Fort Walton Beach Council agenda — 10-14-08 regular agenda — reading text

THE CITY COUNCIL EXECUTIVE SESSION OF THE CITY OF FORT WALTON BEACH, FLORIDA SEPTEMBER 29, 2008 INTRODUCTION An Executive Session of the City Council of Fort Walton Beach, Florida, was held on Monday, September 29, 2008 at 5: 30 p. m. in the Council Chambers at City Hall, with the following members present: Mayor Mike Anderson Councilmen: Mike Holmes, Dennis Reeves, Bill Garvie, Dr. Wayne Pullen, Jim Hartwell, and Mike Minich Absent: Virgil Miller Also Present: Joyce Shanahan, City Manager; Mark Wiltsie, Human Resources Manager; Ted Litschauer, Police Chief; and Mike Mattimore, Labor Attorney CALL TO ORDER The Mayor called the meeting to order. EXECUTIVE SESSION The public meeting was recessed at 5: 32 p. m. to convene the Executive Session to discuss Labor Issues. RECONVENED The public meeting was reconvened at 6: 02 p. m. Mr. Minich moved to authorize staff to respond to Public Employees Relations Commission that the City does not agree with the proposed makeup and authorize staff to make appropriate recommendations of the makeup. Mr. Holmes seconded motion and it carried unanimously with Holmes, Reeves, Garvie, Pullen, Hartwell, and Minich in favor Miller absent). JOINT RESOLUTION The Mayor mentioned the Emerald Coast Military Affairs Council wants a joint resolution to be signed by all the Mayors to go forward to the Chief of Staff of the Air Force this weekend. He noted Council has already passed a similar Resolution in support of the F -35 but if they want to address this Resolution, they will have to hold a meeting after it has been noticed. Comments included that a joint resolution would send a stronger message and it was agreed to hold a Special Council meeting on Wednesday, October 1, 2008 at 5:30 p. m. ADJOURNMENT Being no further business the meeting adjourned at 6:05 p. m. APPROVED: ATTEST: MAYOR: CITY CLERK ddm  CITY COUNCIL MEETING October 14, 2008 Consent Agenda Consideration of request to award bid # 08 -124, Annual Fertilizer Bid, to the lowest responsive, responsible bidders, for approximately 210,000 pounds of fertilizer at an estimated cost of $ 1009000 Golf Club Administrator /Recreation & Cultural Services Director) Council Action 1 St 2nd Vote: Agenda Item Number: 3  CITY OF FORT WALTON BEACH MEMORANDUM DATE: September 26, 2008 TO: Joyce Shanahan, City Manager FROM: Bob Flanagan, Golf Club Superintendent SUBJECT: Request to award Fertilizer Bid # 08 -124 SUMMARY Pursuant to the City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4.01. Paragraph 4.01. 025 and the Purchasing Policies and Procedures, request authorization to Award Bid #08 -124 Annual Fertilizer Bid, to the lowest responsive, responsible bidders, at the unit prices outlined in the bid tabulation sheet, for approximately 210,000 pounds of fertilizer that will be used by the Golf Club and Parks & Recreation departments at an estimated cost of $100,000. If approved, sufficient funding is available as outlined in the backup report. FINANCIAL DATA 1. DEPARTMENT: Golf Club, Parks & Recreation, and Public Works 2. DIVISION: Maintenance 3. FUND: General and Golf Course Funds 4. ACCOUNT #: 404 -0700 -572 -4650 Golf Club 001 -1000 =572 -4650 Parks & Recreation 001 -1250- 541 -4650 Right Of Way Maintenance 001 -1280 -539 -4650 Cemetery 5. ACCT. DESCRIPTION: Golf Club - Grounds Maintenance Parks & Rec. - Grounds Maintenance Right Of Way - Grounds Maintenance Cemetery - Grounds Maintenance 6. FY BUDGET: 2008/ 2009 7. AMOUNT BUDGETED: Golf Club 90,000 Parks & Rec. 7, 800 Right -of W - ay Maint. 2,230 Cemetery 3, 020 Total 103, 050 8. GRANT FUNDS: YES NO x AMOUNT $ 9. FUND TRANSFER: YES NO x AMOUNT $ 10. FROM ACCT. # N/A 11. TO ACCT. #: N/A 12. REASON FUNDS AVAILABLE FOR TRANSFER: N/A 13. PRICE ANALYSIS: ATTACHED ADD`L MAT FDR NONE x BID ITEM DATA 14. DESCRIPTION OF BID ITEM: Fertilizer as per specifications *. 15. SUPPLEMENTAL MATERIAL: ATTACHED ADD'L MAT FDR NONE x 16. # BID INVITATIONS SENT: 23 17. # BIDS RECEIVED: 4 18. # RESPONSIVE BIDS: 4 19. RECOMMENDED VENDOR: Low Bidders as indicated on Bid Sheet Tabulation. 20. BID AWARD AMOUNT: At unit prices indicated. 21. COMMENTS: Yes 22. ESTIMATED QUANTITY TO BE PURCHASED: ( BULK ITEMS): 210,000 lbs. 23. ESTIMATED PURCHASE AMOUNT: N/A 24. BID TABULATION ATTACHED: YES_x NO ADD'L MAT FDR, 25. TERM OF CONTRACT: N/A _ 26. BID VALID TO: One year from Bid award. 27. BID PRICE VALID FOR TERM OF CONTRACT: YES x_ NO 28. WARRANTY PERIOD: N/A 29. DELIVERY TIME: N/A 30. STATE CONTRACT: YES NO_x 31. CONTRACT #: N/A 32. CO -OP PURCHASE: YES NO_x_ 33. AGENCY: N/A 34. EXPECTED LIFE OF ITEM: N/A 3 5. ITEM DEMO'D: YES NO_ _ N/A x 36. REFERENCES CHECKED: YES_ _ NO N/A 37. CONTRACT: ATTACHED ADD'1 MAT FDR N/A x 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO N/A _x 39. CURRENT VENDOR: N/A 40. CURRENT PRICE: N/A ORT PARED AND SUBMITTED BY: DATE il - ob Flan gan CGC if Club Superintendent VIE AND SUBMITTED BY: DAT 6 J' olf lub ' nistrator RECEIVED AND CONCUR: Brandy unker, Finance Director RECEIVED AND CONCUR: DATE: a O  ATTACHMENT 1 BID SUMMARY COMMENTS BID NO. 08- 124 Specification Product bid by LESCO of Cleveland, Ohio, did not meet specifications since the fertilizer blend submitted did not contain any phosphorous as required, so award items. # I to second low bidder AGRI- AFC, LLC. Of Summerdale, AL. Specification #3 ; is 20 -2 -20 ( Ronstar). Ronstar is a pre- emergent herbicide /fertilizer combination . In early spring and again in early summer, the Golf Club applies this herbicide /fertilizer combination to feed the turf and to greatly reduce weed growth. 14. Fertilizer is purchased and delivered as needed during the course of the year. Occasional Specialized Fertilizers are ordered on an as needed basis per soil test recommendations, after price quotes have been obtained. 22. The following quantities of Fertilizer are anticipated to be purchased: Golf Course 157, 000 lbs Parks & Rec. 28,000 lbs Right -Of W - ay 13, 000 lbs Cemetery 12, 000 lbs Total 210,000 lbs cyi I O i oam t1f 1 0 tl) N - m a N i v 0i v v 0 v o Z l 0 C rn N rn N N m c to J O co  001 GENERAL FUND - 1010 PARKS Actual Budget 2007 -08 2008 -09 % 2004 -05 2005 -06 2006 -07 Adopted City Council Change Revenues: Boat Launch Fee 28,000 100. 00% Personal Services: Number of Funded Employees (FTE's) 11. 90 Salaries 319, 664 100. 00% Salaries - Overtime 5,475 100. 00% Salaries - Overtime Holiday Worked 525 100. 00% FICA Taxes 17, 961 100. 00% Medicare 4, 200 100. 00% Retirement Contributions 43,905 100. 00% Dental, Life & Health Insurance 91, 122 100. 00% Worker's Compensation 11, 307 100. 00% Total Personal Services 494,159 100.00% Operating Expenditures: Travel/Training 375 100. 00% Communication Services 876 100. 00% Postage 10 0. 00% Utilities 1, 500 100. 00%