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, 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 |
Not to Exceed |
Contract Source |
Angel Armor Body Armor for Police Department. $100,000 BuyBoard
Funding is incorporated into the
Police Department operating budget.
Aramark\Vestis Janitorial supplies and services to support $65,000 BuyBoard
DasRec.
Funding is incorporated into the Parks
Department operating budget.
Galls, Inc. Fire and Police Department / uniforms, $210,000 BuyBoard
Angel/miller Bullet proof vest and other accessories.
Staff are asking for an increase of $60,000
From $150,000 to $210,000.
Funding is incorporated into the
appropriate operating budgets.
Harrell’s Inc. Landscape fertilizers for the Golf Course $230,000 BuyBoard
And Parks Maintenance. Staff is asking
for additional spend of $30,000 changing
the annual spend From $200,000 to $230,000.
Funds are incorporated into the Golf
Course Enterprise Fund Budget.
Siddons Martin Service work for Fire engine repairs $500,000 BuyBoard
Fire Apparatus Staff are asking for an increase of $200,000.
This will support repairs that are needed immediately
and through the end of this fiscal year.
Funding is incorporated into the Fire Department
operating 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.