PRESENTER: Presenter
Barbara Coleman, Purchasing Manager
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SUBJECT: Title
Approval of annual routine recurring expenditures for FY 2024 in accordance with City Charter Section 9.17.
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DEPARTMENT: Finance
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COUNCIL DISTRICTS IMPACTED: NA
BACKGROUND INFORMATION:
Per section 9.17 of the City Charter, City Council approval is required for annual purchases that exceed $50,000. There are various routine expenditures that occur every year and staff recommend that these expenditures be approved all at once, to more efficiently manage staff resources as well as ensure compliance with the charter. This will eliminate the need for these expenditure requests to be brought to City Council individually throughout the year.
This action will allow purchases to be made as needed throughout the year. As indicated below, the purchases are competitively vetted by cooperative agreements, quote or justified as a single source. Funding has been allocated for all of the expenditures detailed below.
As additional vendors that are anticipated to exceed the $50,000 threshold are identified, they would still be brought for City Council at that time. Moreover, any purchases that warrant individual consideration and approval will be brought to City Council in that manner.
The following purchases and estimated annual expenditures are recommended for City Council consideration:
|
Vendor Source |
Service |
Estimated Spend |
Contract Source |
Acushnet Company Commercial Golf supplies for inventory. $130,000 Exempt
Titleist -Funding is incorporated into the
Stock-inventory budget.
Applied Concepts, Inc. Dual antenna radar system $55,000 HGAC
for fleet vehicles.
-Funding is incorporated into the
appropriate budget.
AT & T City wide telecommunication services. $60,000 DIR/Utility
-Funding is incorporated into the
IT Department operating budgets.
Avery Oil Co. Bulk fluids to support city wide $100,000 BuyBoard
-fleet operations.
Funding is incorporated into the
Fleet Operations budget.
AV Fuel Aviation fuel retailed at the City $16,000,000 City Contract
Regional Airport, (Retail sales).
This is a five-year term contract with an
estimated $16,000,000 aggregate spend.
-Funding is incorporated into the Airport
Department Enterprise Fund budget.
Baker & Taylor Books Library books, supplies and other $240,000 TXMAS
cataloging services.
-Funding is incorporated into the
Library Department operating budget.
Baker & Taylor Audio books, music and movies. $100,000 TXMAS
Entertainment -Funding is incorporated into the
Library Department operating budget.
Bluebonnet Motors Automotive supplies & services $250,000 City Contract
for Citywide fleet.
-Funding is incorporated into the
appropriate operating budget.
Bond Tree Medical, LLC Medical supplies and equipment. $350,000 City Contract
-Funding is incorporated into the BuyBoard / ILA
Fire Departments operating budget.
Central Square One Solution - annual subscription, $55,000 City Contract
Sun Guard/Superion LLC maintenance and support for the
Financial and Human
Resource computer system.
-Funding is incorporated into the IT
Department operating budget.
CINTAS Corporation City uniform rental/purchase and $115,000 City Contract
No. 2 Industrial cleaning services.
-Funding is incorporated into the
appropriate department budget
Data Projections Multiple contracts for audio visual $125,000 TIPS/DIR
Solutions.
-Funding is incorporated into the
IT and appropriate department budgets.
Ergon Asphalt & Custom blended emulsions. $80,000 Sole Source
Emulsions Inc. -Funding is incorporated into the
Streets and Drainage Budget.
ESRI Geographic information system $ 70,000 City Contract
software licenses and online GIS support.
-Funding is incorporated into the IT
Department annual budget.
Fast Labs Employee physicals and testing. $55,000 City Contract
-Funding is incorporated into the
appropriate operating budget
Fuelman/Texas Citywide fleet fuel. $1,800,000 Omnia Partner
FleetCor Technologies, -Funding is incorporated into
Inc. the appropriate department budgets.
Freese & Nichols Inc. Professional engineering $200,000 City Contract
Support for Citywide projects.
-Funding is incorporated into the
appropriate operating budget.
Galls, Inc. Fire and Police Department / uniforms, $200,000 BuyBoard Angel/miller Bullet proof vest and other accessories.
-Funding is incorporated into the
appropriate operating budgets.
Geographic Information Geographic software support $110,000 DIR
Services for the IT Department.
-Funding is supported by the
Development Fund.
Goodyear Tire Tires & services for fleet vehicles. $150,000 BuyBoard
(Formerly: The Goodyear including Recap tire service for NASPO
Tire & Rubber Company) City wide fleet vehicles
-Funding is incorporated into the
appropriate budgets.
GTS Technology Computer replacements $700,000 DIR/
Solutions Inc and on-demand IT purchases. BuyBoard
-Funding is incorporated in the
IT operating budget.
Harrell’s Inc. Landscape fertilizers for Parks Dept. $200,000 BuyBoard
-Funding is incorporated into the Golf
Course Enterprise Fund budget.
Heil of Texas Mechanical services and parts for $100,000 BuyBoard
Fleet vehicles (trash collection bodies).
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget.
Hesselbein Tire Tires and services for large trucks $125,000 BuyBoard
Southwest and equipment.
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget.
Home Depot Misc. building supplies. $60,000 BuyBoard/
-Funding is incorporated into the US
appropriate operating Communities budget. Omnia Partner
Hydradyne Mechanical service and parts $60,000 Best Value/
for Fleet Vehicles Drainage Division. SS-Warranty
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget.
Iteris Inc. Data collection system for traffic & $ 50,000 TMAS/
roads and miscellaneous supplies BuyBoard
for traffic management. Single Source
-Funding is incorporated into the Public
Works Department operating budget.
Law Offices of City general legal support. $100,000 City Contract
Ryan Henry, PLLC -Funding is incorporated into the
Legal Department budget.
Leissner Auto Parts/ Parts and supplies for Fleet vehicles. $70,000 NJPA/
NAPA Auto Parts -Funding is incorporated into the Solid Sourcewell
Waste Management Enterprise Fund budget.
Lower Colorado River Radio services: airtime and radio $350,000 LCRA
Authority maintenance & equipment.
-Funding is incorporated in to the appropriate
department operating budgets.
Lowes Misc. building supplies. $70,000 NIPA/Omnia
-Funding is incorporated into the
appropriate operating budgets.
Matera Paper Citywide custodial supplies. $50,000 BuyBoard
-Funding is incorporated into the
Parks and Public Works Departments
operating budgets.
Motorola On-call service and repairs for $70,000 DIR
For radios and cameras.
-Funding is incorporated into the appropriate
Department operating budgets.
NAFECO Safety uniforms, equipment $150,000 BuyBoard
and supplies.
-Funding is incorporated into the
Fire Department operating budget.
National Cinemedia Multiple advertising agreements for $100,000 City Contract
Various city departments.
-Funding is incorporated into the
Appropriate department budgets.
NB Fire Fighters Dues for City Fire Fighters. $100,000 Sole Source
Assoc. -Funding is incorporated into the Fire
Department operating budget.
Pape-Dawson Various city traffic engineering support $150,000 City Contract
Engineers Inc. -Funding is incorporated into the
Appropriate department budgets.
Pathmark Traffic Products Citywide street signs & traffic materials. $55,000 Coop/Quotes
-Funding is incorporated into the
Public Works Department operating budget.
Pawelek & Moy Inc. Contracted services for engineering $75,000 City Contract
and surveying. Individual contracts
exceeding $50,000 will be brought
forward for approval.
-Funding is incorporated into the
appropriate budget.
Precision Delta Corp Ammunition for Police Department $100,000 TXMAS
-Funding is incorporated into the Police
Department operating budget.
Progressive Commercial Pool chemicals for City pools $100,000 BuyBoard
Aquatics Inc. -Funding is incorporated into the
Parks Department operating budget.
Siddons Martin Service work for Fire engine repairs $210,000 BuyBoard /
Fire Apparatus -Funding is incorporated into the City Contract
Fire Department operating budget.
Spectrum/ Internet and cable service for dedicated $110,000 DIR
Time Warner Cable Internet citywide access.
-Funding incorporated into the IT
Department annual budget.
Taylormade Golf Golf supplies and equipment for in-stock $50,000 Brand Name
merchandise for Landa Park Golf Store. Exempt
Supplies include golf balls, gloves,
headwear, clubs, bags, etc.
-Funding is incorporated into the
Landa Park Golf Enterprise fund.
Texas Municipal League Self-Funded Pool for Worker’s $1,900,000 Self-Funded
Compensation Pool, property
and liability insurance.
-Funding is incorporated into the
appropriate operating budget.
The Chapman City legal support related to construction $100,000 Exempt
Law Firm Contracts and other related support.
-Funding is incorporated into the Legal
department’s budget.
TKO Equipment Co. Rental of street equipment $60,000 City Contract
-Funding incorporated in to the
Streets Department annual budget.
Toter Inc. Solid Waste containers and carts $175,000 HGAC/NIPA/
and equipment used for residential Omnia Partner
trash and recycling.
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget.
Tyler Technologies Inc. Software licenses and $120,000 Sourcewell
annual maintenance to support
Time and Attendance, Municipal Court
and Police ticket writers.
-Funding is incorporated into the
appropriate Department budget.
US Postmaster Citywide postage $55,000 Sole Source
-Funding is incorporated into the
appropriate operating budget.
Version Wireless Citywide wireless communications $4000,000 DIR
-Funding is incorporated into the
Appropriate department operating
budgets.
Walker Partners Professional Service - development $100,000 City Contracts
review assistance for Public Works-
Engineering.
-Funding is incorporated into the
appropriate operating budget.
Wastequip Waste Management containers $100,000 HGAC/NIPA
Commercial dumpsters and Omnia Partner
residential trash and recycling carts.
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget.
ISSUE:
Maintain fiscal stability of City operations
FISCAL IMPACT:
Funding for all initiatives and expenditures above were incorporated into the appropriate FY 2024 departmental budgets. However, the amounts above are estimates; actual costs are dependent upon needs. If the actual costs above exceed what was allocated in the budget for those services, departments are required to make that difference up elsewhere within their operating budget.
Recommendation
RECOMMENDATION:
Staff recommends approval of annual recurring expenditures for FY 2024 in accordance with City Charter section 9.17.