HomeMy WebLinkAboutAGENDA REPORT 2016 0907 CCSA REG ITEM 10I ITEM 10.1.
C;Ty OF MOORPARK,CALIFORNIA
t:lty Council Meeting
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MOORPARK CITY COUNCIL ACTION: �„ � tlta
AGENDA REPORT 040/!0— 3��'g
BY: int 6--A144-s—,
TO: Honorable City Council
FROM: Ron Ahlers, Finance Director
By: Irmina Lumbad, Deputy Finance Director
DATE: August 3, 2016 (City Council Meeting of 9/7/2016)
SUBJECT: Consider Resolution Amending Fiscal Year 2016/2017 Budget to
Increase Appropriations for FY 2015/2016 Purchase Order Carry Over
SUMMARY
Staff is requesting approval of the attached Resolution to increase the FY 2016/2017
Adopted. Budget by $779,343.70. This amount is the result of the carry forward of FY
2015/2016 Purchase Orders (PO) for goods and services, not related to Capital.
Improvement Projects (CIP), into FY 2016/2017.
DISCUSSION
On June 15, 2016, the City Council adopted the FY 2016/2017 Operating and Capital
Improvement Budget for the City of Moorpark. The original adopted appropriation was
$57.6 million, which includes $22.9 million for CIP. Resolution No. 2016-3516 granted
the City Manager the authority to amend the CIP budget after final accounting of FY
2015/2016 project costs.
In the prior years, PO for goods and services were closed and except for CIP, all
unexpended encumbrances and appropriations were not carried forward into the current
year. Thus, payments against these PO were usually charged against current year
appropriations and the budget was subsequently adjusted during mid-year budget
amendments.
The carry over exercise included commitments enteredinto by the City to purchase
goods or services in the prior year. Goods and services already received by June 30,
2016 for which invoices have not been submitted as of the last FY 2015/2016 Accounts
Payable cycle, will be recorded as accrued expenditures in FY 2015/2016. These
accruals will be reversed in FY 2016/2017 and invoices will be paid against the carried
over P0. For those commitments where the timing of delivery went beyond June 30,
219
Honorable City Council
September 7, 2016
Page 2
2016, no accruals will be recorded and these will be processed as FY 2016/2017
expenditures. The PO carry over process will cancel any remaining encumbrance
balance in prior year; move the appropriations and re-establish the same encumbrance
amount 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 carry over must have
already occurred. Thus, the procedure was completed on August 2 and the action
effectively increased the FY 2016/2017 Adopted Budget by $779,343.70. Attachment 1
lists all affected PO.
FISCAL IMPACT
The total carry-over amount from FY 2015/2016 to FY 2016/2017 was $6,147,136.79,
which includes CIP related PO totaling $5,367,793.09. Thus, a net appropriation
increase of $779,343.70 impacted various funds/departments as shown in Attachment
2.
STAFF RECOMMENDATION (Roll Call Vote)
Adopt Resolution No. 2016- .
Attachments: 1 — FY 2015/2016 Purchase Orders Carried Over to FY 2016/2017
2 —Summary of Fund/Division Fiscal Impact
3— Resolution No. 2016-
220
Attachment 1
FY 2015/2016 Purchase Orders Carried Over to FY 2016/2017
PO* Vendor Name BU Description CIP NON-CIP Grand Total
09000014 BJ PALMER&ASSOCIATES 250183108066 SCE Coordination LA Ave Widening $9,927.58 $9,927.58
10000051 BONTERRA CONSULTING LLC 280021002007 Preparation of EIR-Civic Center $98,326.35 $98,326.35
11000029 GKK WORKS 400121002007 Architectural Design&Consulting For New City $2,372,322.93 $2,372,322.93
Hall/Civic Center
12000027 ()WEST COMMUNICATIONS CO. LLC 200283108061 Design Relocation Plan fo Communications- $6,178.01 $6,178.01
Norht Hills Park Project
12000052 SPRINT COMMUNICATIONS CO. LP 200283108061 Preliminary Engineering for Fiber Optic Protection $24,722.00 $24,722.00
-North Hills Park Project _
12000087 SOUTHERN CALIFORNIA REGIONAL 250183108039 Reconstruction&Widen Existing Railroad $850,000.00 $850,000.00
Crossing
12000090 BJ PALMER&ASSOCIATES 280061000000 Relocation Analysis&Planning of Existing $18,150.00 $18,150.00
Overhead Facilities @ Essex Site
13000050 FILIPPIN ENGINEERING INC. 250183108058 Construction Mgt&Inspection LA Ave Widening $109,493.21 $109,493.21
(Maureen Lane to Leta Yancy Rd)
13000059 FUGRO CONSULTANTS, INC. 260583100000 Investigation of Groundwater Exiltration& $3,515.48 $3,515.48
Seepage Conditions on Terra Rejada Rd
260683100000 $0.00 $0.00
13000075 VISUAL CONCEPTS LIGHTING INC. 210078007022 Lighting Consultant-AVCP $2,000.00 $2,000.00
13000090 FUGRO CONSULTANTS,INC. 100078007803 Geotechnical Engineering At AVCP Retaining $3,555.70 $3,555.70
Wall
100078007856 $4,210.00 $4,210.00
13000098 VISUAL CONCEPTS LIGHTING INC. 210078007022 AVCP-Site Lighting Design $2,000.00 $2,000.00
13000103 BEACON INTEGRATED PROF 250183108013 Acquisition&Relocation Services-LA Ave $76,065.03 $76,065.03
RESOURCE Widening(Spring Rd to Moorpark Ave)
13000127 LG2WB ENGINEERS INC. 400121002007 Traffic Engineering-Civic Center Project $62,188.40 $62,188.40
13000128 TETRA TECH,INC. 250183108047 Engineering Services-LA Ave Raised Median $1,361.94 $1,361.94
Project
13000136 PHOENIX CIVIL ENGINEERING INC. 200183108094 Civil Engineering-Industrial Park Sidewalk $2,550.00 $2,550.00
Improvement Project
13000156 LAWRENCE R.MOSS& 232079007901 Landscape Architectural Services-Meridian Hills $893.00 $893.00
ASSOCIATES
14000054 LILLEY,JENNIFER 220064400000 Professional Planning Services $54,540.00 $54,540.00
14000061 AECOM TECHNICAL SERVICES INC. 250183108013 Engineering Services for LA Ave Widening $460,826.50 $460,826.50
between Moorpark Ave&Spring Rd
14000085 STANTEC CONSULTING SERVICES, 200178007712 Civil Engineering for Recreational Trail at AVCP $2,197.05 $2,197.05
INC.
200178007713 $5,371.41 $5,371.41
200178007852 $2,285.88 $2,285.88
14000090 GRIFFITH COMPANY 250183108058 Construction Services LA Ave Widening $739,614.63 $739,614.63
(Maureen Lane to Leta Yancy Rd)
14000092 ARCHITERRA INC. 100079007901 Tierra Rejada Road Streetscape Renovations $51,995.50 $51,995.50
230279007901 $21,024.66 $21,024.66
14000095 PHOENIX CIVIL ENGINEERING INC. 200178007852 - $2,546.00 $2,546.00
14000127 DIG DESIGN IT GREEN LLC 240078007803 Architectural Landscape Design Services AVCP $1,215.00 $1,215.00
Parking Lot Renovation •
15000005 LIBRARY SYSTEMS&SERVICES, 101076400000 Library Reciprocal Bon-owing $3,870.00 $3,870.00
LLC
15000010 RAFEH REAL ESTATE& 220124305025 Broker Services for First Time Home Buyer $12,500.00 $12,500.00
INVESTMENTS INC Program
15000026 CITY OF THOUSAND OAKS 200185108071 Fixed Route Operations $11,263.19 $11,263.19
260485108071 $24,175.32 $24,175.32
500085108071 $26,900.00 $26,900.00
15000027 CITY OF THOUSAND OAKS 200185100000 Maintenance and Fuel Services for Fixed Route $2,069.87 $2,069.87
Operations
200185108071 $25,893.86 $25,893.86
260485100000 $11,665.68 $11,665.68
260485108071 $10,738.45 $10,738.45
500085100000 $18,993.75 $18,993.75
500085108071 $5,929.45 $5,929.45
15000028 CITY OF THOUSAND OAKS 200185108070 Dial-A-Ride Services $965.89 $965.89
260485108070 $7,290.03 $7,290.03
500085108070 $25,008.97 $25,008.97
15000029 CITY OF THOUSAND OAKS 500085108070 Intercity Dial-A-Ride Services $33,601.25 $33,601.25
15000037 MARIPOSA LANDSCAPES INC. 100079007901 Tierra Rejada Road Redwood Removals Phase 1 $83,697.00 $83,697.00
of 3
230279007901 $27,899.00 $27,899.00
15000044 SOHAGI LAW GROUP 400121002007 Legal Services for Moorpark Civic Center Project $52,342.00 $52,342.00
EIR Review
15000051 DOUGLAS,JOHN H. 100064400000 Professional Land Use Planning&Circulation $25,000.00 $25,000.00
Elements of General Plan
15000052 STANTEC CONSULTING SERVICES, 250183108012 Princeton Avenue Widening Services $65,601.29 $65,601.29
INC. 2 21
Attachment 1
PO i Vendor Name BU Description CIP NON-CIP Grand Total
15000063 LAWRENCE R.MOSS& 200178007852 Landscape Architectural Services for AVCP Trail $7,500.00 $7,500.00
ASSOCIATES Project&Monument Sign
15000075 RALPH ANDERSEN&ASSOCIATES 100031100000 Professional Recruitment Services $10,025.00 $10,025.00
15000077 OAKRIDGE LANDSCAPE INC 230079007901 LMD Turf Elimination $1.00 $1.00
231579007901 $5,553.12 $5,553.12
232279007901 $49.65 $49.65
15000080 OAKRIDGE GEOSCIENCE INC 200178007852 Geotechnical Engineering Services for AVCP , $2,870.00 $2,870.00
Parking Lot Expansion
15000083 TYLER TECHNOLOGIES INC 100051100000 Incode/Energov Financial Systems $182,210.06 $182,210.06
15000085 KEYSER MARSTON ASSOCIATES 100024100000 Retail,Office&Hotel Study $901.19 $901.19
INC
15000093 NCM ENGINEERING CORPORATION 250183108026 Professional Engineering Services for Spring $87,430.91 $87,430.91
Road Widening Project
15000098 PHOENIX CIVIL ENGINEERING INC. 200185108063 Engineering Design Services for the Metrolink $35,093.60 $35,093.60
Station North Parking Lot Expansion
• 261185108063 $1,628.00 $1,628.00
15000103 GRAINGER INC 100076202005 Anti-ligature Fixture for PSC • $6,250.00 $6,250.00
15000105 BETHANY CONST.CONSULT.& 240078007801 Construction Management Services for $1,402.88 $1,402.88
MANAGEMENT Poindexter Park Skatepark Construction
15000110 SOHAGI LAW GROUP 100064400000 Provide Legal Services Relating to EIR Wayne J $84,496.74 $84,496.74
Sand&Gravel Expanded Mining Facility
15000114 RJR ENGINEERING GROUP LLC 260383108093 ASA 16-01 -Prepare Traffic Control Plans for $5,961.37 $5,961.37
Caltrans Office of Permit's review for Gabbert Rd,
Poindexter Ave,Spring Rd&Princeton Ave
Overlay Project
15000115 RJR ENGINEERING GROUP LLC 250183108066 Traffic Control Plan for LA Ave Underground $4,500.00 $4,500.00
Project
15000119 T&D ELECTRIC INC. 231579007901 Solar System Maintenance&Repair $1.00 $1.00
15000120 COOPER ECOLOGICAL 230079007901 Provide Wildlife Biological Services $1.00 $1.00
MONITORING INC.
15000121 IWANSKY,DAVID S. 100076200000 Provide Electrical Services $1.00 $1.00
15000122 THEIRIS,INC. 100076200000 Provide Welding Services $1.00 $1.00
15000123 WILLIS CORPORATION 100076200000 Provide Preventative Maintenance&Repair $1.00 $1.00
Services
15000124 H-M WINDMACHINE CO. DONT USE 230079007901 Provide Backflow Certification s&Repairs $1.00 $1.00
15000125 PIPE.DREAMSPLUMBING CO.INC. 100076200000 Provide Plumbing Services $1.00 $1.00
15000126.AMERICAN,BUILDING COMFORT 100076200000 Provide HVAC Services $1.00 $1.00
15000127 PACIFIC COAST PLUMBING INC 100076200000 Provide Plumbing Services . $1.00 $1.00
15000128+ KLEPIC,FREDERICK WADE 100076200000 Provide Locksmith&Key Services $1.00 $1.00
15000129 DISCRETE WIRELESS 010031200000 Provide Fleet Tracking Services Using GPS Units $2,415.55 $2,415.55
15000133 DIGITAL TELECOMMUNICATIONS 400331200000 Installation&Configuration of OfficeWatch SL $4,675.80 $4,675.80
15000137 RJR ENGINEERING GROUP LLC 100083200000 Develop Post Construction Best Management $22,221.41 $22,221.41
Practices
15000138 RJR ENGINEERING GROUP LLC 200183108056 Final Design of Metrolink South Parking Lot $35,472.74 $35,472.74
Entrance
15000145 NELSON\NYGAARD CONSULTING 500085100000 Transit Evaluation Services $30,959.64 $30,959.64
ASSO INC
15000146 L.BARRIOS&ASSOCIATES INC. 240078007803 Sports Field Equipment Rental for AVCP $1,000.00 $1,000.00
15000147 DRAPER CONSTRUCTION 240078007801 Provide Concrete and Masonry Services $13,000.00 $13,000.00
240078007805 $18,000.00 $18,000.00
240078007806 $7,000.00 $7,000.00
240078007813 $10,000.00 $10,000.00
240078007815 $2,000.00 $2,000.00
15000148 GREAT WESTERN PARK& 240078007808 Provide 5-ROw Bleachers $15,765.30 $15,765.30
PLAYGROUND
15000149 WEST COAST ARBORISTS,INC. 100079007901 Tree Planting on Tierra Rejada Rd Phase 1 of 3 $38,941.35 $38,941.35
230279007901 $12,983.75 $12,983.75
15000150 QUICKNETS COMMUNICATIONS, 100076202005 PSC Exterior Security Camera Upgrade $31,036.47 $31,036.47
INC.
16000013 CROSS,ERIC 230079007901 Fountain Maintenance Services $500.00 $500.00
240078007819 $800.00 $800.00
Grand Total $5,367,793.09 $779,343.70 $6,147,136.79
222
Attachment 2
FISCAL IMPACT BY FUND/DIVISION
FY 2015/2016 Non-CIP Purchase Orders Carried Over to FY 2016/2017
ADOPTED ADJUSTED
FUND-DIV FUND-DIV TITLE BUDGET BA&BUTS BUDGET
0100-3120 Internal Service/Information Systems $0.00 $2,415.55 $2,415.55
1000-2410 General Fund/Economic Development $18,400.00 $901.19 $19,301.19
1000-3110 General Fund/Human Resources $479,854.00 $10,025.00 $489,879.00
1000-5110 General Fund/Finance $1,054,530.00 $182,210.06 $1,236,740.06
1000-6440 General Fund/Planning $75,000.00 $109,496.74 $184,496.74
1000-7620 General Fund/Facilities $858,533.00 $37,293.47 $895,826.47
1000-7800 General Fund/Park Maintenance $1,775,160.00 $3,555.70 $1,778,715.70
1000-8320 General Fund/NPDES Stormwater Mgt $164,803.00 $22,221.41 $187,024.41
1010-7640 Library Services/Library $882,721.00 $3,870.00 $886,591.00
2001 -8310 Traffic System Mgt/Street Maintenance $0.00 $2,550.00 $2,550.00
2001 -8510 Traffic System Mgt/Transit $270,200.00 $40,192.81 $310,392.81
2200-6440 Community Development/Planning $567,671.00 $54,540.00 $622211.00
2201 -2430 City Affordable Housing/City Housing $261,265.00 $12,500.00 $273,765.00•
2300-7900 AD 84-2 Citywide/Lighting&Landscape Maintenance Districts $322,391.00 $503.00 $322,894.00
2315-7900 Country Club Estates/Lighting&Landscape Maintenance Districts $242,935.00 $5,554.12 $248,489.12
2320-7900 Meridian Hills/Lighting&Landscape Maintenance Districts $332,991.00 $893.00 $333,884.00
2322-7900 Moorpark Highlands/Lighting& Landscape Maintenance Districts $1,005,342.00 $49.65 $1,005,391.65
2400-7800 Park Maintenance District/Park Maintenance $2,547,577.00 $68,968.18 $2,616,545.18
2604-8510 TEA 21 Federal Grants/Transit $136,500.00 $53,869.48 $190,369.48
2605-8310 Gas Tax/Street Maintenance $788,258.00 $3,515.48 $791,773.48
2800-6100 Endowment Fund/Community Development Administration $0.00 $18,150.00 $18,150.00
4003-3120 Equipment Replacement/Information Systems $21,500.00 $4,675.80 $26,175.80
5000-8510 Local Transit Program 8c/Transit $874,940.00 $141,393.06 $1,016,333.06
TOTAL $12,680,571.00 $779,343.70 $13,459,914.70
223
Attachment 3
RESOLUTION NO. 2016-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL
YEAR 2016/2017 OPERATING AND CAPITAL
IMPROVEMENT BUDGET TO INCREASE
APPROPRIATIONS FOR FISCAL YEAR 2015/2016
PURCHASE ORDER CARRY OVER
WHEREAS, on June 15, 2016 the City Council adopted the Operating and
Capital Improvement Budget for FY 2016/2017; and
WHEREAS, a staff report has been presented to the Council requesting approval
of the budget amendment generated by the FY 2015/2016 Purchase Order roll over
process completed on August 2, 2016, which resulted in an aggregate increase in
appropriations of $779,343.70; and
WHEREAS, the Purchase Order carry over impacted various funds including, the
Internal Service (0100), General Fund (1000), Library Services (1010), Traffic System
Management (2001), Community Development (2200), City Affordable Housing (2201),
AD 84-2 Citywide Lighting and Landscape Maintenance District (2300), Country Club
Estates (2315), Meridian Hills (2320), Moorpark Highlands (2322), Park Maintenance
District (2400), TEA 21 Federal Grants (2604), Gas Tax (2605), Endowment (2800),
Equipment Replacement (4003), and Local Transit Programs 8c (5000); 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 $779,343.70
for FY 2015/2016 Purchase Order carried over to FY 2016/2017 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 7t" day of September, 2016.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit "A" — BudgetAmendment 224
Exhibit A
BUDGET AMENDMENT to
Various City Funds for the FY 2015/2016 Purchase Order
Encumbrances Carried Over to FY 2016/2017
FY 2016/2017
FUND ALLOCATION FROM:
FUND ACCOUNT NUMBER AMOUNT
Internal Service 0100-5500 $2,415.55
General Fund 1000-5500 $365,703.57
Library Services 1010-5500 $3,870.00
Traffic System Mgt 2001-5500 $42,742.81
Community Development 2200-5500 $54,540.00
City Affordable Housing 2201-5500 $12,500.00
AD 84-2 Citywide 2300-5500 $503.00
Country Club Estates 2315-5500 $5,554.12
Meridian Hills 2320-5500 $893.00
Moorpark Highlands 2322-5500 $49.65
Park Maintenance District 2400-5500 $68,968.18
TEA 21 Federal Grants 2604-5500 $53,869.48
Gas Tax 2605-5500 $3,515.48
Endowment Fund 2800-5500 $18,150.00
Equipment Replacement 4003-5500 $4,675.80
Local Transit Program 8c 5000-5500 $141,393.06
TOTAL $779,343.70
225
Exhibit A
DISTRIBUTION OF APPROPRIATION TO EXPENDITURE ACCOUNTS:
ADOPTED ADJUSTED
BUDGET UNIT A/C BUDGET ADJUSTMENT BUDGET
010031200000 9102 $178,905.00 $2,415.55 $181,320.55
100024100000 9103 $10,000.00 $901.19 $10,901.19
100031100000 9103 $5,000.00 $10,025.00 $15,025.00
100051100000 9503 $0.00 $182,210.06 $182,210.06
100064400000 9103 $75,000.00 $25,000.00 $100,000.00
100064400000 9122 $0.00 $84,496.74 $84,496.74
100076200000 9252 $85,000.00 $7.00 $85,007.00
100076202005 9252 $69,900.00 $37,286.47 $107,186.47
100078007803 9103 $0.00 $3,555.70 $3,555.70
100083200000 9103 $86,000.00 $22,221.41 $108,221.41
101076400000 9205 $94,100.00 $3,870.00 $97,970.00
200183108094 9102 $0.00 $2,550.00 $2,550.00
200185100000 9254 $5,200.00 $2,069.87 $7,269.87
200185108070 9102 $0.00 $965.89 $965.89
200185108071 9102 $205,000.00 $11,263.19 $216,263.19
200185108071 9416 $60,000.00 $25,893.86 $85,893.86
220064400000 9102 $10,000.00 $54,540.00 $64,540.00
220124305025 9102 $25,000.00 $12,500.00 $37,500.00
230079007901 9102 $33,621.00 $500.00 $34,121.00
230079007901 9103 $4,500.00 $1.00 $4,501.00
230079007901 9252 $40,000.00 $1.00 $40,001.00
230079007901 9331 $56,531.00 $1.00 $56,532.00
231579007901 9252 $21,500.00 $1.00 $21,501.00
231579007901 9331 $42,174.00 $5,553.12 $47,727.12
232079007901 9103 $1,000.00 $893.00 $1,893.00
232279007901 9331 $181,583.00 $49.65 $181,632.65
240078007801 9103 $0.00 $1,402.88 $1,402.88
240078007801 9252 $42,500.00 $13,000.00 $55,500.00
240078007803 9252 $96,300.00 $1,000.00 $97,300.00
240078007805 9252 $6,000.00 $18,000.00 $24,000.00
240078007806 9252 $18,000.00 $7,000.00 $25,000.00
240078007808 9252 $27,500.00 $15,765.30 $43,265.30
240078007813 9252 $17,600.00 $10,000.00 $27,600.00
240078007815 9252 $24,000.00 $2,000.00 $26,000.00
240078007819 9252 $5,200.00 $800.00 $6,000.00
226
ADOPTED ADJUSTED
BUDGET UNIT A/C BUDGET ADJUSTMENT BUDGET
260485100000 9254 $40,000.00 $11,665.68 $51,665.68
260485108070 9102 $0.00 $7,290.03 $7,290.03
260485108071 9102 $85,000.00 $24,175.32 $109,175.32
260485108071 9416 $11,500.00 $10,738.45 $22,238.45
260583100000 9103 $70,000.00 $3,515.48 $73,515.48
280061000000 9102 $0.00 $18,150.00 $18,150.00
400331200000 9503 $21,500.00 $4,675.80 $26,175.80
500085100000 9102 $0.00 $30,959.64 $30,959.64
500085100000 9254 $145,000.00 $18,993.75 $163,993.75
500085108070 9102 $105,000.00 $30,342.22 $135,34222
500085108070 9254 $105,000.00 $28,268.00 $133,268.00
500085108071 9102 $100,0. 00.00 $26,900.00 $126,900.00
500085108071 9255 $0.00 $5,929.45 $5,929.45
Grand Total $2,210,114.00 $779,343.70 $2,989,457.70
Finance Approval: a
227