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 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 |
Estimated |
Contract Source |
AVFuel Aviation fuel retailed at the City Regional $2,100,000 City Contract
Airport. Requesting increase from
$1,700,000 to $2,100,000 due to more
Retail sales - Funding is incorporated into
the Airport Departments enterprise fund budget.
ESRI Geographic Information System $ 70,000 Single Source
software licenses and online GIS support
Requesting increase from $62,000 to
$70,000. - Funding is incorporated into
the IT Department annual budget
FleetCor Citywide fleet fuel. Requesting increase $1,500,000 Omnia Partners
Technologies, Inc. $1,050,000 to $1,500,000. Due to rising
Fuel costs - Funding is incorporated into
the appropriate department budgets
Harrell’s Inc. Landscape fertilizers for Parks Dept. $96,000 BuyBoard
Requesting increase from $86,000 to
$96,000. -Funding is incorporated into
the Golf Course Enterprise Fund
NB Fire Fighters Assoc. Dues for City Fire Fighters - request $65,000 Sole Source
Increase from $55,000 to $65,000
- Funding is incorporated into the
Fire Department operating budget
Stryker Sales On-site comprehensive coverage for $350,000 Sole Source
LIFEPAK defibrillator (service,
maintenance, parts and reconditioning).
-Funding is incorporated into the
appropriate operating budget
Texas Municipal League Self-Funded Pool for worker’s $1,600,000 Self-Funded Pool
compensation, property and liability
insurance. Request increase from
$1,100,000 to $1,600,000.
-Funding is incorporated into the
appropriate operating budget.
TKO Equipment Rental for Streets. $49,900 City Contract
-Funding is incorporated into the
Streets Departments budget
Tyler Technologies Inc. Software Licenses and $100,000 Sourcewell
Annual maintenance to Support
Time and Attendance, Municipal Court
and Police Ticket Writers. Request
increase from $88,000 to $100,000.
-Funding is incorporated into the
appropriate Department budget
Watch Guard Vehicle accessories to support city fleet $100,000 BuyBoard/HGAC
vehicles & evidence library for Police
Dept. Requesting increase from $80,000
to $100,000. -Funding is incorporated
into the appropriate operating budgets
22nd Century Technologies Temporary staffing - on-call $375,000 City Contracts
Buzz Clan, LLC Staffing for 2.5 yrs.
Diverse Staffing Services -Funding is incorporated into the
Strategic Government Resources Appropriate Department budget
Howroyd-Wright Employment Agency
Dba AppleOne Employment Services
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.