Title
An Ordinance approving the use of Contract No. 2019-064 between the City and D.H. Pace Company Inc. DBA Overhead Door Company of Kansas City, to purchase services and supplies to respond to and mitigate against the effects of COVID-19 and ratifying the City Manager’s prior execution of the same for the City of Lee's Summit, Missouri to allow for expanded spending authority. (F&BC 9/18/20)
Body
Issue/Request:
An Ordinance approving the use of Contract No. 2019-064 between the City and D.H. Pace Company Inc. DBA Overhead Door Company of Kansas City, to purchase services and supplies to respond to and mitigate against the effects of COVID-19 and ratifying the City Manager’s prior execution of the same for the City of Lee's Summit, Missouri to allow for expanded spending authority.
Key Issues:
-Officials at the federal, state, and local level each declared a state of emergency in response to the 2019 novel coronavirus (COVID-19)
-The contract will be for the installation and purchase of equipment to respond to and mitigate against the spread of COVID-19
-The installation and purchase of equipment will be using CARES Act funding, totaling more than $50,000.00.
-Estimated cost for installation of touch-less sliding doors at public entrances and adjustments to areas to mitigate the spread of COVID-19: City Hall $157,364, Fire Station No. Lobby 1 $26,787, and Maintenance Facility Entrance $13,475
-Total estimated amount to be paid from CARES Act funding $197,626.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving the use of Contract No. 2019-064 between the City and D.H. Pace Company Inc. DBA Overhead Door Company of Kansas City, to purchase services and supplies to respond to and mitigate against the effects of COVID-19 and ratifying the City Manager’s prior execution of the same for the City of Lee's Summit, Missouri to allow for expanded spending authority.
SECOND MOTION: I move for adoption of an Ordinance approving the use of Contract No. 2019-064 between the City and D.H. Pace Company Inc. DBA Overhead Door Company of Kansas City, to purchase services and supplies to respond to and mitigate against the effects of COVID-19 and ratifying the City Manager’s prior execution of the same for the City of Lee's Summit, Missouri to allow for expanded spending authority.
Background:
Contract No. 2019-064 is an on-call contract between the City and D.H. Pace Company, Inc. dba Overhead Door Company of Kansas City with an annual spend of $8,000-$12,000 for overhead door maintenance,repair and service. As with many of our on-call contracts there are defined maintenance and services and additional rates for related work under the contract. The defined maintenance and services are included in the City's annual budget. The current vendor can provide and install some the necessary equipment to respond to the need to mitigate the effects of COVID-19 at City Hall. The cost of the services and materials will exceed $50,000.00, therefore we are requesting the Council's ratification of the current contract, No. 2019-064, per the City's Procurement Policy Section 4.4 - contracts that exceed $50,000 annually require Council approval.
Only the equipment and installation included in the response to COVID-19 are to be reimbursed from CARES Act funds.
Impact/Analysis:
The purchase in excess of $50,000.00 will be made with CARES Act funds. Regular maintenance and repairs are a part of the annual budgeting process by the using Departments.
Presenter
Rick Gentry, Procurement and Contract Services Manager
Recommendation
Staff recommends the approval of an Ordinance approving the use of Contract No. 2019-064, to purchase services and supplies to respond to and mitigate against the effects of COVID-19 and ratifying the City Manager’s prior execution of the same for the City of Lee's Summit, Missouri to allow for expanded spending authority.