PRESENTER: Presenter
Barbara Coleman, Purchasing Manager
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SUBJECT: Title
Approval of annual routine recurring expenditures for FY 2022 in accordance with City Charter Section 9.17.
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DEPARTMENT: Finance
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COUNCIL DISTRICTS IMPACTED: City Wide
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 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 $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 |
Estimated |
Contract Source |
Acushnet Company Commercial Golf Supplies for inventory $130,000 Sole Source
Titleist - Funding is incorporated into the
Stock-inventory budget
Amazon Market Place City Wide purchases for general $160,000 US Communities
supplies and equipment Omnia Partners
-Funding is incorporated into the
appropriate department budget
AT & T City Wide Telecommunication Services $60,000 DIR/Utility
- Funding is incorporated into the
IT Department operating budget
Avery Oil Company Bulk fluids to support city wide $55,000 BuyBoard
fleet operations
-Funding is incorporated into the
Fleet Operations budget
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 $ 50,000 TXMAS
Entertainment -Funding is incorporated into the
Library Department operating budget
BB Inspection Services On-Call Inspection Services $75,000 IDIQ Professional
- Funding is incorporated into the Svc
Development Services Fund budget
Bluebonnet Motors Automotive Supplies & Services $235,000 Best Value
For Citywide fleet
- Funding is incorporated into the
appropriate Operating budget
The Chapman Law Firm City legal support related to construction $100,000 Professional Svc
contract and issues
-Funding is incorporated into the
Legal Department Budget
Coats & Rose Legal Support for Litigation on Yantis $50,000 Professional Svc -
-Funding is incorporated into the
The Legal Department’s 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
Fastest Labs Employee physicals and testing $55,000 City Contract
-Funding is incorporated into the
appropriate operating budget
Freese & Nichols Inc. Professional Engineering $150,000 IDIQ Professional
Support for Citywide projects Services
-Funding is incorporated into the
appropriate operating budget
Galls, Inc. /Angel/miller Fire and Police Department Uniforms, $185,000 BuyBoard
Bullet proof vest and other accessories
-Funding is incorporated into the
appropriate operating budget
Geographic Information Geographic software support $110,000 DIR
Services for the IT Department
-Funding is supported by the
Development Fund.
Goodyear Tire Tires & Services for fleet vehicles $ 150,000 BuyBoard
including Recap tire service for
City wide fleet vehicles
-Funding is incorporated into the
appropriate budget
GTS Technology Email Security, computer replacements $400,000 DIR/BuyBoard
Solutions Inc and on-demand purchases
-Funding is incorporated in the
IT 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 $80,000 BuyBoard
Fleet Vehicles (trash collection vehicles)
-Funding is incorporated into the
Waste Management Enterprise Fund budget
Harrell’s Inc. Landscape fertilizers for Parks Dept. $80,000 BuyBoard
-Funding is incorporated into the
Golf Course Enterprise Fund
Heil of Texas Mechanical Services and Parts for $150,000 BuyBoard
Fleet Vehicles (trash collection bodies)
- Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Herald Zeitung Required Advertising $60,000 Single Source
- Funding is incorporated into the
appropriate Department operating budgets
Hesselbein Tire Tires and services for Large trucks $100,000 BuyBoard
Southwest and equipment
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Home Depot/ -Misc. Building Supplies & equipment, $100,000 BuyBoard/
Home Depot Pro - Funding is incorporated into the US Communities/
appropriate Operating budget Omnia Partners
Hydradyne Mechanical Service and Parts $60,000 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/BuyBoard
roads and miscellaneous supplies Sole Source
for traffic management
- Funding is incorporated into the Public
Works Department operating budget
K. Friese & Assoc. Development Review Assistance $200,000 IDIQ Professional
For Public Works-Engineering Services
and Planning
-Funding is incorporated into the
Development Services Fund
Law Offices of City general legal support $50,000 Professional Svc
Ryan Henry, PLLC -Funding is incorporated into the
Legal Department budget.
Leissner Auto Parts/ Parts and Supplies for Fleet Vehicles $70,000 NJPA/Sourcewell
NAPA Auto Parts - Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Lower Colorado River Radio Services: Airtime and Radio $270,000 LCRA
Authority Maintenance & Equipment Cooperative
-Funding is incorporated in to the appropriate
Department operating budgets
Lowery On-Demand Appraisals $50,000 IDIQ Professional
-Funding is incorporated into the Services
appropriate project budgets
Lowes Misc. Building Supplies $50,000 NIPA/Omnia
- Funding is incorporated into the
appropriate Operating budget
Master Plan Development Review Assistance $100,000 IDIQ Professional
For Planning Department Services
-Funding is incorporated into the
Development Services Fund
Microsoft Subscription to Microsoft and support $50,000 DIR
City Wide System
-Funding is incorporated into the IT
Department operating budget
Motorola Annual Maintenance & License for $185,000 Texas Dept. of
Spillman Technologies Police and Fire Dept. computer aided Info. Res. (DIR)
dispatch and Records Management system
- 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 $55,000 Sole Source
- Funding is incorporated into the
Fire Department operating budget
Pawelek & Moy Inc. Contracted Services for Engineering $50,000 IDIQ Prof Svc
and Surveying.
- Funding is incorporated into the
appropriate budget
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 $70,000 BuyBoard
Aquatics Inc. -Funding is incorporated into the
Parks Department operating budget
SHI Government Consolidated contracts for $255,000 Omnia Partners,
Solutions Inc. Subscription to Microsoft 365 PACE & DIR
& other miscellaneous support to
City wide system, data, maintenance
and contracted services for IT
-Funding is incorporated into the
Appropriate operating budget
Siddons Fire Apparatus Service work for Fire engine repairs $90,000 BuyBoard
- Funding is incorporated into the
Fire Department operating budget
Southwest Public Safety Vehicle auxiliary out-fitting for $130,000 BuyBoard/
Department fleet - as needed Best Value
-Funding is incorporated into the
Vehicle Replacement Fund and/or
the Police Department operating budget
Spectrum/ Internet and cable service for dedicated $70,000 Sole Source /
Time Warner Cable Internet citywide access DIR
-Funding incorporated into the IT
Department annual budget
Staples Citywide office, custodial and other $130,000 Sourcewell
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
Physio Control, Inc. On-site comprehensive coverage for $82,000 Sole Source
Stryker LIFEPAK defibrillator (service,
maintenance, parts and reconditioning).
-Funding is incorporated into the
appropriate operating budget
Sunland Group Development Review Assistance $400,000 IDIQ Professional
for Planning Department Services
-Funding is incorporated into the
Development Services Fund
.
Taylormade Golf Golf supplies and equipment for in-stock $50,000 Brand Name
merchandise for Landa Park Golf Store. Exempt
Supplies include golf balls, gloves,
headwear, clubs, bags, etc.
-Funding is incorporated into the
Landa Park Golf Enterprise fund
Terracon Consultants Multi contract for Material Testing $80,000 IDIQ Profession Svc
- Funding is incorporated into the
appropriate budget
Texas Municipal League Self-Funded Pool for worker’s $1,100,000 Self-Funded Pool
compensation, property & liability
insurance
-Funding is incorporated into the
appropriate operating budget
Twincrest Technologies Traffic Signal sensors $55,000 HGAC/TXMAS
-Funding is incorporated into the
appropriate budget
Tyler Technologies Inc. Software Licenses and $88,000 Sourcewell
Annual maintenance to Support
Time and Attendance, Municipal Court
and Police Ticket Writers
-Funding is incorporated into the
appropriate Department budget
US Postmaster City Wide Postage $55,000 Sole Source
- Funding is incorporated into the
appropriate operating budget
Version Wireless City-wide wireless communications $171,000 DIR
-Funding is incorporated into the
Appropriate department operating
Budgets
Wastequip & Toter Waste Management Containers $267,000 HGAC/NIPA/
Commercial dumpsters and Omnia Partners
Residential trash and recycling carts
-Funding is incorporated into the Solid
Waste Management Enterprise Fund budget
Watch Guard Vehicle accessories to support City fleet $80,000 BuyBoard/HGAC
vehicles & evidence library for Police Dept
-Funding is incorporated into the appropriate
operating budgets
ISSUE:
Seeking City Council approval of projected annual spend greater than $50,000 which maintains fiscal stability of City operations and allows for continuation of operations.
FISCAL IMPACT:
Funding for all initiatives and expenditures above were incorporated into the appropriate FY 2022 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 2022 in accordance with City Charter section 9.17.