Subject:
Title
FY 2025 funding and renewal of Town contracts
Body
Date(s) of Prior Council Consideration of this Issue:
On June 5, 2023, Council approved Town contracts in the amount of $5,200,000.
On July 10, 2023, Council approved Town contracts in the amount of $3,400,000.
EXPLANATION AND SUMMARY:
For recurring purchases, the Town establishes contracts, which include the option of annual renewals. Each contractor on the attached list provides required and/or essential services for Town operations managed by the Department of Public Works (DPW). Each contract is multi-year and subject to annual renewals.
DPW requests authorization to expend FY 2025 funds and for annual contract extensions with the seven (7) existing vendors listed in the attached table.
Next Steps: Approve continuation of services utilizing contracts issued by the Town of Vienna starting July 1, 2024.
Expected Completion Time Frame: FY25
Strategic Plan Initiative: Vienna is a fiscally responsible, efficiently mobile, and an environmentally sustainable community.
Departmental Recommendation: Recommend approval to utilize existing municipal contracts, accept renewals, and approve funding.
Finance Recommendation: Recommend approval.
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town competitively bid and awarded the referenced contracts with renewal options. The Town Council may approve the proposed contract renewals in its discretion or direct staff to solicit new bids.
Town Manager's Recommendation: I recommend the Town Council approve FY 2025 expenditures for one year contract renewals, as presented.
Cost and Financing: $4,600,000
Account Number: See attached table for contract and account numbers
Decision Needed by This date: June 3, 2024
Prior Funding Approval: FY24 (06/05/2023) - $5,200,000
FY24 (07/10/2023) - $3,400,000
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve FY 2025 expenditures of $4,600,000 for one-year contract renewals as identified in the attached table from the listed account numbers.”
Or
Other action deemed necessary by Council.