Fort Walton Beach Council agenda — 08-14-2007 regular agenda — reading text

11: 24: 56 Account number 1- 0900- 522. 46- 21 Fund. . . 001 GENERAL FUND Department . . 09 FIRE Iivision . . . 00 ADMINISTRATION ctivity basic 52 PUBLIC SAFETY Sub activity 2 FIRE CONTROL Element . 46 REPAIR/ MAINT SERVICES Object . . . 21 VEHICLE REPAIRS- CONTRACTD Original budget 5, 000 Revised budget . 65, 000 07/ 12/ 2007 Actual expenditures - current 00 Actual expenditures - ytd 53, 540. 65 00 Unposted expenditures Encumbered amount 00 00 Unposted encumbrances Pre- encumbrance amount 00 Total expenditures & encumbrances: 53, 540. 65 82. 4% Unencumbered balance . . . . . . : 11, 459. 35 17. 6 F5= Encumbrances F7= project data F8= Misc inquiry FIO= Detail trans Fll=Acct activity list F12= Cancel F24= More keys GM200I13 of Fort Walton Beach 7/ 16/ 07 City Fiscal Year 2007 Account Balance Inquiry 11: 23: 27 Account number 1- 0900- 522. 46- 20 Fund. . . . . 001 GENERAL FUND Department . . 09 FIRE TJi vision . . . 00 ADMINISTRATION ctivity basic 52 PUBLIC SAFETY Sub activity 2 FIRE CONTROL Element . . . 46 REPAIR/ MAINT SERVICES Object . . . . 20 VEHICLE REPAIR- IN HOUSE Original budget 15, 000 Revised budget . 13, 650 05/ 17/ 2007 Actual expenditures - current 00 Actual expenditures - ytd 11, 476. 37 Unposted expenditures 00 Encumbered amount . . . . 340. 00 Unposted encumbrances 00 Pre- encumbrance amount . . 00 Total expenditures & encumbrances: 11, 816. 37 86. 6% Unencumbered balance . . . . . . : 1, 833. 63 13. 4 F5= Encumbrances F7= project data F8= Misc inquiry FlO= Detail trans Fll=Acct activity list F12= Cancel F24= More keys  CITY COUNCIL MEETING August 14, 2007 Consent Agenda Consideration of a request to award Bid 07- 128 Annual Grass Seed bid, to the lowest responsive, responsible bidders as outlined in the bid tabulation Golf Club Administrator, Parks & Recreation Director and Public Works Director) Council Action 1 st 2nd Vote: Agenda Item Number: 5  CITY OF FORT WALTON BEACH MEMORANDUM DATE: AUGUST 1, 2007 TO: JOYCE SHANAHAN, CITY MANAGER FROM: BOB FLANAGAN, GOLF CLUB SUPERINTENDENT SUBJECT: REQUEST TO AWARD BID #07- 128, RYE GRASS SEED SUMMARY PURSUANT TO CHAPTER 2, SECTION 266, FORT WALTON BEACH CODE OF ORDINANCES, REQUEST AUTHORIZATION TO AWARD BID #07- 128 ANNUAL GRASS SEED BID, TO PENNINGTON SEED, OF MILTON, FL.,THE LOWEST RESPONSIVE, RESPONSffiLE BIDDER,AT THE UNIT PRICES OUTLINED ON THE BID TABULATION SHEET. IT IS ANTICIPATED APPROXIMATELY 80, 000 POUNDS OF GRASS SEED WILL BE USED BY THE GOLF CLUB, PARKS AND RECREATION, PUBLIC WORKS AND THE CEMETERY AT AN ESTIMATED COST OF $ 60,000. IF APPROVED, SUFFICIENT FUNDING IS AVAILABLE IN THE VARIOUS FUNDS FOR THIS PURCHASE. FINANCIAL DA T A 1. DEPARTMENT: GOLF CLUB, PARKS AND RECREATION, PUBLIC WORKS 2. DIVISION: GOLF CLUB MAINTENANCE PARKS AND REC. GROUNDS MAINTENANCE PUBLIC WORKS, RIGHT- OF- WAY MAINT.& SEWER OPS. CEMETERY GROUNDS MAINTENANCE 3. FUND: GENERAL AND GOLF COURSE FUNDS 4. ACCOUNT#: 404- 0700- 572-4650 GOLF CLUB 001- 1000- 572-4650 PARKS AND RECREATION 001- 1250- 541- 4650 RIGHT OF WAYMAINT. 401- 1320- 535- 5200 SEWER OPERATIONS 001- 1280- 539- 4650 CEMETERY 5. ACCT. DESCRIPTION: GOLF CLUB GROUNDS MAINTENANCE PARKS AND REC. GROUNDS MAINTENANCE RIGHT OF WAY GROUNDS MAINTENANCE SEWER OPS. OPERATING SUPPLIESIEXPENSES CEMETERY GROUNDS MAINTENANCE M--# )"' 6. FY BUDGET: 2007/ 2008 7. AMOUNT BUDGETED: GOLF CLUB 50, 000 PARKS AND REC. 6, 750 RIGHT OF WAY 830 SEWER OPS 4, 760 CEMETERY 965 TOTAL 63, 305 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' LMAT FDR NONE X BID ITEM DA T A 14. DESCRIPTION OF BID ITEM: GRASS SEED AS PER SPECIFICATIONS 15. SUPPLEMENTAL MATERIAL: ATTACHEDADD' LMATFDR NONE X 16. # BID INVITATIONS SENT: 18 17. # BIDS RECEIVED: 7 18. # RESPONSIVE BIDS: 7 19. RECOMMENDED VENDOR:LOW BIDDER PENNINGTON SEED, MIL TON, FL. 20. BID AWARD AMOUNT: AT UNIT PRICES INDICATED 21. COMMENTS: YES 22. ESTIMATED QUANTITY TO BE PURCHASED: a. 60, 000# PER.RYEGRASS b. 16, 000 # COMMON RYEGRASS c. 4, 000# POA TRIVIALIS FOR GOLF GREENS) 23. ESTIMATED PURCHASE AMOUNT: $60,000 24. BID TABULATION ATTACHED: YES x NO ADD' L MAT FDR 25. TERMOFCONTRACT: 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 #: NIA 32. CO- OP PURCHASE: YES NO x 33. AGENCY: N/A 34. EXPECTED LIFE OF ITEM: N/A 35. ITEM DEMO' D: YES NO N/A x 36. REFERENCES CHECKED: YES NO N/A X 37. CONTRACT: ATTACHED_ ADD' LMAT FDR_ N/ A-L- 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES_ NO_ N/A_ 39. CURRENTVENDOR: N/A 40. CURRENT PRICE: N/A AND SUBMITTED BY: DATE 8/ 1/07 GOLF CLUB SUPERINTENDENT DATE 8/ 1/07 GOLF CLUB ADMINISTRATOR AN:! l~ IRECTORDATE 08/01 lOt RECEIVED AND CONCUR LISA ABSHER.F~ DIRE~ TOR DATE o Jo~ 8: RECEIVED AND CONCUR: DATE glllo ? JO~. CITY MANAGER