Presenter/Contact
Presenter
Barbara Coleman, Purchasing Manager
Contact Info
(830) 221-4389 - bcoleman@nbtexas.org
Subject Header
SUBJECT:
Title
Approval of annual routine recurring expenditures for FY 2018-19 in accordance with City Charter Section 9.17.
Body
BACKGROUND / RATIONALE:
Per section 9.17 of the City Charter, City Council approval is required for annual purchases that exceed $25,000. There are various routine expenditures that occur every year and staff recommends 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 $25,000 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 Service Estimated Solicitation Source
Acushnet Company Commercial Golf Supplies for inventory $90,000 Sole Source
Titleist - Funding is incorporated into the
Stock-inventory budget
Ameriturf Custom blended fertilizers and soils $ 35,000 Single Source
for Golf Course and Parks
- Funding is incorporated into the
Parks Department operating budget
Applied Concepts, Inc. Dual Antenna Radar System $50,000 HGAC
For fleet vehicles
-Funding is incorporated into the
appropriate budget
Austin Business Office Furniture $30,000 TCPN, TXMAS
Furniture -Funding is incorporated into the
appropriate operating budget
Amazon Market Place City Wide purchases for general $60,000 US Communities
supplies and equipment
-Funding is incorporated into the
appropriate department budget
AT & T City Wide Telecommunication Services $210,000 DIR/Utility
- Funding is incorporated into the
IT Department operating budget
Avery & Company Bulk fluids to support city wide $37,000 BuyBoard
fleet operations
-Funding is incorporated into the
Fleet Operations budget
Baker & Taylor Books Library Books, supplies and other $110,000 TXMAS
Cataloging Services
-Funding is incorporated into the
Library Department operating budget
Baker & Taylor Audio Books, music and movies $ 25,000 TXMAS
Entertainment -Funding is incorporated into the
Library Department operating budget
Bluebonnet Motors -Automotive Supplies & Services $48,000 Best Value
For Citywide fleet
- Funding is incorporated into the
appropriate Operating budget
Chief Supply Body Armor and other Safety $50,000 GSA
- Funding is incorporated into the
appropriate Operating budget
Comal Golf & Battery Golf Cart Batteries for fleet $40,000 Best Value
- Funding is incorporated into the
Golf Course Operating budget
Ergon Asphalt & Custom Blended Emulsions $50,000 Sole Source
Emulsions Inc. -Funding is incorporated into the
Streets and Drainage Budget
ESRI Geographic Information System $ 62,000 Single Source
software licenses and online GIS support
-Funding is incorporated into the IT
Department annual budget
Ewald Tractor/Kubota Mechanical Service and Parts $28,000 BuyBoard
for Fleet Vehicles (Hybrid drive systems)
- Funding is incorporated into the
Waste Management Enterprise Fund budget
Freese & Nichols Inc. Professional Engineering $40,000 IDIQ NB 15-049
Support for Citywide projects
-Funding is incorporated into the
appropriate operating budget
GT Distributors Public Safety equipment, supplies $130,000 BuyBoard
Parts and uniforms
-Funding is incorporated into the
appropriate operating budget
Grande Truck Center Mechanical Services and Parts for $50,000 BuyBoard
Fleet Vehicles (trash collection vehicles)
-Funding is incorporated into the
Waste Management Enterprise Fund budget
Gulf Coast Paper Co. Janitorial & Operating Supplies $26,000 BuyBoard
-Funding is incorporated into the
appropriate operating budget
Heil of Texas Mechanical Services and Parts for $60,000 BuyBoard
Fleet Vehicles (trash collection bodies)
- Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Herald Zeitung Required Advertising $ 40,000 Single Source
- Funding is incorporated into the
appropriate Department operating budgets
Hesselbein Tire Tires and services for Large trucks $90,000 BuyBoard
Southwest and equipment
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Hollywood Crawford Fire Station Garage Door Repairs $30,000 Quotes
Door - Funding is incorporated into the
Fire Department operating budget
Home Depot -Misc. Building Supplies $50,000 US Communities
- Funding is incorporated into the
appropriate Operating budget
Hydradyne Mechanical Service and Parts $35,000 Best Value/
for Fleet Vehicles Drainage Division SS-Warranty Work
Tractors)
- Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Iteris Inc. Data collection system for traffic & $ 90,000 TMAS/Single
roads and miscellaneous supplies Source
for traffic management
- Funding is incorporated in to the Public
Works Department operating budget
K. Friese & Assoc. Development Review Assistance $130,000 IDIQ NB 17-062
For Public Works-Engineering
-Funding is incorporated into the
appropriate operating budget
Leissner Auto Parts/ Parts and Supplies for Fleet Vehicles $30,000 BuyBoard/NJPA
NAPA Auto Parts - Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Lower Colorado River Radio Services: Air Time and Radio $ 220,000 LCRA
Authority Maintenance & Equipment Cooperative
-Funding is incorporated in to the appropriate
Department operating budgets
Lowery On-Demand Appraisals $50,000 IDIQ NB 17-040
-Funding is incorporated into the
appropriate project budgets
Lowes Misc. Building Supplies $30,000 TCPN
- Funding is incorporated into the
appropriate Operating budget
Matera Paper Citywide Custodial Supplies $ 45,000 BuyBoard
- Funding is incorporated into the
Parks and Public Works Departments
Operating budget
Microsoft Subscription to Microsoft Office 365 $165,000 DIR
City Wide System
-Funding is incorporated into the IT
Department operating budget
Miller Uniforms Uniforms for the Police Department $ 70,000 BuyBoard
-Funding is incorporated into the Police
Department operating budget
NAFECO Safety Uniforms, Equipment $130,000 BuyBoard
and supplies
- Funding is incorporated into the
Fire Department operating budget
NB Fire Fighters Assoc. Dues for City Fire Fighters $48,000 Sole Source
- Funding is incorporated into the
Fire Department operating budget
Paradigm Traffic Street Lighting and Signal supplies $35,000 BuyBoard
Systems Inc. and equipment
- Funding is incorporated into the
Fire Department operating budget
Pathmark Traffic Products Citywide street signs & traffic materials $ 55,000 Coop. & Quotes
-Funding is incorporated into the
Public Works Department operating budget
Pawelek & Moy Inc. Contracted Services for Engineering $50,000 IDIQ NB 15-055
and Surveying. Individual contracts
not exceeding $25,000 brought forward
as an aggregate.
- Funding is incorporated into the
appropriate budget
Physio Control, Inc. On-site comprehensive coverage for $79,561 Sole Source
LIFEPAK defibrillator (service,
maintenance, parts and reconditioning).
-Funding is incorporated into the
appropriate operating budget
Precision Delta Corp Ammunition for Police Department $ 69,000 BuyBoard
- Funding is incorporated into the Police
Department operating budget
Progressive Commercial Pool chemicals for City pools $70,000 Buyboard
Aquatics Inc. -Funding is incorporated into the
Parks Department operating budget
Siddons Fire Apparatus Service work for Fire engine repairs $ 90,000 BuyBoard
- Funding is incorporated into the
Fire Department operating budget
Specialized Parts Co. Parts and Supplies for Fleet Vehicles $60,000 US Communities
-Funding is incorporated into the
appropriate budget
Spillman Technologies Annual Maintenance & License for $180,000 Texas Dept. of
Police and Fire Dept. computer aided Info. Res. (DIR)
dispatch and Records Management system
- Funding is incorporated in to the Police
Department operating budget
Staples Citywide office, custodial and other $130,000 TCPN
General supplies
-Funding is incorporated into the
appropriate departments operating budgets
Strategic Government Temporary contracting for $50,000 Best Value
Resources Executive Recruitment (as needed)
-Funding is incorporated into the
appropriate operating budget
Sun Guard/Superion LLC One Solution - Annual maintenance and $ 35,000 Single Source
Support for the Financial and Human
Resource System
-Funding is incorporated into the IT
Department operating budget
Terracon Consultants Multi contract for Material Testing $35,000 IDIQ NB 15-035
- Funding is incorporated into the
appropriate budget
Texas Municipal League Self-Funded Pool for worker’s $930,000 Self-Funded Pool
compensation, property and liability insurance
-Funding is incorporated into the
appropriate operating budget
Tire HUB Tires & Services for fleet vehicles $ 150,000 BuyBoard
(Formerly: The Goodyear Tire including Recap tire service for
& Rubber Company) City wide fleet vehicles
-Funding is incorporated into the
appropriate budget
Time Warner Cable Internet and cable service for dedicated $ 66,000 DIR/
Internet citywide access Texas Agency
-Funding incorporated in to the IT Network (Tex-AN)
Department annual budget
Tyler Technologies Inc. Software Licenses and $ 88,000 Single Source
Annual maintenance to Support
Time and Attendance, Municipal Court
and Police Ticket Writers
-Funding is incorporated into the
appropriate Department budget
TX Municipal Police Dues for City Police Officers $30,000 Sole Source
Association - Funding is incorporated into the
Police Department operating budget
US Postmaster City Wide Postage $35,000 Sole Source
- Funding is incorporated into the
appropriate operating budget
Valmark Chevrolet Automotive Supplies & Services $25,000 Best Value
For Citywide fleet
- Funding is incorporated into the
Appropriate Operating budget
Vanguard Truck Center Automotive Repairs for Solid $26,000 Sole Source
Waste Fleet - Manufacture Repairs-
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Version Wireless City wide wireless communications $171,000 DIR
-Funding is incorporated into the
Appropriate department operating
Budgets
Walker Partners Development Review Assistance $50,000 IDIQ NB 17-093
For Public Works-Engineering
-Funding is incorporated into the
appropriate operating budget
Wastequip & Toter Waste Management Containers $267,000 NIPA/HGAC
Commercial dumpsters and
Residential trash and recycling carts
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Winfield Solutions Custom blended fertilizers and soils $47,000 Single Source
For Golf Course and Parks
- Funding is incorporated into the
Parks Department operating budget
ADDRESSES A NEED/ISSUE IN A CITY PLAN OR COUNCIL PRIORITY:
|
X |
Yes |
City Plan/Council Priority: |
Strategic Priorities: 9. Maintain fiscal stability of City operations |
FISCAL IMPACT:
Funding for all initiatives and expenditures above were incorporated into the appropriate FY 2018-19 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 line item budget.
Recommendation
COMMITTEE RECOMMENDATION:
N/A
STAFF RECOMMENDATION:
Staff recommends approval of annual recurring expenditures for FY 2018-19 in accordance with City Charter section 9.17