2014-28462 Reso RESOLUTION NO. 2014-28462
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 NATIONAL JOINT POWERS
ALLIANCE NATIONAL COOPERATIVE 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 governmental agency, is eligible to utilize the competitively
solicited cooperative agreements which aggregate the buying power of many governmental
agencies across the United States;
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 National Joint Powers Alliance 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.
PASSED AND ADOPTED THIS S�?'` DAY OF 70M4 l 2014.
ATTEST:
CItY CLERK: Aoo
INCORP 10PATED
C� nC ' � �� APPROVED AS TO
FORM &LANGUAGE
&FOR EXECUTION
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UUMMIbbIUN I I tM SUMMAKY
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 NATIONAL JOINT POWERS
ALLIANCE(NJPA)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:
The City releases purchase orders for routine operational requirements that support the maintenance and operations of
numerous departments and facilities,such as:maintenance,repair,and operations(MRO)requirements;public safety
items and supplies; heavy and industrial equipment; and, technology items. 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.The
quote process assures that some controls and cost assurance are placed on the expenditure of City dollars.However,
the quote process can be inefficient when items are needed expeditiously and, above all else, do not strategically
leverage high volume to assure that pricing received is based on the highest discounts possible.
Several years ago, the State of Minnesota created the North Central Service Cooperative to assure that, in the
acquisition of routine goods and services, State agencies were maximizing volume against the entire volume of the
State and not only the immediate need of any particular agency.Today,the former North Central Service Cooperative is
known as the National Joint Powers Alliance(NJPA)and has expanded to leverage the buying power of governmental
agencies across the entire United States.Currently,NJPA retains hundreds of governmental agency members across
the United States whose procurement volume is leveraged in the award of competitively solicited contract for the good
of each member agency.
In the State of Florida, governmental agencies are authorized to participate in cooperative such as NJPA through
Statute 163.01. Many state and local agencies across Florida already utilize NJPA competitively bid contracts to
leverage the buying power of many governmental agencies each time a purchase is made. Some of the Florida
governmental agency members of NJPA include the State of Florida, Department of Management Services; Miami-
Dade County; the City of Miami; Miami Dade Public Schools; and, the Public Health Trust all utilize NJPA pricing
agreements to maximize the value of each dollar spent while reducing the operational inefficiencies and delays caused
by the need to have the same requirement(s) bid or quote by multiple agencies individually but without enjoying the
leveraged volume of all.
Again,the purpose of NJPA is to work cooperatively with governmental agencies across the country to in an effort to
maximize price discounts and operational efficiencies for each agency.As a result, NJPA is endorsed by and works
closely with the National Institute of Governmental Procurement(NIGP),the Florida Association of Public Procurement
Officers(FAPPO),the National Procurement Institute(NPI),the Government Finance Officers Association,and many
others.
Participating in the NJPA competitively awarded agreements does not restrict the City from seeking pricing from other
contracts or releasing a City-specific solicitation. Nonetheless, participating in the NJPA competitively awarded
agreements will streamline the acquisition process for expeditiously needed routine operational requirements and
assure that the City is maximizing the leveraging of aggregated volume from many agencies across the United States,
while,at the same time, maximizing operational efficiencies in the acquisition of these requirements.
RECOMMENDATION
It is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, approve a resolution
authorizing the City Manager to participate in the National Joint Powers Alliance(NJPA)Co-Operative for the purchase
of competitively bid routine operational requirements, and waiving by 517 1h 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: Expenditure are contingent upon approved budgeted funds.
City Clerk's Office Legislative Tracking:
Alex Denis, Extension 6641
Sign-Offs:
DepartruAtp rector Assistant Ci na er City Mirgger
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AGENDA ITEM C 76
MIAMIBEACH DATE
MIA&AI BEA H
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
COMMISS ON MEMORANDUM
TO: Mayor Philip Levine and Members of the City ommission
FROM: Jimmy L. Morales City Manager
DATE: January 15, 2014
SUBJECT:'A RESOLUTION OF THE MAY R AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPR VING AND AUTHORIZING THE CITY
MANAGER TO PARTICIPATE IN THE NATIONAL JOINT POWERS ALLIANCE
(NJPA) 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, WHEN PARTICIPATING IN
COMPETITIVE AWARDS BY NJPA.
ADMINISTRATION RECOMMENDATION
Approve the recommendation.
KEY INTENDED OUTCOME
Maximize Efficient Delivery of Services
BACKGROUND
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, including but not
limited to:
• Maintenance, repair and operations (MRO) items including industrial equipment,
tools, hardware, etc.
• Automotive and equipment parts and supplies used in the maintenance of the
City's fleet of automobiles, trucks and equipment.
• Public safety items and supplies.
• Heavy and industrial equipment utilized to support and maintain the City's
infrastructure.
• Technology items such as computers and peripherals.
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. The quote process assures that some controls and cost assurance are
placed on the expenditure of City dollars. However, the quote process can be inefficient
when items are needed expeditiously and, above all else, do not strategically leverage
high volume to assure that pricing received is based on the highest discounts possible.
21 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 NATIONAL JOINT POWERS ALLIANCE(NJPA)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.
......... _. ..................... ......... .................
Several years ago, the State of Minnesota created the North Central Service
Cooperative to assure that, in the acquisition of routine goods and services,
governmental agencies were maximizing individual agency purchase volume by
aggregating volume with other governmental agencies. Today, the former North Central
Service Cooperative is known as the National Joint Powers Alliance (NJPA) and has
expanded to leverage the buying power of governmental agencies across the entire
United States. Currently, NJPA retains hundreds of governmental agency members
across the United States whose procurement volume is leveraged in the award of
competitively solicited contract for the good of each member agency.
In the State of Florida, governmental agencies are authorized to participate. in
cooperative such as NJPA through Statute 163.01. Many state and local agencies
across Florida already utilize NJPA competitively bid contracts to leverage the buying
power of many governmental agencies each time a purchase is made. Some of the
Florida governmental agency members of NJPA include the State of Florida,
Department of Management Services; Miami-Dade County; the City of Miami; Miami
Dade Public Schools; and, the Public Health Trust all utilize NJPA pricing agreements to
maximize the value of each dollar spent while reducing the operational inefficiencies
and delays caused by the need to have the same requirement(s) bid or quote by
multiple agencies individually but without enjoying the leveraged volume of all.
Again, the purpose of NJPA is to work cooperatively with governmental agencies across
the country to in an effort to maximize price discounts and operational efficiencies for
each agency. As a result, NJPA is endorsed by and works closely with the National
Institute of Governmental Procurement (NIGP), the Florida Association of Public
Procurement Officers (FAPPO), the National Procurement Institute (NPI), the
Government Finance Officers Association, and many others.
As an example of the cooperative benefits yielded by the City through participation is
NJPA competitively awarded contracts is pharmaceutical medications and supplies
required by the City's Fire and Rescue Department. Currently the City requires the use
of many of these items for which a City pricing contract is not available. The Fire and
Rescue Department seeks quotes from these items as needed. However, volume at any
one given moment tends to be relatively low. Through the use of the NJPA agreements
for healthcare and pharmacy solutions, the City is guaranteed pricing that has been
competitively bid utilizing the volume aggregated from many public safety agencies
across the United States. Similar cooperative opportunities are available for vehicle
parts, industrial tools and supplies, building materials, public utility equipment, parks
equipment, emergency response equipment and many other routine operational
requirements.
31 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 NATIONAL JOINT POWERS ALLIANCE(NJPA)CO-OPERATIVE FOR THE PURCHASE OF COMPETITIVELY BID
ROUTINE OPERATIONAL REQUIREMENTS,AND WAIVING BY 517TH VOTE,THE CITY'S FORMAL COMPETITIVE BIDDING REQUIREMENTS,FINDING
SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY.
.. ..._..._. ........ ...-_.. .....___._............ ........ ......... ...... . ......I ....._ ..
Finally, participating in the NJPA competitively awarded agreements does not restrict
the City from seeking pricing from other contracts or releasing a City-specific
solicitation. Nonetheless, participating in the NJPA competitively awarded agreements
will streamline the acquisition process for expeditiously needed routine operational
requirements and assure that the City is maximizing the leveraging of aggregated
volume from many agencies across the United States, while, at the same time,
maximizing operational efficiencies in the acquisition of these requirements.
CONCLUSION
The benefits of co-operative purchases are widely recognized nationally by many
professional associations, including (in addition to those named above) the U.S.
Conference of Mayors, the National Association of State Procurement Officials and the
General Services Administration of the U.S. Government. 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 of the City of Miami Beach,
Florida a pp rove a resolution authorizing the City Manager to participate in the National
Joint Powers Alliance (NJPA) 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.
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