Title
An Ordinance approving the use of the Mid America Council of Public Procurement Cooperative Joint Vehicle Bid for the purchase of City fleet vehicles for a one-year term with up to four, one-year renewals between Clay County, MO and Kansas City Freightliner (Contract No. 2020-009-1), Landmark Dodge (Contract No. 2020-009-2), Olathe Ford (Contract No. 2020-009-3), Roberts Chevrolet (Contract No. 2020-009-4), and Shawnee Mission Ford (Contract No. 2020-009-5) and authorizing the City Manager to execute the same by and on behalf of the City of Lee's Summit, Missouri. (F&BC 1/13/20)
Body
Issue/Request:
An Ordinance approving the use of the Mid America Council of Public Procurement (MACPP) Cooperative Joint Vehicle Bid for the purchase of City fleet vehicles for a one-year term with up to four, one-year renewals between Clay County, MO and Kansas City Freightliner (Contract No. 2020-009-1), Landmark Dodge (Contract No. 2020-009-2), Olathe Ford (Contract No. 2020-009-3), Roberts Chevrolet (Contract No. 2020-009-4), and Shawnee Mission Ford (Contract No. 2020-009-5) and authorizing the City Manager to execute the same by and on behalf of the City of Lee's Summit, Missouri.
Background:
A member agency of the Mid-America Council of Public Procurement (MACPP) facilitates the issuance and award of the Cooperative Joint Vehicle Bid. Clay County was the lead agency for the new bid. Area agencies, including the City of Lee's Summit, met to develop the specifications for the new bid. Clay County issued Invitation to Bid #49-19 to regional vehicle dealerships. From the respondents, 11 dealers were awarded contracts based upon their pricing. The pricing obtained by the Cooperative Joint Vehicle Bid is better than other state and regional cooperative contracts.
The City of Lee's Summit has participated in the Cooperative Joint Vehicle Bid for many years. The bid is used to replace vehicles using the Vehicle Equipment Replacement Program (VERP) and add vehicles through the issuance of bonds are budgetary requests.
The City spent $561,080.00 in the past calendar year on the current contract with two of the dealers. Section 4.4 of the Procurement Policy requires that cooperative contracts that have an estimated annual spend of $50,000.00 or more be approved by City Council before they are used, and the City anticipates spending over $50,000.00 annually through this on the purchase of fleet vehicles.
Key Issues:
-The City uses the cooperative contract as tool to select the vehicles that best meet the needs of the requesting department.
Proposed Committee Motion:
I move to recommend to the City Council for approval an Ordinance approving the use of the Mid America Council of Public Procurement Cooperative Joint Vehicle Bid for the purchase of City fleet vehicles for a one-year term with up to four, one-year renewals between Clay County, MO and Kansas City Freightliner (Contract No. 2020-009-1), Landmark Dodge (Contract No. 2020-009-2), Olathe Ford (Contract No. 2020-009-3), Roberts Chevrolet (Contract No. 2020-009-4), and Shawnee Mission Ford (Contract No. 2020-009-5) and authorizing the City Manager to execute the same by and on behalf of the City of Lee's Summit, Missouri.
Proposed City Council Motion:
FIRST MOTION: I move for second reading of an Ordinance approving the use of the Mid America Council of Public Procurement Cooperative Joint Vehicle Bid for the purchase of City fleet vehicles for a one-year term with up to four, one-year renewals between Clay County, MO and Kansas City Freightliner (Contract No. 2020-009-1), Landmark Dodge (Contract No. 2020-009-2), Olathe Ford (Contract No. 2020-009-3), Roberts Chevrolet (Contract No. 2020-009-4), and Shawnee Mission Ford (Contract No. 2020-009-5) and authorizing the City Manager to execute the same by and on behalf of the City of Lee's Summit, Missouri.
SECOND MOTION: I move for adoption of an Ordinance approving the use of the Mid America Council of Public Procurement Cooperative Joint Vehicle Bid for the purchase of City fleet vehicles for a one-year term with up to four, one-year renewals between Clay County, MO and Kansas City Freightliner (Contract No. 2020-009-1), Landmark Dodge (Contract No. 2020-009-2), Olathe Ford (Contract No. 2020-009-3), Roberts Chevrolet (Contract No. 2020-009-4), and Shawnee Mission Ford (Contract No. 2020-009-5) and authorizing the City Manager to execute the same by and on behalf of the City of Lee's Summit, Missouri.
Presenter
Rick Gentry, Procurement and Contract Services Manager
Recommendation
Staff recommends approval.
Committee Recommendation
Finance and Budget Committee (January 13, 2020): motion was made by Councilmember Forte, seconded by Vice Chair Lopez, that Bill No. 20-17 be recommended for approval to the City Council. The motion passed unanimously.