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Item 5GCity of Southlake, Texas MEMORANDUM July 30, 2003 TO: Billy Campbell, City Manager FROM: Rick Black, Director of Public Safety (Ext. 2421) Subject: Authorize the City Manager to enter into an Interlocal Agreement for the purpose of Cooperative Purchasing of Goods, Products and/or Services with the Cites of Bedford, Grapevine, Keller, Crowley and Haltom City. Action Requested: City Council approval of an interlocal agreement for the purpose of Cooperative Purchasing of goods, products and/or services with those cities or entities who adopt the said agreement within Tarrant County, Texas. Background Information: In 1998 the cities of Bedford, Grapevine, Keller, Crowley and Haltom City entered into an interlocal agreement for the purchases of fire personnel uniforms and related equipment. Participating cities have realized a savings of 11 % in uniform purchasing alone. The agreement will allow the department to make cooperative purchases with the cities which enter into the agreement for the purchase of goods, products and/or services with similar savings to those achieved by the participating cities. Financial Considerations: None Financial Impact: This interlocal agreement will allow the City of Southlake to realize savings on a case by case basis. While the exact amount will depend on the product or service purchased, the 11 % realized by participating cities is a realistic potential on these items. The purchasing power of the joined cities will allow more competitive bidding for like products and services. Citizen Input/ Board Review: No citizen input has been received. Not subject to any board review. Page 1 Cooperative Purchasing Agreement Billy Campbell July 30, 2003 Page 2 of 2 Legal Review: The agreement has been reviewed by the City Attorney Debra Drayovitch. Alternatives: The Council may approve or deny the request. Any modifications would require approval of all participating cities. Supporting Documents: Interlocal Agreement with "member cities ". Staff Recommendation: Place the Interlocal Agreement for the joint purchasing of like goods and services on the August 5, 2003 City Council meeting agenda for approval. RB /rf Page 2 AN INTERLOCAL AGREEMENT FOR COOPERATIVE PURCHASING OF GOODS, PRODUCTS AND /OR SERVICES This agreement is entered into by and between the cities of signatory to this agreement, all being municipal corporations chartered under the Constitution of the State of Texas, hereinafter referred to as "member cities" each acting through their duly authorized representatives. WHEREAS, the member cities desire to secure for each city the benefits of cooperative purchasing of goods, products and /or services; and WHEREAS, this agreement is made under the authority granted by and pursuant to Texas Interlocal Corporation Act, Article 791 of the Texas Government Code providing for the cooperation between local governmental bodies, the parties hereto, in consideration of the premise and mutual promises contained herein; NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1. Prior to any collective purchases under this agreement, the cities will designate which city shall be responsible for the bidding process for a particular purchase. 2. Member cities agree that all specifications for said items shall be determined in cooperation with members, with final approval with the city responsible for final bid process. 3. Each member shall be responsible for placing orders directly with and payment to the vendor under each contract entered into pursuant to the cooperative purchasing program, and shall be responsible for the vendors compliance with all conditions of delivery and quality of the purchased items. No member shall be obligated to purchase any item merely by virtue of that member approving specifications for said item, or by requesting to be included in an `open" contract for such items. 4. Members shall designate an official representative to act for member 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 execution by signatories. 6. This agreement shall be in effect from date of execution until terminated by any party to this agreement by written notice to the other parties stating the date of such termination. a minimum of 30 day written notice must be given to terminate agreement. 7. Exhibit "A" will constitute a list of Member Cities. IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed by their authorized officers the day and year each member signs agreement. Page 3 City of Bedford Date Signature Title Approved as to Form: City Attorney Date Attest: City Secretary Date City of Grapevine Date Signature Title Approved as to Form: City Attorney Date Attest: City Secretary Date Member Date Page 4 Signature Title Approved as to Form: City Attorney Attest: City Secretary Member Signature Approved as to Form: City Attorney Attest: City Secretary Date Date Date Title Date Date Page 5