2013-28384 Reso RESOLUTION NO. 2013-28384
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY
MANAGER TO PARTICIPATE IN THE SOUTHEAST FLORIDA
GOVERNMENTAL PURCHASING CO-OPERATIVE FOR THE PURCHASE OF
COMPETITIVELY BID ROUTINE OPERATIONAL REQUIREMENTS, AND
WAIVING BY 5/7T" VOTE, THE CITY'S FORMAL COMPETITIVE BIDDING
REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST
OF THE CITY.
WHEREAS, the City of Miami Beach, Florida (the "City") releases purchase orders
annually for routine operational requirements that support the maintenance and operations of
numerous departments and facilities; and
WHEREAS, the City recognizes that the need for routine operational requirements is not
limited to the City, but is typical of every municipal government; and
WHEREAS, the City further recognizes the benefits of cooperative agreements which
increase the buying power of public funds through competitively soliciting best possible pricing
through the aggregated volume of like purchases required by multiple governmental agencies,
including counties and cities; and
WHEREAS, the City, as a member of the Southeast Chapter of the National Institute for
Governmental Procurement (NIGP), is eligible to utilize the competitively solicited cooperative
agreements which aggregate the buying power of most governmental agencies in the Southeast
Florida region, including City of Miami, Miami-Dade County, Miami-Dade County Schools, as
well as approximately 50 other municipalities and public agencies in the region;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby
authorize the City Manager to participate in the Southeast Florida Governmental Purchasing
Co-Operative for the purchase of competitively bid routine operational requirements, and
waiving by 5/7t' vote, the City's formal competitive bidding requirements, finding such waiver to
be in the best interest of the City.
PASSED AND ADOPTED /. DAY OF aC 2013.
k f. APPROVED AS TO
ATTEST.
FORM & LANGUAGE
OR EXECUTION
CITY CLERK - A OR
INCORP ORATED
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ity A Date
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F/ 26
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
APPROVING AND AUTHORIZING THE CITY MANAGER TO PARTICIPATE IN THE SOUTHEAST FLORIDA
GOVERNMENTAL PURCHASING CO-OPERATIVE FOR THE PURCHASE OF COMPETITIVELY BID
ROUTINE OPERATIONAL REQUIREMENTS, AND WAIVING BY 5/7T" VOTE, THE CITY'S FORMAL
COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF
THE CITY.
Key Intended Outcome Supported:
Maximize Efficient Delivery of Services
Supporting Data (Surveys, Environmental Scan, etc: N/A
Item Summa /Recommendation:
At the commencement of every fiscal year, beginning October 1, the City releases purchase orders for routine
operational requirements that support the maintenance and operations of numerous departments and facilities.
These routine requirements may include items as detailed on the attached memo. The need for these routine
operational requirements is not limited to the City and is typical for almost every municipal government. Like the
City,many governments typically purchase these items through a quote process based on the need at the time of
purchase. However,several years ago,many local governments realized that by aggregating the volume of many
agencies,their buying power could be increased. As a result,the Southeast Florida Governmental Purchasing
Co-operative(the"Co-op")was formed.
The purpose of the Co-op is to work together to aggregate the volume of each agency for those routine items
used by all members in an effort to maximum price discounts and operational efficiencies for each agency.The
members of the Co-op include: City of Miami, Miami-Dade County, Miami-Dade County Schools, as well as
approximately 50 other municipalities and public agencies in the Southeast Florida region.The memo provides
further details on the benefits of co-operative purchases.
As one example of the aggregated buying power of the Co-op supply agreements, the City has an annual
requirement of irrigation repair parts and equipment of approximately$40,000,which is usually purchased on an
as needed basis.Conversely,the Co-op has established,through a competitive process,discount pricing for the
same items based on an annual volume of its members totaling approximately$700,000. The resulting Co-op
supply agreements for these items include discounts as deep as 65%off of manufacturer list price for many of the
same items utilized by the City to maintain irrigation systems in City parks. By participating in the Co-op,the City
can benefit from the aggregated volume pricing(i.e.,buying power)which is much greater than the City's resulting
in significant discounted pricing on routine requirements.
The benefits of co-operative purchases are widely recognized nationally. The U.S. Conference of Mayors, the
National Association of State Procurement Officials and the General Services Administration of the U.S.
Government,as well as other national organizations,support co-operative purchases.Through Co-op agreements
for routine operational requirements,the City can take advantage of discounted pricing based on the aggregated
volume of many governmental agencies across South Florida many times greater than that of the City and
maximize operational efficiencies by providing a means for expeditiously acquiring items that support the
operations of numerous City departments and facilities.
RECOMMENATION
It is recommended that the Mayor and City Commission approve a resolution authorizing the City Manager to
participate in the Southeast Florida Governmental Purchasing Co-Operative for the purchase of competitively bid
routine operational requirements, and waiving by 5/7th vote, the city's formal competitive bidding requirements,
finding such waiver to be in the best interest of the city.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1 NA NA
2
OBPI Total
Financial Impact Summary: Expenditures are contingent upon approved budgeted funds.
City Clerk's Office Legislative Tracking:
Alex Denis, Extension 6641
Sign-Offs:
Departure t irector Assistant City anager City M nager
AD KGB JLM
T:\AGENDA\20135teptember 11\RFP 064-2013 Audit Sofvices of Capital Improvement Proje t Summary.doc
AGENDA ITEM C -7
MIAMIBEACH DATE 1046-�
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfi.gov
COMMISS ON MEMORANDUM
TO: Honorable Mayor and Members of the City C mmission
FROM: Jimmy L. Morales City Manager
DATE: October 16, 2013
SUBJECT: A RESOLUTION OF THE MA R AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY
MANAGER TO PARTICIPATE IN THE SOUTHEAST FLORIDA GOVERNMENTAL
PURCHASING CO-OPERATIVE FOR THE PURCHASE OF COMPETITIVELY BID
ROUTINE OPERATIONAL REQUIREMENTS, AND WAIVING BY 5/7T" VOTE, THE
CITY'S FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH
WAIVER TO BE IN THE BEST INTEREST OF THE CITY.
ADMINISTRATION RECOMMENDATION
Approve the recommendation.
KEY INTENDED OUTCOME
Maximize Efficient Delivery of Services
BACKGROUND
At the commencement of every fiscal year, beginning October 1, the City releases
purchase orders for routine operational requirements that support the maintenance and
operations of numerous departments and facilities. These routine requirements may
include items required throughout the fiscal year, such as:
• Aggregates, Top Soils and Sand • Red Clay/Sand & Silica Sand,
• Automotive Oils, Lubricants & Baseball Infield
Greases • Roof Tarps
• Barricade and Flasher Rentals • Security & Sports Lighting Systems
• Electrical Supplies Maintenance
• Fertilizers & Horticultural Chemicals • Sod and Sod Installation
• Fire Extinguisher Service • Swimming Pool Chemicals
• Irrigation Supplies • Sports Field Dressings
• Landscaping & Grounds • Automotive Parts, Supplies and
Maintenance OEM Repair Parts, Related Items
Small Engine Parts, Supplies & • Water Meter Fittings & Water Line
Related Items Accessories
• Mulch
• Plumbing Parts and Supplies
2 Approval of Resolution to Participate in Southeast Florida Governmental Purchasing Cooperative
__.. ......._.. ... . _ .
The need for these routine operational requirements is not limited to the City and is
typical for almost every municipal government. Like the City, many governments
typically purchase these items through a quote process based on the need at the time
of purchase. However, several years ago, many local governments realized that by
aggregating the volume of many agencies, their buying power could be increased. As a
result, the Southeast Florida Governmental Purchasing Co-operative (the "Co-op") was
formed. The purpose of the Co-op is to work together to aggregate the volume of each
agency for those routine items used by all members in an effort to maximum price
discounts and operational efficiencies for each agency. The members of the Co-op
include:
City of Aventura City of Hollywood City of Wilton Manors
City of Miami City of Lantana Broward College
City of Miami Gardens City of Lauderdale Lakes Broward County
City of Miami Springs City of Lauderhill Broward County School
City of North Miami City of Lighthouse Point Board
City of North Miami Beach City of Margate Broward Sheriffs Office
Miami-Dade County City of Miramar Children's Services
Miami-Dade County City of North Lauderdale Council, Palm Beach
Schools City of Oakland Park County
City of Boca Raton City of Parkland Palm Beach County
City of Boynton Beach City of Pembroke Park SFRTA/TRI-RAIL
City of Coconut Creek City of Pembroke Pines South Central Regional
City of Cooper City City of Plantation Wastewater Facility
City of Coral Springs City of Pompano Beach Town of Davie
City of Dania Beach City of Riviera Beach Town of Lauderdale-By-
City of Deerfield Beach City of Sunrise The-Sea
City of Fort Lauderdale City of Tamarac Town of Palm Beach
City of Greenacres City of Weston Village of Palm Springs
City of Hallandale Beach Village of Wellington
As one example of the aggregated buying power of the Co-op supply agreements, the
City has an annual requirement of irrigation repair parts and equipment of approximately
$40,000, which is usually purchased on an as needed basis. Conversely, the Co-op has
established, through a competitive process, discount pricing for the same items based
on an annual volume of its members totaling approximately $700,000. The resulting Co-
op supply agreements for these items include discounts as deep as 65% off of
manufacturer list price for many of the same items utilized by the City to maintain
irrigation systems in City parks. By participating in the Co-op, the City can benefit from
the aggregated volume pricing (i.e., buying power) which is much greater than the City's
resulting in significant discounted pricing on routine requirements.
CONCLUSION
The benefits of co-operative purchases are widely recognized nationally. The U.S.
Conference of Mayors, the National Association of State Procurement Officials and the
General Services Administration of the U.S. Government, as well as other national
organizations, support co-operative purchases. Through Co-op agreements for routine
operational requirements, the City can take advantage of discounted pricing based on
the aggregated volume of many governmental agencies across South Florida many
times greater than that of the City and maximize operational efficiencies by providing a
3 Approval of Resolution to Participate in Southeast Florida Governmental Purchasing Cooperative 11 .._...- --__....
means for expeditiously acquiring items that support the operations of numerous City
departments and facilities.
RECOMMENATION
It is recommended that the Mayor and City Commission approve a resolution
authorizing the City Manager to participate in the Southeast Florida Governmental
Purchasing Co-Operative for the purchase of competitively bid routine operational
requirements, and waiving by 5/7th vote, the city's formal competitive bidding
requirements, finding such waiver to be in the best interest of the city.
JLM: KGB: AD
Southeast Florida
Governmental Purchasing Cooperative
of the
Southeast Florida Chapter
of the National Institute for Governmental Procurement
The Southeast Florida Governmental Purchasing Co-operative Group is comprised of
government entities from throughout the region to provide cost savings and cost avoidances to
member entities by utilizing the buying power of combined requirements for common basic
items.
Membership in the Co-op is open to governmental agencies in Miami-Dade, Broward and Palm
Beach counties. If your entity is not currently a member, we invite you to join us. Contact us at
coopgnigpsefl.org for more information. The Co-op meeting schedule is published in the
Meetings_area of the SEFL NIGP web site.
Each participating governmental entity is responsible for utilizing the available contract(s),
issuing their own purchase orders, and for order placement(s). Each participating entity will
require separate billings, be responsible for payment to the contractor(s) and issue its own tax
exemption certificates.
The contract/purchase order terms of each entity will prevail for the individual participating
entity. Invoicing instructions, delivery locations and insurance requirements will be in
accordance with the respective agency requirements.
Municipalities and other governmental entities which are not members of the Southeast Florida
Governmental Purchasing Co-operative Group are strictly prohibited from utilizing any contract
or purchase order resulting from these awards. However, any new or active Southeast Florida
Governmental Purchasing Co-operative Group member entity may participate in these contracts
for new usage during the contract term(s) if approved by the lead agency.
All questions concerning procurements should be addressed to the originating agency.
2012 Co-operative Group Officers:
Chair Vice-Chair Co-Secretary
Ivelsa Guzman David Santucci (Correspondence)
City of North Lauderdale City of Deerfield Beach Indra Sarju
(954) 722-0900 (954)480-4380 City of AVentura
iguzmanRnlauderdale.orq dsantucci a(�.deer8eld-beach.com (305)466-8925
sariui(a"cityofaventura.com