Item 4ECity of Southlake, Texas
MEMORANDUM
May 27, 2009
TO: Shana Yelverton, City Manager
FROM: Sharen Jackson, Finance Director
Tim Slifka, Purchasing Manager
SUBJECT: Resolution No. 09 -027 Approve a cooperative purchasing agreement
with The Cooperative Purchasing Network (TCPN)
Action Requested: Approval of resolution for cooperative purchasing agreement.
Background
Information: The Finance department continually researches ways of lowering
costs for City required goods and services. One area we have
identified as having a dramatically effect in reducing our overall
purchasing costs for goods and services is our interlocal and
cooperative purchasing agreements. Cooperative purchasing
agreements allow us to become part of a much larger purchasing
group to substantially increase our purchasing power for goods and
services.
Financial
Considerations: There is no cost to sign this Cooperative Purchasing Agreement.
Strategic Link: Providing purchasing options links to multiple areas of the City's
Strategy Map including: 131 - Implement and share best practices
across all departments. B2 — Collaborate with select partners to
implement service solutions. ;B3 — Pursue innovative service
delivery options. B4 — Provide high quality customer service. L5 —
Actively promote opportunities for partnerships and volunteer
involvement (individual and group).
Citizen Input/
Board Review: None
Legal Review: Review completed by TOASE the City's Attorney.
Alternatives: Approve or deny the resolution.
Supporting
Documents: Cooperative purchasing resolution.
Staff
Recommendation: City Council approval of cooperative purchasing resolution. This will
allow additional options for City staff to receive the best value for
the dollars they are required to spend on goods and services.
TCPN - The Cooperative Purchasing Network
TCPN
Page 1 ot' 1
You save the soft costs associated with the competitive bid process, reap the benefits of
nationally leveraged pricing, and it's totally free to join ... thafs working smart!
i
OUR PROCESS
h- TCPN Issues an RFP (or bid) for a commodity or servloe
0- P.FP is advertised for four (4) weeks nationally
All RFP responses are recorded and tabulated
Contract Is awarded to Vendor
► Awarded contract is radf led by Board of Directors
Our procedures have been ISO 9001. cerlrhed for 5 years and are independently audited
. twlce - yearly to we procurement law:::becausewe -know -you -might be
audited tool
7 - 0 jef6er Vic do rd f6in .
CaMad Us
powered by net5tarMnterprise lid
http://www.tcpn.oi-g/de-,fa-ult.aspx?name=Abo 2/20/2004
THE COOPERATIVE PURCHASING NETWORK
ApouMPR
1
Fled a Vendor
TCPN is a national governmental purchasing cooperative able to leverage one of the largest
Search by commbdIty
pools of purchasing potential. We competitively bid and award contracts to national vendors,
Become a lHemher
in accordance with purchasing procedures mandated by state procurement laws and
q BldderInformadon
regulations This means equal pricing for the smallest entity and the largest buyer. TCPN
contact us
contracts are available for use by public and private schools, colleges and universities, cities,
counties, non - profits and other governmental entities.
i
Participation in TCPN by governmental entities will provide the legally required competitbn for
0 PQwerPojnt
contracts on commonly purchased products and services. We award best -value contracts
. Comments
based on quality, proven performance, customer satisfaction and pricing.
Our mission is to help other governmental entities operate efficiently and economically,
Utilizing a TCPN contract means you deal directly with the vendor, as you would nominally,
using the TCPN contract as your own, We've already done the hard part, and well be with
you every step of the way to help Increase your efficiency, shorten your delivery time, and
stretch your tax dollars.
You save the soft costs associated with the competitive bid process, reap the benefits of
nationally leveraged pricing, and it's totally free to join ... thafs working smart!
i
OUR PROCESS
h- TCPN Issues an RFP (or bid) for a commodity or servloe
0- P.FP is advertised for four (4) weeks nationally
All RFP responses are recorded and tabulated
Contract Is awarded to Vendor
► Awarded contract is radf led by Board of Directors
Our procedures have been ISO 9001. cerlrhed for 5 years and are independently audited
. twlce - yearly to we procurement law:::becausewe -know -you -might be
audited tool
7 - 0 jef6er Vic do rd f6in .
CaMad Us
powered by net5tarMnterprise lid
http://www.tcpn.oi-g/de-,fa-ult.aspx?name=Abo 2/20/2004
TCPN -The Cooperative Purchasing Network
TCPN
'ih�x taupra�sartPu,�w�ihrl ° };n;vralrk -
Page ] of 1
Contact U9
powered by netstartMterprise
http;// www. topn .org/default.aspx?namc= mernbcr_ info V20/2009
Current Membership Ust
Atrout TCPN
Find a Vendor
How to Be Come a McMber OF TCPN
State laws encourages partidpadon in cooperatives to ellminate duplication of efforts, thereby saving taxpayers'
Search by Commodity
dollars. TCPN is available For use by any state or lecal government agency mandated to follow variuus state
Become a Membar
procurement laws and regulations or federal agencies that do not have polides or regulatinns barring participation.
fa Bidder Information
!
contact Us
What is the statutory autharixatiorn of TCPN?
TCPN is department of the Region I Education Service Center of Texas. Region 4 ESC Is authorized by Title 2,
a
Chapter 8 of the Texas Eclumdon Code. As a government agency, TCPN can offer the use of our contracts to other
Quicklinks
government and non -profit agencles.
I 10
Who
Powerpoint
can became a member?
' Comments
In T exEs, Local Government Code, TIt7e B, Chapter 271, Subchapter F, Section 271.01 and Section 271.102 provide
the legal authority. In other states, various'5oint powers" statutes apply. See the link below for varlous state
statutes.
a Counties
s Municipalities
r Speclal districts
School districts
• Iunior college districts
• Reglonal planning commission
• political subdlvlslons within the state or in other states.
How can my entity become a member?
in Texas, Government Code, Title 7, Chapter 791 Itkbarlocal Cooperation Contracts, Subchapter B and Subchapter C
the legal authority for the governing body of an agency, subdvisron, or taAng entlty to approve a resolution
provide
an Interlocai Agreement Other states become meinbers based on thelr various joint powers statutes.
and execute
The Agreement Is then forwarded to TCPN / Region 4 ESC's Chief Financial Officer for signature and a return copy sent
to you for your records. Samples of Resolution documents are available for downloading below:
National Membersh p,Ag reement (( pdQ n Cc Q =r❑tiva — _ Purchasing Agreement New Meri pdf].
for use in states other than Texas. I
I r o c) Aa ement - Texas fdxcl
................
... �5.ReSolut ion -Form � School -. Texas (dog ........................ _ _ ... ................... _ . _ . _ .
» Resolution Fg' - MUW.CIIMIRY .. (dar)
Rem[ ti❑ Fo C [L _-_1ex;35_ D0
I ilat is the cost to baceme a member?
There are no fees to participate. An entity must simpiy execute a resolution and submit an interlocal Agreement to
Region 4 ESC,
TLfTc5 AUTHOR1ZIqG C(7p PFRATIVE PURCHASING ACROSS STATE__t.TNE
Contact U9
powered by netstartMterprise
http;// www. topn .org/default.aspx?namc= mernbcr_ info V20/2009
RESOLUTION
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAK (ENTITY),
SOUTHLAKE (CITY), TEXAS, APPROVING THE TERMS AND CONDITIONS OF AN
INTERLOCAL AGREEMENT BETWEEN THE REGION 4 EDUCATION SERVICE CENTER,
WHICH SPONSORS THE COOPERATIVE PURCHASING NETWORK (TCPN), PROVIDING FOR A
COOPERATIVE PURCHASING PROGRAM FOR GOODS AND SERVICES;
DESIGNATING nM S I-URCHASIN MANAGER (NAME AND /OR TITLE), AS OFFICIAL
REPRESENTATIVE OF THE CITY OF SOUTHLAKE (ENTITY) RELATING TO THE
PROGRAM.
WHEREAS, the City Council of the CITY of SOUTHLAK (Entity) has been presented a
proposed Interloeal Agreement by and between the Region 4 Education Service Center, which sponsors
The Cooperative Purchasing Network, and the CITY of SOUTHLAKE (Entity) and found to be
acceptable and in the best interests of the CITY OF SOUTHLAKE (Entity) and its citizens, are
hereby in all things approved.
VJI3EREA5, the CITY OF SOUTHLAKE (Entity) of S (City), Texas,
pursuant to the authority granted under Sections 271.101 to 271.102 of the Local Government Cade,
desires to participate in the described purchasing program sponsored by the Region 4 Education Service
Center which is known as The Cooperative Purchasing Network, and in the opinion that participation in
this program will be highly beneficial to the taxpayers through the anticipated savings to be realized.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY of SOUTHLAKE (ENTITY), SOUTHLAKE , Texas:
Section L The Terms and conditions of the agreement having been reviewed by the City Council of the
CITY of SOUTHLAKE (Entity) and found to be acceptable and in the best interests of the
CITY of SOUTHLAKE (Entity) and its citizens are hereby in all things approved.
5ection11.The PU HGHASINC MANAGER, TIM SLIfKA (Title/Name) of the
CITY of SOUTH (Entity) under the direction of the City Council of the
CITY OF SOUT (Entity) is hereby designated to act for the
CITY of SOUTHLAKE (Entity) in all matters relating to The Cooperative Purchasing
Network including the designation of specific contracts in which the eITY OT= souTHLAKE (Entity)
, desires to participate.
S ( 5pp III, _ This resolution . shall . become effective from and after its passage.
DULY PASSED AND APPROVED THIS THE DAY OF
200
ATTEST: (Authorized Signature)
(Title)
(Title)
Revised 03109 (QP134 -MEM1 Rev. 0)