10 Motion to approve an interlocal agreement with the City of Bedford to participate in a cooperative puchasing program and authorizing the City Manager to negotiate and execute all necessary documents.CITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Originating Department:
Presented By:
Agenda Item No.:
6-02-08
Fire Department
Ronnie Grooms
10
Council Date:
6-09-08
RECOMMENDED MOTION:
Motion to approve an interlocal agreement with the City of Bedford to participate in a
cooperative purchasing program and authorizing the City Manager to negotiate and execute
all necessary documents.
POLICY ISSUE(S):
Interlocal agreement; fiscal management
BACKGROUND:
The City of Bedford operates a cooperative purchasing program and has interlocal
agreements with 27 other cities in the Metroplex area and Northeast Texas (e.g., Aubrey,
Colleyville, Frisco, Grapevine, Haltom City, Keller, Mansfield, North Richland Hills,
Sherman, Texarkana) to participate and leverage better pricing on fire department uniforms.
The Fire Department needs to purchase uniforms and participating in the Bedford Coop will
save the City 14-22 percent on uniform parts over our current vendor.
Cooperative purchasing programs usually are able to get better pricing from vendors (due to
the resulring higher sales volume) and also sarisfy statutory requirements for bidding.
Because the coop performs all of the bidding requirements, Paris does not have to spend the
money on the bid process and we are able to make purchases in a timelier manner. Paris has
been a member of other purchasing coops such as the Houston-Galveston Area Council of
Governments, Buy Board, and Texas Procurement and Support Services Cooperative
Purchasing Program for several years.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Interlocal agreement
ACTION:
BUDGET INFO:
❑ Financial Report Z Minute Order
Expense
$7,000.00
❑ Department Report ❑ Resolution
Budgeted Amt.
$ 8,500.00
❑ Presentation ❑ Ordinance
y'I'D Actual
$1,400.00
❑ Public Hearing ❑ Other
Acct. Name
Wearing Apparel
Acct. Number
01-0204-32-00
FISCAL NOTES:
REVIEWED AND APPROVED BY:
Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT Z Finance Z Fire
❑ Municipal Court Z Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Utilities
City of Paris Revised 2/04/08
: oou~540
D RAFT
Attorney\reswork\current\Coop Purchasing Interlocal Agmt - Bedord Res 2008
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
APPROVING AND AUTHORIZING THE EXECUTION OF AN INTERLOCAL
AGREEMENT PROVIDING FOR COOPERATIVE PURCHASING OF GOODS
AND/OR SERVICES WITH THE CITY OF BEDFORD, TEXAS; MAKING
OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Paris, Texas, pursuant to the authority granted under Article
791.001, et seq. of the Interlocal Cooperation Act, as amended, desires to participate in a
cooperative purchasing program with -the City of Bedford, Texas; and,
WHEREAS, the City of Paris is of the opinion that participation in the Cooperative
purchasing program with the City of Bedford will be highly beneficial to the taxpayers of
the Ciry of Paris through the efficiencies and potential savings to be realized by purchasing
certain goods and services off of Bedford contracts.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS:
Section 1. That the preamble to this resolution is hereby in all things approved
and adopted.
Section 2. That the City manager of the Ciry of Paris or his authorized designee, is
hereby designated as the official representative for the City of Paris in all matters relating
to this Cooperative Purchasing Agreement, including the designation of special contracts in
which the City desires to participate under.
Section 3. That the City Manager be, and he is hereby, authorized and directed to
execute, on behalf of the City of Paris, the Interlocal Agreement for Cooperative Purchasing
of Goods and/or Services with the City of Bedford, Texas in a form substantially in
accordance with the form attached hereto as Exhibit "A".
Section 6. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 9th day of June, 2008.
Jesse James Freelen, Mayor
ATTEST:
p 000053
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
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AN INTERLOCAL AGREEMENT FOR COOPERATIVE PURCHASING
OF GOODS AND/OR SERVICES
This Agreement is entered into by and between the City of Bedford, Texas
("Bedford") and the City of Paris, Texas ("Paris") hereinafter collectively referred to as the
"Parties". The Parties being home-rule municipal corporations chartered under the
Constitution of the State of Texas, each acting by and through their duly authorized
representatives.
WHEREAS, Section 271.101, et seq. of the Texas Local Government Code
provides a process for local governments to purchase goods and/or services from a
contract currently existing between another local government and a vendor, and such
process satisfies the State's competitive bid requirements; and,
WHEREAS, this Agreement is made under the authority granted by and pursuant to
the Texas Interlocal Corporation Act, Article 791 of the Texas Government Code which
provides for contracting between local governments to increase efficiency and
effectiveness;
NOW, THEREFORE, in consideration of the mutual covenants stated herein, the
Parties hereby agree as follows:
1. Either Party to this Agreement may purchase goods and/or services off the contract
of the other Party through this cooperative purchasing agreement.
2. Each Party agrees that all specifications and prices for said goods or services shall
be honored by the third party vendor.
3. Each Party shall be responsible for placing orders directly with and making payment
to the vendor under each contract entered into pursuant to the cooperative purchasing
program. Each Party shall be responsible for the vendors compliance with all conditions of
delivery and quality of the purchased items. No Party shall be obligated to purchase any
item merely by virtue of that Party approving specifications for said item, or by requesting
to be included in an "open" contract for such items.
4. Each Party shall designate an official representative to act for the Party in all
matters relating to this cooperative purchasing program, including the designation of
specific contracts in which the member desires to participate.
5. This agreement shall take effect upon approval by the governing body of each city
and upon execution by all signatories.
6. This agreement shall remain in effect from date of execution until terminated by
either party to this agreement by providing thirty (30) days written notice to the other party
requesting termination of this Agreement.
1
EXHIBIT A
- ODUU55
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be
executed by their authorized officers on the date set out below.
CITY OF PARIS, TEXAS
Title Date
APPROVED AS TO FORM:
City Attorney
ATTEST:
City Clerk
CITY OF BEDFORD, TEXAS
Title Date
APPROVED AS TO FORM:
City Attorney
ATTEST:
City Clerk
2
OU66SI;