Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 11/8/2016- 1:15 PM Meeting ADMINISTRATIVE SERVICES 1. Request the Commission approve the purchase of 9 F-150 4X4 Attachments Trucks for Engineering-Storm Water Division, supporting Maintenance Coordinators, using Storm Water Capital, fund 581. Bid Item 16-235 2. Motion to approve the minutes of the Administrative Services Attachments Committee held on October 25, 2016. 3. Motion to approve proposed changes to the Augusta Attachments Commission's Rules of Procedures as recommended from the Rules Subcommittee. (Referred from October 25 Administrative Services Committee) www.augustaga.gov  Administrative Services Committee Meeting 11/8/2016 1:15 PM 2016- Storm Water Pickup Trucks Department: Central Services - Fleet Management Presenter: Ron Crowden Caption: Request the Commission approve the purchase of 9 F-150 4X4 Trucks for Engineering-Storm Water Division, supporting Maintenance Coordinators, using Storm Water Capital, fund 581. Bid Item 16-235 Background: The Augusta Engineering Department has organized the Storm Water Division. An essential part of this Division will be 9 Maintenance Coordinators with each responsible for a “basin” which is a specific area of responsibility. Each coordinator will be managing/overseeing any contractor work or employee work in their respective basin. Engineering Department indicates that their travel requirements will be off the right of way a large part of the time and is requesting they be in 4x4 trucks to facilitate their work. Analysis: The Procurement Department published competitive bids using the Demand Star application for the 2017 4x4 trucks with 6,000 GVW (F-150, GMC 1500, Chevrolet 1500, Dodge 1500 or equivalent). The results are as follows: Bid 16-235: (1) Allan Vigil Ford = $29,166.00 each; (2) Fairway Ford = $28,693.00 each; (3) Langsdale Chevrolet = $30,431.00 each; (5) Master Buick GMC = $36,648.00 each. Financial Impact: The trucks will be purchased through the use of 2016 Storm Water Capital Outlay funds (581-04-4320/54.22210). The total cost of the 9 new trucks is $258,237.00. Alternatives: (1) Approve the request; (2) Do not approve the request. (3) Approve the request in part. Recommendation: Approve the request to purchase 9 pickup trucks for the Storm Water program at a cost of $258,237. Cover Memo Item # 1 Funds are Available in the Following Storm Water Capital Outlay funds. Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 1  Attachment number 1 \nPage 1 2017 6,000 GVW PICKUP TRUCK Bid 16-235 Allan Vigil Fairway Ford Langsdale Master Morrow, GA Columbia County Chevrolet Buick, GMC YEAR 2017 2017 2017 2017 MAKE Ford Ford Chevrolet GMC MODEL F-150 F-150 1500 Sierra DELIVERY 90 days 90-120 days 60-70 days 90 days 6,000 GVW 4X4 EC $ 24,891.00 $ 25,094.00 $ 26,538.00 $ 32,518.00 5.0L Skid Plate Package $ 150.00 $ 148.00 $ 105.00 $ 295.00 Running Boards $ 235.00 $ 231.00 $ 534.00 $ 780.00 Electric Windows & door locks $ 1,235.00 $ 1,077.00 $ 640.00 $ 700.00 Trailer Tow Package $ 400.00 $ 548.00 $ 380.00 $ 375.00 Fire Extinguisher $ 65.00 $ 50.00 $ 82.00 N/A Bed Liner $ 355.00 $ 375.00 $ 453.00 $ 575.00 Toolbox $ 450.00 $ 259.00 $ 467.00 $ 500.00 Class VI Trailer Hitch $ 505.00 $ 144.00 $ 405.00 $ 380.00 2" Trailer Ball incl incl $ 51.00 $ 150.00 Window Tint $ 150.00 $ 150.00 $ 200.00 $ 200.00 Back up alarm $ 115.00 $ 75.00 $ 71.00 $ 175.00 LED service light $ 555.00 $ 542.00 $ 504.00 N/A TOTAL $ 29,166.00 $ 28,693.00 $ 30,431.00 $ 36,648.00 Item # 1  Attachment number 2 \nPage 1 Invitation to Bid Sealed bids will be received at this office until Friday, September 23, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-235 6,000 GVW Series Pickup Truck – Augusta Central Services Department – Fleet Management 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, September 9, 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 August 18, 25, September 1, 8, 2016 Metro Courier August 24, 2016 Item # 1  Attachment number 3 \nPage 1 OFFICIAL Bid #16-235 6,000 GVW Series Pickup Truck for Augusta, Georgia - Central Services Department- Fleet Management Division Bid Opening Date: Friday, September 23, 2016 @ 11:00 a.m. Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 95 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 4 Total Noncompliant: 0 FAIRWAY FORD OF MASTER BUICK GMC ALLAN VIGIL FORD LANGDALE CHEVOLET AUGUSTA 3710 WASHINGTON RD Vendors 6790 MT. ZION BLVD P. O. BOX 770 4333 WASHINGTON RD AUGUSTA, GA 30907 MORROW, GA 30260 SYLVESTER, GA 31791 EVANS, GA 30809 Attachment B Yes YES Yes Yes KROS8437/ E-Verify Number 94460 689687 523776 665555 SAVE Form Yes YES Yes Yes 5.00 Vehicle and Options Required 5.01 Fullsize Truck, Rg Cab $19,566.00 $19,770.00 $19,705.00 $25,100.00 2 wheel drive 5.02 Fullsize Truck, Rg Cab $20,898.00 $22,470.00 $22,626.00 $28,776.00 4 wheel drive 5.03 Fullsize Truck, Ext Cab $20,698.00 $20,839.00 $22,328.00 $27,784.00 2 wheel drive 5.04 Fullsize Truck, Ext Cab $23,584.00 $23,862.00 $25,486.00 $31,466.00 4 wheel drive 5.05 Fullsize Truck, Ext Cab $21,884.00 $22,070.00 $23,380.00 $28,836.00 2 wheel drive, 8 cyl 5.06 Fullsize Truck, Ext Cab $24,891.00 $25,094.00 $26,538.00 $32,518.00 4 wheels door, 8 cyl 5.07 Fullsize Truck, Crew CC15743/ Cab $23,997.00 $25,038.00 $33,228.00 2 wheel drive No Bid 5.08 Fullsize Truck, Crew Cab $27,094.00 $27,335.00 $29,078.00 $36,142.00 4 wheel drive 5.09 Speed control/tilt steering $215.00 $207.00 Standard n/a 5.10 Skid Plate package $150.00 $148.00 $106.00 $295.00 (4x4) Item # 1 Page 1 of 3  Attachment number 3 \nPage 2 OFFICIAL Bid #16-235 6,000 GVW Series Pickup Truck for Augusta, Georgia - Central Services Department- Fleet Management Division Bid Opening Date: Friday, September 23, 2016 @ 11:00 a.m. Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 95 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 4 Total Noncompliant: 0 FAIRWAY FORD OF MASTER BUICK GMC ALLAN VIGIL FORD LANGDALE CHEVOLET AUGUSTA 3710 WASHINGTON RD Vendors 6790 MT. ZION BLVD P. O. BOX 770 4333 WASHINGTON RD AUGUSTA, GA 30907 MORROW, GA 30260 SYLVESTER, GA 31791 EVANS, GA 30809 5.11 Minimum $300.00/ 8 Foot Bed $265.00 $614.00 $300.00 $950.00 5.12 Black platform Run Bd $235.00 $231.00 $534.00 $780.00 5.13 Elec Windows & $893.00/ Door Locks $1,235.00 $640.00 $700.00 $1077.00 5.14 Trailer Tow package $460.00 $548.00 $380.00 $375.00 5.15 CNG Package $290.00 $1,758.00 n/a n/a 5.16 Heavy duty payload package $1,400.00 $3,304.00 Standard n/a 5.17 XL Chrome appearance package $300.00 $713.00 $220.00 $510.00 5.18 XL power equipment $893.00/ package $1,235.00 n/a n/a $1077.00 5.19 XL sport appearance package $300.00 n/a n/a n/a 6.00 Outfitter's Specialty Items 6.01 Fire Extinguisher $65.00 $50.00 $82.00 n/a 6.02 Outlet receptacle $70.00 $60.00 $189.00 n/a $453.00/ 6.03 Bedliner $355.00 $375.00 $575.00 $529.00 6.04 Toolbox $450.00 $259.00 $467.00 $500.00 6.05 Trailer hitch $505.00 $144.00 $405.00 $380.00 6.06 Trailer wiring included included $51.00 $150.00 6.07 Trailer Ball $40.00 $12.00 $30.00 $50.00 6.08 Window tint, reg cab $125.00 $125.00 $158.00 $150.00 Item # 1 Page 2 of 3  Attachment number 3 \nPage 3 OFFICIAL Bid #16-235 6,000 GVW Series Pickup Truck for Augusta, Georgia - Central Services Department- Fleet Management Division Bid Opening Date: Friday, September 23, 2016 @ 11:00 a.m. Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 95 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 4 Total Noncompliant: 0 FAIRWAY FORD OF MASTER BUICK GMC ALLAN VIGIL FORD LANGDALE CHEVOLET AUGUSTA 3710 WASHINGTON RD Vendors 6790 MT. ZION BLVD P. O. BOX 770 4333 WASHINGTON RD AUGUSTA, GA 30907 MORROW, GA 30260 SYLVESTER, GA 31791 EVANS, GA 30809 6.09 Window tint, ext cab $150.00 $150.00 $200.00 $200.00 6.10 Window tint, crew cab $160.00 $175.00 $220.00 $200.00 6.11 Add on step-driver and passenger side drs $250.00 $159.00 $246.00 no bid 7.00 Alert Warning Systems 7.01 Backup alarm $115.00 $75.00 $71.00 $175.00 7.02 LED topmount light $555.00 $542.00 $504.00 n/a 2017 6,000 GVW PICKUP TRUCK: Year 2017 2017 2017 2017 Make Ford Ford Chevrolet GMC Model F150 F150 Silverado Sierra Approximate Delivery Date 10-12 weeks 90-120 days 60-70 days 8-12 weeks The following vendor did not respond: GERALD JONES FORD / 3480 WRIGHTSBORO RD / AUGUSTA, GA 30919 Item # 1 Page 3 of 3 Attachment number 4 \nPage 1 Item # 1 Attachment number 4 \nPage 2 Item # 1 Attachment number 4 \nPage 3 Item # 1 Attachment number 4 \nPage 4 Item # 1 Attachment number 4 \nPage 5 Item # 1 Attachment number 4 \nPage 6 Item # 1 Attachment number 4 \nPage 7 Item # 1 Attachment number 4 \nPage 8 Item # 1 Attachment number 4 \nPage 9 Item # 1 Attachment number 5 \nPage 1 Item # 1 Attachment number 5 \nPage 2 Item # 1  Administrative Services Committee Meeting 11/8/2016 1:15 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on October 25, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2  Attachment number 1 \nPage 1 Administrative Services Committee Meeting Commission Chamber - 1012512016 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; D. Williams, Vice Chairman; Lockett and Davis, members. ADMINISTRATIVE SERVICES 1. Discuss the Abandon Property Task Force. (Requested by Commissioner Item Marion Williams) action: Approved Motions Motion -^"""" Motion Text I ype Made By seconded By f*i| Motion to ask Housing & Community Development, the Marshal's Department, Code Enforcement and Environmental Services to meet with representatives from Mt. Calvary Baptist Commissioner Commissioner Approve Church, Liberty Baptist Mary Davis Dennis Passes Church and the House of Williams Prayer at the Planning Commisson meeting regarding the cleanup of abandoned properties near Wrightsboro Road. Motion Passes 4-0. 2. A motion to approve the twenty-four (24) policies submitted by the PPPM Item subcommittee as developed by the consuliant and to replace the current Action: Personnel Policies and Procedures Manual (pppM). Rescheduled Motions Item # 2  Attachment number 1 \nPage 2 Y.:j:"t I YPe Motion Text Made '--"- -r By v!!v'uvs By Motion Seconded ,-r ResUlt Motion to refer this item back to the sub- Commissioner Defer committee for further william commissioner Passes discussion of items. Lockett Mary Davis Motion Passes 4-0. 3. Motion to approve the minutes of the Administrative Services Committee held Item on October 11,2016. Action: Approved Motions Motion Text Motion Y:ll" I YPe -.------ By Made -r seconded By Result Motion to Approve ffi3,i"J'*"sses 4- 0. $",il,ffil[:- fr""frH#iJ" passes 4. Motion to approve proposed changes to the Augusta Commission's Rules of Item Procedures as recommended from the Rules Subcommittee. Action: Rescheduled Motions Motion Text By Motion Hl:'" rype -Made ------ -.t seconded By Result Motion to refer this item back to the next Commissioner Commissioner Defer commiffee meeting. MaryDavis William Lockett Passes Motion Passes 4-0. 5. Motion_to approve the award of the RFP for PBM (RFP #16-236) to Magellan Item and authorize the Mayor to execute the approved contract for a period ofthree Action: years. Approved Motions Motion Text Made By By Motion X:11" [YPe seconded Result Motion to Approve ffi3l,il'."sses 4- 0. f,:[TjJl,"' $iilffiil:i:- passes Item # 2  Administrative Services Committee Meeting 11/8/2016 1:15 PM Rules of Procedures Subcommittee Department: Rules Subcommittee Presenter: Rules Subcommittee Caption: Motion to approve proposed changes to the Augusta Commission's Rules of Procedures as recommended from the Rules Subcommittee. (Referred from October 25 Administrative Services Committee) Background: The Commission Rules Subcommittee was appointed to review the Rules of Procedure and make recommendations for improvement. Analysis: See attached Financial Impact: None Alternatives: Recommendation: Approve Funds are Available in the Following N/A Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3 Attachment number 1 \nPage 1 Item # 3 Attachment number 1 \nPage 2 Item # 3 Attachment number 2 \nPage 1 Item # 3 Attachment number 2 \nPage 2 Item # 3 Attachment number 2 \nPage 3 Item # 3 Attachment number 2 \nPage 4 Item # 3 Attachment number 2 \nPage 5 Item # 3 Attachment number 2 \nPage 6 Item # 3 Attachment number 2 \nPage 7 Item # 3 Attachment number 2 \nPage 8 Item # 3 Attachment number 2 \nPage 9 Item # 3 Attachment number 2 \nPage 10 Item # 3 Attachment number 2 \nPage 11 Item # 3 Attachment number 2 \nPage 12 Item # 3 Attachment number 2 \nPage 13 Item # 3 Attachment number 2 \nPage 14 Item # 3 Attachment number 2 \nPage 15 Item # 3 Attachment number 2 \nPage 16 Item # 3 Attachment number 2 \nPage 17 Item # 3 Attachment number 2 \nPage 18 Item # 3 Attachment number 2 \nPage 19 Item # 3 Attachment number 2 \nPage 20 Item # 3 Attachment number 2 \nPage 21 Item # 3 Attachment number 2 \nPage 22 Item # 3 Attachment number 2 \nPage 23 Item # 3 Attachment number 2 \nPage 24 Item # 3 Attachment number 2 \nPage 25 Item # 3 Attachment number 2 \nPage 26 Item # 3 Attachment number 2 \nPage 27 Item # 3 Attachment number 2 \nPage 28 Item # 3 Attachment number 3 \nPage 1 Item # 3 Attachment number 3 \nPage 2 Item # 3 Attachment number 3 \nPage 3 Item # 3 Attachment number 3 \nPage 4 Item # 3 Attachment number 3 \nPage 5 Item # 3 Attachment number 3 \nPage 6 Item # 3 Attachment number 3 \nPage 7 Item # 3 Attachment number 3 \nPage 8 Item # 3 Attachment number 3 \nPage 9 Item # 3 Attachment number 3 \nPage 10 Item # 3 Attachment number 3 \nPage 11 Item # 3 Attachment number 3 \nPage 12 Item # 3 Attachment number 3 \nPage 13 Item # 3 Attachment number 3 \nPage 14 Item # 3 Attachment number 3 \nPage 15 Item # 3 Attachment number 3 \nPage 16 Item # 3 Attachment number 3 \nPage 17 Item # 3 Attachment number 3 \nPage 18 Item # 3 Attachment number 3 \nPage 19 Item # 3 Attachment number 3 \nPage 20 Item # 3 Attachment number 3 \nPage 21 Item # 3 Attachment number 3 \nPage 22 Item # 3 Attachment number 3 \nPage 23 Item # 3 Attachment number 3 \nPage 24 Item # 3 Attachment number 3 \nPage 25 Item # 3 Attachment number 3 \nPage 26 Item # 3 Attachment number 3 \nPage 27 Item # 3 Attachment number 3 \nPage 28 Item # 3