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Home My WebLink About2015-05-26-Meeting Mintues Finance Committee Meeting Commission Chamber - 5/26/2015 ATTENDANCE: Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and Hasan, members. Absent: Hon. Hardie Davis, Jr., Mayor. FINANCE 1. Approve the replacement of two older vehicles for the Augusta Regional Airport Marshal’s Department, approved by the Aviation Commission using the GMA Lease Program. 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 Commisioner Sean Frantom Passes 2. Approve request from Engineering Department-Maintenance Division to replace a current expiring 60-month lease of 2 older motor graders with a new 60-month lease from Yancey Brothers Caterpillar, Inc., of Augusta, Georgia for $2,012.55 each per month (Bid 15-143). 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 Commisioner Sean Frantom Passes 3. Approve the replacement of 10 automobiles for Criminal Investigation Division Item and 1 new Ford F-150 for Special Operations of the Sheriff’s Office using Phase VI of the Sales Tax. Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commisioner Sean Frantom Passes 4. Consider a request from the Augusta Boxing Club for assistance with obtaining a van for the Augusta Boxing Club or use of a city van for the Augusta Boxing Club. Item Action: None Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the committee that this item be deleted from the agenda at the request of the Augusta Boxing Club. 5. Authorize the creation of a Director of Compliance position in accordance with Section 14 (c) of the Consolidation Act. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Guilfoyle votes No. Motion Passes 3-1. Commissioner Sammie Sias Commissioner Ben Hasan Passes 6. Motion to approve the minutes of the Finance Committee held on May 12, 2015. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result www.augustaga.gov Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commisioner Sean Frantom Passes Finance Committee Meeting 5/26/2015 1:10 PM Attendance 5/26/15 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 until Tuesday, February 17, 2015 at 11:00 a.m. for furnishing: Bid Item 15-127 10,000 GVW Pickup Truck for Fleet Department Bid Item 15-128 8,500 GVW Pickup Truck for Fleet Department Bid Item 15-130 Dodge Charger Police Vehicle for Fleet Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706-821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, February 6, 2015 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle January 15, 22, 29, February 5, 2015 Metro Courier January 21, 2015 Revised: 1/8/2015 UNOFFICIAL Vendors AKINS FORD CORP 220 WESY MAY STREET WINDER, GA 30680 BUTLER CHRYSLER DODGE JEEP 1555 SALEM ROAD BEAUFORT, SC 29902 THOMSON CHRYSLER DODGE JEEP 2158 WASHINGTON ROAD THOMSON, GA 30824 Attachment B YES YES YES E-Verify #388164 575215 369935 SAVE Form YES YES YES 5.01 Administrative package $24,917.00 $24,853.00 $24,927.00 5.02 Civil package $26,090.00 $25,881.00 $26,100.00 5.03 Marshal package $27,939.00 $27,492.00 $27,975.00 5.04 Patrol package $29,490.00 $28,961.00 $29,544.00 5.05 Traffic package $29,820.00 $29,242.00 $29,874.00 6.01 HEMI 5.7 Liter engine $500.00 $450.00 $1,985.00 6.02 All-wheel drive $1,500.00 $1,595.00 $4,399.00 6.03 Rear mounted backup sensor system $312.00 $312.00 EXCEPTION 6.04 Rear view backup camera system $312.00 $312.00 EXCEPTION 6.05 Special exterior paint colors each $445.00 $445.00 $445.00 6.06 Police Charger “Convenience Group”$427.00 $440.00 $427.00 6.07 Police Charger “Connectivity Group” NOT AVAILABLE BLUETOOTH IS NOW STANDARD STANDARD-NO CHARGE N/A 7.01 1 each Whelen model SX8BBBB thin line LED light bar $1,635.00 $1,430.00 $1,660.00 7.02 1 each Jotto Desk 425-6175 $435.00 $375.00 $435.00 7.03 1 each Jotto Desk 425-6260 armrest $47.00 $45.00 $47.00 7.04 1 each Jotto Desk 425-3704 cup holder $40.00 $37.00 $40.00 7.05 1 each Havis Shields $280.00 $240.00 $280.00 7.06 1 each Sho-Me model 05.6000 six control switch power $120.00 $120.00 $120.00 7.07 1 each Outlet receptacle $40.00 $25.00 $40.00 7.08 2 each Talon rocker switches $10.00 $10.00 $10.00 7.09 Jumper cable connection $175.00 $165.00 $175.00 7.10 Corner Lighting $390.00 $350.00 $390.00 7.11 1 each Whelen model SLPMMBB Blue/Blue dual LED flasher light $275.00 $240.00 $275.00 7.12 1 each Whelen model SLPMMBA dual LED flasher light $275.00 $240.00 $275.00 7.13 1 each Whelen model Alpha $205.00 $190.00 $205.00 7.14 1 each Whelen model $200.00 $175.00 $200.00 7.15 1 each Setina #10S-C $580.00 $495.00 $580.00 7.16 1 each full lower extension plate with toe kick $70.00 $55.00 $70.00 Total Number Specifications Mailed Out: 7 Total Number Specifications Download (Demandstar): 3 Total Electronic Notifications (Demandstar): 93 Mandatory Pre-Bid Conference/Telephone Conference Attendees: NOT APPLICABLE Total packages submitted: 3 Total Noncompliant: 0 5.00 VEHICLE/OPTIONS REQUIRED Bid Opening Bid Item #15-130 Dodge Charger Police Vehicle for Augusta, Georgia - Fleet Department Bid Due: Tuesday, February 17, 2015 at 11:00 a.m. 6.00 OPTIONAL ITEMS: 7.00 OUTFITTER’S SPECIALTY ITEMS: Page 1 of 2 UNOFFICIAL Vendors AKINS FORD CORP 220 WESY MAY STREET WINDER, GA 30680 BUTLER CHRYSLER DODGE JEEP 1555 SALEM ROAD BEAUFORT, SC 29902 THOMSON CHRYSLER DODGE JEEP 2158 WASHINGTON ROAD THOMSON, GA 30824 7.17 Rear door panels $195.00 $150.00 $195.00 7.18 Rear side window barriers $175.00 $170.00 $175.00 7.19 Rear seat $450.00 $425.00 $450.00 7.20 Floor Pan $150.00 $150.00 $150.00 7.21 Shotgun mount and lock $275.00 $275.00 $275.00 7.22 Shotgun mount $90.00 $65.00 $90.00 7.23 Push bumper $360.00 $325.00 $360.00 7.24 Headlight guard $295.00 $295.00 $295.00 7.25 # 35 window tint film application $125.00 $125.00 $125.00 7.26 Fire extinguisher $45.00 $55.00 $45.00 APPROXIMATE DELIVERY SCHEDULE: 8 TO 10 WEEKS 90 TO 150 DAYS ARO 6 TO 8 WEEKS 2015 DODGE CHARGER POLICE AUTOMOBILE: Page 2 of 2 Finance Committee Meeting 5/26/2015 1:10 PM 2015 - Airport Public Safety Vehicles Department:Ffinance Department - Fleet Management Division Caption:Approve the replacement of two older vehicles for the Augusta Regional Airport Marshal’s Department, approved by the Aviation Commission using the GMA Lease Program. Background:The Augusta Regional Airport Executive Director, Mr. Roy Williams, would like to replace two Augusta Regional Marshal Department vehicles, vehicle number AP193, a 2002 Tahoe with 171,755 miles, and vehicle AP192, a 2007 Crown Victoria with 134,121 miles. The Aviation Commission approved the replacements on April 30, 2015. These units are a crucial part of the Marshal’s public safety operations on the airport premises. Analysis:The Augusta Procurement Department submitted a bid to the Onvia/Demandstar electronic bid system for this type of vehicle. The results of bid 15-130 are as follows: (A) Administrative Package: (1) Akins Ford Corp = $25,344.00 each; (2) Thomson Chrysler = $25,354.00 each; (3) Butler Chrysler = Disqualified for excessive delivery time (B) Marshal Package: (1) Akins Ford Corp = $27,939.00 each; (2) Thomson Chrysler = $27,975.00 each; (3) Butler Chrysler = Disqualified for excessive delivery time Financial Impact:The replacement vehicles will be purchased for a total of $53,283.00. Funding for the purchase of this vehicle will be provided by the airport’s capital outlay fund and financed through the GMA lease program for 36 months @ $17,761.00 three annual payments. Alternatives:1. Approve the purchase of two replacement vehicles. 2.Do not approve the request. Recommendation:Approve the request for the replacement of two vehicles for the Augusta Regional Airport Marshal’s Office and declare the replaced vehicle as surplus for airport auction sale. Funds are Available in the Following Accounts: Georgia Municipal Association Lease Program 631-00- 0000/11.19114 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation To Bid Sealed bids will be received at this office until Wednesday, April 1, 2015 at 11:00 a.m. for furnishing: Bid Item 15-143 Motor Grader Lease 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 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706-821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, March 20, 2015 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle February 26, March 5, 12, 19, 2015 Metro Courier March 4, 2015 Revised: 1/8/2015 VENDORS BORDER EQUIPMENT CO. INC (G. J. & L. Inc.,) 2804 WYLDS ROAD AUGUSTA, GA 30909 YANCEY BROTHER 4165 MIKE PADGETT HWY AUGUSTA, GA 30906 FLINT EQUIPMENT CO. 1900 WILLIAM FEW PARKWAY GROVETOWN GA 30813 Attachment B YES YES YES E-Verify # 705362 686717 339942 SAVE Form YES YES YES YEAR 2015 2015 2015 MAKE: CASE CATERPILLAR JOHN DEERE MODEL: 865B 12M3 670GP PURCHASE PRICE EACH: $208,530.00 $233,362.00 $217,500.00 TOTAL PRICE: $417,060.00 $466,724.00 $435,000.00 Per Month each for 36 months $2,255.00 $2,969.86 $1,842.00 Total lease cost $81,180.00 $106,914.96 $66,292.00 GUARANTEED BUY BACK PRICE EACH AT END OF LEASE $140,000.00 $139,678.00 $161,500.00 Per Month each for 48 months $2,054.00 $2,372.10 $1,800.00 Total lease cost $98,592.00 $113,860.80 $86,395.00 GUARANTEED BUY BACK PRICE EACH AT END OF LEASE $127,000.00 $136,839.00 $144,500.00 Per Month each for 60 months $1,898.00 $2,012.55 $1,799.00 Total lease cost $133,880.00 $120,753.00 $107,910.00 GUARANTEED BUY BACK PRICE EACH AT END OF LEASE $117,000.00 $134,000.00 $127,000.00 PROPOSED DELIVERY SCHEDULE 30 DAYS 30 DAYS 15-May-15 OPTION 3: LEASE PRICE (TO INCLUDE POWER TRAIN WARRANTY) Bid Opening Bid Item #15-143 Motor Grader Lease for Augusta, Georgia - Fleet Management Bid Due:Wednesday, April 1, 2015 at 11:00 a.m. OPTION 2: LEASE PRICE (TO INCLUDE POWER TRAIN WARRANTY) Total Number Specifications Mailed Out: 17 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 23 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 3 Total Noncompliant: 0 2015 MOTOR GRADERS (2): OPTION 1: LEASE PRICE (TO INCLUDE POWER TRAIN WARRANTY) Page 1 of 2 VENDORS BORDER EQUIPMENT CO. INC (G. J. & L. Inc.,) 2804 WYLDS ROAD AUGUSTA, GA 30909 YANCEY BROTHER 4165 MIKE PADGETT HWY AUGUSTA, GA 30906 FLINT EQUIPMENT CO. 1900 WILLIAM FEW PARKWAY GROVETOWN GA 30813 Bid Opening Bid Item #15-143 Motor Grader Lease for Augusta, Georgia - Fleet Management Bid Due:Wednesday, April 1, 2015 at 11:00 a.m. Total Number Specifications Mailed Out: 17 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 23 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 3 Total Noncompliant: 0 NAME OF PROPOSED FINANCE VENDOR (REQUIRED): BANCORP SOUTH CATERPILLAR JOHN DEERE FINANCIAL Page 2 of 2 BORDER EQUIPMENT CO. INC 2804 WYLDS ROAD AUGUSTA, GA 30909 FLINT EQUIPMENT CO. 1900 WILLIAM FEW PARKWAY GROVETOWN GA 30813 TRACTOR & EQUIPMENT COMPANY 3809 OLD SAVANNAH ROAD AUGUSTA, GA 30809 BOBCAT OF AUGUSTA 2803 WYLDS ROAD AUGUSTA, GA 30909 MASON TRACTOR & EQUIPMENT CO. 1050 APPALACHIAN HIGHWAY BLUE RIDGE, GA 30513 UNITED RENTAL EQUIPMENT 4316 BELAIR FRONTAGE ROAD AUGUSTA, GA 30909 RETURNED MAIL DITCH WITCH OF GEORGIA 5430 HIGHWAY 85 FOREST PARK, GA 30297 NEFF EQUIPMENT COMPANY 2325 TUBMAN HOME ROAD AUGUSTA, GA 30906 U.S. EQUIPMENT, INC 4318 WHEELER ROAD MARTINEZ, GA 30907 HERTZ EQUIPMENT COMPANY 2017 RAWLEY ROAD AUGUSTA, GA 30906 RENTAL SERVICE CORPORATION 3521 MIKE PADGETT HWY AUGUSTA, GA 30906 YANCEY BROTHER COMPANY 4165 MIKE PADGETT HIGHWAY AUGUSTA, GA 30906 J & B TRACTOR COMPANY 3585 MIKE PADGETT HIGHWAY AUGUSTA, GA 30906 SUNBELT EQUIPMENT COMPANY 2530 PEACH ORCHARD ROAD AUGUSTA, GA 30906 BID ITEM 15-143 MOTOR GRADER LEASE FOR FLEET MANAGEMENT BID DUE: WED. APRIL 1, 2015@ 11AM BID ITEM 15-143 MOTOR GRADER LEASE FOR FLEET MANAGEMENT MAILED 26 FEB 2015 RON CROWDEN FLEET MANAGEMENT YVONNE GENTRY LSBOP RUSSELL SANDERS FLEET MANANGEMENT Finance Committee Meeting 5/26/2015 1:10 PM 2015 - Engineering Motor Grader lease Department:Finance Department - Fleet Management Division Caption:Approve request from Engineering Department-Maintenance Division to replace a current expiring 60-month lease of 2 older motor graders with a new 60-month lease from Yancey Brothers Caterpillar, Inc., of Augusta, Georgia for $2,012.55 each per month (Bid 15-143). Background:The Augusta Engineering Department-Maintenance Division requests permission to replace a current 60-month lease for 2 motor graders with a new 60-month lease. The current lease will expire on July 15, 2015, so we have recommended to proceed with the basic bid process in order to have the new units in place by the current leases end, The current lease, which was enacted in 2010 costs $2,017.00 per month . The new lease will include 2 new higher quality machines at $2,012.55 per month for the 60 months. If the city was to buy the machines outright, they would cost $233.000.00 each, so by utilizing the lease program, the city is getting the service of two units for a little more than the cost of purchasing one unit. The new lease will also feature an extended drive train warranty so all major engine components, transmission, and drive lines will be covered for the life of the lease. These machines are used heavily on a daily basis and are critical in the maintenance of our rural roads and are also used on many various construction projects. Bid information is attached for review. Analysis:The Procurement Department published a competitive bid using the Onvia/Demand Star electronic bid program for the requested motor graders: Bid 15-143 results were as follows: Flint Equipment Company = Did Not Meet Bid Specification Requirements; GJ&L, Inc. = Did Not Meet Bid Specification Requirements; Yancey Brothers Company, Inc. = $2,012.55 per unit per month for 60 months Financial Impact:The units will be leased for $2,012.55 each per month for 60 months to incorporate a total 60 month lease cost of $241,506.00 for both units. Funding for the lease of this equipment will be provided by the Engineering Department-Maintenance Division’s capital funds account for vendor leases Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the 60-month lease of 2 motor graders Funds are Available in the Following Accounts: 101-04-1260/52.24219 - Engineering Budget REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Asset Year Make Model Miles Age Miles Type Service Reliability Maint Condition 206199 2006 Chevrolet Impala 167,893 9 16 2 1 3 2 994090 2000 Ford Crown Victoria 154,619 15 15 2 2 3 3 203043 2003 Ford Crown Victoria 153,872 12 15 2 2 3 3 994274 2000 Ford Crown Victoria 141,172 15 14 2 1 3 2 984207 1999 Ford Crown Victoria 136,596 16 13 2 2 3 3 994284 2000 Ford Crown Victoria 134,474 15 13 2 1 2 3 984208 1999 Ford Crown Victoria 130,455 16 13 2 2 3 3 206202 2007 Chevrolet Impala 130,074 9 13 2 2 3 2 206205 2007 Chevrolet Impala 132,680 8 13 2 1 3 2 206211 2007 Chevrolet Impala 126,300 8 12 2 1 3 2 F00152 2001 Ford F150 137,708 13 13 1 2 2 3 Criminal Investigation Division Evaluations Total 33 40 37 37 39 36 39 31 29 28 34 Invitation to Bid Sealed bids will be received at this office on Wednesday, December 17, 2014 @ 11:00 a.m. for furnishing: Bid Item 14-236 6000 GVW Series Pickup Truck 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, December 5, 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 November 13, 20, 27, December 4, 2014 Metro Courier November 19, 2014 Revised: 3/7/2013 UNOFFICIAL SAVE Form COST MODEL COST MODEL COST MODEL 5.01 Full-Size Truck-Reg Cab2W $19,156.00 F150 (FIC) V6 $19,053.00 CC15703 regular cab pick-up $27,456.00 TC15703 5.02 Full-Size Truck-Reg Cab4W $20,753.00 F150 (FIE) V6 $22,387.00 CK15703 regular cab 4X4 $31,326.00 TK15703 5.03 Full-Size Truck-Ext CabSW $20,341.00 F150 (XIC) V6 $21,750.00 CC15753 extended cab $31,176.00 TC15753 5.04 Full-Size Truck-Ext CabSW $23,463.00 F150 (XIE) V6 $24,981.00 Ck15753 extended cab 4X4 $34,976.00 TK15753 5.05 Full-Size Truck-Ext CabSW $21,577.00 F150 (XIC) V8 $22,681.00 CC15753 extended cab V-8 $32,176.00 TC15753 5.06 Full-Size Truck-Ext Cab 4D $24,574.00 F150 (XIE) V8 $25,912.00 CK15753 extended cab 4X4 V-8 $35,876.00 TK15753 5.07 Full-Size Truck-Crew Cab 4 $23,700.00 F150 (WIC) V8 $25,429.00 CC15743 crew cab $36,276.00 TC15743 5.08 Full-Size Truck-Crew Cab 4 $25,246.00 F150 (WIE) V8 $27,897.00 CK15743 crew cab 4X4 $39,376.00 TK15743 5.09 Speed Control/Tilt Steering 5.10 Skid Plate Pack (4X4 only) 5.11 Minimum 8 Foot Bed 5.12 Black platform running brds $441.00 5.13 Electric windows & do locks $522.00 5.14 Trailer Tow Package $343.00 6.01 Fire Extinguisher 6.02 Outlet Receptacle 6.03 Bedliner 6.04 Toolbox 6.05 Trailer Hitch 6.06 Trailer Wiring 6.07 Trailer Ball 6.08 Window Tint, Reg Cab 6.09 Window Tint, Ext Cab 6.10 Window Tint, Crew Cab $50.00 $100.00 $150.00 $150.00 no bid no bid$110.00 $550.00 $493.00 $300.00 $443.00 $230.00 $995.00 $295.00 $740.00 $995.00 $375.00 $4,000.00 $332.00 $343.00 $63.00 $43.00 $145.00 $200.00 standard all model $199.00 $381.00 $129.00 $500.00 under rail $550.00 over rail $150.00 $150.00 $325.00 $375.00 $198.00 included w/53A or 53B $25.00 $125.00 $200.00 $140.00 5.01&5.02-$285.00 5.03,5.05 &5.07-$1,050.00 5.04 & 5.06-$1,725.00 5.08-$1,650.00 $260.00 $998.00 $425.00 $50.00 $40.00 Langdale Chevrolet 1006 W Franklin St Sylvester GA 31791 YES 523776 YES Master Buick GMC 3710 Washington Road Augusta, GA 30907 YES 665555 YES E-Verify Number Attachment B E-Verify Number Bid Item #14-236 6000 GVW Series Pickup Truck for Augusta, Georgia - Fleet Department Bid Opening Date: Wednesday, December 17, 2014 @ 11:00 a.m. Total Number Specifications Mailed Out: 28 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 59 Mandatory Pre-Bid Conference: NOT APPLICABLE Total packages submitted: 3 Total No Bid Responses: 1 Total Noncompliant: 0 Vendors 5.00 Vehicle/Options Required5.00 Vehicle/Options Required 6.00 Outfitter's Specialty Items Allan Vigil Ford Lincoln Mercury 6790 Mount Zion Boulevard Morrow, GA 30260 YES 94460 YES Page 1 of 2 UNOFFICIAL Langdale Chevrolet 1006 W Franklin St Sylvester GA 31791 Master Buick GMC 3710 Washington Road Augusta, GA 30907 Bid Item #14-236 6000 GVW Series Pickup Truck for Augusta, Georgia - Fleet Department Bid Opening Date: Wednesday, December 17, 2014 @ 11:00 a.m. Total Number Specifications Mailed Out: 28 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 59 Mandatory Pre-Bid Conference: NOT APPLICABLE Total packages submitted: 3 Total No Bid Responses: 1 Total Noncompliant: 0 Vendors Allan Vigil Ford Lincoln Mercury 6790 Mount Zion Boulevard Morrow, GA 30260 6.11 Safety Cone Holder 6.12 Safety Cones 7.01 Backup Alarm 7.02 Magnetic LED Light 7.03 LED Top Mount Light no bid no bid no bid no bid no bid $137.00 $537.00 $124.00 $63.00 $434.00 $634.00 $50.00 $155.00 $70.00 $375.00 F150 10-12 weeks 2015 Chevolet Silverado 2015 GMC SIERRA 8-12 WEEKS60 day ARO 2015 Ford The following vendor submitted a statement of "No Bid": CARL BLACK / 1260 AUTO PARK DRIVE / KENNESAW, GA 30144 Approximate Delivery Time Year Make Model 7.00 Alert Warning Systems Page 2 of 2 Finance Committee Meeting 5/26/2015 1:10 PM 2015 - Sheriff CID Department:Finance Department - Fleet Management Department Caption:Approve the replacement of 10 automobiles for Criminal Investigation Division and 1 new Ford F-150 for Special Operations of the Sheriff’s Office using Phase VI of the Sales Tax. Background:In December of 2008, Fleet Management submitted a request to replace public safety vehicles as part of the 2011 Sales Tax Referendum. This referendum was passed which will provide 1.5 million dollars for replacement vehicles for Public Safety each year for 5 years. The items listed below are from funds available for Phase VI of the Sales Tax – fifth year. The following vehicles are being requested for 2015 for CID and Special Ops (see attached request); 1) 10 Chevy Impala’s to replace 10 older model cars of CID. Evaluations are attached for your review. 2) 1- New Ford F-150 with Extended Cab, for the Special Operations Section. Analysis:The Procurement Department concurs with Fleet Managements recommendation for the State Contract (SWC 99999-SPD- ES40199409-0002) for pricing on the Chevrolet Impala’s used by CID at a cost of $22,492.00 each from Hardy Chevrolet, Dallas, Georgia see attachment. The Augusta Procurement Department submitted a bid to the Onvia/Demandstar electronic bid system for a 6,000 lb. GVW truck. The results of bid 14-236 are as follows: Allan Vigil Ford, Morrow, GA- $24,018, Langsdale, Chevrolet, Sylvester, GA - $25,458.00, and Master Buick, Chevrolet, Augusta, GA –Bid Incomplete. See attachment. Financial Impact:The Commission had previously approved the expenditure of $789,258.00 for vehicles in Road Patrol, Traffic Division and Administration. The 10 Impala’s will cost a total of $224,920.00 with the truck at $24,018 for a combined total of $253,438.00. The total Sales Tax Allocation for all Sheriff's Divisions is $1,038196.00 of the allocated $1,200,000.00. One Honda Police Vehicle and one Tahoe will be requested at a latter date. Alternatives:1.) Approve the request, 2.) Approve the request in part 3.) Disapprove the request, Recommendation:Approve the request to purchase 11 public safety vehicles of the Sheriff’s Office and declare the replacement vehicles excess and available for auction. Funds are Available in the Following Accounts: Sales Tax Phase VI. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Finance Committee Meeting 5/26/2015 1:10 PM Augusta Boxing Club Department:Clerk of Commission Caption:Consider a request from the Augusta Boxing Club for assistance with obtaining a van for the Augusta Boxing Club or use of a city van for the Augusta Boxing Club. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Proposed Compliance Department Organizational Chart *Position proposed for creation **The Accessibility Coordinator will be created by reclassifying current vacant administrative assistant position Compliance Director * EEO Coordinator DBE Coordinator Accessibility Coordinator** Administrative Assistant Augusta Georgia Department of Compliance 2015 Budget Object Code Description Compliance DBE EEO Total 5111110 Perm Full-Time S&W-Regular 102,000$ 108,170$ 106,910$ 317,080$ 5121110 Health Insurance 8,290 12,640 8,780 29,710 5121120 Life Insurance 360 360 360 1,080 5121130 Long-Term Disability Insurance 240 260 250 750 5122110 FICA 6,330 6,710 6,630 19,670 5122120 Medicare 1,480 1,570 1,550 4,600 5123113 GMEBS Pension Plan 6,300 6,690 6,610 19,600 5212999 Other Professional Services - - 6,540 6,540 5232110 Telephone - 700 200 900 5232112 Cellular Phone - 1,000 600 1,600 5232117 Postage - 400 200 600 5232118 Postage - Special Delivery - - 100 100 5233112 Public Relations - 500 500 5233119 Other Advertising - 100 - 100 5234110 Printing and binding - 250 500 750 5235110 Local Mileage - 400 500 900 5235111 Out of Town Mileage - 500 500 5235112 Travel Expenses - 840 3,000 3,840 5236110 Membership Dues - - 3,000 3,000 5237110 Education & Training - 210 5,000 5,210 5239112 Temporary Workers - - 13,160 13,160 5311111 General Office Supplies - 1,200 5,000 6,200 5311112 Cleaning Supplies - - 100 100 5311210 Copy Services - Contract - 660 2,000 2,660 5311211 Copy Services - Paper - - 500 500 5311812 T-shirts - - 300 300 5314110 Books and Publications - 500 500 5531111 Print Shop Charges - 300 - 300 6011155 Current Year Reductions - (3,400) - (3,400) Totals 125,000$ 139,060$ 173,290$ 437,350$ Finance Committee Meeting 5/26/2015 1:10 PM Establishment of the Department of Compliance Department:Administrator's Office Caption:Authorize the creation of a Director of Compliance position in accordance with Section 14 (c) of the Consolidation Act. Background:Section 14(c) of the Consolidation Act (attached), states that “the commission-council shall employ a person to serve as equal employment opportunity director and as director of minority and small business opportunities.” In addition to these important compliance issues, the City is in need of a position to address Accessibility issues, such as Americans with Disabilities Act compliance. Funding in the amount of $125,000 was included in the 2015 Budget in order to fund this type of position. If approved, the Director of Compliance would oversee the equal employment opportunity and minority and small business opportunities per the Consolidation Act, as well as the Accessibility issues, and would manage the Compliance Department, with the other 4 staff as shown on the attached organization chart. Analysis:Current staffing of these important functions by an EEO Coordinator, a DBE Coordinator, and two administrative assistant positions, is not adequate to keep up with the growing complexity of these federal, state and local obligations. In addition, the Commission recognized the importance of Accessibility compliance by providing $125,000 for a new position to lead these compliance efforts. Consolidation of these functions under a Director of Compliance will ensure both a comprehensive and an efficient delegation of these duties, in accordance with the Consolidation Act, and with the City’s federal, state and local obligations. Financial Impact:This action will require the expenditure of the $125,000 appropriated in the 2015 Budget, in order to fund the new position, and will involve the reclassification of a vacant administrative assistant position to an accessibility coordinator position. Funding for the Department of Compliance will be provided by combining the 2015 EEO and DBE budgets with additional funding from the $125,000 allocated for the Compliance/ADA program in the 2015 budget as a new program. Attached is the proposed budget for this new department. No new additional funding is required at this time. Alternatives:Continuation of a decentralized management of the EEO, DBE, Accessibility/ADA and related compliance activities among the different offices and departments that currently address these issues. Recommendation:Authorize the creation of a Director of Compliance position in accordance with Section 14 (c) of the Consolidation Act; Approve the use of $125,000 from New Programs for the new Department of Compliance as was presented in the 2015 budget, and combine the 2015 EEO and DBE budgets in the 2015 budget as a new budget for the Compliance Department; and Authorize the Administrator to create the necessary Job Description for the Director of Compliance position, and commence the recruitment. The Commission will receive for their review a pool of qualified candidates when they are available. Funds are Available in the Following Accounts: Approved in 2015 Budget Compliance Department - $125,000 DBE - $139,060 EEO - $173,290 Total Budget - $473,350 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance Committee Meeting 5/26/2015 1:10 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on May 12, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: