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Agenda 09/26/2017 Item #16E1809/26/2017 EXECUTIVE SUMMARY Recommendation to authorize the County Manager, in accordance with the County's Procurement Ordinance 2017-08, Section 11.4, Cooperative Purchasing, 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), NASPO Value Point, Procure Source, HGAC Buy, National Cooperative Purchasing Alliance, The Cooperative Purchasing Network and National Joint Powers Alliance (NJPA) Public Purchasing Consortium, 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. OBJECTIVE: To utilize pre-established competitive contracts for the purchase of goods and services where funding has been established. CONSIDERATIONS: Section 11 of the County’s Procurement Ordinance 2017-08, in an effort to secure the effective and efficient procurement of goods and services, allows the Procurement Services Division to recommend the use of contracts, agreements and price lists that have been competitively solicited through a purchasing consortium or another public agency. The Federal Government allows state and local governments to make purchases using the GSA Schedule 70 for Information Technology needs, and schedule 84 for law enforcement, security and related items, and other various contracts deemed acceptable for disaster preparation and response. The Federal GSA contracts offer public agencies products and services for the lowest guaranteed prices at the terms and conditions established by the federal 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. These 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. 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. Purchasing cooperatives such as: US Communities, Western States Contracting Alliance, National Intergovernmental Purchasing Alliance (NIPA), and National Joint Powers Alliance (NJPA), NASPO Value Point, Procure Source, HGAC Buy, National Cooperative Purchasing Alliance The Cooperative Purchasing Network and others, have a number of advantages, including, but not limited to: 16.E.18 Packet Pg. 2384 09/26/2017 • Aggregated buying power of public agencies • Solicitations are competitive in the market with pricing offered being the lowest for the commodity or service • More favorable terms to the County for freight, shipping, service and warranties, etc • Streamlined processes for both Purchasing and operating staff • A more expedited process, verses issuing an independent solicitation. 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 government agency serves as the Lead Public Agency. The Lead Public Agency prepares and issues a competitive solicitation on behalf of other public agencies. • The solicitation is advertised nationally. • The solicitation includes language allowing all states, local governments, school districts, a nd higher education institutions, other government agencies and nonprofit organizations to use or "piggyback" on the contract. • The Lead Public Agency evaluates the submitted proposals and makes recommendations 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 sub-agencies, 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 when it is in the best interests of the County with no further action by the Board as long as operating departments have budgeted for the goods and services. FISCAL IMPACT: Operating departments have accounted for expenses in their fiscal year 2018 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 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 16.E.18 Packet Pg. 2385 09/26/2017 RECOMMENDATION: To authorize the County Manager, in accordance with the County's Procurement Ordinance 2017-08, Section 11.4, Cooperative Purchasing, 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), NASPO Value Point, Procure Source, HGAC Buy, National Cooperative Purchasing Alliance The Cooperative Purchasing Network and 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 his designee to sign user agreements or contracts associated with these purchases. Prepared by: Edward F. Coyman Jr., Procurement Director, Procurement Services Division ATTACHMENT(S) 1. Cooperative Purchasing Sites (DOCX) 2. Current Cooperative usage (PDF) 16.E.18 Packet Pg. 2386 09/26/2017 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.18 Doc ID: 3715 Item Summary: Recommendation to authorize the County Manager, in accordance with the County's Procurement Ordinance 2017-08, Section 11.4, Cooperative Purchasing, to use the allowable Federal GSA schedules (ex: Schedule 70 and 1122 Program), the State of Florida Cont racts, Agreements and Price Lists, competitively solicited contracts by US Communities, Western States Contracting Alliance, National Intergovernmental Purchasing Alliance (NIPA), NASPO Value Point, Procure Source, HGAC Buy, National Cooperative Purchasing Alliance, The Cooperative Purchasing Network and 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: 09/26/2017 Prepared by: Title: Procurement Specialist – Procurement Services Name: Adam Northrup 09/06/2017 7:25 AM Submitted by: Title: – Procurement Services Name: Ted Coyman 09/06/2017 7:25 AM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 09/06/2017 8:40 AM Procurement Services Adam Northrup Additional Reviewer Completed 09/07/2017 7:09 AM Procurement Services Ted Coyman Additional Reviewer Completed 09/07/2017 5:29 PM Procurement Services Catherine Bigelow Additional Reviewer Completed 09/15/2017 8:36 AM Administrative Services Department Len Price Level 1 Division Reviewer Completed 09/15/2017 1:17 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 09/15/2017 1:42 PM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 09/15/2017 2:09 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/18/2017 7:39 AM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/18/2017 9:44 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 09/18/2017 10:17 AM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/19/2017 2:13 PM 16.E.18 Packet Pg. 2387 09/26/2017 Board of County Commissioners MaryJo Brock Meeting Pending 09/26/2017 9:00 AM 16.E.18 Packet Pg. 2388 Cooperative Purchasing Sites September 2017 Federal GSA 16.E.18.a Packet Pg. 2389 Attachment: Cooperative Purchasing Sites (3715 : FY18 Cooperative Purchasing) Cooperative Purchasing Sites September 2017 16.E.18.a Packet Pg. 2390 Attachment: Cooperative Purchasing Sites (3715 : FY18 Cooperative Purchasing) Cooperative Purchasing Sites September 2017 US Communities 16.E.18.a Packet Pg. 2391 Attachment: Cooperative Purchasing Sites (3715 : FY18 Cooperative Purchasing) Cooperative Purchasing Sites September 2017 State of Florida 16.E.18.a Packet Pg. 2392 Attachment: Cooperative Purchasing Sites (3715 : FY18 Cooperative Purchasing) Cooperative Purchasing Sites September 2017 NASPO Valuepoint (Formerly WSCA) 16.E.18.a Packet Pg. 2393 Attachment: Cooperative Purchasing Sites (3715 : FY18 Cooperative Purchasing) Cooperative Purchasing Sites September 2017 Procure Source 16.E.18.a Packet Pg. 2394 Attachment: Cooperative Purchasing Sites (3715 : FY18 Cooperative Purchasing) Cooperative Purchasing Sites September 2017 HGAC Buy 16.E.18.a Packet Pg. 2395 Attachment: Cooperative Purchasing Sites (3715 : FY18 Cooperative Purchasing) Cooperative Purchasing Sites September 2017 National Cooperative Purchasing Alliance 16.E.18.a Packet Pg. 2396 Attachment: Cooperative Purchasing Sites (3715 : FY18 Cooperative Purchasing) Cooperative Purchasing Sites September 2017 National Joint Powers Alliance 16.E.18.a Packet Pg. 2397 Attachment: Cooperative Purchasing Sites (3715 : FY18 Cooperative Purchasing) Sampling of Collier County Cooperative Contract Usage FY17 Description:Contract Vendor:Contract Owner Apple Products Apple State of Florida (WSCA) POD Storage units Multiple GSA 48 Technology, Security and Communications Solutions CDWG NJPA Microsoft Software and Maintenance SHI State of Florida Vehicle GPS Synovia St. Lucie County Florida AC Parts, Equipment, Supplies and Services Johnstone, Tropic Supply, Naples Armature, United Refrig.Collier Schools Data Communications Products and Services Multiple State of Florida Roofing Products and Services Tremco NIPA Background Screening Services Southeastern Security Consultants, Inc.Orange County Florida Athletic/Phys Ed Supplies and Team Uniforms BSN Sports and Samson Equipment NIPA/TCPN Landscape & Grounds Maintenance John Deere and Kubota NJPA Traffic Equipment Rhythm Engineering, LLC Florida DOT Purchase of Trucks and other Fleet Equipment Multiple Florida Sheriffs Association Playground equipment and related products/services Gametime and Kompan US Communities Purchase and delivery of Safety Equipment Safety Products Inc.City of Sunrise Florida Construction and industrial Commodies Multiple State of Florida Heavy Duty Transit Coaches Gillig, Inc Central Florida Regional Transit Authority Office Furniture Multiple State of Florida Educational and Institutional Furniture Multiple State of Florida MRO: Facilities Maintenance Supplies Grainger State of Florida (WSCA) Flooring and related products and equipment Multiple State of Florida (NJPA) 43230000-NASPO-16-ACS-SVAR SHI, CDWG, Insite Public Sector State of Florida (NASPO) Background Screening Services Southeastern Security Consultants, Inc.Orange County Florida Playground equipment and related products/services Gametime and Kompan US Communities Agriculture and Lawn Equipment Multiple State of Florida Fence Installationa & Repair Smith Fence Co. of Fort Myers Collier Schools Commercial IT Equipment, Software, Services Catapult Systems GSA 70 TV Studio Equipment, Installation, Repair and Related Encore Broadcast and Troxell Comm.Hillsborough County Schools HVAC Products and Services Trane US Communities Electrical Products Graybar US Communities Mold and Fungi Remediation Pure Air, United Water, Consolidated Env.Osceola County Florida Data Acquisition Services Revere Control Systems, Inc.City of Sunrise Florida Portable Toilet Rental Allied Portables Lee County Florida Standard Cutaway Chassis Type Transit Vehicles Multiple FDOT (Univ of South Florida) Golf, Utility and Hospitality Carts and services/supplies EZGO a Division of Textron, Inc.NIPA/TCPN Phone Translation Services Propio Language Solutions State of Florida Inspection Services for Gillig Busses First Transit Central Florida Regional Transit Authority Traffic Equipment Express Supply and Multiple Others Florida DOT HVAC Duct Cleaning Cool Zone Collier Schools Mold and Water Remediation Fireservice Collier Schools Electronic Bidding Solutions Periscope Holdings dba Bid Sync Miami Dade County Florida Mail processing Neopost Florida and Pitney Bowes, inc.State of Florida Traffic Signal Construction and Equipment Traffic and Parking Control and Chinchor US Communities Office Supplies and equipment Staples and Office Depot State of Florida Maintenance, Hardwarea and Industrial Supplies The Home Depot US Communities Gutter, Fascia, soffit and Roof Repair and Replacement Crowther, CFS, Atlas, Advanced Roofing Lee County Schools Bulk Purchase of Carbon Dioxide Matheson Tri-Gas, Inc.Lee County Park and Playground Equipment Swartz Associates Manatee County Schools Exercise/Fitness Equipment, Services, Supplies Precor NJPA Commercial IT Equipment, Software, Services DLT GSA 70 Public Utility Equipment with Related Accessories/Supplies Altec Industries NJPA Lime Sludge Hauling, Removal and Disposal Prolime Marco Island Software and Related Products and Services Carasoft NIPA/TCPN 16.E.18.b Packet Pg. 2398 Attachment: Current Cooperative usage (3715 : FY18 Cooperative Purchasing)