Subject:
Title
Second Amendment to the purchase authorization with Graybar Electric Company for requirements of electrical, lighting, data communications, security products, and services.
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Recommended Action:
Recommended Action
Approval of the Second Amendment to the purchase authorization with Graybar Electronic Company for requirements of electrical, lighting, data communications, security products, and services.
• This purchase authorization is for electrical, lighting, data communications, security products and services for various County departments.
• Pricing is per the City of Kansas City Missouri Master Agreement EV-2370 on behalf of the US Communities Purchasing Cooperative. The Second Amendment will increase the purchase authorization in the amount of $600,000.00 to co-term with the end of the of the Kansas City Master Agreement expiring January 31, 2025
• On January 12, 2018, the County Administrator approved this purchase authorization in the amount of $925,000.00 for a five-year term. On September 12, 2019, the Board of County Commissioners approved an increase in the amount of $1,525,000.00. On September 26, 2022, the Board of County Commissioners approved an increase in the amount of $980,000.00 for a total value of $3,430,000.00 and extended the purchasing authorization.
• This expenditure is budgeted for in Fiscal Year (FY) 2023 and FY24. Funding will be derived from multiple Funds, Centers, Accounts, and Programs. Approval for the use of funds and whether budgetary conditions are met will be made on a department-by-department basis.
Contract No. 178-0181-PB increase in the amount of $600,000.00 for a revised not to exceed expenditure of $4,030,000.00 with an estimated average annual expenditure of $575,714.28, effective through January 31, 2025; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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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-efficient mechanism for County departments to secure electrical, lighting, data communications, and security equipment and services on an as needed basis. An increase to this purchase authorization is anticipated to provide sufficient funding through the end of the contract term.
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.
This Second Amendment increases 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.
Fiscal Impact:
Current Approval Amount: $3,430,000.00
Amendment No. 2 Increase: $ 600,000.00
Revised Contract Upset Limit: $4,030,000.00
This is budgeted for in FY23 and FY24. Funding will be derived from multiple Funds, Centers, Accounts, and Programs. Approval for the use of funds and whether budgetary conditions are met will need to be made on a department-by-department basis.
Staff Member Responsible:
Joe Lauro, Director, Administrative Services
Diana Sweeney, Deputy Director, Real Estate Management
Merry Celeste, Division Director, Purchasing & Risk, Administrative Services
Partners:
N/A
Attachments:
Second Amendment