Title
An Ordinance authorizing the purchase of three fully equipped dump trucks using equipment purchase contract 2023-016-1 and purchase of the cab and chassis using contract number 2025-044, and authorizing the City Manager to execute all related and necessary documents for the City of Lee's Summit, Missouri. (F&BC 9/3/25)
Body
Issue/Request:
The Fleet Division of Public Works in cooperation with the Operations Division of Public Works has recognized the need to replace three dump trucks that have reached the end of its useful lifecycle's in accordance with the Vehicle Equipment Replacement Program (VERP) using City Council approved contracts and City Council approved budget. Staff seeks authorization to purchase the these vehicles using City Council approved VERP funds and City Council approved contracts that were established for vehicle and equipment procurement.
Key Issues:
Ordering these three units from existing contracts that have already been approved by City Council is the most cost effective way of securing the equipment and types built to our specifications; and
The Fleet manager, the Department Director, and the City Manager seek approval from the City Council to use the existing city contracts as previously approved by City Council for the purchase of these fully equipped dump trucks that were included in the budget approved by City Council for these vehicle replacements considering an anticipated expenditure that will not exceed $980,000.00; and
Proposed City Council Motion:
FIRST MOTION: I move to approve and advance for a second reading this Ordinance authorizing the purchase of three fully equipped dump trucks using equipment purchase contract 2023-016-1 and purchase of the cab and chassis using contract number 2025-044, and authorizing the City Manager to execute all related and necessary documents.
SECOND MOTION: I move for adoption of an Ordinance authorizing the purchase of three fully equipped dump trucks using equipment purchase contract 2023-016-1 and purchase of the cab and chassis using contract number 2025-044, and authorizing the City Manager to execute all related and necessary documents.
Background:
Funding has been appropriated for the purchase of these three units in the City Council approved Fleet VERP (Vehicle Equipment Replacement Fund) in the adopted FY26 budget. City Council has also approved the contracts from which these units will be procured. Contract 2023-016-1 remains in effect until July 31, 2028. Contract 2025-044 remains in effect until January 16, 2026.
Section 4 of the Procurement Policy requires the City Council approval to use a contract where the anticipated annual spend is $75,000 or more even though City Council has already approved the expenditures and City Council has already approved the vendor contracts for vehicle purchases.
Impact/Analysis:
Replacement of the aging trucks will allow for more uptime and less downtime expenses improving the services supplied by the Public Works Operations Department.
Presenter
Mark Stinson, Fleet Manager
Recommendation
Recommend Council approval for purchase of three 2026 fully up-fitted dump trucks for the purpose of general use and snow fighting assignments, not to exceed purchase cost of $985,000
Committee Recommendation
Committee Recommendation: [Enter Committee Recommendation text here]