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Home My WebLink AboutAGENDA REPORT 2024 0904 CCSA REG ITEM 10GCITY OF MOORPARK, CALIFORNIA City Council Meeting of September 4, 2024 ACTION ADOPTED RESOLUTION NO. 2024-4270. (ROLL CALL VOTE: UNANIMOUS) BY A. Hurtado. G. Consider Resolution Amending Fiscal Year 2024/25 Budget to Increase Appropriations for Fiscal Year 2023/24 Purchase Order Carry Overs. Staff Recommendation: Adopt Resolution No. 2024-4270. (Staff: Hiromi Dever, Finance Director) (ROLL CALL VOTE REQUIRED) Item: 10.G. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Hiromi Dever, Finance Director DATE: 09/04/2024 Regular Meeting SUBJECT: Consider Resolution Amending Fiscal Year 2024/25 Budget to Increase Appropriations for Fiscal Year 2023/24 Purchase Order Carry Overs SUMMARY Staff is requesting approval of the attached Resolution to increase the F iscal Year (FY) 2024/25 Adopted Budget by $757,075.11. This amount is the result of the carry forward of FY 2023/24 unused purchase orders (PO) for goods and services, not related to Capital Improvement Projects (CIP) into FY 2024/25. DISCUSSION On June 19, 2024, the City Council adopted the FY 2024/25 Operating and Capital Improvement Projects Budget. The original adopted appropriation was $86,244,466, which included $43,277,103 for capital acquisitions and CIPs. Resolution No. 2024-4250 granted the City Manager the authority to amend the CIP Budget after the FY 2023/24 actual project costs are finalized, so Council approval to carry over CIP purchase orders is not required and it is not a part of this action item. For informational purposes, 32 CIP POs totaling $5,093,932.61 were rolled over into FY 2024/25. As part of the City’s budgetary control procedures, POs are issued for contractually agreed upon goods and services, and the committed funds under these POs are restricted or encumbered for their intended purpose. As annual budget appropriations lapse concurrent with fiscal year end, so do the corresponding unused amounts under POs. Therefore, shortly after final fiscal year payments have been processed, POs for goods and services unrelated to CIPs should be closed out. The unexpended appropriations should not be carried forward into the subsequent year unless they relate to goods purchased yet not received by fiscal year end, and contract services that have not yet been completed by fiscal year end. The unexpended encumbrances and related Item: 10.G. 125 Honorable City Council 09/04/2024 Regular Meeting Page 2 appropriations would then be carried or “rolled over” into the next fiscal year to offset these future expenses and prevent certain budget line items from exceeding the spending authority. These roll-over amounts represent incremental appropriations to the previously adopted FY 2024/25 Budget and should be considered in light of available incremental funding and established budgets. The PO carry over is accomplished using the Purchasing Fiscal Year End Process, which cancels any remaining encumbrance balances in prior year and re -establishes outstanding encumbrance amounts in the current year. In order for Accounts Payable to promptly process invoices related to these goods and services in the month of August, the PO carry-over must have already occurred. The procedure was completed on August 13, 2024, and it involved 61 POs (Attachment 1) with an aggregate encumbrance of $5,847,884.22 (CIP - $5,093,932.61 and non-CIP - $753,951.61). The blanket purchase orders with multi-year contracts are carried over with a balance of $1.00. These purchase orders are budgeted and will be adjusted to annual contract amount at a later time; therefore, no budget amendments are required. Unpaid invoices for goods and services received by June 30, 202 4, that have not been submitted as of the last FY 2023/24 Accounts Payable cycle, will be recorded as accrued expenditures in FY 2023/24. These accruals will be reversed in FY 2024/25 offsetting invoices that will be paid against the carried over PO. For those commitments where the timing of delivery went beyond June 30, 2024, no accruals will be recorded and these will be processed as FY 2024/25 expenditures. Department PO Rollover Amount Explanation City Manager’s Office $15,083.15 •Multi-year contract services for recruitment and records management Community Development $24,628.75 •Multi-year projects for professional services for housing program services Finance $50,628.79 •Professional services for Actuarial Consulting Services •Professional services for multi-year projects •Broadcasting Equipment Public Works $110,704.38 •Multi-year contract services for pilot mobility on-demand rideshare program, automatic vehicle location and passenger information system •Delay in delivery of vehicle purchase Parks, Recreation, & Community Services $552,906.54 •Multi-year contract services for facility condition assessment services, design services, and property appraisal services •Professional services contracts for recreation planning, services, Park master Plan and building repair •Delay in delivery of a vehicle and furniture for new City Hall TOTAL: $753,951.61 Non- CIP Rollovers 126 Honorable City Council 09/04/2024 Regular Meeting Page 3 Fund # Fund Description Rollover Amount 3001 City Hall Improvement Fund $ 397,995.59 3009 Vehicle Replacement Fund $ 90,928.23 2010 Communitywide Park Devt $ 81,190.79 2121 City Affordable Housing $ 40,186.99 Various Combined Other $ 143,650.01 Total Non-CIP Carryover $753,951.61 FISCAL IMPACT The PO carry-over process amended the FY 2024/25 adopted budget by $5,847,884.22. This amount includes CIP related POs totaling $5,093,932.61, which continuing appropriations have been previously authorized. A budget amendment of $75 3,951.61 for Non-CIP items is required to fund these commitments and the impact to various funds/departments is shown in Attachment 2. COUNCIL GOAL COMPLIANCE This action does not support a current strategic directive. STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED) Adopt Resolution No. 2024-____. Attachment 1: FY 2023/24 Purchase Orders Carried Over to FY 2024/25 Attachment 2: Summary of Fund/Division Fiscal Impact Attachment 3: Draft Resolution No. 2024-____ 127 CITY OF MOORPARK FY 2023/24 PURCHASE ORDER CARRIED OVER TO FY 2024/25 PO Number Vendor Name Purchase Order Description CIP Non-CIP PO Amount Budget Amendment 09000014-R7 BJ PALMER & ASSOCIATES Planning, Design, Install for Underground Utilities 9,755.59$ 9,755.59$ 9,755.59$ 12000027-R7 QWEST COMMUNICATIONS CO. LLC Design relocation plan for communications conduit system on City ROW along Union Pacific Railroad 6,178.01 6,178.01 6,178.01 12000052-R7 SPRINT COMMUNICATIONS CO. LP Fiber Optic Protection Project 24,722.00 24,722.00 24,722.00 14000061-R7 AECOM TECHNICAL SERVICES INC.Engineering design for LA Ave Widening Between Moorpark Ave & Spring Rd 377,845.40 377,845.40 15000052-R7 STANTEC CONSULTING SERVICES, INC.AMENDMENT #9 INCREASE BY $71,000 245.03 245.03 245.03 15000093-R7 NCM ENGINEERING CORPORATION Engineering service for Spring Rd Widening Project 62,039.78 62,039.78 62,039.78 1700081-R6 DEMMERS, LINDA consulting Services for new Moorpark Library 11,187.50 11,187.50 11,187.50 1900064-R4 RIGGS & RIGGS INC Property Appraisal Services 6,500.00 6,500.00 1900090-R4 ARCHITERRA INC.Professional Design Services for Inclusive Playground at Tierra Rejada 5,241.12 5,241.12 5,241.12 1900094-R4 PHOENIX CIVIL ENGINEERING INC.Civil engineering services for inclusive playground at Tierra Rejada 261.44 261.44 261.44 1900106-R4 KOSMONT REAL ESTATE SERVICES Real estate Advisory & brokerage services 36,765.40 36,765.40 1900109-R4 RANCH SYSTEMS INC Water meter sensor installation & monitoring 6,789.18 6,789.18 2000079-R3 BEACON INTEGRATED PROF RESOURCE Princeton Avenue Right-of-Way support services 2,927.22 2,927.22 2,927.22 2000085-R3 PSOMAS Environmental consultant services 18,525.40 18,525.40 18,525.40 2000094-R3 PHOENIX CIVIL ENGINEERING INC.Professional services for MWPRCA 23,128.50 23,128.50 2000108-R3 STANTEC CONSULTING SERVICES, INC.Arroyo Drive Improvements 91,803.66 91,803.66 91,803.66 2000119-R3 RIDECO INC On Demand Rideshare Program 7,174.07 7,174.07 2100019-R2 INTERWEST CONSULTING GROUP INC CONTRACT PLANNING SERVICES 71,250.00 71,250.00 2100023-R2 CIVIC SOLUTIONS, INC.CONTRACT PLANNING SERVICES 111,670.00 111,670.00 2100061-R2 M6 CONSULTING INC Prepare ROW dedication 2,680.00 2,680.00 2100093-R2 LPA INC Architectural Design for Library 597,246.79 597,246.79 597,246.79 2100108-R2 SVA ARCHITECTS, INC.Architectural Services for New City Hall 16,896.81 16,896.81 16,896.81 2100125-R2 STANTEC CONSULTING SERVICES, INC.Princeton Avenue Construction Admin 43,530.35 43,530.35 43,530.35 2100126-R2 FCG CONSULTANTS INC Princeton Avenue Construction Management & Inspect 114,469.81 114,469.81 114,469.81 2100134-R2 COUNTY OF VENTURA CHP Tennant Improvement 483,322.11 483,322.11 483,322.11 2200208-R1 ALTA PLANNING + DESIGN, INC.Arroyo Simi Trail Master Plan 29,967.34 29,967.34 29,967.34 2200214-R1 SECURITY PAVING COMPANY, INC Princeton Avenue Improvement Project 287,504.86 287,504.86 287,504.86 2200239-R1 M6 CONSULTING INC Construction Management for 323 Science Drive 108,203.79 108,203.79 108,203.79 2200254-R1 M6 CONSULTING INC Design Campus Park restroom and associated improvements 1,872.69 1,872.69 1,872.69 2200256-R1 INTERIOR OFFICE SOLUTIONS, INC.Purchase and installation of furnishing and furniture for City Hall 397,995.59 397,995.59 397,995.59 2200257-R1 MONARKA DEVELOPMENT CORPORATION Sign maintenance and repair 1.00 1.00 2200258-R1 GNA FIRE ELECTRIC INC Fire protection systems 1.00 1.00 2200267-R1 WILLDAN FINANCIAL SERVICES Community Facility formation services 15,031.00 15,031.00 2200270-R1 JONES HALL, A PROFESSIONAL LAW CORPORATION Community Facility formation services 25,000.00 25,000.00 2200275-R1 STANTEC CONSULTING SERVICES, INC. High Street Improvement, C009 - Design Services 25,971.23 25,971.23 25,971.23 2200278-R1 HARRIS & ASSOCIATES, INC.Inclusionary Housing Program Services 24,628.75 24,628.75 24,628.75 2200281-R1 KTU&A Parks and Recreation Planning services 81,190.79 81,190.79 81,190.79 2200283-R1 M6 CONSULTING INC Design professional services for building repair specifications for High Street Arts Center 12,761.58 12,761.58 12,761.58 2300014 OAKRIDGE LANDSCAPE INC Landscape Maintenance Services 1.00 1.00 2300022 FIRST TRANSIT, INC.MCT ON DEMAND 1,112.59 1,112.59 1,112.59 2300024 CITY OF THOUSAND OAKS LOCAL DIAL-A-RIDE SERVICES FY 23/24 4,287.97 4,287.97 4,287.97 2300026 CITY OF THOUSAND OAKS FIXED ROUTE MAINTENANCE SERVICE FY 23/24 61,232.67 61,232.67 2300027 CITY OF THOUSAND OAKS Moorpark City Transit Bus Operations for FY 23/24 26,734.84 26,734.84 26,734.84 2300028 PASSPORT LABS INC PARKING CITATION PROCESSING SERVICES 1,817.58 1,817.58 2300030 MULTI W. SYSTEMS INC.Pump and Well Service/Support 1.00 1.00 2300045 O'BRIEN, RONALD BEE & WASP REMOVAL 1.00 1.00 2300046 HARTZOG & CRABILL, INC.TRAFFIC ENGINEERING SVCS MPK AVE/2ND ST 18,220.00 18,220.00 18,220.00 2300047 HARTZOG & CRABILL, INC.TRAFFIC ENGINEERING SVS AT POINDEXTER AV 850.00 850.00 850.00 2300049 ADVANTAGE MAILING LLC QUARTERLY BROCHURE PRINTING 2,768.71 2,768.71 2300052 CS TRANSIT LEASING INC EQUIPMENT RENTALS 1.00 1.00 ATTACHMENT 1 128 CITY OF MOORPARK FY 2023/24 PURCHASE ORDER CARRIED OVER TO FY 2024/25 2300059 MONET CONSTRUCTION INC.City Hall Tenant Improvement 1,008,885.92 1,008,885.92 1,008,885.92 2300069 EVOLVE RE INC.First Time Home Buyer Broker Services 8,400.00 8,400.00 2300070 FOSTER & FOSTER CONSULTING ACTUARIES, INC.Actuarial Consulting Services 10,300.00 10,300.00 2300075 BALFOUR BEATTY CONSTRUCTION LLC Construction Mgmt. New Library 1,865,262.00 1,865,262.00 1,865,262.00 2300076 P2S INC.Building Commissioning Services 56,739.00 56,739.00 56,739.00 2300078 DIAL SECURITY Fire Alarm System 323 Science 50,238.65 50,238.65 50,238.65 2300081 RECTRAC LLC Software Maintenance and subscription 140.29 140.29 2300083 GLADWELL GOVERNMENTAL SERVICES, INC Records Management Services 18,100.00 18,100.00 2300084 NV5 WEST INC Materials Test C.H. Tenant Imp.12,721.00 12,721.00 12,721.00 2300087 ALL LANGUAGES INTERPRETING & TRANSLATING INC Language Services 1,887.86 1,887.86 2300088 QUINN COMPANY Emergency Standby Generator Maintenance 1.00 1.00 2300090 FENCE FACTORY Door & Gate Maintenance and Repair 1.00 1.00 2300091 SQUARE SIGNS LLC Agreement #2023-269 Sign Design, Fabrication Svc.40,500.00 40,500.00 40,500.00 2300092 SHAW HR CONSULTING, INC.HR Professional Services - IP 5,677.50 5,677.50 2300098 ABM ELECTRICAL & LIGHTING SOLUTIONS, INC.Energy Services 46,504.10 46,504.10 46,504.10 2300102 DOWNTOWN FORD SALES LMD Replacement Vehicle 31,429.25 31,429.25 31,429.25 2300106 CALTEC ELECTRIC INC Removal of Electric Coin-Op Light Cont.6,333.83 6,333.83 6,333.83 2300107 HARRIS & ASSOCIATES, INC.Impact Fee Revision 16,130.00 16,130.00 2300109 HINDERLITER, DE LLAMAS & ASSOC, INC Cannabis Consulting and Management Svs 13,875.00 13,875.00 2300110 DIGITAL TELECOMMUNICATIONS NEC Phone System Voicemail Upgrade 20,186.99 20,186.99 20,186.99 2300111 PFM GROUP CONSULTING LLC Economic Development Strategy 12,173.75 12,173.75 2300114 GVP VENTURES INC Recruitment Services (Finance Director)15,083.15 15,083.15 15,083.15 2300120 CALTEC ELECTRIC INC Electrical Services 1.00 1.00 2300123 DOERSCHEL, DARREN P.A/V and Broadcast Consulting Services 22,850.00 22,850.00 22,850.00 2300124 INSIGHT ENVIRONMENTAL INC Mold Testing and Consulting Ser 1.00 1.00 2300125 M6 CONSULTING INC PM Svs for High St Streetscape 42,025.58 42,025.58 42,025.58 2300128 TYLER TECHNOLOGIES INC Tyler EPL Support Services 20,000.00 20,000.00 20,000.00 2300129 WCAF, LLC 2024 FORD F-250 VEHICLE PURCHASE 59,498.98 59,498.98 59,498.98 2300135 SITEONE LANDSCAPE SUPPLY HOLDING LLC WeatherTRAK Controllers for LMD Zone 20 17,055.32 17,055.32 17,055.32 2300136 DEERE & COMPANY John Deere Gator TE Utility Vehicle 12,474.01 12,474.01 12,474.01 2300139 B&H FOTO & ELECTRONICS CORP Broadcast Equipment Network Switches 10,441.80 10,441.80 10,441.80 5,471,778.01$ 1,212,453.12$ 6,684,231.13$ 5,847,884.22$ 129 CITY OF MOORPARK FY2023/24 NON-CIP PURCHASE ORDER CARRIED OVER TO FY2024/25 FISCAL IMPACT BY ACCOUNT Acount Account Name Original Budget Revision Adjusted Budget 1000-133-E0053-52000 HR RECRUITMENT - GENERAL/PROGRAM SUPPL 34,091.00$ 15,083.15$ 49,174.15$ 1000-171-L0005-51000 HSAC - CONTRACTUAL SVC 1,920.00 12,761.67 14,681.67 2010-541-E0078-51000 PARK MASTER PLAN 23/24- CONTRACTUAL SVC - 81,190.79 81,190.79 2121-422-00000-51000 CITY HSNG - CONTRACTUAL SVC 10,500.00 24,628.75 35,128.75 2205-223-00000-51000 ENGR - CONTRACTUAL SVC 65,000.00 19,070.00 84,070.00 2320-542-P0004-53000 LANDSCAPING - PROP MAINT SVC 48,000.00 17,055.32 65,055.32 2390-541-R0010-53000 POINDEXTR PK - PROP MAINT SVC 20,083.24 12,474.01 32,557.25 2414-430-P0010-51000 PARATRANSIT - CONTRACTUAL SVC 250,000.00 4,287.97 254,287.97 2414-430-P0011-51000 CITYTRANSIT - CONTRACTUAL SVC 1,377,600.00 13,353.06 1,390,953.06 2414-430-P0011-54020 CITYTRANSIT - NATURAL GAS 75,000.00 14,494.37 89,494.37 3001-120-C0070-55010 CITY HALL AT 323 SCIENCE DR- FURNISH&FIXTURE - 397,995.59 397,995.59 3006-134-00000-52050 PEG CAP FD - TOOLS & NON-CAP EQUIP - 10,441.80 10,441.80 3009-310-00000-55020 VEH RPLC PW - VEHICLES - 59,498.98 59,498.98 3009-542-00000-55020 VEH RPLC - LMD VEHICLES - 31,429.25 31,429.25 9000-134-00000-51000 ISD/CABLE - CONTRACTUAL SVC 467,651.00 40,186.99 507,837.99 Grand Total:2,349,845.24 753,951.70 3,103,796.94 ATTACHMENT 2 130 ATTACHMENT 3 RESOLUTION NO. 2024-____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2024/25 OPERATING AND CAPITAL IMPROVEMENT BUDGET TO INCREASE APPROPRIATIONS FOR FISCAL YEAR (FY) 2023/24 PURCHASE ORDER CARRY OVER WHEREAS, on June 19, 2024, the City Council adopted the Operating and Capital Improvement Budget for FY 2024/25; and WHEREAS, a staff report has been presented to the Council requesting approval of the budget amendment generated by the FY 2023/24 Purchase Order carry over process completed on August 13, 2024, which resulted in an aggregate increase in appropriations of $753,951.70; and WHEREAS, the Purchase Order carry over impacted various funds including, the General Fund (1000), Community Wide Park Development (2010), City Affordable Housing (2121), Engineering PW Fund (2205), Meridian Hills (2320), Park Maintenance District (2390), Local Transit Programs 8c (2414), City Hall Improvement Fund (3001), PEG Capital Fund (3006), Vehicle Replacement Fund (3009), and Internal Services Fund (9000); and WHEREAS, Exhibit “A” hereof describes said budget amendments and the resultant impact to the budget line items. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment appropriating and encumbering $753,951.70 for FY 2023/24 Purchase Order carried over to FY 2024/25 as more particularly described in Exhibit “A”, attached hereto, is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this Resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 4th day of September, 2024. ________________________________ Chris R. Enegren, Mayor ATTEST: ___________________________________ Ky Spangler, City Clerk Attachment: Exhibit “A” – Budget Amendment 131 Resolution No. 2024-____ Page 2 BUDGET AMENDMENT to Various City Funds for Fiscal Year 2023/24 Purchase Order Encumbrances Carried Over to Fiscal Year 2024/25 Fiscal Year 2024/25 FUND ALLOCATION FROM: Fund Account Number Amount General Fund 1000-000-00000-33990 27,844.82$ Communitywide Park Devt 2010-000-00000-33990 81,190.79 City Affordable Housing 2121-000-00000-33990 24,628.75 Engineering PW Fund 2205-000-00000-33990 19,070.00 Meridian Hills 2320-000-00000-33990 17,055.32 Park Maintenance District 2390-000-00000-33990 12,474.01 Local TDA Article 8C 2414-000-00000-33990 32,135.40 City Hall Improvement 3001-000-00000-33990 397,995.59 PEG Capital 3006-000-00000-33990 10,441.80 Vehicle Replacement 3009-000-00000-33990 90,928.23 Internal Services 9000-000-00000-33990 40,186.99 753,951.70$ DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS: Budget Account Current Budget Adjustment Adjusted Budget 1000-133-E0053-52000 34,091.00$ 15,083.15$ 49,174.15$ 1000-171-L0005-51000 1,920.00 12,761.67 14,681.67 2010-541-E0078-51000 - 81,190.79 81,190.79 2121-422-00000-51000 10,500.00 24,628.75 35,128.75 2205-223-00000-51000 65,000.00 19,070.00 84,070.00 2320-542-P0004-53000 48,000.00 17,055.32 65,055.32 2390-541-R0010-53000 20,083.24 12,474.01 32,557.25 2414-430-P0010-51000 250,000.00 4,287.97 254,287.97 2414-430-P0011-51000 1,377,600.00 13,353.06 1,390,953.06 2414-430-P0011-54020 75,000.00 14,494.37 89,494.37 3001-120-C0070-55010 - 397,995.59 397,995.59 3006-134-00000-52050 - 10,441.80 10,441.80 3009-310-00000-55020 - 59,498.98 59,498.98 3009-542-00000-55020 - 31,429.25 31,429.25 9000-134-00000-51000 467,651.00 40,186.99 507,837.99 2,349,845.24$ 753,951.70$ 3,103,796.94$ EXHIBIT A 132