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Agenda 09/08/2020 Item #16E 309/08/2020 EXECUTIVE SUMMARY Recommendation to authorize the Procurement Services Director to procure goods or services from vendors that have been awarded a contract as a result of a competitive selection process by a federal, state or municipal government, or any other governmental agency, political subdivision, or government-related association or a purchasing cooperative, provided that the originating entity utilized a competitive process similar to Collier County’s, and authorize the County Manager or designee to sign agreements associated with those purchases. OBJECTIVE: To utilize pre-established cooperative agreements and existing agency contracts for piggybacking, taking advantage of economies of scale to receive discounted pricing not otherwise offered if competed by the County, for the purchase of goods and services where funding has been established. CONSIDERATIONS: The County’s Procurement Ordinance 2017-08 (the “Ordinance”), as amended, 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 to secure the effective and efficient procurement of goods and services. The Ordinance provides at Section Eleven, Procurement Methods, subsection 4, that each fiscal year the Procurement Services Director shall bring forward for Board approval a list of recommended cooperatives for consideration. The Federal Government allows state and local governments to make purchases using the United States Government Services Administrations (“GSA”) Schedules. 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 and associations. 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, which govern the purchase of products and services. This includes State Term Contracts, Alternate Contract Source, State Purchasing Agreements, RESPECT agreements, PRIDE agreements and Insurance Coverage Program agreements. In addition to the agencies and political subdivisions identified above, the following cooperatives are recommended for the efficient purchase of goods and services where funding has been established: 1. OMNIA Partners f/k/a U.S. Communities and National IPA 2. NASPO ValuePoint 3. HGACBuy 4. National Cooperative Purchasing Alliance (NCPA) 5. Sourcewell f/k/a National Joint Powers Alliance (NJPA) Purchasing cooperatives have several advantages, including, but not limited to: • 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 the Procurement Division and operating staff 16.E.3 Packet Pg. 1682 09/08/2020 • A more expedited process, versus issuing an independent solicitation. Procurement Services Division staff recommends the use of such agreements when it is in the best interest of the County with no further action by the Board if operating departments have budgeted for the goods and services. That said, each division will be responsible to consider all procurement alternatives before using one of these methods. FISCAL IMPACT: Operating departments have accounted for expenses in their fiscal year 2021 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 use of a cooperative purchase agreement is in the best interest 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: To authorize the County Manager or designee to sign agreements and make purchases associated with the procurement of goods or services from vendors who have been awarded a contract, as a result of a competitive selection process, by a federal, state or municipal government, or any other governmental agency, political subdivision, or government-related association provided that the originating entity utilized a competitive process similar to Collier County’s. In addition to the agencies and political subdivisions identified above, the County Manager or designee is authorized to utilize cooperative agreements available from OMNIA Partners f/k/a U.S. Communities and National IPA, NASPO ValuePoint, HGACBuy, National Cooperative Purchasing Alliance (NCPA) and Sourcewell f/k/a National Joint Powers Alliance (NJPA), for efficient purchasing with no further action by the Board if operating departments have budgeted for the goods and/or services. Prepared by: Sandra Herrera, Procurement Director, Procurement Services Division 16.E.3 Packet Pg. 1683 09/08/2020 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.3 Doc ID: 13105 Item Summary: Recommendation to authorize the Procurement Services Director to procure goods or services from vendors that have been awarded a contract as a result of a competitive selection process by a federal, state or municipal government, or any other governmental agency, political subdivision, or government-related association or a purchasing cooperative, provided that the originating entity utilized a competitive process similar to Collier County’s, and authorize the County Manager or designee to sign agreements associated with those purchases. Meeting Date: 09/08/2020 Prepared by: Title: Business Technology Analyst, Senior – Procurement Services Name: Sara Schneeberger 08/03/2020 9:53 AM Submitted by: Title: Manager - Procurement – Procurement Services Name: Sandra Herrera 08/03/2020 9:53 AM Approved By: Review: Administrative Services Department Paula Brethauer Level 1 Department Reviewer Completed 08/03/2020 10:13 AM Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 08/03/2020 10:26 AM Procurement Services Sandra Herrera Additional Reviewer Completed 08/04/2020 11:42 AM Procurement Services Catherine Bigelow Additional Reviewer Completed 08/26/2020 12:50 PM Administrative Services Department Len Price Level 2 Department Head Review Completed 08/26/2020 2:30 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 08/28/2020 8:19 AM Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 08/28/2020 8:49 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 08/28/2020 8:49 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 08/31/2020 8:37 AM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/01/2020 10:22 AM Board of County Commissioners MaryJo Brock Meeting Pending 09/08/2020 9:00 AM 16.E.3 Packet Pg. 1684