Title
An Ordinance authorizing the City of Lee’s Summit, Missouri to use Cooperative Contract EV2230, for the provision of pump parts and repair services on an as-needed basis to JCI Industries, Mid-America Pump, Douglas Pump Service, and FTC Equipment for an aggregate amount not to exceed $200,000.00 annually and authorizing the City Manager to execute the same by and on behalf of the City. (F&BC 3-13-19)
Body
Issue/Request:
An Ordinance Authorizing the City of Lee’s Summit, Missouri to use Cooperative Contract EV2230, for the provision of pump parts and repair services on an as-needed basis to JCI Industries, Mid-America Pump, Douglas Pump Service, and FTC Equipment for an aggregate amount not to exceed $200,000.00 annually and authorizing the City Manager to execute the same by and on behalf of the City.
Background:
In 2016, the City of Lee’s Summit, Missouri (“City”) currently uses a contract for the provision of pump parts and repair services on an as-needed basis that was competitively bid by the City of Kansas City, Missouri and awarded to six vendors as Cooperative Contract EV2230.
When the City originally identified Cooperative Contract EV2230 as one the City would use, the City estimated that the annual spend for the contract would be less than $49,999.99, and, purchase to the City’s Procurement Policy, the City Manager was authorized to approve and execute the City’s participation and use of the contract. To date, the City has only executed an agreement with one of the awarded vendors, JCI Industries.
After reviewing the amount the City has spent over the past two years under Cooperative Contract EV2230, the City has determined that it is spending more than $50,000.00 and therefore requires City Council approval to continue to use Cooperative Contract EV2230.
Key Issues:
• Routine and emergency maintenance and repair activities related to water service, swimming pools, and fire service, require specialized components and parts for the specialized equipment. Disruption of service needs to be resolved in a timely fashion to maintain good customer relations and to keep facilities and equipment in service.
• Cooperative Contract EV2230 is used primarily by the Water Utilities and Parks and Recreation departments.
• Based on the historical usage and anticipating additional needs, the City wishes to execute agreements pursuant to Cooperative Contract EV2230 with Mid-America Pump, Douglas Pump Service, and FTC Equipment, who were among the six vendors awarded Cooperative Contract EV2230.
• The Cooperative Contract EV2230 expires June 1, 2021, therefore the City will review the usage of the contract in early 2021 and determine whether 1) there is a continued need for the contract and 2) the City should issue its own solicitation for the stated parts and service.
• Under the proposed ordinance, the cumulative amount the City spent for all vendors under Cooperative Contract EV2230 cannot exceed an aggregate amount of $200,000.00 annually. For example, if the City spent $50,000.00 with Vendor A and $100,000.00 with Vendor B in the same fiscal year, the City could only spend $50,000.00 under Cooperative Contract EV2230, regardless of which vendor or vendors it used, before additional Council approval would be required.
Proposed Council Motion:
FIRST MOTION: I move for second reading of an ordinance authorizing the City of Lee’s Summit, Missouri to use Cooperative Contract EV2230, for the provision of pump parts and repair services on an as-needed basis to JCI Industries, Mid-America Pump, Douglas Pump Service, and FTC Equipment for an aggregate amount not to exceed $200,000.00 annually and authorizing the City Manager to execute the same by and on behalf of the City.
SECOND MOTION: I move for adoption of an ordinance authorizing the City of Lee’s Summit, Missouri to use Cooperative Contract EV2230, for the provision of pump parts and repair services on an as-needed basis to JCI Industries, Mid-America Pump, Douglas Pump Service, and FTC Equipment for an aggregate amount not to exceed $200,000.00 annually and authorizing the City Manager to execute the same by and on behalf of the City.
Presenter
Rick Gentry, Procurement and Contract Services Manager
Recommendation
Staff recommends approval of An Ordinance approving the award Cooperative Contract EV2230 (City of Kansas City, MO) for Pump Repair and Services on an as-needed basis for a one-year term with up to two, one-year renewals to JCI Industries, Mid-America Pump, Douglas Pump Service, and FTC Equipment and authorizing the City Manager to execute the same by and on behalf of the City.
Committee Recommendation: Motion by Councilmember Lopez, second by Councilmember Edson this Ordinance was recommended for approval to the City Council - Regular Session due back on 3/19/2019. The vote was unanimous.