C7R-Participate In Southeast Florida Governmental Purchasing Co-OperativeCUMMI!:iSION III::M !:iUMMA~Y
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 5/7TH VOTE, THE CITY'S FORMAL
COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF
THE CITY.
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/ih vote, the city's formal competitive bidding requirements,
find in such waiver to be in the best interest of the cit .
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Funds: 1 NA NA
I I 2
OBPI Total
Financial Impact Summary: Expenditures are contingent upon approved budgeted funds.
City Clerk's Office Legislative Tracking:
Alex Denis, Extension 6641
S1 n-Offs:
Departme
T:\AGENDA\2013
MIAMI BEACH
398
AGENDA ITEM ___;C=--.;..7...:..8-'-=_
DATE /0-/6-12
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
COMMISS ON MEMORANDUM
TO:
FROM: Jimmy L. Morales City Manager
DATE: October 16, 2013
SUBJECT: A RESOLUTION OF THE MA RAND 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 5/7TH 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
399
2 I 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 Miami
City of Miami Gardens
City of Miami Springs
City of North Miami
City of North Miami Beach
Miami-Dade County
Miami-Dade County
Schools
City of Boca Raton
City of Boynton Beach
City of Coconut Creek
City of Cooper City
City of Coral Springs
City of Dania Beach
City of Deerfield Beach
City of Fort Lauderdale
City of Greenacres
City of Hallandale Beach
City of Hollywood
City of Lantana
City of Lauderdale Lakes
City of Lauderhill
City of Lighthouse Point
City of Margate
City of Miramar
City of North Lauderdale
City of Oakland Park
City of Parkland
City of Pembroke Park
City of Pembroke Pines
City of Plantation
City of Pompano Beach
City of Riviera Beach
City of Sunrise
City of Tamarac
City of Weston
City of Wilton Manors
Broward College
Broward County
Broward County School
Board
Broward Sheriffs Office
Children's Services
Council, Palm Beach
County
Palm Beach County
SFRT A!TRI-RAIL
South Central Regional
Wastewater Facility
Town of Davie
Town of Lauderdale-By-
The-Sea
Town of Palm Beach
Village of Palm Springs
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
400
3 I Approval of Resolution to Participate in Southeast Florida Governmental Purchasing Cooperative
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 snth vote, the city's formal competitive bidding
requirements, finding such waiver to be in the best interest of the city.
JLM: KGB: AD
401
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
coop@nigpsefl.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
/ve/sa Guzman
City of North Lauderdale
(954) 722-0900
iguzman@nlauderdale. org
Vice-Chair
David Santucci
City of Deerfield Beach
(954) 480-4380
dsantucci@deerfield-beach.com
402
Co-Secretary
(Correspondence)
lndra Sarju
City of AVentura
(305) 466-8925
sarjui@citvofaventura.com
RESOLUTION TO BE SUBMITTED
403