coordinator, Kaycee Braswell. The two of them along with the Central Services Department Director, Takiyah A. Douse manage the service agreement and contractual obligations of the maintenance contract – which may be renewed, expanded or extended for one additional year (2018) by mutual written agreement. The city of Augusta has over 2,200 assets to include bucket trucks, dump trucks, weed eaters and passenger vehicles. The division is responsible for reviewing departmental requests for vehicles, analyzing the need based upon the department’s operations, and if approved communicating the need to the Commission for final approval. Vehicle specifications are obtained, and bid packages are submitted to Procurement for advertisement to the public for bidding. Maintenance services are performed at one of two locations within the county 1) Broad Street 2) Tobacco Road. Shop 1 Broad Street services passenger vehicles and shop 2 Tobacco Road services heavy equipment. The city owns the shops although the use of the bay lift and other stationary equipment is operated by the vendor. Both locations are in need of infrastructure repairs and upgrades as a result of a lack of funding to realize this need. The contractor allocates 38.5 persons to service the contract. Organization and Management Takiyah A. Douse, Central Services Director, was promoted to lead this newly created department June 2016 which combined Augusta 311, Facilities Maintenance, Fleet Management, Real Estate and Records Retention. She was formerly the Motor Vehicle Division Director for the Richmond County Tax Commissioner’s Office and Assistant Vice President/Commercial Banker for the Central Savannah River Area of SunTrust Bank. She received a dual degree in Finance and Management from Paine College and a Master’s of Business Administration with an emphasis in Management from Troy University. Ron Crowden, Fleet Manager, graduated from Richmond Academy and Purdue University with a BA in History. After serving our country for over 20 years he retired from the United States Army and was later employed by Richmond County in June 1992 as the Safety Training Officer in Risk Management. His primary responsibilities included conducting safety inspections on facilities, vehicles and equipment, investigating claims, executing the substance 2 abuse policy, and conducting the “Character Training” program. He became the Fleet Manager February 2001 and is responsible for the acquisition of new vehicles and equipment for all departments, overseeing the maintenance program, fuel program, and disposal of surplus assets through GovDeals – an online service provider who allows various governments to sell surplus and confiscated items via the internet. Kaycee Braswell, Fleet Administrative Coordinator, graduated from Georgia Military College with an Associate’s Degree in General Studies and from Georgia Southern University with a Bachelors’ Degree in General Studies and a concentration in Business. She was employed by Augusta Richmond County in 2011 as the maintenance/parts clerk for the Environmental Services Department responsible for managing the maintenance parts room and maintenance billing. She tracked part orders, processed monthly billing statements and served as the procurement clerk for the maintenance division. In August 2015 she became the Fleet Administrative Coordinator with the responsibility of monitoring the Fleet Fuel Program for all departments; assisting the Fleet Manager with surplus sales, prepares and makes recommendations for fuel and maintenance budgets for all departments, monitors fleet expenditures and processes tags, titles and registrations. Data Measurement While researching the feasibility of in house verses contracted Fleet Maintenance services, the following categories were studied: · Salaries and Benefits · Parts and Services · Operating Budget The data provided, details the research findings, along with projected budgets for the next three years. Market Analysis In researching comparable municipalities throughout the state of Georgia, the Cities of Savannah, Macon-Bibb and Columbus-Muscogee were amiable and forthcoming with information for research purposes. Macon-Bibb, Georgia has operated under the “Flat Rate” Program since 1995 and has continued to evolve its program throughout the years. The “Flat Rate” Program budget is on average $125,000 annually including their technicians both full and part time. According to Macon-Bibb, it allows for a solid retention rate and allows technicians to set their own salaries to some extent. Similar to the concept of being “commission driven” compensation based on the number of vehicles & hours the technicians turn out. The City uses some prison labor for office/shop janitorial needs with now currently having some considerations for using prison labor for other labor such as tire repairs. Macon-Bibb has a fleet size of approximately 2,600 vehicles and/or equipment. The budget for vehicle and equipment maintenance is approximately $2 million annually with 3 approximately $1 million being allocated for employee salaries and/or benefits. Their current retention rate for a technician with 15 years or more of service is approximately 99% with turnover being mainly for retirement. Majority of their maintenance is completed in-house (85%) with large tire service, some engine and transmission repairs, tractor repairs and welding being contracted out. Macon-Bibb maintains roughly $25,000 in inventory, comprised mostly of oils and lubricants required for daily use. They use the “Just In Time” Method that utilizes selected local suppliers consisting of 3 to 4 parts businesses who deliver parts on demand with an average fifteen to twenty-minute turnaround time except for special orders or non-local supplier parts. Macon-Bibb operates on a technician software system called “Mitchell1” for both their light and heavy equipment servicing. The system costs approximately $5,500 per year. Columbus-Muscogee has an in-house fleet department that maintains a high percentage of operational fleet vehicles and equipment. The operational budget for the department is approximately $2 million annually. To service and maintain a fleet asset size of 2,860 they average 39 full-time employees with the assistance of “inmate” labor that varies daily. Columbus-Muscogee performs all routine preventive maintenance on fleet vehicles and equipment within a radius of 200 miles, 20 hours, or a day of scheduled service. This methodology allows user Departments to turn their vehicles in for service at a time or date that may be more convenient than the regularly scheduled date of maintenance. Most of the maintenance performed in-house is preventive maintenance with sophisticated engine repairs and heavy equipment repairs contracted out. The City of Savannah manages and maintains a fleet of over 2,200 assets. Their fleet is serviced and maintained by 39 employees with a total annual budget of $5.6 million. Savannah’s auto mechanic technical staff is fully certified with a very low department turnover attributed to agency benefits. Approximately 99% of the maintenance is completed in-house with some maintenance work contracted to vendors for warranty related issues and specialty issues related to the Police Department or Fire Department. To reduce inventory and parts costs, Savannah is in the process of researching options to contract out this component of its operations. The City of Savannah maintains approximately $1.7 million in inventory for all vehicle types and utilize Fleet Anywhere, a software program for inventory and asset tracking – this program is similar to FASTER Asset Solutions by CCG (Chesapeake Computer Group). Population Fleet In /Out Budget Staff Ops Study Berkley County, SC (Charleston) 198,205 525 In $2.1M 9 N Bibb County, GA (Macon) 92,582 2,600 In $4.3M 13 N City of Savannah, GA 146,763 2,200 In $5.6M 39 N Henry County, GA (McDonough) 213,869 1,257 In $1.7M 22 N Muscogee County, GA (Columbus) 186,984 2,860 In $2M* 41 N Richmond County, GA (Augusta) 197,182 2,200 Out $5M 41 Y 4 Note: Budget data presented reflects FY 2017 approved budget *Muscogee County budget figure represents the operations budget only. All associated fleet maintenance costs are charged to each respective Department, thus a reduced figure is reported. Information concerning fleet service costs were unattainable. 5 • Direct control over work to be performed • More budgetary control to quickly adjust as necessary for fluctuations from year to year • Increased quality control ability to quickly respond to inefficiencies by changing systems • Continuity of current management to assist with transition if necessary • Elimination of contractual management fees • Enhanced flexibility with making repairs Strengths • Shortage of skilled mechanics within the Central Savannah River Area (Cline, Damon “A problem worth fixing” Augusta Chronicle 16 April 2017 D1 Print) • Limited bargaining power in relation to attracting qualified mechanics to perform job duties • Extended time frame to hire qualified mechanics, technicians, etc. due to the lengthy recruiting process • Lack of control concerning the Procurement Process which may prolong parts receipt and costs • The current PPPM makes it difficult to discipline and or dismiss underperforming staffers when deemed necessary by the department • Current facilities are in need of replacement • Assume liability for OSHA, DOTand compliance breaches Weaknesses • Decrease size of city’s fleet • Review and Streamline Procurement Process for a faster turnaround of purchase orders for parts acquisition under an approved amount • Development of Vehicle/Equipment Replacement Schedule with allocated funds • Increased work force and internal job opportunities • Lease vehicles rather than purchase Opportunities • Increased capital costs (price of new vehicles, equipment, and machinery) • Adverse impact on other departments (Human Resources, Procurement, IT, Finance) • Increase in department’s overhead costs (administration, accounting, purchasing, etc.) • Inability to negotiate price for parts etc. with the absence of Contractor bargaining power • Inability to meet demands of Internal Customers • The current Procurement guidelines will impact operations based upon the restraints (3 quotes) • Technician training costs are high • Overtime is required to meet service demands Threats In House Maintenance Analysis 6 Contracted Maintenance Services • Increased core business efficiency allows for targeted focus • Effeciencies of scale concerning lower rates, high supply demand and discounted parts • Best practice benefits from years of operational experience • Risk reduction - Contractor assumes liability with OSHA, DOT, Fleet compliance etc. • Contractor is responsible for certification management of technicians • Transactions are streamlined and fluctuations are limited based upon contractural agreement • Insight regarding operations since maintenance is primary focus • Reduced operating costs - Fixed costs agreement Strengths • Non contract costs can fluctuate causing budgetary hardships • Loss of insight over prevenative maintenance • Inability to directly manage and instruct the workforce • Changes is operations requires amending the contract Weaknesses • Information sharing between two "cultures" • Reduces proposed staff count Opportunities • Non contract costs are difficult to estimate therefore could fluctuate drastically • Risk of contract default by contractor • Vendor supplies cease supplying goods or services • Change in contractor management creates interruptions in vendor/Augusta relationship Threats 7 Comparison Summary The contracted maintenance service estimate of $4.3M includes our current contract ($2,957,662.89), non-contract costs and operating costs. Our current operating agreement includes all parts associated with service, sublet costs, human resource hiring/termination actions, procurement and management fees. Our current contract may be renewed, expanded or extended for one additional year (2018) by mutual written agreement. The in-house maintenance estimate of $4.4M assumes all liability and maintenance costs associated with operating a fleet maintenance shop. Sublet costs incurred include glass repair work, emergency towing and body work. This estimated cost does not account for anticipated administrative work load increases as a result of increased staff (HR), purchases (Finance and Procurement) and technology needs (IT). The in-house maintenance service estimate of $4.4M proposes outsourcing parts acquisition and corresponding process to a selected parts vendor. This option will reduce our proposed staff by 3 supply related persons with an annual salary savings of $122,670.65 including salary and benefits. This method will lessen the operational load of service for Finance and Procurement, by reducing the administrative duties relating to processing numerous invoices and purchase orders. Our current vendor reports processing 8,726 invoices from 162 different vendors for a total cost of $1,999,958.54 in 2016. This statistic does not include 170 vendors and 495 transactions with a company credit card totaling $36,299.42. Serotta Maddox Evans & Co., CPA’s, contracted internal auditing firm, has reviewed this financial data for accuracy. • Contracted Maintenance Service$4,385,434.82 • In House Maintenance$4,419,136.03 • In House Maintenance w/ Outsourced Parts $4,420,107.53 Administrative Services Committee Meeting 5/8/2018 1:10 PM Request for Guidance - Fleet Maintenance Department:Central Services Department - Fleet Management Presenter:Takiyah A. Douse Caption:Request for guidance regarding how the Central Services Department – Fleet Management Division should proceed regarding fleet maintenance services. Background:In 2017, the Augusta Commission established a subcommittee to study the cost effectiveness of in-house verses contracted fleet maintenance services for the 2,200 assets serviced by our current vendor. On December 5, 2017, the Augusta Commission voted to extend the existing fleet maintenance contract with First Vehicle Services for a period of one year (see attachment). There was discussion prior to the vote that a decision would have to be made in early 2018 regarding whether to issue a new Request for Proposal for maintenance services or create an in-house maintenance service. Analysis:Option 1: Issue an RFP. Should the Commission direct staff to issue an RFP to determine new cost proposals, with the intent to continue outsourcing fleet maintenance, we estimate twelve to fifteen weeks for the following activities: • RFP submission (2 weeks), • Procurement advertisement/pre-bid meeting (4-5 weeks), • Compliance Department review (2 weeks), • Committee Evaluation Meeting (2 weeks), • Committee Agenda recommendation approval (2 weeks) and • Contract negotiations and execution (2 weeks). A draft copy of the contract will be included within the RFP detailing a three-year contract with an option to extend for two consecutive one-year extensions. Please note, this timeline is an estimate of events and does not include any vendor related delays. Option 2: Should the Commission direct the Central Services Department – Fleet Management Division to begin the planning process for internal fleet maintenance, this process will require an estimated six months to prepare for April 1, 2019 operations. This extended timeframe will allow for the creation of job descriptions, candidate recruiting and onboarding. Financial Impact:The actual dollar amount cannot be determined until we receive proposals from qualified vendors. Previous studies and presentations, given to the Sub-Committee, detailed costs in excess of $4M with in-house services costing slightly more than contracted services. In 2017, Fleet Management spent $4.3M. Alternatives:see options in Analysis above Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission