Title
An Ordinance authorizing the use and terms with multiple dealerships for the purchase of vehicles and trucks for a period of one year with the option to renew for four additional one year periods.
Body
Issue/Request:
An Ordinance authorizing the use and terms with multiple dealerships for the purchase of vehicles and trucks for a period of one year with the option to renew for four additional one year periods.
Key Points:
• The Fleet Division would like to utilize the KC metro joint vehicle bid contract for the purchase of vehicles and trucks.
• The contract has been established with multiple dealerships throughout the metro area allowing the best possible price and delivery dates.
• The Fleet Manager, the Department Director and the City Manager seek approval from the Finance and Budget Committee to use the Joint Cooperative procurement contract for purchasing of vehicles and trucks not to exceed $2,825,248 per year as approved in FY 25 budget.
• Funding has been identified for the purchase of the various vehicles in the Fleet VERP FY26 Budget and the FY26 Budget
• Section 4 of the Procurement Policy requires City Council approval of the contract to use contracts where the anticipated annual spend is $75,000 or more.
Proposed Committee Motion:
I move to recommend to City Council approval of an Ordinance authorizing the use and terms with multiple dealerships for the purchase of vehicles and trucks for a period of one year with the option to renew for four additional one year periods.
Background:
Each year the VERP anticipates vehicles and trucks that are scheduled for replacement due to the end of the useful life. The joint vehicle bid allows for the use of multiple agencies across the metro area to join together with this cooperative contract which recognizes large purchasing volume and thus allowing the best and lowest possible purchase price for each vehicle. The invitation for bid was posted electronically on the Johnson County Kansas Website and electronic bidding site powered by IonWave Technologies on October 28, 2024. 204 dealerships were notified, 14 dealerships reviewed the request and 14 firms responded.
This ordinance of approval provides the ability to utilize the metro joint cooperative procurement bid for the purchase of model year 25 (or current model as applicable to any renewals) vehicles and trucks, using multiple dealerships as established in the terms of the supply contract.
Timeline:
Start: March 2025
Finish: March 2026 with four possible renewal years as established by the contract.
Presenter
Mark Stinson, Fleet Manger
Recommendation
Recommendation: Staff Recommends approval.
Committee Recommendation
Committee Recommendation: [Enter Committee Recommendation text here]