HomeMy WebLinkAbout2016-03-08-Meeting Minutes Finance Committee Meeting Commission Chamber - 3/8/2016
ATTENDANCE:
Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and
Hasan, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
FINANCE
1.The Utilities – Construction and Maintenance Division is requesting approval to
replace a 6 inch pump which was stolen.
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 the purchase of 1 pickup truck for Augusta Regional Airport. (Bid
Item 15-161)
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. Motion to approve the minutes of the Finance Committee held on February 23,
2016.
Item
Action:
Approved
www.augustaga.gov
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 Mr. Patrick Feistel for the abatement of property taxes
for the Mission at Garden City Rescue Mission in Augusta, Georgia.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve for
the abatement of
property taxes in the
amount of $6,650.50.
Motion Passes 4-0.
Commissioner
Sammie Sias
Commisioner
Sean Frantom Passes
5. To present the preliminary financial reports for the year ended December 31,
2015.
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
Commissioner
Ben Hasan Passes
Finance Committee Meeting
3/8/2016 1:05 PM
Attendance 3/8/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
3/8/2016 1:05 PM
2016 - Utilities 6 inch Pump
Department:Finance Department - Fleet Management
Presenter:Ron Crowden, Fleet Manager
Caption:The Utilities –Construction and Maintenance Division is
requesting approval to replace a 6 inch pump which was stolen.
Background:The Augusta Utilities Department - Construction and Maintenance
Division requests the replacement of one six inch bypass pump to
replace a 2012 unit, asset number 212139, which was recently
stolen from a jobsite and reported to the Sheriff's Office (see
statement attached). This type pump is a critical asset for the
many emergency response situations of the department and needs
to be replaced as soon as possible with the same model pump.
Analysis:Fleet Management would like to utilize the Federal General
Services Administration bid program to purchase the unit. The
GSA low bid for this unit was awarded to Thompson Pump
Manufacturing Company (bid award number GS-07F-0140V) as
indicated by the attached paperwork. We have attached the
competitor’s price for the same class pump for comparison
purposes
Financial Impact:The unit will be purchased for $34,132.00 using the GMA Lease
Program with 3 annual payments of $11,377.33 each.
Alternatives:1. Approve the request, 2. do not approve the request.
Recommendation:Approve the request to purchase the six inch pump from
Thompson Pump Manufacturing Comanp, Inc.
Funds are Available
in the Following
Accounts:
Georgia Municipal Association Lease Pool, 631-00-
0000/11.19114
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Invitation To Bid
Sealed bids will be received at this office until Tuesday, April 28, 2015 at 11:00 a.m. for furnishing:
Bid Item 15-161 8,500 GVW Series Truck for Fleet Department
Bid Item 15-163 10,000 GVW Series Truck 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, April 10,
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 March 19, 26, April 2, 9, 2015
Metro Courier March 25, 2015
Revised: 1/8/2015
Vendors
Langdale Chevrolet
1006 W Franklin St.,
Sylvester GA 31791
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Bobby Jones Ford
3480 Wrightsboro Rd
Augusta, GA 30909
Attachment B YES YES YES
E-Verify Number 523776 94460 117480
SAVE Form YES YES YES
5.01 Fullsize Truck, Rg Cab
2 wheel drive $24,624.00 $20,324.00 $20,955.88
5.02 Fullsize Truck, Rg Cab
4 wheel drive $26,935.00 $22,766.00 $23,628.59
5.03 Fullsize Truck, Ext Cab
2 wheel drive $26,625.00 $22,468.00 $23,122.98
5.04 Fullsize Truck, Ext Cab
4 wheel drive $28,841.00 $24,923.00 $25,820.98
5.05 Fullsize Truck, Crew Cab
2 wheel drive, 4 doors $27,815.00 $23,731.00 $24,397.96
5.06 Fullsize Truck, Crew Cab
4 wheels door, 4 doors $30,132.00 $26,131.00 $27,079.27
5.07 Min 6.0L Diesel Engine $7,200.00 $7,450.00 $7,229.00
5.08 Heavy duty tow package $280.00 INCLUDED STD 12K
5.09 Rear Seat (deleted) EC -$212.00 NA NA
5.10 Pickup box deleted (to include spare tire in pricing) -$290.00 -$249.00 -$281.00
5.11 Trailer Tow Mirrors $71.00 STANDRAD STD
5.12 Black platform Run Bd $531.00 $350.00
$273.00 reg cab
$316.00 xcab or crew
cab
5.13 Elec Windows & Door Locks $610.00 $995.00
$763.00 reg cab or
xcab
$942.00 crew cab
5.14 Roof clearance lights $55.00 $55.00 $48.00
5.15 Speed control / tilt steering wheel STANDRAD $225.00 $200.00
5.16 Skid Plate Pkge (4X4)$150.00 $95.00 $85.00
5.17 CNG Package $8,300.00 $11,950.00 $268.00
6.01 Fire Extinguisher $125.00 $75.00 $50.00
6.02 Outlet receptacle $70.00 $75.00 $50.00
5.00 8,500 GVW Series Truck Vehicle and Options Required
6.00 Outfitter's Speciality Items
Bid #15-161
8,500 GVW Series Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, April 28, 2015 at 11:00 a.m.
Total Number Specifications Mailed Out: 21
Total Number Specifications Download (Demandstar): 1
Total Electronic Notifications (Demandstar): 71
Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE
Total packages submitted: 3
Total Noncompliant: 0
Page 1 of 2
Vendors
Langdale Chevrolet
1006 W Franklin St.,
Sylvester GA 31791
Allan Vigil Ford
6790 Mt. Zion Blvd
Morrow, GA 30260
Bobby Jones Ford
3480 Wrightsboro Rd
Augusta, GA 30909
Bid #15-161
8,500 GVW Series Truck
for Augusta, Georgia - Fleet Management
Bid Opening Date: Tuesday, April 28, 2015 at 11:00 a.m.
Total Number Specifications Mailed Out: 21
Total Number Specifications Download (Demandstar): 1
Total Electronic Notifications (Demandstar): 71
Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE
Total packages submitted: 3
Total Noncompliant: 0
6.03 Bedliner $380.00 $390.00 $325.00
6.04 Electric brake control $165.00 $175.00 $130.00
6.05 Crane Serv Body $5,749.44 $5,795.00 $5,080.00
6.06 Serv Body Bumper/ball hitch $280.00 $290.00 $382.00
6.07 Serv Body Bumper/pintle hook $375.00 $390.00 $305.00
6.08 Spotlight $375.00 $390.00 $370.00
6.09 Spotlights $750.00 $780.00 $740.00
6.10 Toolbox $425.00 $450.00 $240.00
6.11 Trailer hitch $325.00 $345.00 $335.00
6.12 Trailer wiring $75.00 $75.00 $40.00
6.13 Trailer ball $50.00 $45.00 $15.00
6.14 Pintle hook Dual purpose 10K/16K $295.00 $175.00 $125.00
6.15 Pipe vise $213.00 $350.00 $280.00
6.16 Tommy gate lift $2,673.56 $2,795.00 $2,385.00
6.17 Window tint reg cab $195.00 $125.00 $100.00
6.18 Window tint ext cab $225.00 $145.00 $120.00
6.19 Window tint crew cab $395.00 $165.00 $140.00
7.01 Backup alarm $95.00 $75.00 $40.00
7.02 Magnetic LED light $690.30 $350.00 $315.00
7.03 LED topmount light $670.30 $500.00 $479.00
Year
2015 until 7-12-2015
2016 After that same
price
2016 2016
Make CHEVROLET FORD FORD
Model SILVERADO 2500HD F-250 F-250
Approximate Delivery Date 60-65 DAYS 8 TO 12 WEEKS APPOX 120 DAYS
7.00 Alert Warning Systems
2016 8,500 GVW PICKUP TRUCK:
Page 2 of 2
Finance Committee Meeting
3/8/2016 1:05 PM
2016-Airport Truck
Department:Finance Department-Fleet Management Division
Presenter:Ron Crowden
Caption:Approve the purchase of 1 pickup truck for Augusta Regional
Airport. (Bid Item 15-161)
Background:The Augusta Regional Airport is requesting the purchase of one
2016 Ford F150 4x4 pickup truck to utilize as an off-road vehicle
for the many operations duties around the airport
premises. Currently a 2010 Expedition is performing the duties
but the wear and tear derived from the strenuous activities requires
it be moved to a less arduous position in their fleet. The pickup
truck purchase was approved by the Airport Commission on
February 25th at their monthly meeting (See Attachment).
Analysis:The Procurement Department published competitive bids using
the Demand Star electronic bid application for the 8,500 GVW
pickup trucks (Bid-15-161) Bid 15-161 results were as follows:
(1) Allan Vigil Ford = $28,541.00 each; (2) Gerald Jones Ford
(formerly Bobby Jones Ford) = $29,032.00 each; (3) Langsdale
Chevrolet = $32,242.00 each NOTE: Gerald Jones Ford (formerly
Bobby Jones Ford) has agreed to match the lowest non-local
bidder’s price through the Local Vendor Preference program. See
Attachment
Financial Impact:The pickup truck will be bought for $28,541.00. The funds will be
provided by the airports capital outlay and leased through the
GMA lease program with three annual payments of $9,513.67
each.
Alternatives:(1) Approve the request; (2) Do not approve the request
Recommendation:Approve the purchase of one pickup truck for the Augusta
Regional Airport.
Funds are Available
in the Following
Accounts:
The Airport will be using the Georgia Municipal Association lease
(to purchase) program 631-00-0000/11.19114
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Finance Committee Meeting
3/8/2016 1:05 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Finance Committee held on
February 23, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
3/8/2016 1:05 PM
Patrick Feistel
Department:Clerk of Commission
Presenter:
Caption:Consider a request from Mr. Patrick Feistel for the abatement of
property taxes for the Mission at Garden City Rescue Mission in
Augusta, Georgia.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
3/8/2016 1:05 PM
Preliminary 4th quarter 2015 financial reports
Department:Finance
Presenter:Donna Williams
Caption:To present the preliminary financial reports for the year ended
December 31, 2015.
Background:Periodic financial reports are presented to keep the Commission
apprised of the financial status of the organization.
Analysis:The presented reports are the preliminary results of the year ended
December 31, 2015. Per GASB standards, Augusta is required to
hold open its books for 60 days after year end so that receivables
and payables may be accurately recorded. The results of the 2015
audit, which will be presented in June, will have variances from the
reports being presented due to timing differences.
Financial Impact:
Alternatives:
Recommendation:Receive as information.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission