Subject:
Title
Third Amendment to the Purchase Authorization with Graybar Electric Company, Inc. for electrical, lighting, data communications, and security products and services.
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Recommended Action:
Recommended Action
Approval of the Third Amendment to the Purchase Authorization with Graybar Electric Company, Inc. for electrical, lighting, data communications, and security products and services.
• This purchase authorization is for electrical, lighting, data communications, and security products and services for various County departments.
• The Third Amendment is to exercise a four-year term extension through January 31, 2029, and increase the total purchase authorization amount by $1,464,000.00 for a revised not to exceed contract value of $5,494,000.00.
• Pricing is per the City of Kansas City Missouri Master Agreement EV-2370 on behalf of the US Communities Purchasing Cooperative, which was extended through January 31, 2029.
• Funding for this agreement is specifically included in the Fiscal Year 2025 Operating Budget for CPM and Airport in the General Fund and Airport Revenue and Operating Fund. As this is a countywide contract, it can be utilized by other departments requiring electrical products and services. Approval for the use of any other funds and whether budgetary conditions are met will need to be made on a department-by-department basis.
Contract No. 178-0181-PB increase in the total amount of $1,464,000.00 for a revised not to exceed total expenditure of $5,494,000.00 with an estimated average annual expenditure of $454,000.00, effective through January 31, 2029.
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Strategic Plan:
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support
Summary:
Summary
This purchase authorization provides a cost-effective mechanism for County departments to secure electrical, lighting, data communications, and security equipment and services on an as needed basis. Exercising the increase and extension is required to this purchase authorization as there is a high need for these commodities and is necessary to align with the terms and conditions of the City of Kansas City Missouri Master Agreement EV-2370 on behalf of the US Communities Purchasing Cooperative.
The County has utilized the US Communities sponsored contract for several years which provides favorable pricing through a competitively sourced contract.
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Background Information:
On January 12, 2018, the County Administrator approved the purchase authorization with Graybar in the amount of $925,000.00 through January 31, 2023.
On September 12, 2019, the Board of County Commissioners approved Change Order No. 1, increasing the purchase authorization in the amount of $1,525,000.00 for a revised not to exceed amount of $ 2,202,281.79. The amount increase of this change order was applied to the incorrect original approved expenditure of $677,281.79.
On September 26, 2022, the Board of County Commissioners approved the First Amendment to exercise the first of three, two-year term extensions, and increased the total purchase authorization amount by $980,000.00 for a revised not to exceed contract value of $3,430,000.00. This amendment accounts for the scrivener error of $247,718.21 in Change Order No. 1, in addition to adding $980,000.00 for the extended term.
On May 9, 2023, the Board of County Commissioners approved the Second Amendment increasing funds in the amount of $600,000.00 through the end of the contract term expiring on January 31, 2025, based on current spend of the using departments.
This Third Amendment exercises a four-year term extension through January 31, 2029, and an increase of $1,464,000.00 for a revised not to exceed contract value of $5,494,000.00.
Fiscal Impact:
Current Approval Amount: $4,030,000.00
Amendment No. 3 Increase: $1,464,000.00
Revised Contract Upset Limit: $5,494,000.00
Funding for this agreement is specifically included in the FY25 Operating Budget for CPM and Airport in the General Fund and Airport Revenue and Operating Fund. As this is a countywide contract, it can be utilized by other departments requiring electrical products and services. Approval for the use of any other funds and whether budgetary conditions are met will need to be made on a department-by-department basis.
Staff Member Responsible:
Merry Celeste, Purchasing Director, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
N/A
Attachments:
Third Amendment