Title
An Ordinance approving the award of RFP No. 2024-022 for tow services for a one-year term with up to four, one-year renewals to James R. McCoy LLC d/b/a Jim's Tow Service as the primary awardee and Ron’s Auto & Tow Truck Towing, LLC as the secondary awardee and authorizing the City Manager to execute the same by and on behalf of the City. (F&BC 1/3/24)
(Note: Went through F&BC 1/3/24. First Read by Council on January 23, 2024 - remanded back to F&BC. F&BC recommended for approval on 2/5/24.)
...Body
Issue/Request:
Request to approve and forward to city council an ordinance for approval the award of RFP No. 2024-022 for tow services for a one-year term with up to four, one-year renewals to James R. McCoy LLC d/b/a Jim's Tow Service as the primary awardee and Ron’s Auto & Tow Truck Towing, LLC as the secondary awardee and authorizing the City Manager to execute the same by and on behalf of the City.
Key Issues:
• This award of city ordered tow services establishes a tow service’s contract, which not only provides services for City owned vehicles, but is also utilized by the Police Department in case of traffic related incidents.
• The contract establishes firm rates for tow services, provides an expected response time and establishes other expectations
• Citizens of Lee’s Summit and/or travelers through Lee’s Summit may take advantage of established rates if they do not have a tow service provider preference and the request for service is made by LSPD.
• The contract also aids in reducing predatory tow practices.
• It was recommended to and supported by Public Safety Advisory Board that two awards be made, one as primary and one as secondary. If the primary awardee is unable to fulfill the contract, a recommendation from the Tow Committee with support from Public Safety Advisory Board could be made to Procurement to activate the secondary awardee.
• Procurement & Contract Services issued RFP No. 2024-022, with a due date of October, 20th, 2023. The bid was posted on the City’s e-Procurement service Public Purchase as well as the City’s internet. Twenty Nine (29) suppliers were notified via email and Public Purchase. Thirteen (13) suppliers accessed the RFP and five (5) proposals were received. All the submissions were considered responsive and all respondents' tow lots were located within the established twenty mile radius from City Hall that was a bid requirement determined by the Tow Committee.
• The Submissions were scored by a team consisting of members from the Police Department and the Fleet Division. James R. McCoy LLC d/b/a Jim's Tow Service received the top score, with Ron’s Auto & Tow Truck Towing, LLC receiving the second highest score.
• The Tow Committee met on 11/16/2023 to consider the recommendation of the evaluation team, and voted unanimously to support the recommendation and present it to the Public Safety Advisory Board. During the meeting, all five submissions were reviewed and discussed.
• The recommended award from the Tow Committee was presented to the Public Safety Advisory Board (PSAB) at the November 21, 2023 meeting. The PSAB voted unanimously to recommend the award to James R. McCoy LLC d/b/a Jim's Tow Service as the primary awardee and Ron’s Auto & Tow Truck Towing, LLC as the secondary awardee.
Proposed Committee Motion:
I move to recommend to City Council for approval of An Ordinance approving the Award of RFP No. 2024-022 for tow services for a one-year term with up to four, one-year renewals to James R. McCoy LLC d/b/a Jim's Tow Service as the primary awardee and Ron’s Auto & Tow Truck Towing, LLC as the secondary awardee and authorizing the City Manager to execute the same by and on behalf of the City.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving the award of RFP No. 2024-022 for tow services for a one-year term with up to four, one-year renewals to James R. McCoy LLC d/b/a Jim's Tow Service as the primary awardee and Ron’s Auto & Tow Truck Towing, LLC as the secondary awardee and authorizing the City Manager to execute the same by and on behalf of the City.
SECOND MOTION: I move for the adoption of an Ordinance approving the award of RFP No. 2024-022 for tow services for a one-year term with up to four, one-year renewals to James R. McCoy LLC d/b/a Jim's Tow Service as the primary awardee and Ron’s Auto & Tow Truck Towing, LLC as the secondary awardee
Background:
The Tow Committee was originally formed on May 10, 1977 per Resolution No. 77-14 as a subcommittee of the Public Safety and Advisory Board. Since its original creation, the duties of the Tow Committee have evolved pursuant to resolutions passed by the City Council. Currently, the Tow Committee receives and reviews citizen complaints regarding police ordered tows, evaluates the tow company used by the City, and provides input and evaluates City RFP’s for tow services.
It was decided, after research into current pricing and a review of the practices of neighboring Kansas City Metro cities, that this selection process would be conducted as a RFP as opposed to the Bids which had been done in the past. It was discovered through the research process that neighboring comparator cities were setting their own rates to allow for fair market value. This allows for competitive service that is both fair and reasonable. This process was presented to the PSAB prior to initiating the RFP and they voted unanimously to support this method.
Presenter
Travis Forbes, Chief of Police
Cary Colyne, Operations Major, Police Department
DeeDee Tschirhart, Senior Procurement Officer
Recommendation
City staff recommends approval of an ordinance approving the award of RFP No. 2024-022 for tow services for a one-year term with up to four, one-year renewals to James R. McCoy LLC d/b/a Jim's Tow Service as the primary awardee and Ron’s Auto & Tow Truck Towing, LLC as the secondary awardee
Committee Recommendation
At the January 23, 20234 City Council meeting, after lengthy discussion, a motion was made by Councilmember Lopez, seconded by Councilmember Hodges, that Bill No. 24-017 be remanded to the Finance and Budget Committee. The motion carried by a 5-3 vote (Councilmember Felker "Recused") (Mayor Baird, Councilmembers Lovell and Shields voted "No").
At the Finance & Budget Committee meeting, A motion was made by Mayor Pro Tem Lopez, seconded by Vice Chair Lovell, that TMP-2822 be recommended for approval to the City Council. The motion carried by a unanimous 3-0 vote.
The City of Lee’s Summit’s Tow Committee voted unanimously to recommend to City Council approval of an ordinance approving the award of RFP No. 2024-022 for tow services for a one-year term with up to four, one-year renewals to James R. McCoy LLC d/b/a Jim's Tow Service as the primary awardee and Ron’s Auto & Tow Truck Towing, LLC as the secondary awardee
The Public Safety Advisory Board voted unanimously by those present to recommend to City Council approval of an ordinance approving the award of award of RFP No. 2024-022 for tow services for a one-year term with up to four, one-year renewals to James R. McCoy LLC d/b/a Jim's Tow Service as the primary awardee and Ron’s Auto & Tow Truck Towing, LLC as the secondary awardee