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Home My WebLink About2015-01-12-Meeting Mintues Finance Committee Meeting Commission Chamber - 1/12/2015 ATTENDANCE: Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Harris and Hasan, members. Absent: Hon. Hardie Davis, Mayor. FINANCE 1. Approve the replacement of 1 passenger van, used by Departments for transport to various training activities, for the Fleet Management Division. Bid 14-195 Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Harris out. Motion Passes 3-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 2. Consider a request from Mr. Bill Powell of Halken Investment Properties regarding a waiver of fees on his properties. Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to approve referring this to the full Commission with no recommendation. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 3. Approve property insurance coverage for 2015 offered through Affiliated FM, current carrier, for a premium of $419,750 for full blanket coverage and limited flood coverage in flood prone areas. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Louis Harris Passes 4. Update on the proposed $1.00 Hotel/Motel tax to be used for beautification of the gateways of the city. (Requested by Commissioner Fennoy) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve referring this item to the attorney to come back with language related to the tax and not the fee that would be an additional source of revenue within the confines of the law. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 5. Presentation by Kim Hines regarding Grow Harrisburg. (Requested by Commissioner Fennoy) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item to the full Commission with no recommendation. Mr. Harris out. Motion Passes 3-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 6. Motion to approve the minutes of the Finance Committee held on November 24, 2014. Item Action: Approved Motions Motion Motion Text Made By Seconded By Motion www.augustaga.gov Type Result Approve Motion to approve. Mr. Harris out. Motion Passes 3-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 7. Approve the continuation of the GPS annual tracking service subscription with GPS North America. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve and to also task the Administrator to come back in 30 to 45 days to determine how to make it a part of the disciplinary personnel action for violations going forward that will follow up from the gathering of information through the GPS tracking system and that quarterly reports from departments be given to the Commission regarding any abuses. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 8. Motion to approve the purchasing of assigned technology equipment to the current outgoing Mayor and Commissioners as outlined in the Depreciation Schedule. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Harris out. Motion Passes 3-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes Finance Committee Meeting 1/12/2015 1:20 PM Attendance 1/12/15 Department: 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 on Friday, September 5, 2014 @ 11:00 a.m. for furnishing: Bid Item 14-195 Full Size Vans for Fleet Management Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, August 22, 2014 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle July 31, August 7, 14, 21, 2014 Metro Courier August 6, 2014 Revised: 3/7/2013 Vendors ALLAN VIGIL FORD 6790 MT. ZION BLVD. MORROW GA 30260 BOBBY JONES FORD, INC 3480 WRIGHTSBORO RD AUGUSTA GA 30909 MASTER BUICK GMC 3710 WASHINGTON ROAD AUGUSTA, GA 30907 Attachment B YES YES E-Verify Number 94460 117480 SAVE Form YES YES COST 27893 $27,697.00 MODEL 2015/X2Z 2015/X2Z COST 28695 $28,449.00 MODEL 2015/X2Z 2015/X2Z COST $22,420.00 $22,225.00 MODEL 2015/E1Z 2015/E1Z COST $23,986.00 $25,578.00 MODEL R2Z 2015/W2Z COST $25,790.00 $29,419.00 MODEL 2015/W2Z 2015/W3X 5.06 $734.00 $986.00 5.07 $416.00 $329.00 CARGO VAN $405.00 WAGON 5.08 $277.00 $277.00 5.09 N/A STD 5.1 $575.00 STD 5.11 $397.00 $397.00 5.12 $56.00 $56.00 5.13 N/A STD 5.14 $3,521.00 $521.00 Bid Item #14-195 Full Size Van for Augusta, GA - Fleet Management Department Bid Opening Date: Friday, September 5, 2014 @ 11:00 a.m. 28449 5.03-2014/15 FULL SIZE CARGO VAN MINIMUM 8,600 GVW 5.04-2014/15 FULL SIZE CARGO VAN MINIMUM 9,000 GVW 5.05-2014/15 FULL SIZE CARGO VAN MINIMUM 9,500 GVW non-compliant 5.01-2014/15 FULL SIZE VAN 12 PASSENGERS 9,000 MINIMUM GVW Page 1 of 2 Vendors ALLAN VIGIL FORD 6790 MT. ZION BLVD. MORROW GA 30260 BOBBY JONES FORD, INC 3480 WRIGHTSBORO RD AUGUSTA GA 30909 MASTER BUICK GMC 3710 WASHINGTON ROAD AUGUSTA, GA 30907 5.15 $1,450.00 N/A 5.16 $1,450.00 N/A 5.17 N/A $35.00 5.18 $950.00 $208.00 LOW ROOF $289.00 HIGH ROOF 6.01 $50.00 $48.00 6.02 $40.00 $40.00 6.03 $450.00 $397.00 6.04 $300.00 $297.00 INCLUDED IN ABOVE 6.05 $140.00 $137.00 6.06 $750.00 $750.00 6.07 $2,905.00 $2,905.00 6.08 $2,995.00 $2,995.00 6.09 $15.00 $10.00 7.01 $65.00 $65.00 7.02 $537.00 $537.00 7.03 $557.00 $557.00 7.04 $1,600.00 $1,600.00 7.05 $410.00 $410.00 7.06 $125.00 $125.00 Delivery Schedule 10 - 12 WEEKS 90-120 DAYS The following vendor submitted a statement of "No Bid": CARL BLACK / 1260 AUTO PARK DRIVE / KENNESAW GA 30144 Page 2 of 2 Finance Committee Meeting 1/12/2015 1:20 PM 2014 - Fleet Management Van Department:Finance Department-Fleet Management Division Caption:Approve the replacement of 1 passenger van, used by Departments for transport to various training activities, for the Fleet Management Division. Bid 14-195 Background:The Augusta Fleet Manager’s office requests the replacement of 1 passenger van for use by various departments for local and out-of- town travel. The replaced van, asset number 994144, is a 1999 model, 15 passenger, with an abundant amount of ware and tare. This unit is no longer considered dependable for the various trips required of this vehicle and meets the replacement criteria established in 2004 by the Augusta Commission. The vehicle evaluation and bid tabsheet results are attached for your review Analysis:The Procurement Department published a competitive bid using the Demand Star application for the 2015 full-size vans: Bid 14- 195 results were as follows: Allan Vigil Ford = $28,434.00; Bobby Jones Ford = $28,215.00; Master Buick-GMC = Non- Compliant Bid Financial Impact:The cost of the proposed replacement van is $28,215.00. Funding for the procurement of this vehicle will be through the use of 2014 capital outlay funds. Alternatives:1. Approve the purchase of the van, 2. Disapprove the request. Recommendation:Approve the purchase of 1 replacement van for the Augusta Fleet Management Division and approve the surplus sale of the replaced vehicle. Funds are Available in the Following Accounts: 272-01-6440/54.22210 - Capital Outlay Funds REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Finance Committee Meeting 1/12/2015 1:20 PM Bill Powell Department:Clerk of Commission Caption:Consider a request from Mr. Bill Powell of Halken Investment Properties regarding a waiver of fees on his properties. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 1/12/2015 1:20 PM Commercial Property Insurance Renewal 2015 Department:Finance/Risk Management Division Caption:Approve property insurance coverage for 2015 offered through Affiliated FM, current carrier, for a premium of $419,750 for full blanket coverage and limited flood coverage in flood prone areas. Background:Dawson & Taylor Insurance seeks annual quotes from the insurance market for “all risk” coverage on buildings and contents. Quotes are obtained from only carriers with an A or better rating. There were eight companies which responded with quotes or declinations to quote. Affiliated FM was the low bidder and is providing greater coverage for the exposure. Current coverage carries a $50,000 deductible per occurrence except for flood and earthquake. Please see attachments for quote summary and list of declinations. Insurers providing coverage quotes were Affiliated FM Insurance and Travelers Insurance. Six insurers declined to quote coverage for various reasons. These insurers are Philadelphia Insurance, Schinnerer/CNA, Lexington (Chartis), Liberty Mutual, Great American Insurance and Chubb Insurance. Analysis: Financial Impact:A premium for blanket coverage is being offered on total property values of $719,161,044 for $419,750 with a $50,000 deductible. This is a premium reduction of $8,250 over 2014. The quote from Affiliated FM, like last year, includes the change in the flood coverage for properties located in flood plains, considered “Tier 1”. Those properties are covered up to $5,000,000/occurrence with a $500,000 deductible. The change in flood coverage which occurred in 2012 was due to the action of the Corps of Engineers’ rating the levee as “unacceptable” in 2010. This rating not only affected county property but private property in flood prone areas as well. Alternatives:1. Drop coverage and retain risk 2. Reduce premium by only insuring those property representing the largest losses should an event damage these structures (Municipal Building, Law Enforcement Center, Judicial Center, RCCI, etc.) Recommendation:Approve insurance coverage for 2015 through Affiliated FM for premium of $419,750 which includes flood coverage. Effective date of coverage is February 1, 2015 through February 1, 2016. Funds are Available in the Following Accounts: 611 015212 Risk Management General Insurance Account REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance Committee Meeting 1/12/2015 1:20 PM Hotel/Motel Tax Department:Clerk of Commission Caption:Update on the proposed $1.00 Hotel/Motel tax to be used for beautification of the gateways of the city. (Requested by Commissioner Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 1/12/2015 1:20 PM Kim Hines Department:Clerk of Commission Caption:Presentation by Kim Hines regarding Grow Harrisburg. (Requested by Commissioner Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 1/12/2015 1:20 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on November 24, 2014. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: 2015 GPS ANNUAL TRACKING SERVICE BY FUND GENERAL FUND ANNUAL COST: Administrator 1 311.40 AHCD/HND 5 1,557.00 Animal Services 9 2,802.60 ARCCI 7 2,179.80 Code Enforcement 12 3,736.80 License & Inspections 10 3,114.00 Information Technology 3 934.20 Procurement 2 622.80 Fleet Management 19 5,916.60 Recreation 65 20,241.00 Risk Management 2 622.80 Tax Assessor 10 3,114.00 Tax Commissioner 2 622.80 Public Works 61 18,995.40 TOTAL UNITS FOR GF: 208 64,459.80 ENTERPRIZE FUNDS ANNUAL COST: Fire 29 9,030.60 Solid Waste 12 3,736.80 1% Sales Tax 20 6,228.00 Utilities 183 56,986.20 Broken units submitted for replacement 10 3,114.00 Replacement units 1 311.40 TOTAL UNITS & COST ALL FUNDS: 463 143,866.80 463 FINANCE/RISK MANAGEMENT DIVISIION As of 12/01/14 Finance Committee Meeting 1/12/2015 1:20 PM Request to Continue GPS Tracking Service Subscription with SignalTrac Department:Finance/Risk Management Division Caption:Approve the continuation of the GPS annual tracking service subscription with GPS North America. Background:The Vehicle Oversight Program and the purchase of the GPS Tracking units through GPS North America were approved by the Commission in November 2008 with additional units approved in June 2009. The current number of units totals 463. Analysis:Entering seventh year of service. The GPS units were intended to modify the driving behavior of our workforce, that goal has been reached and is being maintained. Employees continue to drive at much lower speeds around town as well as on the interstate highways. At this time it is felt that removal of these units would be counterproductive to the gains made thus far. In order to continue to influence employees’ driving behavior it would be to management’s advantage to retain this resource in order to continue monitoring the driving habits of our employees. General fund vehicles and Fire fund vehicles continue to show a slight decrease in fuel usage. One of our largest departments, Augusta Utilities, shows a greater decrease in fuel usage than the other funds. Monitoring of their vehicles has become integrated into their daily activity and they show more consistent use of the system throughout the month. Financial Impact:Annual sustainment for current tracking is $144,000 for 463 units. Total request $144,000 Alternatives:1. Do not approve the request and remove the GPS units from service Recommendation:Approve the continuation of the GPS Tracking Service through 2015 with GPS North America for $144,000. Funds are Available in the Following Accounts:611-01-5211 53-16210 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Depreciation Schedule for iPads & iPhones Depreciation Schedule Cost: $222.48, Salvage: $50.00, Life: 4 years, Factor: 1.5 Convention: Full-Month, First Year: 12 months Depreciation Schedule Year Book Value Year Start Depreciation Percent Depreciation Expense Accumulated Depreciation Book Value Year End 2012 $222 37.50% $83 $83 $139 2013 $139 37.50% $52 $136 $87 2014 $87 37.50% $33 $168 $54 2015 $54 7.95% $4 $172 $50 63% of the Mayor’s original value of $222.48 is $140.16 which corresponds to the $139 value after the first year. This would leave his device at a value of $54 at the end of 2014. Using the same depreciation schedule and assumptions, Commissioner Johnson’s cell phone would be $149.61 (63% of the original value) or $148 per the schedule. Depreciation Schedule Cost: $237.48, Salvage: $50.00, Life: 4 years, Factor: 1.5 Convention: Full-Month, First Year: 12 months Depreciation Schedule Year Book Value Year Start Depreciation Percent Depreciation Expense Accumulated Depreciation Book Value Year End 2014 $237 37.50% $89 $89 $148 2015 $148 37.50% $56 $145 $93 2016 $93 37.50% $35 $180 $58 2017 $58 13.76% $8 $187 $50 Assuming the iPads would have depreciation more like a computer and retain $100 in salvage value, they would be depreciated over 5 years using the following schedule. Depreciation Schedule Cost: $701.81, Salvage: $100.00, Life: 5 years, Factor: 1.5 Convention: Full-Month, First Year: 10 months Depreciation Schedule Year Book Value Year Start Depreciation Percent Depreciation Expense Accumulated Depreciation Book Value Year End 2013 $702 25.00% $175 $175 $526 2014 $526 30.00% $158 $333 $368 2015 $368 30.00% $111 $444 $258 2016 $258 30.00% $77 $521 $181 2017 $181 30.00% $54 $575 $126 2018 $126 5.00% $6 $582 $120 Finance Committee Meeting 1/12/2015 1:20 PM Technology Equipment for Former Mayor & Commissioners Department:Administrator's Office Caption:Motion to approve the purchasing of assigned technology equipment to the current outgoing Mayor and Commissioners as outlined in the Depreciation Schedule. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission