Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Approved

Agenda Title:

Council action is requested to enter into price agreements (752-17) with Shawnee Mission Ford, Dick Smith Ford, KCR International Trucks, Landmark Dodge, Olathe Ford, Hudiberg Fleet Services, Lou Fusz Chrysler, Lou Fusz Ford, Midway Ford, Olathe Toyota, Victory Ford, Westfall Odell, Davis Moore Auto Group, KC Freightliner, MHC Kenworth, Overland Park Jeep Dodge Chrysler and Roberts Chevrolet for vehicles for City departments.
Recommendations:

Council action is recommended to enter into price agreements. 

Executive Summary:

Staff recommends utilizing cooperative purchasing to enter into price agreements for the lowest bidder for each respective vehicle type required on an as needed basis.
Background:

City departments use vehicles in their day-to-day operations. Price agreements establish set prices that remain in effect for a period of time to enable departments to use the agreements in the performance of their operations without requiring separate bidding each time a service or commodity is required.

 

Competitive bidding by the City is not required where supplies, materials, equipment, contractual labor, insurance, and services are purchased through bids established by a government purchasing entity or cooperative. The cooperative bids used will have been established pursuant to RSMo.70.220, or generally accepted governmental purchasing practices through the competitive bidding process. Purchases by this method shall be exempt from Section 8.06.003 of the Code and shall not require formal Council approval, but will be reported in accordance with Section 8.06.003.

 

Johnson County, Kansas issued an Invitation to Bid for vehicles in August of 2016, and awarded one-year price agreements through October 31, 2017, with two one-year extensions.  Johnson County posted the bid on Ion Wave, a bid notification service similar to the Public Purchase service used by the City.  On November 16, 2017, the Johnson County, Kansas Board approved award of price agreements to all vehicle dealers that met the minimum requirements of the Invitation to Bid. The Invitation to Bid and subsequent contracts include verbiage that enables cooperative purchasing.

 

The City of Independence will order vehicles from the lowest bidder for each respective vehicle type required on an as needed basis.  Because the actual amount of usage over the period of this price agreement is unknown, units of measure are not included in the bid tab, and there is no estimated project cost.  Expenditures will not exceed budgeted amounts.

 

The bid tabulation is attached.


Department:          FinanceContact Person:          Brian Watson


REVIEWERS:
DepartmentAction
Purchasing Division (Finance Department)Approved
Finance DepartmentApproved
Finance DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:          Accepted

ATTACHMENTS:
DescriptionType
Bid TabulationBackup Material