Title
An Ordinance approving a contract between the City and D.H. Pace Company, Inc. d.b.a. Overhead Door of Kansas City, to purchase overhead door materials, repairs, and installation as needed and ratifying the city manager’s execution of the same for the city to allow for expanded spending authority. (F&BC 6/6/22)
Body
Issue/Request:
An Ordinance approving a contract between the City and D.H. Pace Company, Inc. d.b.a. Overhead Door of Kansas City, to purchase overhead door materials, repairs, and installation as needed and ratifying the city manager’s execution of the same for the city to allow for expanded spending authority.
The City anticipates spending more than $50,000.00 annually on Contract No. 2019-064
Key Issues:
• The City uses Contract 2019-064 for repair, maintenance, and installation of overhead doors at City owned facilities such as fire stations, the fleet facility, parks, public works operations, and water utilities.
• The City has a need to replace overhead doors that are at the end of their useful life.
• Combining the cost for replacement of the doors and the regular service, the City anticipates spending more than $50,000.00 over the next year.
Proposed Committee Motion: I move to recommend to the City Council for approval An Ordinance approving a contract between the City and D.H. Pace Company, Inc. d.b.a. Overhead Door of Kansas City, to purchase overhead door materials, repairs, and installation as needed and ratifying the city manager’s execution of the same for the city to allow for expanded spending authority.
Proposed City Council Motion:
FIRST READING: I move for a second reading of An Ordinance approving a contract between the City and D.H. Pace Company, Inc. d.b.a. Overhead Door of Kansas City, to purchase overhead door materials, repairs, and installation as needed and ratifying the city manager’s execution of the same for the city to allow for expanded spending authority.
SECOND READING: I move for adoption of An Ordinance approving a contract between the City and D.H. Pace Company, Inc. d.b.a. Overhead Door of Kansas City, to purchase overhead door materials, repairs, and installation as needed and ratifying the city manager’s execution of the same for the city to allow for expanded spending authority.
Background
The City has had a contract in place for many years for the repair and maintenance of overhead doors. Most doors are installed new when a facility is built and included as part of the construction package. The Council approved the use of Contract No. 2019-064 in 2020 per Ordinance No. 8962 to expend CARES Act funds in responding to and mitigating against the effects of COVID-19.
When the Contract No. 2019-064 was originally signed, the City estimated the annual spend was less than $50,000.00 and the contract was signed by the City Manager pursuant to the Procurement Policy. Recent data indicates the estimated annual spend will be $50,000 or more, even without the special purchases made in response to COVID-19, which requires approval of the City Council before continued use of the contract.
Presenter
Rick Gentry, Procurement and Contract Services Manager
Recommendation
Staff recommends approval of the Ordinance