Agenda Request 08-20-02 (2) VII.-CONSENT AGENDA
ITEH H.
CITY OF BOYNTON BEACF
AGENDA ITEM REQUEST FOK ,,
Requested City Commission
Meeting Dates
[] August 6, 2002
[] August 20, 2002
[] September 3, 2002
[] September 17, 2002
NATURE OF
AGENDA ITEM
Requested City Commission
Meeting Dates
[] October 1, 2002
[] October 15, 2002
[] November 6, 2002
Date Final Form Must be Turned
in to City Clerk's Office
July 17, 2002 (5:00 p.m.)
August 5, 2002 (Noon)
August 19, 2002 (Noon)
Date Final Form Must be Turned
in to City Clerk's Office
September 16, 2002 (Noon)
September 30, 2002 (Noon)
October 14, 2002 (Noon)
September 3, 2002 (8:00 a.m.) [] November 19, 2002 November 5, 2002 (Noon)
[] [] Development Plans
[] [] New Business
[] ,~0 [] Legal _:~
[] Bids ¢,~c° Unfinished Business
~ ~ 0;~2~; ''~ Presentation "
RECOMMENDATION: Motion to accept the written report to Commission of purchases over $10,000 for the months
of June and July 2002 for informational purposes.
EXPLANATION: Per Ordinance, Chapter 2, Section 2-56.1 Exceptions to competitive bidding, Paragraph b, which
states: "Further, the City Manager, or in the City Manager's absence, the Acting City Manager is authorize to
execute a purchase order on behalf of the city for such purchases under the $25,000 bid threshold for personal
property, commodities, and services, or $75,000 for construction. The City Manager shall file a written report with
the City Commission at the second Commission meeting of each month listing the purchase orders approved by the
City Manager, or Acting City Manager". Since there was no second Commission meeting in July 2002, the reports for
June and July 2002 are being presented at the August 20, 2002 meeting.
PROGRAM IMPACT: The new Ordinance has assisted departments in timely procurement of commodities, services,
and personal property. Administrative controls are in place with the development of a special processing form titled
"Request for Purchases Over $10,000" and each purchase request is reviewed and approved by the Department
Director, Purchasing Agent, Assistant City Manager, and City Manager.
FISCAL IMPACT: The change in Ordinance approved by Commission provides the impact of reducing paperwork
by streamlining processes within the organization as defined in our City's Strategic Business Focus. This allows
administration to maintain internal controls for these purchases, reduce the administrative overhead of processing for
approval, and allow for more timely purchases to be made.
ALTERNATIVES: Revert back to the procedure prior to Ordinance chan~~
Deputy Director of Financial Services City Manager's Signature
Procurement Services
Department Name
S:\BULLETIN\FORMSL4,GENDA ITEM REQUEST FORM.DOC
City Attorney / Finance / Human Resources
CITY OF BOYNTON BEACH
APPROVED REQUESTS FOR PURCHASES OVER $10,000
FOR MONTH ENDED JUNE 2002
1. Vendor: R & S Integrated Products
Purchase Amount: $ 17,900.00
Requesting Department: Development - Building Contact Person: Nancy Byme
Brief Description of Purchase:
Outsourced document imaging for permit records, including plan sets, to reduce need for off-site paper storage.
Source for Purchase: State Contract #250-2011-11 Fund Source: 001-2411-524-47-21
Microfilming/Imagin~
Vendor: Installations, Inc. Purchase Amount: $ 17,120.00
Requesting Department: Utilities Department Contact Person: Peter Mazzella
Brief Description of Purchase:
This purchase is for erecting bullet resistant barriers above and below the counters in the City Hall lobby area, which will
also restrict access over the counter. The proposed security improvements will act to prevent entry to the secure
portions of City Hall, and protect the employees from personal harm. Purchase will be made by a budget transfer from
the Community Promotions account and Utility Contingency.
Source for Purchase: Three Written Quotations Fund Source: 401-2825-536-62-01
Buildin~l Improvements
Vendor: S & F Construction Purchase Amount: $ 22,379.00
Requesting Department: Planning & Zoning Contact Person: Kevin Hallahan
Brief Description of Purchase:
Non-Conforming Landscape and Signage Pilot Program. Site owner for Lloyd's Plaza selected his general contractor
S & F Construction, Inc. to perform site improvements. Based on the Commission approval of 01/02/01 the City is to
fund 50% of costs for the site improvements '
Source for Purchase: Owner Selected Contractor
Vendor: Southeast Cycle L.L.C.
Fund Source: 122-5000-590-01-08
Non-Conformin(
Purchase Amount: $ 10,000.00
Requesting Department: Public Works/Fleet Maintenance Contact Person: Robert Lee
Brief Description of Purchase:
Provides a maintenance program for all Harley Davidson motorcycles assigned to Police Department. This is for
maintenance and repairs outside the normal warranty work.
Source for Purchase: Three Written Quotations Fund Source: 501-2516-519-46-31
Vehicle Maint. - Other
The purchases presented in this written report were approved in accordance with the provisions of Ordinance 2.56, and
are now being presented to Cor~rn~l~sio~/,~s required.
City Manager Approvah ~L//[u~0~,,~p~ Date: ~_ C~ 0 '"L-.-
Presented to Commission for information on August 20, 2002.
(Note: Report is due to Commission at the second meeting of each month. Since there was no second meeting during the month of July 2002 this report is
presented at the second meeting in August 2002).
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CITY OF BOYNTON BEACH
APPROVED REQUESTS FOR PURCHASES OVER $10,000
FOR MONTH ENDED JULY 2002
1. Vendor: Freightliner - West Palm Beach
Purchase Amount: $
11,779.58
Requesting Department: Public Works/Fleet Maintenance Contact Person: Robert Lee
Brief Description of Purchase:
Fire Rescue Unit #801 required an engine overhaul. Fleet Maintenance obtained two (2) quotes for the in-chassis engine
overhaul. Attempts to obtain a third quote from Volvo of Palm Beach was unsuccessful. Due to being a public safety
vehicle, and the specialized type of engine (Cummins engine) it was necessary to get the unit operational, therefore the
Iow quote was accepted.
Source for Purchase:
Vendor: Dell
Two Written Quotations
Fund Source: 501-2515-519-46-31
Vehicle Maint. - Other
Purchase Amount: $
Requesting Department: ITS Department Contact Person: John McNally19'584'00
Brief Description of Purchase:
ITS originally budgeted for three (3) large expensive servers at $15,000 each. With the SAN project ITS has revisited the
way disk storage is allocated. They will be able to use less expensive disk-less servers, attached to the SAN, to
accommodate processing needs. The purchase of these eight (8) servers will be used; to replace out-dated domain
controllers, file servers, and applications servers.
Source for Purchase:
State Contract #250-040-99-1
Fund Source: 001-1510-513-64-15
Com~ment
The purchases presented in this written report were approved in accordance with the provisions of Ordinance 2.56, and
are now being presented to Commis ion as required.
City Manager Approval:
Presented to Commission for information on August 20, 2002.
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