Agenda 11/12/2013 Item #16E1411/12/2013 16.E.14.
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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 I ntergovem mental 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. Sheriffs 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.
n 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 -3037-
11/12/2013 16.E.14.
• 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.
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. A list of
purchases made in fiscal year 2013 is attached.
Purchasing staff recommends 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 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
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.
Packet Page -3038-
11/12/2013 16.E.14.
PREPARED BY: Joanne Markiewicz, Interim Director, Purchasing
Attachments:
^ • 2013 Cooperative Purchases
• GSA IT Schedules (excerpt)
• State of Florida State Contracts, Agreements and Price Lists (excerpt)
• US Communities (excerpt)
• Western State Cooperative Purchasing Organization (excerpt)
• National Intergovernmental Purchasing Alliance (excerpt)
• National Joint Powers Alliance (excerpt)
Packet Page -3039-
11/12/2013 16.E.14.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.14.
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. 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.
Meeting Date: 11/12/2013
Prepared By
Name: MarkiewiczJoanne
Title: Manager - Purchasing Acquisition,Purchasing & Gene
10/16/2013 3:34:32 PM
Submitted by
Title: Manager - Purchasing Acquisition,Purchasing & Gene
Name: Markiewiczloanne
10/16/2013 3:34:33 PM
Approved By
Name: Markiewiczloanne
Title: Manager - Purchasing Acquisition,Purchasing & Gene
Date: 10/16/2013 3:54:46 PM
Name: pochopinpat
Title: Administrative Assistant,Facilities Management
Date: 10/17/2013 12:26:11 PM
Name: TeachScott
Title: Deputy County Attomey,County Attorney
Packet Page -3040-
Date: 10/18/2013 1:47:43 PM
Name: PriceLen
Title: Administrator, Administrative Services
Date: 10/21/2013 4:59:42 PM
Name: PryorCheryl
Title: Management/ Budget Analyst, Senior,Office of Manag
Date: 10/22/2013 3:14:46 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 10/23/2013 2:27:07 PM
Name: OchsLeo
Title: County Manager
Date: 11/4/2013 3:58:34 PM
Packet Page -3041-
11/12/2013 16.E.14.
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FY 2013 Cooperative Purchases 11/12/2013 16.E.14.
Monitors, software, laptops computers
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CDWG Total
$ 1,164,654.10
misc supplies
Buses and original equipment
GILLIG LLC Total
$ 807,596.00
manufactured supplies and equipment
Ambulances, fire protection equipment,
HALL MARK FIRE APPARATUS
$ 598,684.00
fire /rescue vehicles
INC Total
Hardware and maintenance repair items
GRAYBAR ELECTRIC COMPANY
$ 594,883.82
INC Total
Software (Microsoft, Adobe, etc.)
SHI INTERNATIONAL CORP Total
$ 490,785.53
Hardware and maintenance repair items
GRAINGER INDUSTRIAL SUPPLY
$ 489,039.78
Total
Countywide cell phones (approximate
Sprint
$ 360,000.00
annual cost
Copy machines
JM TODD COMPANY Total
$ 213,882.72
EMS Collection agency and Ambulance
ADVANCED DATA PROCESSING
$ 188,621.06
billing services
INC Total
Pollution control supplies and laboratory
FISHER SCIENTIFIC Total
$ 163,033.45
supplies
Fleet fuel card
WEX BANK Total
$ 153,762.54
Elevator repairs (at the time of the county
KONE ELEVATORS AND
$ 152,397.27
going from its own contract to US
ESCALATORS Total
Communities the hourly rate savings was
50%
Furniture design and furnishings
OFFICE FURNITURE & DESIGN
$ 79,642.44
CONCEPTS Total
Audio visual projection equipment and
GOVCONNECTION INC Total
$ 74,881.45
supplies
Furniture design and furnishings
WORKSCAPES INC Total
$ 70,359.00
Landscape equipment and repair parts
JOHN DEERE LANDSCAPES Total
$ 67,824.32
Computers
DELL MARKETING LP Total
$ 55,518.26
Emergency medical service patient care
IMAGE TREND INC Total
$ 43,220.00
reporting software
Computers
HEWLETT PACKARD COMPANY
$ 31,365.40
Total
Freight/Shipping (generally 10 - 35% less
FEDEX Total
$ 21,383.24
than retail rice
AutoCAD subscriptions
DLT SOLUTIONS LLC Total
$ 21,194.56
Telephones and related services
VERIZON WIRELESS Total
$ 14,534.62
Cost planning allocation services
MGT OF AMERICA INC Total
$ 9,200.00
Emergency medical and fire service
DESIGNLAB INC Total
$ 9,115.00
uniforms
Car rentals
AVIS RENT A CAR SYSTEM Total
$ 6,885.11
Car rentals
HERTZ EQUIPMENT RENTAL Total
$ 6,109.73
Reclamation and destruction of mercury
AERC.COM INC Total
$ 5,943.26
lamps
Car rentals
ENTERPRISE LEASING COMPANY
$ 5,301.95
OF FLORI Total
Pagers
AMERICAN MESSAGING
$ 2,525.50
SERVICES LLC Total
Roadway paint
PRIDE ENTERPRISES Total
$ 1,173.80
DOTAL$r903yi
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