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Home My WebLink About2016-09-28-Meeting Minuteswww.augustaga.gov Finance Committee Meeting Commission Chamber - 9/28/2016 ATTENDANCE: Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and Hasan, members. Absent: Hon. Hardie Davis, Jr., Mayor. FINANCE 1.Approve the purchase of one (1) utility tractor for the Augusta Regional Airport. (Bid Item 16-201) 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. Motion to approve the minutes of the Finance Committee held on September 13, 2016. 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 Finance Committee Meeting 9/28/2016 1:10 PM Attendance 9/27/16 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 Friday, July 8, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-201 Utility Tractor 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, June 24, 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 No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. 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 June 2, 9, 16, 23, 2016 Metro Courier June 8, 2016 OFFICIAL VENDORS GJ & L 2804 Wylds Rd Augusta, GA 30909 J & B Tractor Co. 3585 Mike Padgett Highway, Augusta, GA 30906 Attachment B Yes Yes E-Verify Number 705362 515905 SAVE Form Yes Yes Year 2016 2016 Make John Deere New Holland Model 5100M T4100 Bid Price $52,320.00 $52,854.00 7.01 Cab Flashing Light $360.00 $226.00 7.02 4 x 2 Open Platform Tractor $42,785.00 N/A 7.03 Fire Extinguisher $75.00 $85.00 7.04 Air Ride Seat $706.00 Standard 7.05 Dual Rear Tires n/b $5,276.00 7.06 Weight Kit $1,300.00 $785.00 7.07 4 x 4 Drive Tractor w/ Cab $59,566.00 $56,576.00 7.08 4 x 4 Drive Tractor w/ open plat $50,604.00 $48,935.00 7.09 DOT Traffic Warning Flags $250.00 $84.00 7.10 SMV Placard $17.00 Standard 7.11 Hitch Lift System $340.00 $295.00 Proposed Delivery Date Jan. 20, 2017 120 - 180 days Bid Opening Bid Item #16-201 Utility Tractor for Augusta, Georgia - Fleet Management Department Bid Due: Friday, July 8, 2016 at 11:00 a.m. 7.00 Optional Items: Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 2 Total Electronic Notifications (Demandstar): 49 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 2 4 x 2 Utility Tractor with Cab: Page 1 of 1 Finance Committee Meeting 9/28/2016 1:10 PM 2016 - Augusta Regional Tractor Department:Central Services-Fleet Mangement Division Presenter:Ron Crowden Caption:Approve the purchase of one (1) utility tractor for the Augusta Regional Airport. (Bid Item 16-201) Background:The Augusta Regional Airport is requesting the purchase of one utility tractor to be utilized on the many grass and other maintenance duties around the airport. Due to the vast amount of grassy areas and many other daily maintenance projects, this additional unit would greatly assist in pulling the large mowers required to support the ongoing airport grounds beautification program. Analysis:The Procurement Department published a competitive bid using the Demand Star application for the utility tractor with the following results: Bid 16-201: Border Equipment Co. = $54,326.00; J&B Tractor Company = $53,639.00 Financial Impact:The utility tractor will be purchased for $53,639.00 utilizing the GMA lease program with an annual payment of $17,879.67 each for three years. The payment funds will be provided by their 2016 Capital outlay account. Alternatives:1.)Approve the request, 2)Disapprove the request. Recommendation:Approve the acquisition of one utility tractor for the Augusta Regional Airport for $53,639.00. 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 9/28/2016 1:10 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Finance Committee held on September 13, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: