The Jackson County Legislature’s Finance and Audit Committee recommended adoption of three resolutions awarding term-and-supply contracts to vendors for office furniture, pavement marking and plumbing supplies, while several legislators pressed purchasing staff for an explanation of longer optional contract terms.

The committee voted to recommend adoption of Resolution 21972 (office furniture), Resolution 21973 (pavement marking services) and Resolution 21975 (miscellaneous pipes and plumbing supplies). Purchasing staff introduced each item and reported bid-notification and response statistics.

John Conan, contract administrator in the purchasing department, said of the office-furniture bid: "20 12 notifications went out. There were 89 document takers, and we had 11 submissions" and explained the evaluation and vendor selection process. The recommended vendors listed in the resolution include Kansas City Design LLC, K and M Office Products, Color Art Integrated Interiors of Kansas City, LLC, Uplandexa (Kansas) and Rangel Distributing of Kansas City, Kansas.

Conan reported on Resolution 21973 (pavement marking services) that there were 13 notifications, 13 document takers and one response, and that Streetwise Inc. of Grandview, Missouri, was the department-selected bidder. For Resolution 21975 (plumbing supplies), senior buyer Keith Allen said purchasing sent 983 notifications and received one response; Reeves Weideman Company of Kansas City was the vendor evaluated as compliant.

Several legislators pressed purchasing staff about a recent shift to term-and-supply contracts that include two 12-month optional extensions — a potential four-year maximum life. "I find it extremely interesting that, many of our contracts are coming up with a lifespan possible lifespan of 4 years, which is of great concern for me," said Legislator Donna Peyton. Peyton said this change appears to be a new pattern and asked why purchasing moved from the more customary two-year term with a single 12-month extension.

Caleb Clifton of the County Executive's Office responded that vendors price based on contract volume and that longer potential terms can produce deeper discounts. "If we were only to enter into contracts that could be completed by the time that your term ends ... that will have a cost to it," Clifton said, adding that contracts remain "subject to appropriation." He also flagged fiscal consequences of failing to meet contractual obligations, citing a bond-rating example in another county.

An unnamed legislator also voiced concern about procurement staffing and transitions affecting contracting capacity, saying the department has operated with limited staff and that staffing shortages raise questions about future contracting ability.

The committee moved each resolution for adoption; votes were taken by voice and the committee recommended the measures for adoption. No amendments were made on the record. The committee adjourned at 12:15 p.m.