Fort Walton Beach Council agenda — 09-04-12 regular — reading text

tourism. 0 CL a a The vote on the motion to fund $14, 000 from the EDC from the general fund carried by a vote of 4 to 1. NN T RESULT: APPROVED 14 TO 11 MOVER: Trey Goodwin, Council Seat 4 SECONDER: Bull Rigdon, Council Seat 6 AYES: joyce gossom, Trey Goodwin, Bull Rigdon, Dick Rynearson NAYS: Bobby Nabors ABSENT: Bobby Griggs, Dennis Reeves RESOLUTIONS None. Approval of FY 2012 -13 Budget Brandy Ferris, Finance Director, discussed the proposed FY 12 -13 budget per the direction of the City Council, including the restructuring of the Police Department, maintaining the millage rate at 4. 5383 mills, and providing lump sum employee compensation. Ms. Ferris explained the restructuring of the police department includes a reduction of 1 million dollars partially offset by pension increase, and the elimination of 8 sworn and 3 non -sworn positions. She continued that maintaining the millage rate at 4. 5383 mills will decrease ad valorem in the General Fund and in the CRA Fund, and the employee compensation includes a $ 500.00 lump sum payment to employees on October 1, 2012. Ms. Ferris also discussed the general, enterprise, and special revenue funds and highlighted plans from various city departments. Council discussion included the importance of a strategic plan for the next 3 to 5 years and developing future initiatives with a budget to match. It was noted the overall goals for each department for this year are clear and concise and reflect the job requirements of the positions in the departments, and for all departments to look' out of the box' when planning their goals. Page 4 - 4 City Council offort Walton Beach  Minutes August 13, 2012 Special Meeting Also discussed was that the City's self -sustaining funds are the stormwater fund and the new Florida Building Code which includes building permits and inspection activities. Both of these funds are out of the Engineering/ Utilities Department of the City. Lorrie Arrington, 216 Fliva Avenue, was advised the three positions eliminated in the Police Department cost the City approximately $ 200,000.00, and the decision to eliminate the positions came from the Police Department. William White, 338 Okaloosa Road, complimented the City in regards to trash and road pickup and recycling. c The Mayor noted it costs the City $48, 000 to cover Council with life insurance, at no cost to the o Council, while City employees pay for their life insurance, and suggested that for next year's budget, Council may want to consider not receiving life insurance to save the City some money. o CL a Council complimented Staff on the work done on the budget but expressed regret that three a currently filled positions in the police department will be eliminated in order to bring about a N balanced budget. !' The vote on the motion to a the proposed FY 2012 -13 budget carried u RESULT: APPROVED [ UNANIMOUS] MOVER: Bull Rigdon, Council Seat 6 SECONDER: Dick Rynearson, Council Seat 7 AYES: gossom, Goodwin, Nabors, Rigdon, Rynearson ABSENT: Bobby Griggs, Dennis Reeves ADJOURNMENT: 6: 58 pm Approved: Mayor: Attest: City Clerk City Council ofFort Walton Beach Page 5  City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, Acting City Manager From: Jeff Peters, Recreational and Cultural Services Director Date: August 28, 2012 Subject: ITB 12 -026 Rye Grass Seed Annual Bid 1. BACKGROUND: 1. 1 The City of Fort Walton Beach sends out an annual bid for Rye Seed used by the Recreation and Cultural Services Department' s Golf Club and Parks Maintenance Divisions. 2. DISCUSSION: 2. 1 On July 3, 2012, the Purchasing Division issued Invitation to Bid No. 12 -026 for the Annual Rye Seed Requirements for the City of Fort Walton Beach. On July 31, 2012, a total of eight ( 8) vendors submitted bid packages for the required items. 2. 2 The eight ( 8) vendors that submitted bids were as follows: 2. 2. 1 Agrium 2. 2. 2 Turf Merchants 2. 2. 3 John Deere Landscapes 2. 2. 4 Ewing Irrigation Products 2. 2. 5 Howard Fertilizers 2. 2. 6 Kelly Seed Company 2. 2. 7 Ragan and Massey, Inc. 2. 2. 8 Southern States 2. 3 The Golf Club and Parks Divisions are budgeted to use approximately 12, 000 pounds of rye seed in FY 2012 -13. 3. FINANCIAL INFORMATION: 3. 1 The lowest responsive, responsible bidder for Item # 1 ( Perennial Rye Grass Seed / Golf Club ( 3 -Way Perennial)) was John Deere Landscapes in the amount of $ 0. 96 per pound. There was a three way tie for the lowest bid for Item # 1, but John Deere Landscapes is being recommended based on Local Vendor Preference. 3. 2 The lowest responsive, responsible bidder for Item # 2 ( POA Trivalis / Golf Club) was Turf Merchants in the amount of $1. 84 per pound. 3. 3 Bidding companies submitted their bids based on a total estimated amount of rye seed. The City will pay the price per pound based on the amount ordered, which may be less  City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, Acting City Manager From: Jeff Peters, Recreational and Cultural Services Director Date: August 28, 2012 Subject: ITB 12 -026 Rye Grass Seed Annual Bid than the projected quantity. 3. 4 Sufficient funding is appropriated in the FY 2012 -13 budget in the amount of $15, 500 with $ 13, 500 residing in the Golf Club budget and $ 2, 000 residing in the Parks Maintenance Division budget. 4. RECOMMENDATION: 4. 1 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, Staff requests City Council authorization to award ITB No. 12 -026 for the Annual Rye Seed Requirements for the City of Fort Walton Beach to the lowest responsive, responsible bidders for each bid item as follows: 4. 1. 1 Item # 1 - John Deere Landscapes ( Unit Price Bid= $ 0. 96 per pound) 4. 1. 2 Item # 2 - Turf Merchants ( Unit Price Bid = $1. 84 per pound) ATTACHMENTS: ITB 12 -026 Bid Tabulation ( PDF) SIGNATURE BLOCK: Jeff Peters Completed 08/ 17/ 2012 1: 00 PM Finance Completed 08/ 20/ 2012 9: 32 AM Carole Jones Completed 08/ 20/ 2012 10: 47 AM City Manager Completed 08/ 20/ 2012 5: 47 PM City Council Pending Packst Pg. 30 '  City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, Acting City Manager From: Jeff Peters, Recreational and Cultural Services Director Date: August 28, 2012 Subject: ITB 12 -025 Annual Fertilizer Bid 1. BACKGROUND: 1. 1 The City of Fort Walton Beach sends out an annual bid for fertilizer used in the Recreation and Cultural Services Department' s Golf Club, Parks, Right -of W - ay, and Cemetery Maintenance Divisions. 2. DISCUSSION: 2. 1 On July 3, 2012, the Purchasing Division issued Invitation to Bid No. 12 -025 for Fertilizer ( Annual Bid). On July 31, 2012, a total of four ( 4) vendors submitted bid packages to provide the requested items. 2. 2 The four (4) vendors that submitted bids were as follows: 2. 2. 1 Howard Fertilizer 2. 2. 2 John Deere Landscapes 2. 2. 3 Humphries Turf Supply 2. 2. 4 Southern States 2. 3 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. 2. 4 The following quantities of fertilizer are anticipated to be purchased in FY 2012 -13: 2. 4. 1 Golf Course - 150, 000 pounds 2. 4. 2 Parks Maintenance - 25, 000 pounds 2. 4. 3 ROW Maintenance - 4, 000 pounds 2. 4. 4 Cemetery - 10, 000 pounds 3. FINANCIAL INFORMATION: 3. 1 There is sufficient funding available in the proposed FY 2012 -13 budget with a total of 103, 500 allocated in the Recreation and Cultural Services Maintenance Divisions Cemetery - $ 3, 000). Golf Club - $ 90, 000, Parks - $ 9, 000, ROW - $ 1, 500, & 3. 2 The lowest responsive, responsible bidder for Items # 1 - # 3 was Southern States in the combined amount of $61, 300. 3. 3 The lowest responsive, responsible bidder for Item # 4 was Howard Fertilizer in the  City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, Acting City