Fort Walton Beach Council agenda — 08-16 & 17-2010 Special-FY 10/11 Budget — reading text

purchase of library books in FY 2009 -10 and achieve the best value for the City by obtaining prices from multiple vendors. 3. RECOMMENDATION 3. 1 Staff respectfully requests City Council endorse the following during the August budget meeting: 3. 1. 1 Waive the bid process for library books purchases in FY 2010 -11 and authorize the Finance Director to approve these procurements from the lowest priced vendor. 3. 1. 2 Replace the bid process r library books with obtaining pricing information from multiple vends. Submitted by: : ; - r, Je- P erg Rec ation & Cultural Services Director Reviewed & Concur: N Brandy Wuj*_ e4finance Director Reviewed for Agenda: tK71t T. Mearns, City Manager UABudget\Budget 10 -1 ABudget Meetings - Aug\Waiver - Li ooks. doc 84 ;  CITY OF FORT WALTON BEACH Memorandum DATE: August 12, 2010 TO: Bob Mearns, City Manager FROM: Brandy Wunker, Finance Director SUBJECT: Request for Waiver on Fuel 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 Fuel prices are dynamic and may fluctuate as often as daily if a hurricane is approaching the Gulf of Mexico. Vendors are often unwilling to commit to a price through the City' s normal bid process due to the volatile nature of prices. 2. 2 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. 3 At the Budget Meeting in August 2009, City Council voted to waive the bid process for the purchase of gasoline and diesel in FY 2009 -10, authorize the Finance Director to approve these procurements from the lowest priced vendor, and achieve the best value for the City by obtaining prices from multiple vendors. 3. RECOMMENDATION 3. 1 Staff respectfully requests City Council endorse the following during the August budget meeting: 3. 1. 1 Waive the bid process for gasoline and diesel purchases in FY 2010 -11 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 obtaining pricing information from multiple vendors. Submitted by: Charlotte Dunworth, Budget & Grants Manager Reviewed & Concur: °- _ 1 BrandyMer, Finance Director Reviewed for Agenda: ert T. Mearns, City Manager UABudgetTudget 10- 11Tudget Meetings - Aug \Waiver - Fi 85  CITY OF FORT WALTON BEACH Memorandum DATE: August: 12, 2010 TO: Bob Mearns, City Manager FROM: Brandy Wunker, Finance Director SUBJECT: Request for Waiver on Asphalt and Concrete 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 C.W. Roberts Contracting Inc. was awarded the City' s annual street resurfacing bid ( 06- 113) in March 2006. The award was for a period of 1 year, with four one -year renewal options. 2. 2 Fort Walton. Concrete Company was awarded the City' s annual concrete bid (08 -117) in May 2008. The award was for a period of 1 year, with four one -year renewal options. 2.3 While the requirement for competitive purchase is met as stated above, and projects are approved by City Council either during the annual budget process or as emergency work brought to City Council during the year, each purchase in excess of $ 20,000 has not traditionally been brought to City Council for approval. 2.4 Staff recommends waiving the for Council requirement City approval of street resurfacing and sidewalk purchases in amounts equal to or greater than $ 20,000, if the vendor was awarded the most recent bid and the work was approved in the annual budget. 3. RECOMMENDATION 3. 1 Staff respect f-ully requests City Council endorse the following during the August budget meeting: 3. 1. 1 Waive the requirement for City Council approval of street resurfacing and sidewalk purchases in amounts equal to or greater than $ 20,000 in FY 2010 -11, if the vendor was awarded the most recent bid and the work was approved in the annual budget. 3. 1. 2 Authorize the Finance Director to approve these procurements from the vendor awarded the most recent bid. Submitted by: MValf t,A_ ; t Charlotte Dunworth, Budget & Grants Manager Reviewed & Concur: !- It Brand nker, Finance Director Reviewed for Agenda: e , ber. , M City Manager . U:\ Budget\Budget 10- 11Tudget Meetings - Aug \Waiver - St ) c 86  k 4\ \\®. k\ a \ 5 \` /. / . / : Cost Allocation 5 Agenda Item Number: 03  CITY OF FORT WALTON BEACH Memorandum DATE: August 12, 2010 TO: Bob Mearns, City Manager FROM: Brandy Wunker, Finance Director SUBJECT: Request for Waiver on Cost Allocation Plan Transfers 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 Cost Allocation Plan prepared in July 2009, the General Fund should be reimbursed the following amounts: 2. 1. 1 CRA Fund $ 71, 029 2. 1. 2 Utilities Fund $ 1, 068, 727 2. 1. 3 Sanitation Fund $ 288, 742 2. 1. 4 Golf Fund $ 358, 710 2. 1. 5 Stormwater Fund $ 167, 939 2. 1 At the Budget Policy Meeting in May 2009, 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. The Golf Fund transfer was reduced to $ 50K in FY 2009 -10. 2. 2 At the Budget Meeting in August 2009, City Council voted to have the General Fund absorb a large portion of these administrative costs in FY 2009 -10 to permit the Stormwater Fund to retain all revenues for capital projects. The Stormwater Fund transfer was reduced to $ 15K in FY 2009 -10. 3. RECOMMENDATION 3. 1 Staff respectfully requests City Council endorse the following during the August budget meeting: 3. 1. 1 Forgive a large portion of the Golf Fund' s share of the cost allocation plan for FY 2010 -11 and transfer only $50K to the General Fund. 3. 1. 2 Forgive a large portion of the Stormwater Fund' s share of the cost allocation plan for FY 2010 -11 and transf, r only $ 15K to the General Fund. r: ' Submitted by: c, C, T, Y ` Charlotte Dunworth, Budget & Grants Manager Reviewed & Concur: Brandy Wu Finance Director Reviewed for Agenda: b t T. Mearns, City Manager UABudget\Budget 10- 11\ Budget Meetings - Aug \Waiver - C( cation Transfers. doc 87 THIS PAGE IS LEFT INTENTIONALLY BLANK RR  CITY OF FORT WALTON BEACH Memorandum DA'L'E: April 20, 2010 TO: Mayor and City Council FROM: Robert Mearnsy City Manager Brandy Wunker, Finance Director SUBJECT: FY 2010 -11 Budget Schedule 1. 1 In accordance with City Charter Section 17, the City Manager is to