PRESENTER: Presenter
Julie Gohlke, Assistant Purchasing Manager
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SUBJECT: Title
Approval of annual routine recurring expenditures for FY 2027 in accordance with City Charter Section 9.17.
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DEPARTMENT: Finance
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COUNCIL DISTRICTS IMPACTED: ALL
BACKGROUND INFORMATION:
Per section 9.17 of the City Charter, City Council approval is required for annual purchases that exceed $100,000. The list below is comprised of routine, operational expenditures that occur every year, are included in the adopted budget and have traditionally been approved all at once, to more efficiently manage staff resources as well as ensure compliance with the charter. If brought individually, it would result in 24 separate agenda items. This will eliminate the need for these expenditure requests to be brought to City Council individually throughout the year. This item is typically brought forward on a quarterly basis. However, with it being the beginning of the fiscal year, this item is larger due to departments needing to reestablish spending authority with these vendors.
This action will allow purchases to be made as needed throughout the year. The expenditure authorizations below are competitively vetted by cooperative agreements, quote or justified as a single source.
As additional vendors that are anticipated to exceed the $100,000 threshold are identified, they will be brought for City Council. 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 |
Not to Exceed |
Contract Source |
Acushnet Company Commercial Golf supplies for resale inventory. $150,000 Exempt
(Titleist) Funding is incorporated into the
Stock-inventory budget for Golf.
Angel Armor Body Armor for Police Department. $130,000 BuyBoard/Sole Source
Funding is incorporated into the
Police Department Operating budget.
Bound Tree Medical, LLC Medical supplies & equipment used by $450,000 BuyBoard
Fire Dept. used to support operations.
Funding is incorporated into the
Fire Department Operating budget.
Doggett Freightliner Mechanical services and parts $250,000 BuyBoard
for fleet vehicles.
Funding is incorporated into the
appropriate budgets
Ergon Asphalt & Custom blended emulsions. $105,000 Sole Source
Emulsions Inc. Funding is incorporated into the
Streets and Drainage Budget.
Farrwest Specialty Vehicles Vehicle upfitting services which include $300,000 BuyBoard
Equipment from the Buyboard Cooperative City Contract
And installation from a city contract.
Annual spend varies based on number of
vehicles purchased. Funding is incorporated
into the appropriate operating budget.
Galls, Inc. Fire and Police Department / uniforms, $250,000 BuyBoard
Angel/miller Bullet proof vest and other accessories.
Funding is incorporated into the
appropriate operating budgets.
Goodyear Tire Tires & services for fleet vehicles. $ 170,000 BuyBoard
(Formerly: The Goodyear including Recap tire service for NASPO
Tire & Rubber Company) City wide fleet vehicles
Funding is incorporated into the
appropriate budgets.
GT Distributors Public Safety equipment, supplies $130,000 BuyBoard
Parts and uniforms.
Funding is incorporated into the
appropriate budgets.
GTS Technology Email security, computer replacements $1,000,000 DIR/
Solutions Inc and on-demand 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 fleet $250,000 BuyBoard
Vehicles (solid waste collection bodies).
Funding is incorporated into
the appropriate 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.
Ingram Library Services Library books, materials, and supplies. $110,000 Texas Smart Buy
Funding is incorporated into the Library budget.
Langely & Banack Inc Legal Support related to construction $110,000 Exempt
Support.
Funding is incorporated into the Legal
Department budget.
NAFECO Safety uniforms, equipment $250,000 BuyBoard
and supplies.
Funding is incorporated into the
Fire Department operating budget.
Overdrive Inc Lonestar Digital Library Services for ebook, $140,000 Texas Digital
Audio, and other digital content for Library Consortium
Library patrons. Funding is incorporated
In the Library budget.
Pape-Dawson Various city traffic engineering support $150,000 City Contract
Engineers Inc. Funding is incorporated into the
Appropriate department budgets.
Precision Delta Corp Ammunition for Police Department $110,000 TXMAS
Funding is incorporated into the Police
Department operating budget.
Progressive Commercial Pool chemicals for City pools $110,000 BuyBoard
Aquatics Inc. Funding is incorporated into the
Parks Department operating budget.
Schaefer Plastics Residential refuse & recycling carts. $300,000 Sourcewell
Funding is incorporated into the
Solid Waste fund budgets
Texas Pack & Load Mechanical services and parts for fleet $125,000 Sole Source
Vehicles (solid waste collection bodies)
Funding is incorporated into the
Solid Waste fund budgets
Texas Municipal League Worker’s Compensation, Property, and $2,300,000 Exempt
Liability Insurance including allowance
For deductibles. Funding for this comes
From all funds dependent on property, vehicle
And/or employee assignments.
Wastequip/Wastebuilt Wastebuilt OEM and aftermarket parts $200,000 Sourcewell
And Commercial dumpsters
Funding is incorporated into the Solid
Waste Fund budgets.
ISSUE:
Maintain fiscal stability of City Operations
STRATEGIC PLAN REFERENCE:
☐Economic Mobility ☐Enhanced Connectivity ☐Community Identity
☐Organizational Excellence ☒Community Well-Being ☐N/A
FISCAL IMPACT:
Funding for all initiatives and expenditures above were incorporated into the appropriate FY 2027 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 elsewhere within their operating budget.
Recommendation
RECOMMENDATION:
Staff recommends approval of annual recurring expenditures for FY 2027 in accordance with City Charter section 9.17.