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Home My WebLink About2016-07-26-Meeting Minutes Finance Committee Meeting Commission Chamber - 7/26/2016 ATTENDANCE: Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and Hasan, members. Absent: Hon. Hardie Davis, Jr., Mayor. FINANCE 1.Motion to approve Resolutions regarding the GMA Lease Pool administrator change. 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 replacement of 11 Public Safety Vehicles that have been declared totaled using the remaining funds of Phase VI Sales Tax - Public Safety Vehicles. 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 Ben Hasan Passes 3. Present the financial report of the six-month period ended June 30, 2016. Item Action: Approved www.augustaga.gov 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 Ben Hasan Commisioner Sean Frantom Passes 4. Direct the Administrator to transfer $1,000,000 from Contingency Fund to be utilized by Environmental and Engineering Departments to rid this city of blighted structures and over grown right of ways. (Requested by Commissioner Bill Lockett) (Referred from July 19 Commission meeting) 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 5. Motion to approve the minutes of the Finance Committee held on July 12, 2016.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 Ben Hasan Passes Finance Committee Meeting 7/26/2016 1:15 PM Attendance 7/26/16 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 7/26/2016 1:15 PM GMA Lease Pool Resolutions Department:Clerk of Commission Presenter: Caption:Motion to approve Resolutions regarding the GMA Lease Pool administrator change. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Asset #Year Make Model VIN Miles Date 210096 2010 Ford Crown Victoria 2FABP7BV9AX138747 105,028 6/13/2014 Sheriff 210101 2010 Ford Crown Victoria 2FABP7BV0AX138751 60,523 8/10/2015 Sheriff 212032 2013 Ford Interceptor 1FAHP2M84DG119201 70,403 7/23/2015 Sheriff 213079 2013 Dodge Charger 2C3CDXATXDH706952 16,329 5/5/2014 Sheriff *212038 2013 Ford Interceptor 1FAHP2M85DG119207 13,615 12/12/2013 Sheriff 212063 2013 Ford Interceptor 1FAHP2M80DG124587 30,076 12/27/2014 Sheriff 213059 2013 Dodge Charger 2C3CDXAT4DH694751 19,434 1/2/2015 Sheriff 207031 2007 Ford Crown Victoria 2FAHP71W87X160274 181,785 4/27/2016 Sheriff 207027 2007 Ford Crown Victoria 2FAHP71W47X160269 142,657 9/6/2015 Sheriff 208053 2009 Ford Crown Victoria 2FAHP71V99X100426 79,000 5/28/2015 Sheriff 204202 2005 Ford Crown Victoria 2FAFP71W25X108894 105,840 5/6/2016 Marshal * Insurance hold 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 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 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 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 7.07 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 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 7/26/2016 1:15 PM 2016 - Public Safety Vehicles Department:Central Services Department - Fleet Management Presenter:Ron Crowden Caption:Approve the replacement of 11 Public Safety Vehicles that have been declared totaled using the remaining funds of Phase VI Sales Tax - Public Safety Vehicles. Background:A review of Phase VI Sales Tax Expenditures for Public Safety Vehicles has resulted in $386,000 not spent for Public Safety Vehicles over the 5-year period. Fleet Management has identified 10 patrol cars that have been declared totaled and one Marshal’s car totaled that should be replaced, please see list attached. Vehicles are classified totaled when involved in a wreck and whose repairs exceed the value of the vehicle. Risk Management declares the vehicle totaled. At that time Fleet Management will use available parts from the car, to offset maintenance parts cost and then sell the vehicle for scrap. In a few cases Risk Management will include the salvage value in the settlement if it is more advantageous for Augusta. 1). Road Patrol Division – 10 pursuit vehicles (Dodge Charger) at $29,490.00 each or $294,900.00 total. 2). Marshal’s Office – 1- Service Vehicle (Dodge Charger V-6) at $27,939. A total of $322,839 is recommended to be spent to replace totaled vehicles. Fleet Management will have one remaining requirement to replace the Coroners, Dodge Durango, which was totaled recently when a tree fell across the top of the vehicle. Invitations to Bid are being prepared. Analysis:The Procurement Department published a competitive bid using the Demand Star application for the police pursuit vehicles (Dodge Chargers) , Bid 15-130. Bids were received from three venders; Akins Ford Corp, Butler Dodge and Thomson Chrysler. Akins Ford Corp was the low bidder. See attached “tab sheet’s for bid results. For the Patrol package, Akins Dodge was low bidder at $29,490.00 each. For the Marshal’s package Akins Dodge was low bid at $27,939.00 each. The Coroners vehicle will be requested once Fleet Management received pricing. Financial Impact:Road Patrol Division – 10 pursuit type vehicles (Dodge Charger) at $294,900; Marshal’s Office – 1 service type vehicle (Dodge Charger V-6) at $27,939; for a total of $322,839.00. 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 for the Sheriff’s Office. Funds are Available in the Following Accounts: Phase VI - Sales Tax - Public Safety Vehicles. 328-03- 1310/54.22110 211-03-6001/54.22110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Finance Committee Meeting 7/26/2016 1:15 PM 2nd quarter 2016 financial reports Department:Finance Presenter:Donna Williams Caption:Present the financial report of the six-month period ended June 30, 2016. Background:Periodic financial reports are presented to keep the Commission apprised of the financial status of the organization Analysis:The reports focus on the of operations of the following funds: General Fund Urban Service Fund Law Enforcement Fire Protection Water & Sewerage Stormwater Utility Financial Impact: Alternatives: Recommendation:Receive as information Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance Committee Meeting 7/26/2016 1:15 PM Budget Transfer Department: Presenter: Caption:Direct the Administrator to transfer $1,000,000 from Contingency Fund to be utilized by Environmental and Engineering Departments to rid this city of blighted structures and over grown right of ways. (Requested by Commissioner Bill Lockett) (Referred from July 19 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 7/26/2016 1:15 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Finance Committee held on July 12, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: