Fort Walton Beach Council agenda — 08-03-09 special council-budget review — reading text

document. Please let me know if you any questions or require any additional information. Thank you, Brandy L. Wunker Finance Director City of Fort Walton Beach 850) 833 -9512 850) 685 -5495 Cell 850) 833 -9640 Fax 7/ 24/2009 - 15-  CITY COUNCIL SPECIAL MEETING August 3, 2009 Special Meeting Agenda Approval of purchasing waivers Agenda Item Number: 23  CITY OF FORT WALTON BEACH Memorandum DATE: July 215 2009 TO: Bob Mearns, City Manager FROM: Brandy Wunker, Finance Director SUBJECT: Request for Waiver on Fuel Purchases I. BACKGROUND 1 City Ordinance 4.01. 02 Purchasing outlines the practices for obtaining supplies, equipment, and contractual services. Public advertisement and competition, as well as City Council approval, is required for purchases in excess of $20,000. The threshold is 25, 000 for vehicle and equipment repairs. 2. DISCUSSION 2. 1 In October 2008 City Council approved waiving the requirement of public advertisement and competition for gasoline and diesel fuel purchases and that the City Manager be authorized to approve these procurements provided that the purchase is made from the vendor with the lowest price. 2.2 Staff recommends continuing to waive the bid process and achieving the best value for the City by requesting quotes from multiple vendors. 2.3 Staff also recommends changing the person authorized to approve the procurements from the City Manager to the Finance Director. 3. RECOMMENDATION 3. 1 Staff respectfully requests the following be brought before City Council during the August budget workshops when discussing the Finance budget: 3. 1. 1 City Council approve a waiver of the bid process for gasoline and diesel fuel for FY 2009 -10 and authorize the Finance Director to approve these procurements from the lowest priced vendor. 3. 1. 2 Replace the bid process for gasoline and diesel fuel with a written request for quote to be sent to multiple vendors. Submitted by: Brandy ane Director Reviewed for Agenda: / WaTMeams, obert City Manager a UABudget\Budget 09- 10\Budget Meetings - Augusffuet Purchase Sid Waaiver.doc 17-  CITY OF FORT WALTON BEACH Memorandum DATE: July 21, 2009 TO: Bob Mearns, City Manager FROM: Mark Wiltsie, Administrative Services Director Dave Jenzen, IT Director SUBJECT: Request for Waiver on Computer Purchases 1. BACKGROUND 1. 1 City Ordinance 4.01. 02 Purchasing outlines the practices for obtaining supplies, equipment, and contractual services. Public advertisement and competition, as well as City Council approval, is required for purchases in excess of $20, 000. The threshold is 25, 000 for vehicle and equipment repairs. 2. DISCUSSION 2. 1 City Council has approved an annual waiver of the bid process for computer related purchases since FY 1998 -99. The information technology environment is very dynamic and prices could increase during the bid process. Staff recommends continuing to waive the bid process and achieving the best value for the City by requesting quotes from multiple vendors. 3. RECOMMENDATION 3. 1 Staff respectfully requests the following be brought before City Council during the August budget workshops when discussing the Information Technology budget: 3. 1. 1 City Council approve a waiver of the bid process for computer related items for FY 2009 -10 and authorize the Finance Director to approve these procurements from the lowest priced vendor. 3. 1. 2 Replace the bid process for computer related items with a written request for quote to be sent to multiple vendors. Submitted by: Wiltsie, inistrative Services Director Reviewed for 7 16"' d,9 Agendajo bert anager UABudget\Budget 09- 10\ Budget Meetings - August\Computer Purchase Bid Waiver.doc 18-  CITY OF FORT WALTON BEACH Memorandum DATE: July 21, 2009 TO: Bob Mearns, City Manager FROM: Jeff Peters, Recreation & Cultural Services Director SUBJECT: Request for Waiver on Library Book Purchases 1. BACKGROUND 1. 1 City Ordinance 4.01. 02 Purchasing outlines the practices for obtaining supplies, equipment, and contractual services. Public advertisement and competition, as well as City Council approval, is required for purchases in excess of $20,000. The threshold is 25, 000 for vehicle and equipment repairs. 2. DISCUSSION 2. 1 City Council has approved an annual waiver of the bid process for computer related purchases since FY 1998 -99. In October 2008 City Council approved waiving the requirement of public advertisement and competition for gasoline and diesel fuel purchases. 2.2 The library has several options for purchasing books, ranging from traditional vendors to online sources such as amazon. com. Online sources frequently are able to sell books at lower prices due to their low overhead. However, they do not have a mechanism for responding to bids. Staff recommends waiving the bid process for the purchase of library books and achieving the best value for the City by obtaining prices from multiple vendors. 3. RECOMMENDATION 3. 1 Staff respectfully requests the following be brought before City Council during the August budget workshops when discussing the Library budget: 3. 1. 1 City Council approve a waiver of the bid process for library books for FY 2009- 10 and authorize the Finance Director to approve these procurements from the lowest priced vendor. 3. 1. 2 Replace the bid process for library books with obtaining pricing information from multijle vendors. /'- 1 Submitted by: Jeff n & Cultural Services Director Pr4w'', e ' Reviewed for Agenda: 2 o obert . Mearns, City Manager UABudget\Budget 09- 10\Budget Meetings - AugusWomputer Purchase Bid Waiver.doc  CITY COUNCIL SPECIAL MEETING Aup.ust 3, 2009 Special Meeting Agenda Approval of inter -fund transfer waiver Agenda Item Number: 2A  CITY OF FORT WALTON BEACH Memorandum DATE: July 21, 2009 TO: Bob Mearns, City Manager FROM: Brandy Wunker, Finance Director SUBJECT: Request for Waiver on Stormwater Cost Allocation Interfund Transfer 1. BACKGROUND 1. 1 The purpose of a Cost Allocation Plan is to provide reasonable and proportionate reimbursement to the General Fund for services such as accounting, human resources, information technology, purchasing, and engineering provided to the enterprise funds. 2. DISCUSSION 2. 1 Based on the City' s recently updated Cost Allocation Plan, the General Fund should be reimbursed the following amounts: 2. 1. 1 CRA Fund $ 715029 2. 1. 2 Utilities Fund $ 1, 0687727 2. 1. 3 Sanitation Fund $ 288, 742 2. 1. 4 Golf Fund $ 358, 710 2. 1. 5 Stormwater Fund $ 16731939 2.2 At the Budget Policy Meeting in May, City Council voted to continue to have the General Fund absorb a large portion of these administrative costs in FY 2009 -10 to permit the Golf Fund to retain all revenues for operational use and to replenish net assets. Only $ 50K is budgeted as an interfund transfer from the Golf Fund. 2. 3 To permit the Stormwater Fund to retain revenues for capital projects, star recommends City Council forgive a large portion of the Stormwater transfer for FY 2009 -10. Only 15K is budgeted as an interfund transfer from the Stormwater Fund. 3. RECOMMENDATION 3. 1 Staff respectfully requests the following be brought before City Council during the August budget workshops when discussing the Stormwater budget: 3. 1. 1 City Council forgive a large portion of the Stormwater Fund' s share of the cost allocation plan for FY 2009 -10 and transfer only $ 15K to the General Fund. Submitted by: Brandy Wunk Finance Director Reviewed for Agenda: g ! 9 T. Mearns, City Manager UABudget\Budget 09- 10\ Budget Meetings - August \Stormwater Interfund Trx Waiver.doc 21-  CITY COUNCIL SPECIAL MEETING Aup.ust 3, 2009 Special Meeting Agenda Direction - Leases for City property Agenda Item Number: 2. 5  CITY OF FORT WALTON BEACH,`FLORIDA MEMORANDUM Office of the City Manager DATE: July 24, 2009 TO: Honorable Mayor and Council Member FROM: Robert T. Meares, City Manager SUBJECT: City Owned Properties Background Staff has evaluated city -owned properties to determine how many are qualified for sale, how many have long term leases, and how many properties exist with expired or expiring leases.