TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract with Graybar Electric Company, Inc., of St. Louis, MO, for furnishing and delivering electrical, lighting, data communications, security, and related products, services, and solutions, on the same terms and conditions afforded to the City of Kansas City, Missouri, through their contract with the U.S. Communities Cooperative Program, in an annual amount not to exceed $450,000, until the current agreements expires on January 31, 2023, with the option to renew for as long as the contract is in effect, at the discretion of the City Manager; and
Increase appropriations in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) by $250,000, offset by funds available. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Graybar Electric Company, Inc. (Graybar), for furnishing and delivering electrical, lighting, data communications, security and related products, services, and solutions, in an annual amount not to exceed $450,000. Of this amount, $250,000 will be used to acquire electrical, data communication, and other interfacing parts to support installation and migration of telecommunication utilities into the new Civic Center and Main Library. The remaining amount will be for various electrical parts needed citywide. The telecommunication utility need was included in the equipment category of the critical technology infrastructure needs presentation to the City Council on December 5, 2017.
On September 6, 2017, the City of Kansas City, Missouri, Department of General Services released a Request for Proposals (RFP) on behalf of itself and all states, local government, school districts, and other non-profit organizations, to establish a master purchase agreement for a complete line of electrical, lighting, data communications, security and related products, services and solutions. A contract (No. EV2370) was subsequently awarded to Graybar (Kansas City Contract). The contract provides the lowest government pricing for public agencies across the country to purchase the above referenced items. Therefore, the Technology and Innovation Department would like to contract with Graybar to take advantage of the pricing/cost savings provided under the Kansas City Contract.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies by purchasing under their contracts on a voluntary and selective basis when authorized by a Resolution of the City Council.
The use of cooperative purchasing contracts provides agencies with opportunities for greater efficiencies in acquiring goods and services, reduces the City’s administrative burden of conducting a competitive bid process, and provides greater cost savings by leveraging multiple-agency buying volumes.
This matter was reviewed by Deputy City Attorney Amy R. Webber on February 12, 2018 and by Budget Analysis Officer Julissa José-Murray on February 14, 2018.
TIMING CONSIDERATIONS
City Council action is requested on March 13, 2018, to ensure the purchase of parts and equipment for the new Civic Center project and other City departments can be made in a timely manner.
FISCAL IMPACT
The total cost for this agreement, in an annual amount not to exceed $450,000, is funded from charges to user departments. As the additional cost for the new Civic Center project is unbudgeted, an appropriation increase of $250,000 in the General Services Fund (IS 385) in the Technology and Innovation Department (TI) is included in the recommendation. The source for the Civic Center-related costs is General Services Fund funds available, which is consistent with the funding plan detailed in the December 5, 2017 critical technology infrastructure needs presentation to the City Council. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
LEA ERIKSEN
INTERIM DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
PATRICK H. WEST
CITY MANAGER