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 support the FY 2024 year-end closures recommended for City Council consideration:
|
Vendor Source |
Service |
Estimated |
Contract Source |
|
Ergon Asphalt & Emulsions Inc. |
Custom blended emulsions to support the streets and drainage work. Council has approved a previous expenditure of $80,000. This request is for an increase of $25,000 with a new expenditure total of $105,000. Funding is incorporated into the Public Works Streets and Drainage Budget. |
$105,000 |
Sole Source |
|
Midwest Tape LLC (Holland/Hoopla) |
Library Media collections. Funding is incorporated into the Library’s operating budget. |
$60,000 |
TX SmartBuy |
|
Motorola |
On-Call equipment, services, and repairs of radios and cameras. Council has approved a previous expenditure of $70,000. This request is for an increase of $280,000 for City-wide support with a new expenditure total of $350,000. Funding is incorporated into the appropriate department budget. |
$350,000 |
DIR |
|
Progressive Commercial Aquatic |
Pool Chemicals and services as needed for Landa Aquatics and Das Rec. Council has approved a previous expenditure of $100,000. This request is for an increase of $40,000 with a new expenditure total of $140,000. Funding is incorporated into the appropriate department budget. |
$140,000 |
BuyBoard |
|
Sequel Data Systems |
Cohesity Renewal FY24-25. Funding is incorporated into the appropriate department budget. |
$70,000 |
TIPS |
|
Siddons Martin Emergency Group /Fire Apparatus |
Service work for fire engine repairs and equipment. Council has approved a previous expenditure of $210,000. This request is for an increase of $165,000 with a new expenditure total of $375,000. Funding is incorporated into the Fire Departments operating budget. |
$375,000 |
BuyBoard/HGAC/ City Contract |
|
Texas Municipal League |
Self-Funded Pool for Workers Comp, property and liability insurance. Council has approved a previous expenditure of $1,900,000. This request is for an increase of $535,451 with a new expenditure total of $2,435,451. Funding is incorporated into the appropriate department budget. |
$2,435,451 |
Sole Source/Exempt |
ISSUE:
Maintain fiscal stability of city operations.
FISCAL IMPACT:
The table above reflects adjusted totals needed for FY 2024 year-end actual costs versus the estimates that had previously been brought to Council, including two vendors that were not previously brought to Council for approval, but ended up exceeding the $50,000 threshold. The increases to the estimates are included in the Service Section of the table.
Recommendation
RECOMMENDATION:
Staff recommends approval of annual recurring expenditures for FY 2024 in accordance with City Charter section 9.17.