The URL can be used to link to this page

Home My WebLink About2015-09-29-Meeting Mintues Finance Committee Meeting Commission Chamber - 9/29/2015 ATTENDANCE: Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and Hasan, members. Absent: Hon. Hardie Davis, Jr., Mayor. FINANCE 1. Report from the attorney/staff regarding the development of a policy for working with the various neighborhood associations. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Sammie Sias Commisioner Sean Frantom Passes 2. Fleet Management forwards on behalf of the Mayor's office a request for the purchase of 1 Ford Explorer for the use by the Mayor’s Office. Bid 15-182 Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 3. Approve the replacement of 2 automobiles for the Solicitor’s Office. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Ben Hasan Commissioner Sammie Sias Passes 4. Consider a request from Augusta Pride regarding a waiver of the usage, cleanup and security fees for the Augusta Commons and the fee for hanging a banner downtown concerning the 7th Annual Festival to be held in June, 2016. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the waiver of the usage and cleanup fees for the Commons for this event. Motion Passes 4-0. Commissioner Sammie Sias Commisioner Sean Frantom Passes 5. Report from the Administrator regarding the expenditures of funds for projects located at the various community centers. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 4-0. Commissioner Sammie Sias Commisioner Sean Frantom Passes 6. Motion to approve the minutes of the Finance Committee held on September 8, 2015. 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 Ben Hasan Passes www.augustaga.gov Finance Committee Meeting 9/29/2015 1:20 PM Attendance 9/29/15 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 Friday June 19, 2015 at 11:00 a.m. for furnishing: Bid Item 15-182 Mid-Size Sport Utility 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, June 5, 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 May 14, 21, 28, June 4, 2015 Metro Courier May 20, 2015 Revised: 1/8/2015 Vendors ALLAN VIGIL FORD 6790 MT. ZION BLVD. MORROW, GA 30260 BOBBY JONES FORD 3480 WRIGHTSBORO RD AUGUSTA, GA 30909 5.00 VEHICLE REQUIREMENTS COST COST 5.02 Sport utility vehicle 4 wheel drive, 4 door design $26,794.00 $28,098.00 5.09 All weather floor mats $70.00 $66.00 6.01 Fire extinguisher $65.00 $50.00 6.02 Outlet receptacle $70.00 $60.00 6.03 Spotlight $90.00 $85.00 6.06 Window tint $125.00 $125.00 7.06 Backup alarm $90.00 $70.00 7.07 Magnetic strobe light $275.00 $250.00 Year 2016 2016 Make FORD FORD Model EXPLORER EXPLORER Approximate Delivery Time 10 - 12 WEEKS Approx 120 DAYS Bid #15-182 Mid-Size Sport Utility Vehicle for Augusta, Georgia - Fleet Management Bid Opening Date: Friday June 19, 2015 at 11:00 a.m.Total Number Specifications Mailed Out: 21 Total Number Specifications Download (Demandstar): 4 Total Electronic Notifications (Demandstar): 83 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 6.00 OUTFITTER’S SPECIALTY ITEMS: OPTIONAL ITEMS: 7.00 ALERT WARNING SYSTEMS: Page 1 of 1 Finance Committee Meeting 9/29/2015 1:20 PM 2015 - Mayor's Office Department:Finance Department- Fleet Management Division Caption:Fleet Management forwards on behalf of the Mayor's office a request for the purchase of 1 Ford Explorer for the use by the Mayor’s Office. Bid 15-182 Background:A request was made to the Fleet Management Division for an SUV for the purpose of supporting the Mayor’s Office personnel and assisting in transporting equipment used by the Mayor at various locations during presentations and speaking engagements. Speaking and attending civic events is an inherent function of the Mayor and his support staff as well as attend meetings at various locations, in and out of Augusta. Resources to accomplish these requirements should be provided. Currently the staff and Mayor are using their private vehicles for this purpose. Analysis:The Procurement Department published a competitive bid using the Demand Star application for this vehicle and the results are as follows: Bid 15-182: (1) Allan Vigil Ford-$29,413.00 each; (2) Bobby Jones Ford = $28,881.00 each Financial Impact:One Ford Explorer for $28,881.00 The funds will be provided by the 2015 Capital Outlay. Fuel for 2016 is estimated at $1200 and maintenance at $500.00. Alternatives:1.) Approve the request. 2.) Authorize reimbursement for mileage 3.) Authorize an auto allowances for the Mayor and/or staff 4.) Disaprove the request. Recommendation:Approve the purchase of 1 Ford Explorer to be used by personnel of the Mayor’s Office Funds are Available in the Following Accounts: Funds could be made available in the 2015 Capital Outlay (272- 01-6440/54.22110). This new purchase would replace a regularly scheduled replacement asset. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Asset #: Purchase Price: Age: Miles or Hours Type of Service Reliability Maint/Repair Condition: 15 16 1 2 RANGES Excellent Good Needs immediate consideration for replacement AUGUSTA, GEORGIA FIACE DEPARTMET-FLEET MAAGEMET DIVISIO REPLACEMET CRITERIA FORM Department Name: Department Number Date:Date:Department NumberDepartment Name: FIACE DEPARTMET-FLEET MAAGEMET DIVISIO REPLACEMET CRITERIA FORM Solicitor's Office 207021511 6/22/2015 $21,898.30 Solicitor's Office 207021511 $21,898.30 2000 Ford Crown Victoria Actual Age: 20152015 Evaluation Points Fiscal Year Replacement: replacement criteria approved in April 2004 Needs consideration for replacement Current miles/hours: Fleet Manager Replacement Date: Fiscal Year Replacement: Fleet Manager Policy Evaluation Results: Fleet Managers Recommendation: 2015 Capital Outlay$18,645.00 Funding Source: Replacement Date: 2015 2015 Estimated Replacement Cost: $18,645.00 28 Points or more Qualifies for Replacement 18 to 22 PointsUnder 18 PointsUnder 18 Points 18 to 22 Points 23 to 27 Points Qualifies for Replacement 28 Points or more 23 to 27 Points 2015 Capital Outlay Funding Source: Recommend replacing due to age, mileage, and overall condition of the vehicle. This exceeds the replacement criteria approved in April 2004 Recommend replacing due to age, mileage, and overall condition of the vehicle. This exceeds the 4040 Needs consideration for replacement Fleet Managers Recommendation: 3 3 Used by investigators for personal transportation 15 Life Expectancy Criteria Requirements -(Policy Evaluation) 15 6/22/2015 Vehicle Description:994338 Policy Evaluation Results: Evaluation Points 33 164,326 994338Vehicle Description: 2000 Ford Crown Victoria Ron Crowden 164,326 Asset #: Purchase Price: Age: Miles or Hours Type of Service Reliability Maint/Repair Condition: 12 12 1 2 RANGES Excellent Good Needs immediate consideration for replacement Solicitor's Office 207021511 Actual Age: Current miles/hours: 12 122,459 3 3 Evaluation Points Recommend replacing due to age, mileage, and overall condition of the vehicle. This exceeds the $17,567.85 Life Expectancy Criteria Requirements -(Policy Evaluation) Estimated Replacement Cost: Funding Source: Replacement Date: Fiscal Year Replacement: 6/22/2015 Vehicle Description: Policy Evaluation Results: Fleet Managers Recommendation: 2030472003 Ford Taurus Used by investigators for personal transportation AUGUSTA, GEORGIA FIACE DEPARTMET-FLEET MAAGEMET DIVISIO REPLACEMET CRITERIA FORM Department Name: Department Number Date: Ron Crowden 33 Needs consideration for replacement replacement criteria approved in April 2004 Under 18 Points 18 to 22 Points 23 to 27 Points Qualifies for Replacement Fleet Manager 2015 2015 $18,645.00 2015 Capital Outlay 28 Points or more Finance Committee Meeting 9/29/2015 1:20 PM 2015-Solicitor's Office Department:Finance Department-Fleet Management Division Caption:Approve the replacement of 2 automobiles for the Solicitor’s Office. Background: The Solicitor's Office has a total of two vehicles which support the Crime Victim Assistance Section of the Solicitors Office. The two proposed replaced vehicles are asset number 994339, a 1999 Ford Crown Victoria with 185,230 miles; and asset number 203047, a 2003 Ford Taurus with 125,420 miles. Both of these vehicles are in need of replacement and meet Commission requirements. Vehicle evaluations and bid tab sheets are attached for your review. Analysis:The Procurement Department concurs with Fleet Managements recommendation to utilize the Georgia State Contract (SWC 99999-SPD-ES40199409-0005) for pricing on the Chevrolet Impala’s at a cost of $18,645.00 each, from Hardy Chevrolet, Dallas, Georgia. Please see attachment Financial Impact:The 2 automobiles will cost a total of $37,290.00. The purchase of the automobiles will be funded by the 2015 City Capital outlay account. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the replacement of 2 automobiles for the Solicitor’s Office and declare the replaced vehicles as surplus and available for auction. Funds are Available in the Following Accounts: 2015 Capital Outlay (272-01-6440/54-22110) REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance Committee Meeting 9/29/2015 1:20 PM Augusta Pride Department:Clerk of Commission Caption:Consider a request from Augusta Pride regarding a waiver of the usage, cleanup and security fees for the Augusta Commons and the fee for hanging a banner downtown concerning the 7th Annual Festival to be held in June, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 9/29/2015 1:20 PM Checks and Balances for Money for Jamestown Community Center Department:Clerk of Commission Caption:Report from the Administrator regarding the expenditures of funds for projects located at the various community centers. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 9/29/2015 1:20 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on September 8, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: