Loading...
HomeMy WebLinkAbout2015-12-08-Meeting Mintues Finance Committee Meeting Commission Chamber - 12/8/2015 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and Hasan, members. FINANCE 1. Discuss employees' two-day buy back of vacation for the 2015 fiscal year. (Requested by Commissioner Guilfoyle) Item Action: Disapproved Motions Motion Type Motion Text Made By Seconded By Motion Result Unanimous consent is given to add this item to the agenda. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the two-day buy back plan. Mr. Frantom and Mr. Hasan vote No. Motion Ties 2-2. Commissioner Sammie Sias Commissioner Wayne Guilfoyle Ties 2. The Augusta Recreation Department requests the replacement of three E350 work detail vans using 2015 Capital Outlay. (Bid Item 15-215) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Motion to approve. Commissioner Commisioner Sean Approve Motion Passes 4-0. Sammie Sias Frantom Passes 3. Approve a request from the Richmond County Sheriff’s Office for the replacement of 2-E350 prisoner transport vans using Phase VI Sales Tax funds. 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 Commisioner Sean Frantom Passes 4. Approve a request for funding in the amount of $25,000 from the Greater Augusta Arts Council for the support of the 2015 Arts in the Heart Festival. 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 5. Approve Memorandum of Understanding with Downtown Development Authority for SPLOST projects. 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 6. Consider a request from Mr. Marquis Francis for city sponsorship through the funding of Our Generation Tv. Item Action: None Motions www.augustaga.gov Motion Type Motion Text Made By Seconded By Motion Result Mr. Francis did not appear before the Committee. 7. Approve the continuation of the GPS annual tracking service subscription with SkyBitz. 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 8. Motion to approve the minutes of the Finance Committee held on November 10, 2015. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Sammie Sias Passes Finance Committee Meeting 12/8/2015 1:10 PM Attendance 12/815 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 12/8/2015 1:10 PM Vacation Buy Back Department:Clerk of Commission Caption:Discuss employees' two-day buy back of vacation for the 2015 fiscal year. (Requested by Commissioner Guilfoyle) 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, October 9, 2015 at 11:00 a.m. for furnishing: Bid Item 15-215 Full Size Vans 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, September 25, 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 September 3, 10, 17, 24, 2015 Metro Courier September 9, 2015 Revised: 1/8/2015 Vendors Attachment B E-Verify Number SAVE Form 5.00 VEHICLE REQUIREMENTS COST MODEL COST MODEL 5.01 12 Passenger Van $29,385.00 350X2Z $28,540.00 350X2Z 5.02 15 Passenger Van $30,150.00 350X2Z $29,292.00 350X2Z 5.03 Cargo Van 8,600 GVW $24,595.00 150E1Z $23,453.00 150E1Z 5.04 Cargo Van 9,000 GVW $26,192.00 250RZZ $25,179.00 250R2Z 5.05 Cargo Van 9,500 GVW $28,035.00 350W2Z $26,967.00 350W2Z 5.06 Rear Air Conditioning (Car V) 5.07 Power Driver's Seat(Pass Vn) 5.08 Power's Driver's Seat(Cg Vn) 5.09 Cruise Control 5.10 Tilt Steering Wheel 5.11 Factory Tinted Glass 5.12 Trailer towing prep package 5.13 Trailer toe mirrors 5.14 Rear step bumper 5.15 Diesel engine, min 190HP 94460 Standard $350.00 $425.00 $200.00 Standard $3,550.00 Bid #15-215 Full Size Vans for Augusta, Georgia - Fleet Management Bid Opening Date: Friday October 9, 2015 at 11:00 a.m. $950.00 No Bid $350.00 $285.00 Total Number Specifications Mailed Out: 29 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 Allen Virgil Ford 6790 Mt Zion Blvd Morrow, GA 30260 OPTIONAL ITEMS: $600.00 $545.00 $750.00 $425.00 Yes $330.00 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 Yes 314470 YesYes $300.00 Standard $60.00 Standard $5,110.00 Page 1 of 4 Vendors Bid #15-215 Full Size Vans for Augusta, Georgia - Fleet Management Bid Opening Date: Friday October 9, 2015 at 11:00 a.m. Total Number Specifications Mailed Out: 29 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 Allen Virgil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 5.16 Carpeted Fl Cov - 12 pass vn $1,400.00 $350.00 Page 2 of 4 Vendors Bid #15-215 Full Size Vans for Augusta, Georgia - Fleet Management Bid Opening Date: Friday October 9, 2015 at 11:00 a.m. Total Number Specifications Mailed Out: 29 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 Allen Virgil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 5.17 Carpeted Fl cov - 15 pass vn 5.18 Dri & Pass rub flr mats 5.19 Rear insulation kit 5.20 CNG/LPG gaseous prep pkge 6.01 Fire extinguisher 6.02 Outlet receptacle 6.03 Trailer hitch 6.04 Trailer wiring 6.05 Running board 6.06 Partition, front 6.07 Window guards-12 pass van 6.08 Window guards-15 pass van 6.09 Door lock disable 7.01 Backup alarm 7.02 Corner Lighting 7.03 LED top mount light 7.04 Light bar 7.05 Siren 7.06 Control center $240.00/96D $1,400.00 N/A $340.00 $275.00 $275.00 $150.00 $15.00 Included $4,090.00 $4,190.00 $1,775.00 $450.00 $487.00 $535.00 $1,700.00 $425.00 $750.00 $475.00 6.00 SPECIALTY ITEMS INSTALLED: $50.00 $50.00 $475.00 $70.00 $375.00 $70.00 $275.00 $60.00 $525.00 $425.00 $70.00 $150.00 $325.00 $3,100.00 $3,100.00 $75.00 $120.00 $445.00 7.00 ALERT WARNING SYSTEMS: $130.00 Page 3 of 4 Vendors Bid #15-215 Full Size Vans for Augusta, Georgia - Fleet Management Bid Opening Date: Friday October 9, 2015 at 11:00 a.m. Total Number Specifications Mailed Out: 29 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 Allen Virgil Ford 6790 Mt Zion Blvd Morrow, GA 30260 Wade Ford 3860 South Cobb Dr Smyrna, GA 30080 Approximate Delivery Time 14-16 weeks10-12 weeks The following vendor did not respond: Bobby Jones Ford / 3480 Wrightsboro Rd / Augusta, GA 30919 Page 4 of 4 Finance Committee Meeting 12/8/2015 1:10 PM 2015 - Recreation Vans Department:Fleet Management - Finance Department Caption:The Augusta Recreation Department requests the replacement of three E350 work detail vans using 2015 Capital Outlay. (Bid Item 15-215) Background:Two vans were approved by the Augusta Commission in July 2015, a purchase order was issued and an order placed with Bobby Jones Ford; however, the manufacturer stopped receiving orders which included those ordered by Fleet Management. These vans were 994131-a 1998 Ford E350 work detail van with 81,849 miles and 984132 – a1998 Ford E350 with 80,414 miles . In addition, 994429 – a 2000 Dodge 3500 with 84,664 miles is in need of replacement due to mounting maintenance charges and excessive wear. Vans purchased in 1998-2000 are showing serious problems with rust in the underside of the vehicle to the extent that the floor boards are rusting through causing a serious safety issue, see photographs attached.. Vehicle evaluations and bid tab sheets are attached for your review Analysis:The Procurement Department published competitive bids using the Demand Star application for the 2016 full size vans. The results are as follows: Bid 15-215 for the full size vans were as follows: Allan Vigil Ford = $35,960.00 each; Wade Ford = $35,750.00 each. Financial Impact:The 3 work detail vans will cost $35,750.00 each for a total of $107,250.00. The funds will be provided by the 2015 City Capital outlay account. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 3 work detail vans 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. Procurement. Law. Administrator. Clerk of Commission Finance Committee Meeting 12/8/2015 1:10 PM 2015- RCSO Vans Department:Finance Department - Fleet Management Division Caption:Approve a request from the Richmond County Sheriff’s Office for the replacement of 2-E350 prisoner transport vans using Phase VI Sales Tax funds. Background:The Richmond County Sheriff’s Office would like to request replacement of 2 older prisoner transport vans to shuttle inmates around the local area as well as long distant transport. The designated vehicles in need of replacement are 974031- a 1998 Ford E350 van with 159,206 miles and excessive wear, and 994138 – a1999 Ford E350 van with 158,149 miles and excessive wear. These vans are becoming less reliable particularly as it applies to the long distance transport requirements of this section. Vehicle evaluations and bid tab sheets are attached for your review. Analysis:The Procurement Department published competitive bids using the Demand Star application for the 2016 full size vans. The results are as follows: Bid 15-215: Allan Vigil Ford = $37,992.00 each; Wade Ford = $37,887.00 each. Financial Impact:The 2 prisoner transport vans will cost $37,887.00 each for a total of $75,774.00. The funds will be provided by the Phase VI Sales Tax Account. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 2 prisoner transport vans and declare the replaced vehicles as surplus and available for auction Funds are Available in the Following Accounts: Special Local Option Sales Tax (SPLOST) VI-Public Safety Vehicles. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance Committee Meeting 12/8/2015 1:10 PM Funding for Arts in the Heart Department:Administrator Caption:Approve a request for funding in the amount of $25,000 from the Greater Augusta Arts Council for the support of the 2015 Arts in the Heart Festival. Background:Augusta has historically provided financial support to the Arts in the Heart Festival. This festival has a proven track record of success and provides a positive economic impact to the area. Funding in the same amount was provided in 2014. Analysis: Financial Impact:Funds for this request are available in general fund contingency. Alternatives: Recommendation:approve request Funds are Available in the Following Accounts: General fund contingency 101-10-1110/6011110 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission 1 STATE OF GEORGIA ) ) RICHMOND AUGUSTA ) MEMORANDUM OF UNDERSTANDING REGARDING REIMBURSEMENTS FOR SPLOST PROJECTS This AGREEMENT made and entered into this ____ day of November, 2015, between Augusta, Georgia, acting by and through the Augusta Commission, a political subdivision of the State of Georgia (hereinafter referred to as “Augusta”), and the Downtown Development Authority of Augusta-Richmond County, a public body corporate and politic of the State of Georgia, (hereinafter referred to as the “Authority”); WITNESSETH: WHEREAS, the voters of Augusta, Georgia on June 16, 2009 approved the imposition of the Special Purpose Augusta One Percent Sales and Use Tax (“SPLOST VI”), and designated the use of the proceeds of said tax for certain capital outlay projects, as defined on O.C.G.A. §48-8- 111(a); and WHEREAS, the designated capital outlay projects included eligible projects to be identified and constructed by Authority within the Downtown Development Area, as that term is defined in O.C.G.A. §36-42-3 in order to promote trade, commerce, industry and employment in Augusta (the “Downtown Projects”); and WHEREAS the proceeds of said SPLOST VI tax in the amount of $1,200,000 are now available for the Downtown Projects; and WHEREAS, the Augusta Commission desires to contract with Authority to have the above described capital outlay projects constructed and to agree to a method for payment for such projects. NOW, THEREFORE, for and in consideration of the mutual covenants and agreements between the parties, it is agreed as follows: 1. Augusta agrees to appropriate the sum of $1,200,000 to Authority for the purpose of constructing the Downtown Projects, such sums to be expended as provided herein. 2. Authority shall cause the Downtown Projects, or phases thereof, to be designed and constructed by Authority at such times as Authority deems appropriate, in order to promote trade, commerce, industry and employment, with the cost of same to be paid by Authority. Upon the completion of one or more phases of a Project, and upon presentation of such supporting documentation evidence of the completion and payment as requested by the Augusta Finance Department, Augusta shall reimburse Authority the costs paid for the Project, or phase thereof, not to exceed the amount appropriated for the Downtown Projects. 2 3. Authority agrees that any funds that it may receive pursuant to this Agreement solely and exclusively for the construction of Downtown Projects. 4. In consideration of the disbursement of said funds, Authority shall observe all conditions that the law and/or this Agreement imposes on the use of said funds, which shall include, but not be limited to, the following: a) Authority shall only use the proceeds in connection with the capital outlay projects described in this Agreement and no other; and b) Authority covenants not to use said monies as part of its maintenance and operation budget nor for any purpose not authorized by O.C.G.A. §48-8-111(a). 5. Authority acknowledges that the projects must be used for the promotion and recruitment of trade, commerce, industry and employment in Augusta, Georgia. 6. In contracting for and constructing the Downtown Projects, Authority shall utilize a procurement/purchasing policy reasonably acceptable to Augusta or comply with the purchasing policies of Augusta, Georgia regarding the advertising for bids, the securing of bids, and payment, performance bonds, and contracting. Payments to any sub-contractor employed by Authority shall be made directly by Authority, subject to Augusta’s audit and approval. If the total project costs exceed the amount funded by Augusta, Authority shall provide proof of other funding sources to cover the excess prior to commencement of construction. Payments by Authority to sub-contractors shall be made only upon presentation of verified invoices. 7. Augusta enters this contract to promote economic development through a project to be operated or constructed by an eligible authority. 8. Augusta and any auditors employed by Augusta shall have the right to verify and audit the expenditures of Authority and the Project, sufficient to determine that the monies are being appropriately spent for the Project, in accordance with Georgia laws that govern the expenditures of Special Purpose Local Option Sales Tax monies. Official representatives of Augusta may inspect the official records of Authority, which relate to this project, at reasonable times and upon reasonable notice to Authority. 9. Each of the parties hereto warrants and represents to the other that it will comply with all the requirements of the laws of the State of Georgia. 10. This Agreement constitutes the entire agreement between the parties as to the matters described herein and may not be amended except by a written instrument, signed by each party’s duly authorized officers. IN WITNESS WHEREOF, Augusta and Authority have caused these presents to be executed by their respective, duly authorized officials, on the date entered above. 3 Augusta, Georgia By: ________________________________________ Mayor ATTEST: By: _______________________________________ Clerk of Commission Seal Downtown Development Authority of Augusta-Richmond County By: ________________________________________ As its ___________________________________ ATTEST: ____________________________________________ As its________________________________________ Finance Committee Meeting 12/8/2015 1:10 PM MOU with Downtown Development Authority Department:Administrator Caption:Approve Memorandum of Understanding with Downtown Development Authority for SPLOST projects. Background:SPLOST VI included $1,200,000 in funding for the Downtown Development Authority for capital improvement projects downtown. The DDA is currently designing enhancements to the Riverwalk project. This MOU authorizes the DDA to proceed with utilizing the available SPLOST VI funds for this and other capital improvement projects downtown. Analysis:This MOU is similar to the format utilized with other agencies for implementation of SPLOST projects. Financial Impact:Funding is available in SPLOST VI. Alternatives:Delay implementation of the SPLOST projects. Recommendation:Approve the Memorandum of Understanding with the Downtown Development Authority regarding reimbursements for SPLOST projects. Funds are Available in the Following Accounts: SPLOST VI REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance Committee Meeting 12/8/2015 1:10 PM Our Generation Tv Department:Clerk of Commission Caption:Consider a request from Mr. Marquis Francis for city sponsorship through the funding of Our Generation Tv. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: PRODUCT ORDER FORM Date: 10/21/2015 Please complete information and fax back to: (215) 497-8805 CUSTOMER INFORMATION Company Name or ID: Augusta – Richmond County, GA WF00376 Primary Contact: Joe Crozier Address Line 1: 530 Greene St. Email: jcrozier@augustaga.gov Address Line 2: Phone : (706) 821-2885 Fax : City: Augusta State: GA Zip: 30901 Additional Information: Sarah Deitch – SkyBitz contact Dealer Name or ID: Sales Rep Name: Sales Rep Phone: USER INFORMATION User Name Email Address Password Time Zone User Type (Admin, Manager, User) SERVICE FEES Number of Vehicles: 462 Monthly Fee: $23.95 Ext Warranty: Sensor Fee: Per Month: $23.95 Number of Trailers: Monthly Fee: Sensor Fee: Per Month: Total Monthly Fee: $11,064.90 Vehicle Reporting Interval: 2-Min Trailer Reporting Interval: Contract Term: 3 years Start Date: 11/1/2015 PAYMENT INFORMATION To be paid by [Check] [Credit Card] [Monthly] [Annual] Credit Card Information Card Type: Card Number: Name on Card: Expiration: / / 3 Digit Code: Address: City, St, Zip: SPECIAL SERVICE AND INSTALLATION INSTRUCTIONS Hardware upgrade Program: GPS North America will replace all units for Augusta-Richmond County at no charge with the newest GPS Tracking technology that includes 3G service, diver behavior (harsh braking, rapid acceleration and hard cornering) and the driver scorecard program. $23.95/unit/month, Lifetime warranty on hardware. Includes Posted Speed report and alerts Contracts is a three year contract with (2) automatic one year renewals for a total of 5 years. HARDWARE ORDER Description Part Number Quantity Unit Price Amount Smart Antenna Verizon SA-1000V 462 0.00 0.00 0.00 0.00 Activation Fee NA Sub-Total 0.00 Total Amount Due does not include tax or shipping charges. Deposit Total Due 0.00 CUSTOMER AUTHORIZATION X Customer Signature Date SkyBitz, Inc 2121 Cooperative Way Suite 550 Herndon, VA 201701 (P) 703-877-8114 End User License Agreement (EULA) 1. PAYMENT TERMS a. Customer agrees to pay for the vehicle tracking services as described on the Service Order Form attached to this End User License Agreement. All deposits due for tracking hardware shall be paid in full by the Customer at the time this End User License Agreement is executed with the balance due upon delivery. Unless otherwise noted in the “Special Instructions” section on the Service Order Form, the Customer shall be billed at the end of each month and payment is due upon receipt of the monthly invoice. Invoices will be emailed to the address provided by Customer on the Service Order Form. b. Payment is to be sent to the address on the top of this order form. If Customer selects to pay by credit card, the monthly fee will be automatically charged to the card provided on the Service Order Form. If Customer elects to pay annually, Customer will be charged for a full year of service each year on the date of this agreement for the term of the agreement as specified on the Service Order Form. Credit card orders for hardware may not exceed $1000. c. As long as payments are made in accordance with the terms set forth in the Service Order Form any Customer employee may access the website for the purpose of viewing Customer data. Customer is responsible for user administration and how and to whom system access is granted. Customer shall not under any circumstances reverse engineer or disassemble the Device(s) or decompile any Software located on the device or the web. d. Ownership of the Device(s) does not transfer to Customer until the total of all payments due hereunder for the Device(s) has been paid in full. e. All shipping dates are approximate and are based upon the actual date in which the Service Order Form is signed and received along with any deposits or advance payments due. Reasonable efforts to meet the delivery dates requested by Customer will be made. Risk of loss passes to Customer upon delivery to Customer or the Customer’s specified installer. 2. LIMITED WARRANTY. a. The Device(s) will be free from defects in workmanship and materials for a period of one (1) year from the date that the Customer purchased the Device(s). b. This Limited Warranty does not cover the repair or replacement of Device(s) damaged by tampering or accident. c. Opening the Device shall constitute a breach of this End User License Agreement by the Customer. d. Before returning any Device under this Limited Warranty, the Customer must obtain an RMA number. The device will be repaired or replaced in accordance with the terms of this Limited Warranty and sent back to the Customer who is responsible for its removal and re-installation plus shipping charges. e. If a replacement unit is sent to Customer in advance of the return of the faulty or damaged unit, Customer agrees to return the faulty unit within seven (7) business days and agrees to pay for any damages not covered by this warranty. If the faulty unit it not returned, the Customer agrees to pay for the advanced replacement unit. f. Repair or replacement is the exclusive remedy under this agreement and in no case will Customer be entitled to damages exceeding the total of all payments made under this agreement for hardware and services. g.The web based application requires high speed Internet access and Microsoft Windows Explorer 7 or greater on a PC running Microsoft Windows XP or VISTA with at least 1gig of memory for Vista users which is the minimum requirement set by Microsoft. The web based application will conform in all material respects to the current specifications for the version of the application available at the time this agreement was executed. The application has no control over Internet performance or access, the GPS satellite network and or the wireless data network and therefore Reltima disclaims all performance warrantees related to these services. 3. RETURN POLICY. Any uninstalled Device purchased by the Customer may be returned in good working condition within ten (10) calendar days from the date of purchase for a refund of the amount paid for the Device less a 15% restocking fee. Customer is responsible for all shipping charges. 4. TERMINATION OF THIS AGREEMENT. This End User License Agreement shall have a three (3) year term unless otherwise noted in the Contract Period section on the Service Order Form. The standard cancellation fee is $100 per Device. 5. EXCESSIVE AND FOREIGN USE. Customer is subject to additional fees called roaming fees if the Customer operates vehicles outside the United States. Services fees are based on a single shift. Additional fees and or a reduction in the reporting interval may be applied if the customer exceeds the DOT standard for hours of service for a single driver. 6. ASSIGNMENT. This agreement may be assigned in whole or in part without prior notice to the Customer. 7. GENERAL a. This End User License Agreement shall be governed by the laws of the State of the Seller. b. Should any provision of this Agreement be held to be void, invalid, or inoperative, the remaining provisions of this Agreement shall not be affected and shall continue in effect as though such provisions were deleted. c. Customer is solely responsible for complying with any orders, rules and regulations of the Federal Communications Commission, or any other Federal, State or local governmental authority, applicable to the purchase, installation and operation of the Device(s). d. Neither party shall be deemed in default of this Agreement to the extent that performance of their obligations or attempts to cure any breach are delayed or prevented by reason of any act of God, fire, natural disaster, accident, act of government, shortages of materials or supplies, or any other cause beyond the control of such party ("Force Majeure") provided that such party gives the other party written notice thereof promptly and, in any event, within fifteen (15) days of discovery thereof and uses its best efforts to cure the delay. e. This Agreement states the entire agreement between the parties on this subject and supersedes all prior negotiations, understandings, and agreements between the parties concerning the subject matter. No amendment or modification of this Agreement shall be made except by a writing signed by both parties. Initial __________ Finance Committee Meeting 12/8/2015 1:10 PM Request to Continue GPS Tracking Service Subscription SkyBitz (formerly SignalTrac/GPS North America) Department:Risk Management/Fleet Management Caption:Approve the continuation of the GPS annual tracking service subscription with SkyBitz. 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 462. In 2015 GPS North America merged with SkyBitz. Analysis:Entering our eighth 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. Additionally, the Utilities Department is looking to integrate the GPS system into their Work Order system allowing for a more efficient operation. The Augusta Commission requested Augusta Departments place greater emphasis on the GPS Vehicle Oversight Program especially in the area of vehicle location. Some other areas of monitoring include speed and unnecessary idle time. A procedure approved by the Commission is currently in the testing stages with several departments. Beginning in 2016 the Commission should begin to see quarterly summary reports of activity involving this program. Financial Impact:The merger of GPS North America and SkyBitz is bringing a reduction in Augusta’s cost for this program. Annual sustainment for tracking has been $144,000 for 462 units. That cost will be reduced by $2.00/unit for an annual savings of over $11,000. Total request $134,000 Alternatives:Do not approve the request and remove the GPS units from service. Recommendation:Approve the continuation of the GPS Tracking Service through 2020 with SkyBitz for $11,064.90/monthly rate. Funds are Available in the Following Accounts: 611-01-5211/5316210 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance Committee Meeting 12/8/2015 1:10 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on November 10, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: