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Agenda 09/24/2013 Item #16E 8Proposed Agenda Changes Board of County Commissioners Meeting September 24, 2013 Add Item 10G: Recommendation to authorize the Chair to send a letter to the University of Florida expressing concern, and requesting the inclusion of Collier County agribusiness industry and public sector stakeholders in discussions regarding recently announced changes in staff, services provided, and future of the UF/IFAS Southwest Florida Research and Education Center (SWFREC) in Immokalee. (Commissioner Nance's request) Withdraw Item 16D7: Recommendation to approve the Rivers Road Preserve Final Management Plan under the Conservation Collier Land Acquisition Program. (Staffs request) Continue Item 16E8 to the October 8, 2013 Meeting: Recommendation to authorize the County Manager and staff to use Federal GSA schedules (i.e. Schedule 70 and 1122 Program); 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; and, competitive solicitations from State of Florida cities, counties, and other public municipalities (i.e. Sheriff's Association) for the efficient purchase of goods and services for the delivery of public services and for which funds were approved in operating budgets. (Staffs request) Move Item 16K3 to Item 1213: Recommendation to authorize the County Attorney to advertise for future consideration an ordinance which would amend Ordinance No. 2013 -25, the Collier County Hearing Examiner Ordinance. (Commissioner Coyle's request) Note: Items 10D, 10E and 14A1: It is recommended these items be heard and discussed together, before being individually voted upon. Item 11C Legal Considerations should read: This item has been reviewed by the County Attorney. Fl. Stat. Section 125.045 (County economic development powers) grants the Board extremely broad home rule powers with respect to economic development. Any Board approved Economic Development Incentive Program will always only be a part of the County's overall economic development tools, with the Board retaining the broad powers under Fl. Stat. Sec. 125.045 to enter into an individual economic development agreement tailored to meet the needs of particular economic development project. With that noted, this item is approved as to form and legality, requiring majority support for approval. -JAK (County Attorney's request) Item 16K3 Executive Summary and proposed Ordinance should read: Conditional Uses. ...any member of the Board of County Commissioners may direct any conditional use to be heard by the Planning Commission in an advisory committee... (Commissioner Fiala's request) Item 16K4 Executive Summary should read: "Employer and Employee shall negotiate ... a performance based merit system through which Employee shall be eligible for a merit adjustment upon the successful completion of measurable goals and objects objectives to be completed or attained by the Employee..." (Commissioner Fiala's request) Time Certain Items Item 11A to be heard at 10:00 a.m. Court Reporter Break at 10:20 a.m. Items 10D, 10E, 14A1 will be heard at 10:30 a.m. and discussed together before being individually voted upon. Item 14A2 to be heard immediately following 10D, 10E and 14A1 Item 11E to be heard at 11:00 a.m. Item 12C to be heard immediately following Item 12B Item 13A to be heard at 11:30 a.m. 9/24/2013 16.E.8. EXECUTIVE SUMMARY n Recommendation to authorize the County Manager and staff 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; and, competitive solicitations from State of Florida cities, counties, and other public municipalities (i.e. Sherriff s Association) for the efficient purchase of goods and services for the delivery of public services and for which funds were approved in operating budgets. OBJECTIVE: To obtain an efficient and effective approval process for utilizing pre - established competitive contracts for the purchase of goods and services which are included in operating department budgets. CONSIDERATIONS: Per the Board's Purchasing Policy (Section XIV: Cooperative Purchasing and Governmental Contracts), and in an effort to secure the effective and efficient procurement of goods and services, Purchasing 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 which such agencies share in common and which each might exercise separately. Purchasing cooperatives (US Communities, Western States Contracting Alliance, National Intergovernmental Purchasing Alliance (NIPA), National Joint Powers Alliance (NJPA) 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; Packet Page -2280- 9/24/2013 16.E.8. • More favorable terms to the County with respect to freight, shipping, service and warranties, etc.; • Streamlined processes#orboth Purchasing and operating staff; n • Generally, more timely buying event; and • More streamlined processes for vendor community. 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. 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. Purchasing staff recommends the use of these agreements for local funded purchases (not grant related), and is requesting Board approval to utilize the aforementioned purchasing agreements for le-11N fiscal year 2014 with no further action by the Board as long as operating departments have budgeted for the goods and services obtained from these agreements. FISCAL IMPACT: Operating departments have accounted for expenses in their fiscal year 2014 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. The current Purchasing Policy provides that in authorizing purchases under these types of agreements, the Purchasing Director must determine that the terms and conditions of the purchase are competitive in the market and favorable to the County. Based on my conversations with the Purchasing Director, the Purchasing 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. -JAK RECOMMENDATION: That the Board of County Commissioners authorizes the County Manager and staff to use the Federal GSA Schedules; 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; and, competitive solicitations from State of Florida cities, counties, and other n public municipalities (i.e. Sherriffs Association) for the efficient purchase of goods and services for the delivery of public services and for which funds were approved in operating budgets. Packet Page -2281- 9/24/2013 16.E.8. PREPARED BY: Joanne Markiewicz, Interim Director, Purchasing Attachments (excerpts from): • GSA IT Schedules • State of Florida State Contracts, Agreements and Price Lists • US Communities • Western State Cooperative Purchasing Organization • National Intergovernmental Purchasing Alliance • National Joint Powers Alliance Packet Page -2282- 9/24/2013 16.E.8. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.E.16.E.8. Item Summary: Recommendation to authorize the County Manager and staff 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; and, competitive solicitations from State of Florida cities, counties, and other public municipalities (i.e. Sheriff's Association) for the efficient purchase of goods and services for the delivery of public services and for which funds were approved in operating budgets. Meeting Date: 9/24/2013 Prepared By Name: MarkiewiczJoanne Title: Manager - Purchasing Acquisition,Purchasing & Gene 9/11/2013 4:00:56 PM Submitted by Title: Manager - Purchasing Acquisition,Purchasing & Gene Name: MarkiewiczJoanne 9/11/2013 4:00:57 PM Approved By Name: MarkiewiczJoanne Title: Manager - Purchasing Acquisition,Purchasing & Gene Date: 9/12/2013 7:20:21 AM Name: JohnsonScott Title: Purchasing Agent,Purchasing & General Services Date: 9/12/2013 10:07:30 AM Name: TibbettsRhonda Date: 9/12/2013 11:52:44 AM Packet Page -2283- Name: pochopinpat Title: Administrative Assistant,Facilities Management Date: 9/13/2013 8:24:37 AM Name: PriceLen Title: Administrator, Administrative Services Date: 9/13/2013 12:57:53 PM Name: TeachScott Title: Deputy County Attomey,County Attorney Date: 9/13/2013 4:27:29 PM Name: PryorCheryl Title: Management/ Budget Analyst, Senior,Office of Manag Date: 9/16/2013 9:47:15 AM Name: KlatzkowJeff Title: County Attorney Date: 9/16/2013 11:54:35 AM Name: OchsLeo Title: County Manager Date: 9/17/2013 3:16:08 PM rmiklh Packet Page -2284- 9/24/2013 16.E.8. 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