PRESENTER: Presenter
Barbara Coleman, Purchasing Manager
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SUBJECT: Title
Approval of annual routine recurring expenditures for FY 2025 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, as has been the practice for several years, to manage staff resources more efficiently while ensuring compliance with the charter. This creates efficiencies through eliminating 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 |
Not to Exceed |
Contract Source |
Acushnet Company Commercial Golf supplies for resale inventory. $130,000 Exempt
Titleist Funding is incorporated into the
Stock-inventory budget for Golf.
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.
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 $100,000 TIPS
Solutions.
Funding is incorporated into the
IT and appropriate department 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 $600,000 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.
Freese & Nichols Inc. Professional engineering $150,000 City Contract
Support for Citywide projects.
Funding is incorporated into the
appropriate operating budget.
Galls, Inc. Fire and Police Department / uniforms, $150,000 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 operating budget.
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.
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.
Iteris Inc. Data collection system for traffic & $ 60,000 TMAS/
roads and miscellaneous supplies BuyBoard
for traffic management. Single Source
Funding is incorporated into the Public
Works Department operating budget.
Langely & Banack Inc Legal Support related to construction $100,000 Exempt
Support.
Funding is incorporated into the Legal Department budget.
Motorola Annual maintenance & license for $350,000 DIR
Includes Previously - Police and Fire Dept. computer aided Spillman Technologies dispatch and Records Management system Watch Guard vehicle accessories to support city fleet and evidence library for Police Dept.
Funding is incorporated into the Police Department and other appropriate department operating budgets.
NAFECO Safety uniforms, equipment $400,000 BuyBoard
and supplies.
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.
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 $300,000 BuyBoard
Fire Apparatus Funding is incorporated into the
Fire Department operating budget.
Terrill & Waldrop PLLC City general legal support. $75,000 City Contract
Funding is incorporated into the
Legal Department budget.
Wastequip Waste Management containers $200,000 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
STRATEGIC PLAN REFERENCE:
☐Economic Mobility ☐Enhanced Connectivity ☐Community Identity
☐Organizational Excellence ☒Community Well-Being ☐N/A
[Enter Objectives/Performance Measures Supported]
FISCAL IMPACT:
Funding for all initiatives and expenditures above were incorporated into the appropriate FY 2025 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 2025 in accordance with City Charter section 9.17.