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Home My WebLink About2016-05-10-Meeting Minutes Finance Committee Meeting Commission Chamber - 5/10/2016 ATTENDANCE: Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and Hasan, members. Absent: Hon. Hardie Davis, Jr., Mayor. FINANCE 1.Approve the replacing of one 1997 aerial bucket truck for Augusta Engineering Department – Street Light Division using General Fund Capital Outlay. Bid 16- 150 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 2. Fleet Management requests the replacement of 6- F150 pickup trucks for Augusta Utilities Department-Customer Service Division. 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 3. Approve the replacement of 1 ground boring drill with accessories for Augusta Utilities Department – Facilities Maintenance Division using the GMA Lease program. Bid Item 16-163 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. Consider a request from the Augusta Boxing Club regarding a 2015 tax return refund and City assistance of a 15 passenger van. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the refund of the property taxes and that the Boxing Club contact the Recreation Department Director to initiate the request about the assistance with the van. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 5. Discussion about waiving penalty, interest and other fees from property taxes for COFO Properties LLC located at 2205 Southgate Drive, Augusta, Ga. 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. Commisioner Sean Frantom Commissioner Sammie Sias Passes 6. Motion to approve the minutes of the Finance Committee held on April 26, 2016. 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 Ben Hasan Commisioner Sean Frantom Passes Finance Committee Meeting 5/10/2016 1:20 PM Attendance 5/10/16 Department: Presenter: 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 Thursday, March 24, 2016 at 11:00 a.m. for furnishing: Bid Item 16-150 Aerial Bucket 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, March 11, 2016 @ 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle February 18, 25, March 3, 10, 2016 Metro Courier February 24, 2016 VENDORS Attachment B E-Verify Number SAVE Form Year Make Model Year Make Model BID PRICE 11.01 WINCH 11.02 INVERTER PROPOSED DELIVERY $2,965.00 11.00 OPTIONAL ITEMS: $3,800.00 No Bid Ford 314470 2017 2016 Ford Ford Yes 317256 Yes Yes 206036 F550F550 Total Number Specifications Mailed Out: 13 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 3 Total Noncompliant: 0 Bid Opening Bid Item #16-150 Aerial Bucket Truck for Augusta, Georgia - Fleet Management Department Bid Due: Thursday, March 24, 2016 at 11:00 a.m. WADE FORD 3860 S COBB DRIVE SMYRNA, GA 30080 Yes 2017 AERIAL BUCKET TRUCK/CHASSIS: ALTEC 200 ALTEC DRIVE ELIZABETHTOWN, KY 42701 YesYes UTILITY ONE SOURCE 157 LONESOME DOVE LN RINGGOLD, GA 30736 SST40EIH/ BG6239 SST40EIH/ 6132D54J F550 Aerial Lift / Body ARO 240-270 days 180-210 days ARO 270-300 days $1,375.00 No Bid $1,784.00 $114,136.00 $105,333.00 Versalift/ B & G Body Altec 2016 Versalift/ Knapheide AT40G $119,205.00 2015 2016 Page 1 of 1 Finance Committee Meeting 5/10/2016 1:20 PM 2016 - Bucket Truck - Traffic Engineering Department:Finance Department - Fleet Management Presenter:Ron Crowden Caption:Approve the replacing of one 1997 aerial bucket truck for Augusta Engineering Department –Street Light Division using General Fund Capital Outlay. Bid 16-150 Background:Fleet Management would like to request the purchase of an aerial bucket truck to replace asset 960440- a 1997 International 4700 bucket truck for Traffic Engineering. Traffic Engineering has only 3 bucket trucks and the 1997 International is repeatedly in the shop for repairs. This is limiting the ability of Traffic Engineering to perform the requirements of this Division of Engineering. Please see evaluation. If the Commission approves this truck, the delivery of the truck is 270 days (9 months). An evaluation of 960440 is attached for review. Analysis:The Procurement Department published competitive bids using the Demand Star application for the 2016 aerial bucket truck. The results are as follows: Bid 16-150: Altec Industries, Inc. = $110,082.00; Wade Ford = $119,311.00; Custom Truck & Equipment = Bid Incomplete. Financial Impact:This truck will be purchased through the use of 2016 General Fund Capital Outlay funds. The cost of the new aerial bucket truck is $110,082.00. Alternatives:(1) Approve the request; (2) Do not approve the request. Recommendation:Approve the request to purchase one aerial bucket truck from Altec Industries, Inc., and declare 960440 surplus and available for auction. Funds are Available in the Following General Fund Capital Outlay: 272-01-6440/54.22210 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Finance Committee Meeting 5/10/2016 1:20 PM 2016 - Trucks - Utilities Customer Service Department:Finance Department - Fleet Management Division Presenter:Ron Crowden Caption:Fleet Management requests the replacement of 6- F150 pickup trucks for Augusta Utilities Department-Customer Service Division. Background:Fleet Management would like to request replacement of 6 older pickup trucks used in the department’s daily work activities. The designated vehicles are in dire need of replacement high mileage and excessive wear and tear. The vehicles are: 206060- a 2006 model Ford Ranger pickup truck with 138,527 miles that was included on the Takata airbag recall; 206214- a 2007 Ford Ranger pickup truck with 138,139 miles; 206055- a 2006 Ford F150 pickup truck with 153,602 miles; 205130-a 2005 Ford Ranger pickup truck with 138,080 miles also included in the Takata airbag recall; 206052 - a 2006 Ford F-150 with 129,038 miles and 204055- 2004 Ford Ranger with 125,102 miles and included in the Takata airbag recall. Vehicle evaluations and bid tab sheets are attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for the 6,000 GVW pickup trucks with the following results: Bid 15-239 F150 V6 model: Allan Vigil Ford = $20,944.00 each; Gerald Jones Ford = $21,561.00 each; Fairway Ford = $20,777.00 each; Langsdale Chevrolet = $21,749.00 each; Master Buick GMC = $28,488.00 each. See attachment. NOTE: Gerald Jones Ford has agreed to match the lowest non-local vendor’s price through the Local Vendor Preference option. Financial Impact:Six F150 4x2 pickup trucks @ $20,777.00 each for a total cost of $124,662.00. The trucks will be purchase leased through the GMA program for 36 months with 3 annual payments of $41,554.00 each. The funds will be provided by the 2016 Utilities Enterprise account. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 6 pickup trucks and declare the replaced vehicles as surplus and available for auction. Funds are Available in the Following Accounts: GMA Lease Pool:631-10-1110/54-99631 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation To Bid Sealed bids will be received at this office until Friday, April 15, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-163 Ground Boring Drill for Augusta Fleet Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 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 1, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. 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. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle March 10, 17, 24, 31, 2016 Metro Courier March 16, 2016 VENDORS Attachment B E-Verify Number SAVE Form Year Make Model BID PRICE PROPOSED DELIVERY Vermeer TORO 700463 2016 Yes Vermeer Southeast 1320 Gresham Road Marietta, GA 30062 Yes 111350 Yes $178,988.00 $188,697.00 D20X22 Series 3 Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): Total Electronic Notifications (Demandstar): Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 Vendor submitted a No Bid Response: Ditch Witch of Georgia / 5430 GA Hwy 85 / Forest Park, GA 30297 Bid Opening Bid Item #16-163 Ground Boring Drill for Augusta, Georgia - Fleet Management Department Bid Due: Friday, April 15, 2016 at 11:00 a.m. 2024 10 - 45 days less than 2 wks Border Equipment 2804 Wylds Rd Augusta, GA 30909 Yes 2016 2016 GROUND BORING DRILL WITH REQUIRED COMPONENTS: Page 1 of 1 Finance Committee Meeting 5/10/2016 1:20 PM 2016 - Utilities -FM - Ground Drill Department:Finance Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve the replacement of 1 ground boring drill with accessories for Augusta Utilities Department –Facilities Maintenance Division using the GMA Lease program. Bid Item 16-163 Background:The Augusta Utilities Department-Facilities Maintenance Division requests the replacement of one ground boring drill with accessories to utilize in the installation of many miles of fiber optic cable and other underground drill projects throughout the city and surrounding area. The older drill, asset 203223, is a 2001 unit with numerous mechanical problems which constantly inhibits the division from timely installations. The department has been leasing the new bidded unit as a temporary situation to make sure the machine would accomplish the required demands of this particular task before the final purchase. With the constantly growing demand for computer related technology in the Augusta area, the increase in this type of installation has escalated creating a vital need for the new much more dependable machine. The new ground drill will assist in expediting the many ongoing fiber optic and other underground projects for the department. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from two vendors with the following results for bid 16-163: (1) Border Equipment Co = Did not meet required specifications, see attached documentation; (2) Vermeer Southeast, Inc. = $188,697.00 Financial Impact:The ground boring drill with accessories will be funded through the use of 2016 Enterprise funds and purchased through the GMA lease account for 120 months. The cost of the ground boring drill with accessories will be $188,697.00 with ten annual payments of $18,869.70 each. Alternatives:(1) Approve the request; (2) Disapprove the request. Recommendation:Approve the request to purchase one ground boring drill with accessories from Vermeer Southeast, Inc., of Savannah, Georgia, and declare the existing drill excess and available for auction. Funds are Available in the Following Accounts: GMA Lease program - 631-10-1110/54.99631 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Finance Committee Meeting 5/10/2016 1:20 PM Augusta Boxing Club Department:Clerk of Commission Presenter: Caption:Consider a request from the Augusta Boxing Club regarding a 2015 tax return refund and City assistance of a 15 passenger van. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 5/10/2016 1:20 PM COFO Properties LLC Department:Clerk of Commission Presenter: Caption:Discussion about waiving penalty, interest and other fees from property taxes for COFO Properties LLC located at 2205 Southgate Drive, Augusta, Ga. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 5/10/2016 1:20 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Finance Committee held on April 26, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: