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Agenda 12/10/2013 Item #16E11 12/10/2013 16.E.11 . EXECUTIVE 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. 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. 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 ant 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 -2055- 12/10/2013 16.E.11 . • 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-2056- 12/10/2013 16.E.11 . 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 -2057- 12/10/2013 16.E.11 . COLLIER COUNTY of County Commissioners Item Number: 16.16.E.16.E.11. 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: MarkiewiczJoanne 10/16/2013 3:34:33 PM Approved By Name: MarkiewiczJoanne 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 Attorney,County Attorney Packet Page-2058- 12/10/2013 16.E.11 . 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-2059- 12/10/2013 16.E.11. m - Co N C 3 N v m m 0 to ,o H w $ v ° p c o N cc c = m CO U) o >"' d o c Pa to F- .c a o V 0 p E _ ' U F- c p mc a E d W N c °bl .o < - 0 S m 11 c C> O 7 F O bD LL Z Qr m cCn � U ZU m Q° m S> p a) p O N m v ea V 0 _ > i Lu _U O N Z Q Z Z O. U U O CO S a. co F- I- 4.r2 a) N Co U o 2 0 E O •- O O a) O L 0 co .C ,..s = U O` [t 0 a3 , in _ > a) �L. O 0 c C cp C to > .U+ x Ca -) — N ,- — C ° I C O G CO '- $ O C O N- 2 .t0 0 N N 7 Co - czt .O Z f j U) > C C a�i .� ..1 — t0 -0 - 0 J C 3 N C W c t0 V �■ O M J CO t C 0 O Cl) O co 0. 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Z 4 La Z - <C i • P C ?C § E �. W 5 .,' 'O = 2 .c, 411 Packet Page-2073- 12/10/2013 16.E.11 . N ', O O N O Z N > 0 to W o x a 7_ Q c c a t no W F a V> O 1 T.> m U v y . i 444 Wc V Z y 0.: > 42 ' °' n3i R 4.1 L—• Z W w 12 = a`e'3 r, . o it w ��rr v NJ at tz4 N O •-i iG y L o 4� ZU O' Q H G a� E Z la C7 y ; F 11 .0 f, i {�{�.�� P 1.4.1 tx N 0 qv r 4 z i 11 o CZ .4 � o cZ a) g s ". ff 3 w . � a .H sx ^' cn Q F Cn 9 ` } � F o s y F; .— C 1r 1 o Z Ch — `' �y � •T 41 S r i y.0 V. y cn C) k 4 rY:F. ♦ LJ n S c...) - S. OA ' .'„ ""'.,, C F-," Ln 0 VD }; X G) 8 i cC O v` OQ 3/. csi UP as Cl.) � ea I" N 0. (n CD O n+A CJ U V.Y . . ! v 1 I "- j" z Z W. Packet Page-2074- 12/10/2013 16.E.11 . FY 2013 Cooperative Purchases K i€. ' > _ -k' t 'S ay._ 1 u ; LI: � e i _ a t € . € t 6.:,;:.Pe dt aF `- Monitors, software, laptops computers 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 price) 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 TOTAL,. t _, ,t9D3 97491>-- Packet Page -2075-