Consent 9.
Regular Board of Supervisors Meeting
Procurement
- Meeting Date:
- 01/25/2011
- Title:
- Approval of Cooperative Agreements
- Submitted By:
- Dave Seward, Procurement
- Department:
- Procurement
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
2
NAME
of PRESENTER:
of PRESENTER:
N/A
TITLE
of PRESENTER:
of PRESENTER:
N/A
Docket Number (If applicable):
Mandated Function?:
Federal or State Mandate
Source of Mandate
or Basis for Support?:
or Basis for Support?:
Agenda Item Text:
Approve the use of Cooperative Purchasing Agreements with National Intergovernmental Purchasing Alliance (NIPA), The Cooperative Purchasing Network (TCPN), National Joint Powers Alliance (NJPA), Arizona Department of Administration State Procurement Office, and General Services Administration.
Background:
The Cochise County procurement department has access to several cooperative purchasing agreements with various organizations. These cooperative purchasing organizations prepare solicitations and award bids/contracts for a wide range of commodities and services on behalf of local governments nationwide. By combining the requirements of a multitude of government agencies, these cooperative organizations can offer Cochise County volume pricing through economies of scale. Many of the vendors Cochise County uses have contracts with several cooperative organizations allowing us to use the Cooperative organization that has the best pricing available for the specific requirement.
NIPA and TCPN – No contracts are necessary. Registration via email is all that is required. These agreements are in effect until cancelled by either party
NJPA - Cooperative agreement is attached and requires signature of the Chairman. This agreement is in effect until cancelled by either party.
Arizona Department of Administration State Procurement Office – The current agreement is still in effect, however, a new agreement has been developed as there is no longer an administrative fee required to use the State Contract. This agreement is valid for a period of five years and will require signature of the Chairman.
U.S General Services Administration – The U.S General Service Administration Section 1122 program authorizes states and local governments to take advantage of the purchasing power of the federal government through the Cooperative Purchasing Program. This program is applicable for purchases of Law Enforcement Equipment, Vehicles and Supplies. Procurement is currently obtaining pricing from several GSA vendors for a covert scope vehicle using homeland security grand funds. Additionally, GSA Schedules 84 and 70 allow states and local government’s authorization to purchase security and law enforcement equipment (84) and technology products and professional services (70) through the GSA Cooperative Purchasing Program. No contract is necessary to use the GSA cooperative agreements.
The purpose of this recommendation is to obtain Board of Supervisors approval to use these cooperative agreements as blanket authority in accordance with Section 16.13 of the procurement policy for the purchase of equipment, supplies and services for Cochise County. Section 16.13 states that “Requisitions for items purchased based on Inter-government Agreements (IGA) or Cooperative Purchase Agreements that Cochise County is a party to will be processed immediately without additional approval of the Board of Supervisors if the purchase is already approved in the current budget”.
Whenever possible, procurement will compete purchase requirements among the various cooperative organizations to ensure we are getting the best price. Procurement will also competitively evaluate these requirements to make sure a cooperative purchase is in the best interest of Cochise County or whether a formal competitive sealed bid could result in better pricing through further competition and/or to afford the opportunity for a local business to bid.
NIPA and TCPN – No contracts are necessary. Registration via email is all that is required. These agreements are in effect until cancelled by either party
NJPA - Cooperative agreement is attached and requires signature of the Chairman. This agreement is in effect until cancelled by either party.
Arizona Department of Administration State Procurement Office – The current agreement is still in effect, however, a new agreement has been developed as there is no longer an administrative fee required to use the State Contract. This agreement is valid for a period of five years and will require signature of the Chairman.
U.S General Services Administration – The U.S General Service Administration Section 1122 program authorizes states and local governments to take advantage of the purchasing power of the federal government through the Cooperative Purchasing Program. This program is applicable for purchases of Law Enforcement Equipment, Vehicles and Supplies. Procurement is currently obtaining pricing from several GSA vendors for a covert scope vehicle using homeland security grand funds. Additionally, GSA Schedules 84 and 70 allow states and local government’s authorization to purchase security and law enforcement equipment (84) and technology products and professional services (70) through the GSA Cooperative Purchasing Program. No contract is necessary to use the GSA cooperative agreements.
The purpose of this recommendation is to obtain Board of Supervisors approval to use these cooperative agreements as blanket authority in accordance with Section 16.13 of the procurement policy for the purchase of equipment, supplies and services for Cochise County. Section 16.13 states that “Requisitions for items purchased based on Inter-government Agreements (IGA) or Cooperative Purchase Agreements that Cochise County is a party to will be processed immediately without additional approval of the Board of Supervisors if the purchase is already approved in the current budget”.
Whenever possible, procurement will compete purchase requirements among the various cooperative organizations to ensure we are getting the best price. Procurement will also competitively evaluate these requirements to make sure a cooperative purchase is in the best interest of Cochise County or whether a formal competitive sealed bid could result in better pricing through further competition and/or to afford the opportunity for a local business to bid.
Department's Next Steps (if approved):
Execute applicable agreements.
Impact of NOT Approving/Alternatives:
The procurement department will be required to prepare a Board agenda item for approval of all purchases of $50,000 or more when using cooperative purchasing agreements. Approval will expedite purchasing throughput time for processing of purchase requisitions and improve efficiency.
To BOS Staff: Document Disposition/Follow-Up:
Contracts for signature of the Chairman will be hand carried to the Clerk of the Board. There is no fiscal impact until a purchase is made.