PRESENTER: Presenter
Barbara Coleman, Purchasing Manager
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SUBJECT: Title
Approval of contract expenditures for annual routine recurring expenditures for FY 2026 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 purchases that exceed $100,000. In an effort to optimize staff efficiency and City operations, routine expenditures that occur every year and are included in the appropriate department budgets are brought forth as Bulk Spend for consideration by Council. This process eliminates the need for these expenditure requests to be brought to City Council individually throughout the year and ensures the City remains compliant with Local Government Code and the City Charter.
This action will allow purchases to be made as needed throughout the year and prevents delays in obtaining goods and/or services needed to maintain City operations. The purchases brought forth on Bulk Spend have been procured in accordance with Texas Local Government Code and each procurement method is documented accordingly. Cooperative Agreements utilized have been competitively vetted and identified to meet the requirements set forth by code.
The following requests are for additional expenditures to support needs for the remainder of FY 2026. Their original spend request was authorized by City Council on a previous date, as indicated below, and are requiring additional expenditures for the remainder of the fiscal year (through September 30, 2026).
As additional vendors that are anticipated to exceed the $100,000 threshold are identified, they will be brought to City Council for approval at that time. Moreover, any purchases that warrant individual consideration and approval will still be brought to City Council as well.
The following purchases and estimated annual expenditures are recommended for City Council consideration:
VENDOR PREVIOUS ACTION REQUESTING ACTION TOTAL CONTRACT
AUTHORIZED SOURCE
SPEND
Angel Armor CC 25-1270 -10/27/2025, Requesting additional spend $155,000 BuyBoard
for body armor as needed by authority of $25,000 to support
Police Dept. staff with a staff needs, through end of FY26.
Annual spend NTE $130,000. Funding is incorporated into the
appropriate operating budgets.
AV Fuel CC 21-757 - 8/9/2021 Airport is requesting additional $2,900,000 City Contract
Approved contract with spending authority of $400,000 to
AV Fuel Corp. for Airport purchase aviation fuel which is
fuel used for resale - with sold to Airport customers. This is
estimated annual a 5-year contract, and it is in its
expenditure of $1.2M 4th year. The estimated annual
-CC 25-1155 on 9-22-25 spend has been $2.5M, however,
Approved latest contract with fuel pricing volatility,
renewal with an annual $400,000 additional spend is
spend NTE $2.5M. requested to cover projected sales
through the end of FY 2026.
Funding is supported with revenue
collected from fuel sales.
Galls, Inc. CC 25-1270 - 10-27-25, Requesting additional spending $290,000 BuyBoard
for Police and Fire staff authority of $40,000 to allow staff
uniforms, such as bullet to purchase Fire and Police
proof vest and other Department uniforms and
accessories as needed for accessories through the end of
with an annual spend NTE FY 2026.
$250,000 for FY 2026.
ISSUE:
Bulk purchases for various annual expenditures that will exceed the City’s threshold of $100,000 or additional spending authority needed for items previously approved by City Council to support operations for the remainder of FY 2026.
STRATEGIC PLAN REFERENCE:
N/A Economic Mobility N/A Enhanced Connectivity N/A Community Identity
YES Organizational Excellence N/A Community Well-Being
FISCAL IMPACT:
Funding for all initiatives and expenditures above are incorporated into the appropriate FY 2026 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 up that difference elsewhere within their operating budget. This action does not increase the budget allocation for any fund.
Recommendation
RECOMMENDATION:
Staff are requesting approval of expenditures for annual routine recurring expenditures for FY 2026 in accordance with City Charter Section 9.17.