PRESENTER: Presenter
Barbara Coleman, Purchasing Manager
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SUBJECT: Title
Approval of annual routine recurring expenditures for FY 2024 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 |
Estimated |
Contract Source |
D & D Contractors, Annual Contract for Road Construction Work $6,600,000 City Contract
Intermountain Slurry Seal, Inc., This Contract allows for on-call work and
Concrete Enterprise, staff are requesting to increase annual work
D & M Owens, Inc., to support several city-wide street projects
Fischer Construction, Inc., with an estimated spend of $3,600,000.
Fuquay, Inc., Funding is incorporated into the
Lone Star Paving, appropriate operating budget.
MAC Inc.,
Viking Construction
Farrwest Specialty Emergency equipment and supplies $500,000 BuyBoard/
Vehicles LLC for police and emergency vehicle upfitting, HGAC
(Lightbars, sirens, speakers, mounting kits,
spotlights, etc).
Funding is incorporated into the
appropriate departments operating budget.
GT Distributors Public Safety equipment, supplies $230,000 BuyBoard
Parts and uniforms.
Funding is incorporated into the
appropriate departments operating budget.
Ingram Library Services Library books, materials, and supplies. $100,000 Texas Smart Funding is incorporated into the Library Budget. Buy Program
North American Rescue Safety supplies, gear, and equipment $50,000 BuyBoard
for the fire department and other city facilities.
Funding is incorporated into the appropriate
departments budgets
SHI Government Inc. Multiple city contracts for subscriptions $350,000 BuyBoard, for software, services, and support. PACE, DIR,
Funding is incorporated into the appropriate Omnia departments budgets. Partners
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ISSUE:
Maintain fiscal stability of city operations.
FISCAL IMPACT:
Funding for all initiatives and expenditures above were incorporated into the appropriate FY 2024 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 2024 in accordance with City Charter section 9.17.