Item 4CCity of Southlake, Texas
M E M O R A N D U M
July 15, 2008
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Public Works Director
Subject: Approve interlocal purchasing agreement between City of
Grand Prairie and City of Southlake.
Action
Requested:
Approve interlocal purchasing agreement between City of Grand
Prairie and City of Southlake.
Background
Information:
Staff approached the City of Grand Prairie to establish an inter-local
cooperative purchasing agreement to take advantage of contracts
that the City of Grand Prairie has for materials and services for
which the City of Southlake has common needs. Both cities are
bound by the same state mandated purchasing regulations. In
order for this agreement to become effective, the governing bodies
of both parties must authorize its execution.
This agreement will be presented to the Grand Prairie City Council
following Southlake’s approval and will become effective upon
execution by the City of Grand Prairie. It will be applicable to all
existing and future contracts for goods and services, subject to the
approval of the vendor or service provider.
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If approved, this will be the 14 inter-local cooperative purchasing
agreement that the City of Southlake has executed in order to take
advantage of contracts for materials and services that other
governmental agencies have contracted. Utilizing this arrangement
saves our city significant staff time and associated personnel costs.
Financial
Considerations:
This agreement has the potential to provide mutual financial benefit
to both municipalities.
Citizen Input/
Board Review:
None
Legal
Review:
None.
Alternatives:
The City Council may approve or deny this Agreement.
Supporting
Documents:
Interlocal Agreement with Grand Prairie
Staff
Recommendation:
Approve Interlocal agreement with Grand Prairie.
Staff
Contact:
Robert H. Price, P.E., Public Works Director
Chuck Kendrick, Deputy Director of Public Works - Operations
MASTER INTERLOCAL COOPERATIVE AGREEMENT
BETWEEN THE CITY OF GRAND PRAIRIE AND THE CITY OF SOUTHLAKE
THIS AGREEMENT is made on the______day of 2007, between the City
of Southlake, State of Texas, and the City of Grand Prairie, Texas, each referred to herein as
participating governments.
WHEREAS, the respective participating governments are authorized by the Interlocal
Cooperative Act, V.T.C.A. Government Code, Chapter 791, to enter into joint contracts and
agreements for the performance of governmental functions normally associated with the
operation of government such as purchasing of necessary materials and services;
WHEREAS, it is deemed in the best interest of all participating governments that said
government do enter into a mutually satisfactory agreement for the purchase of certain materials
and services for the City of Southlake.
WHEREAS, the parties, in performing governmental functions or in paying for the
performance of governmental functions hereunder shall make that performance or those payments
from current revenues legally available to that party;
NOW, THEREFORE, the parties hereto, in consideration of the mutual covenants and
condition contained herein and pursuant to the authority permitted under the Interlocal
Cooperation Act, promise and agree as follows:
I. PURPOSE
The purpose of this Agreement is to authorize participation of the City of Southlake in
the City of Grand Prairie’s goods and services contracts. Participation in this cooperative
program will be highly beneficial to the taxpayers of the City through anticipated saving to be
realized.
II. DURATION OF AGREEMENT
This Agreement shall be in effect from the date of execution until terminated by either
party to the agreement.
III. RELATIONSHIP OF PARTIES
It is agreed that the City, in receiving products and/or services specified in this
agreement, shall act as an independent purchaser and shall have control of its needs and the
manner in which they are acquired. Neither the City, its agents, employees, volunteer help or any
other person operating under this contract shall be considered and agent or employee of the City
of Grand Prairie and shall not be entitled to participate in any pension plans or other benefits that
the City of Grand Prairie provides its employees.
Nothing in this agreement shall prevent any participating government from accepting and
awarding bids for commodities subject to this agreement individually and in its own behalf.
06/19/2007
IV. PURCHASE OF GOODS AND SERVICES
All products and services shall be procured by the City of Grand Prairie in accordance
with procedures governing competitive bids and competitive proposals.
The participating government will be able to purchase from those contracts established by
City of Grand Prairie where notice has been given in the specifications and successful bidder has
accepted terms for Cooperative Purchasing Agreement for local governments.
The participating governments hereto agree that the ordering of products and services
through this agreement shall be their individual responsibility and that the successful bidder or
bidders shall bill each participating government directly.
The participating governments agree to pay successful bidders directly for all products or
services received from current revenues available for such purchase. Each participating government
shall be liable to the successful bidder only for products and services ordered by and received by it,
and shall not, by the execution of this agreement, assume any additional liability.
The City of Grand Prairie does not warrant and is not responsible for the quality or delivery
of products or services from successful bidder. The participating government shall receive all
warranties provided by successful bidder for the products or services purchased.
In the event that any dispute arises between individual participating government and a
successful bidder, the same shall be handled by and between to be executed by their officer thereon
that day and the year first above written.
In the event that any dispute arises between individual participating government and a
successful bidder, the same shall be handled by and between the participating government body and
bidder.
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed by
their authorized officers thereon the day and the year first above written.
CITY OF GRAND PRAIRIE CITY OF SOUTHLAKE
BY: Tom Cox, Deputy City Manager BY: Shana Yelverton, City Manager
ATTEST: ATTEST:
_____________________________________
Catherine DiMaggio, City Secretary Lori Payne, City Secretary
APPROVED AS TO FORM:
Donald R. Postell, City Attorney
06/19/2007