Agenda 09/27/2016 Item #16E 5 16.E.5
09/27/2016
EXECUTIVE SUMMARY
Recommendation to authorize the County Manager and staff, in accordance with the County's
Procurement Ordinance 2013-69 as amended, to use the allowable Federal GSA schedules (ex:
Schedule 70 and 1122 Program), the State of Florida Contracts, Agreements and Price Lists,
competitively solicited contracts by US Communities, Western States Contracting Alliance,
National Intergovernmental Purchasing Alliance (NIPA), National Joint Powers Alliance
(NJPA) public purchasing consortiums, competitive solicitations from State of Florida cities,
counties, school districts and other public municipalities (i.e., Sheriffs Association; Transit
Consortium Bus Procurement Contract; Library Purchasing Cooperative Consortium) for the
efficient purchase of goods and services for the delivery of public services and for which
funds were approved in operating budgets; and authorize the County Manager or their designee
to sign user agreements or contracts associated with these purchases.
OBJECTIVE: To obtain an efficient and effective approval process for utilizing pre-established
competitive contracts for the purchase of goods and services that are included in operating department
budgets.
CONSIDERATIONS: Per Section 18 of the County's Procurement Ordinance 2013-69, as amended by
2015-37 (Standardization, Cooperative Purchasing Organizations and Governmental Contracts), and in
an effort to secure the effective and efficient procurement of goods and services, Procurement Services
Division staff recommends the use of contracts, agreements and price lists that have been competitively
solicited through the consortiums or public agencies as described in the above caption.
The Federal Government has passed the "E-gov Bill" allowing state and local governments to make
purchases using the GSA Schedule 70 for Information Technology needs. The Federal GSA contracts
offer public agencies products and services for the lowest guaranteed prices at the terms and conditions
established by the government.
The State of Florida, Department of Management Services, Division of State Purchasing administers
statewide contracts and agreements for use by Florida State agencies, local governments, educational
institutions, and other entities as defined in 60A-1.005, Florida Administrative Code. Statewide
contracts and agreements enable eligible users to pool their buying power to lower total costs and
reduce administrative burden while complying with Chapter 287 Florida Statutes governing the
purchase of products and services.
Statewide contracts and agreements include state term contracts (STC), alternate contract sources
(ACS), state purchasing agreements (SPA), RESPECT agreements, PRIDE agreements and Insurance
Coverage Program agreements.
Florida Statute Section 163.01, known as the Florida Interlocal Cooperation Act of 1969, permits local
governmental units to make the most efficient use of their powers by enabling them to cooperate with
other public agencies on a basis of mutual advantage and thereby provide services and facilities in a
manner and pursuant to forms of governmental organization that will accord best with geographic,
economic, population, and other factors influencing the needs and development of local communities.
That is, a Florida public agency may exercise jointly with any other public agency of the State, of any
other state, or of the United States Government any power, privilege, or authority that such agencies
share in common and might exercise separately.
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16.E.5
09/27/2016
Purchasing cooperatives such as: US Communities, Western States Contracting Alliance, National
Intergovernmental Purchasing Alliance (NIPA), and National Joint Powers Alliance (NJPA), and
others, have a number of advantages, including, but not limited to:
• Aggregated buying power of public agencies;
• Solicitations are in fact competitive in the market with pricing offered being the
guaranteed lowest for the commodity or service;
• More favorable terms to the County with respect to freight, shipping, service and
warranties, etc;
• Streamlined processes for both Purchasing and operating staff;
• Generally, more timely buying event; and
• More streamlined processes for vendor community.
Attached is a sample of some heavily utilized purchasing cooperative sites for reference only and is not
to
be deemed all inclusive.
The solicitation process for these contracts generally entails:
• A public agency recommends a product, service or solution;
• A well recognized and full service government agency serves as the Lead Public Agency. The
Lead Public Agency prepares and issues a competitive solicitation on behalf of the thousands
of public agencies
• The solicitation is advertised nationally.
• The solicitation includes language allowing all states, local governments, school districts, and
higher education institutions, other government agencies and nonprofit organizations to use or
"piggyback" on the contract.
• The Lead Public Agency and public procurement professionals evaluate submitted proposals
and make recommendation for award;
• The Lead Public Agency monitors and evaluates supplier performance with feedback from the
states, local governments, school districts, and higher education institutions, other government
agencies and nonprofit organizations.
While there are broad contracts in place, there is a clause whereby the vendor is obligated to follow
the agencies' standard purchase order terms and conditions-that is, the vendor would be required to
follow Collier County's purchase order terms and conditions.
These agreements leverage the purchasing power of the Federal government and the State of Florida,
including its subagencies, municipalities, and counties to provide best value pricing. A list of the types
of purchases that can be made is attached.
Procurement Services Division staff recommend the use of these agreements for local funded purchases
(and limited and approved grant related purchases), and is requesting Board approval to utilize the
aforementioned purchasing agreements for fiscal year 2017 with no further action by the Board as long
as operating departments have budgeted for the goods and services obtained from these agreements and
authorize the County Manager or designee to sign user agreements or contracts associated with these
purchases.
FISCAL IMPACT: Operating departments have accounted for expenses in their fiscal year 2017
budgets for the procurement of goods and services for delivering public services using these
agreements.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with
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09/27/2016
this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office. The
current Procurement Ordinance provides that in authorizing purchases under these types of agreements,
the Procurement Services Director must determine that the terms and conditions of the purchase are
budgeted and the use of a cooperative purchase agreement is in the best interests of the County. The
Procurement Director shall review these Government Contracts seeking the most favorable terms for
each intended purchase. With that understanding, this item is approved as to form and legality, and
requires majority support for approval.-SRT
RECOMMENDATION: That the Board of County Commissioners authorizes the County Manager
and designees to use the Federal GSA schedules (i.e., Schedule 70 and 1122 Program), the State of
Florida Contracts, Agreements and Price Lists, competitively solicited contracts by US Communities,
Western States Contracting Alliance, National Intergovernmental Purchasing Alliance (NIPA),
National Joint Powers Alliance (NJPA) public purchasing consortiums, competitive solicitations from
State of Florida cities, counties, school districts, and other public municipalities (i.e., Sheriffs
Association; Transit Consortium Bus Procurement Contract; Library Purchasing Cooperative
Consortium) for the efficient purchase of goods and services for the delivery of public services and for
which funds were approved in operating budgets; and authorizes the County Manager or the designee
to sign user agreements or contracts associated with these purchases.
Prepared by:Allison Kearns, Interim Procurement Director, Procurement Services Division
ATTACHMENT(S)
1. 1_Section 18 Cooperatives (PDF)
2.2_2015 List of Cooperative Purchases (PDF)
3. 3_Cooperative Site Samples (PDF)
I Packet Pg. 1428
16.E.5
09/27/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.5
Item Summary: Recommendation to authorize the County Manager and staff, in accordance with
the County's Procurement Ordinance 2013-69 as amended, to use the allowable Federal GSA schedules
(ex: Schedule 70 and 1122 Program), the State of Florida Contracts, Agreements and Price Lists,
competitively solicited contracts by US Communities, Western States Contracting Alliance,
National Intergovernmental Purchasing Alliance (NIPA), National Joint Powers Alliance (NJPA)
public purchasing consortiums, competitive solicitations from State of Florida cities, counties, school
districts and other public municipalities (i.e., Sheriff's Association; Transit Consortium Bus
Procurement Contract; Library Purchasing Cooperative Consortium) for the efficient purchase of goods
and services for the delivery of public services and for which funds were approved in operating
budgets; and authorize the County Manager or their designee to sign user agreements or contracts
associated with these purchases.
Meeting Date: 09/27/2016
Prepared by:
Title: Procurement Specialist—Procurement Services
Name: Adam Northrup
08/26/2016 3:59 PM
Submitted by:
Title: Interim Procurement Director—Procurement Services
Name: Allison Kearns
08/26/2016 3:59 PM
Approved By:
Review:
Administrative Services Department Pat Pochopin Level 1 Division Reviewer Completed 08/26/2016 4:48 PM
Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 08/29/2016 9:15 AM
Procurement Services Adam Northrup Level 1 Purchasing Reviewer 1-4 Completed 09/02/2016 4:05 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 09/14/2016 11:45 AM
County Attorneys Office Scott Teach Level 2 Attorney Review Completed 09/14/2016 2:56 PM
County Attorney's Office Jeffrey A.Klatzkow Level 3 County Attorneys Office Review Completed 09/14/2016 3:38 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/15/2016 8:20 AM
Office of Management and Budget Laura Wells Level 3 OMB 1st Reviewer 1-4 Completed 09/15/2016 10:46 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/18/2016 10:25 PM
Board of County Commissioners MaryJo Brock Meeting Pending 09/27/2016 9:00 AM
I Packet Pg. 1429
16.E.5.a
Collier County
Procurement Ordinance 2013-69 as Amended
Excerpt
SECTION EIGHTEEN: Standardization, Cooperative Purchasing Organizations and
Governmental Contracts
A. Where standardization is determined to be desirable by the Board of County N
Commissioners or included in the Procurement Manual, the purchase of commodities may be
made by negotiation with the approval of the purchase by the Board in accordance with Section
9; or if under the Formal Competitive Threshold, with approval of the purchase by the
Procurement Services Director.
B. Annually, the Board of County Commissioners will approve a list of authorized L a
purchasing cooperative organizations and governmental schedules and contracts. The °o
Procurement Services Director may approve purchases using these approved cooperative r-
organizations, agreements and contracts with no further action required by the Board providing }
that funds have been budgeted for these specific purposes. u_
Additionally, the Procurement Services Director may join other public agencies in cooperative co
purchasing organizations and/or agreements if is determined to be in the County's best interest,
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and if the consortium agreement has not had prior Board approval. The use of any new
cooperative agreement must be approved by the Board prior to the use of the agreement.
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Collier County
Cooperative Purchasing Sites
September 2016
FEDERAL GSA – SAMPLE (As of 6/2/2016)
STATE OF FLORIDA CONTRACTS AND AGREEMENTS – SAMPLE RESULTS (As of 6/2/16)
FLORIDA SHERIFFS ASSOCIATION – SAMPLE RESULTS (As of 6/2/16)
US COMMUNITIES – SAMPLE RESULTS (As of 6/2/16)
NATIONAL ASSOCIATION OF STATE PROCUREMENT OFFICERS / WESTERN STATES ALLIANCE
(WSCA) – SAMPLE RESULTS (As of 6/2/16)
NATIONAL IPA – SAMPLE RESULTS (As of 6/2/16)
NATIONAL JOINT POWERS ALLIANCE (NJPA) – SAMPLE RESULTS (As of 6/2/16)