Texas Local Government Purchasing Cooperative/Buy Board-3293-Award/Ordinance/Pricing
C
ORDINANCE NO.QQj~
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF DENTON, TEXAS,
APPROVING THE TERMS AND CONDITIONS OF AN INTERLOCAL
AGREEMENT BETWEEN THE TEXAS LOCAL GOVERNMENT PURCHASING
COOPERATIVE WHICH SPONSORS THE BUY BOARD COOPERATIVE
PURCHASING NETWORK; PROVIDING FOR A`06-DATIVE PURCHASING
PROGRAM FOR GOODS AND SERVICES; DESIGNATING TOM D. SHAW,
C.P.M., PURCHASING AGENT, AS OFFICIAL REPRESENTATIVE OF THE CITY
OF DENTON RELATING TO THE PROGRAM; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the City Council of the City of Denton has been presented a
proposed Interlocal Agreement by and between the Texas Local Government Purchasing
Cooperative, which sponsors the Buy Board Cooperative Purchasing Network and the
City of Denton, a copy of which is attached hereto and made part hereof by reference (the
"Interlocal Agreement"); and
WHEREAS, the City Council of the City of Denton, Texas finds that the
Interlocal Agreement is in the public interest; and
i WHEREAS, the City of Denton, Texas, pursuant to the authority granted under
Sections 271.101 to 271.102 of the Local Government Code, desires to participate in the
described purchasing program sponsored, by the Texas Local Government Purchasing
Cooperative which is known as Buy Board, and in the opinion that participation in this
program will be highly beneficial to the tax payer as through the anticipated savings to be
realized; NOW, THEREFORE
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION 1. The findings and recitations in the preamble of this ordinance are
incorporated herein by reference. The City Manager, or his designee, is hereby authorized
to execute the Interlocal Agreement on behalf of the City of Denton.
SECTION 2. The duly appointed Purchasing Agent for the City of Denton is
designated by the City Manager to have the authorization to expend funds pursuant to this
Interlocal Agreement for the purchase of various good and services in compliance with
the Act.
SECTION 3. This ordinance shall become effective immediately upon its passage
and approval.
PASSED AND APPROVED this the ~L day of AkO
Y r5.
EULINE BROCK, MAYOR
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
IRO AS TO LEGAL FORM:
HERBERT L. PROUTY ATTORNEY
BY:
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htezlocal Agreement Page 1 of 6
Y
INTERLOCAL PARTICIPATION AGREEMENT
ti E jpl ben
1~t for the _
Fig ►i JUxas Local Government Purchasing Cooperative
This InterlocalC,+I?articipation Agreement ("Agreement") is made and entered into by and
between the Texas Local Government Purchasing Cooperative ("Cooperative"), an
administrative agency of cooperating local governments, acting on its own behalf and the
behalf of all participating local governments, and the undersigned local government of the
State of Texas ("Cooperative Member"). The purpose of this Agreement is to facilitate
compliance with state bidding requirements; to identify qualified vendors of commodities,
goods and services, to relieve the burdens of the governmental purchasing function, and
to realize the various potential economies, including administrative cost savings, for
Cooperative Members.
WITNESSETH:
WHEREAS, the Cooperative Members are authorized by Chapter 791, et seq., The
Interlocal Cooperation Act of the Government Code ("the Act"), to agree with other local
governments to form purchasing cooperatives;4~and
*pursuant to the authority granted under Sections 271.101 to 271.102 of the Local Govt. Code.
WHEREAS, the Cooperative is an administrative agency of local governments cooperating
in the discharge of their governmental functions; and
WHEREAS, the Cooperative Member does hereby adopt the Organizational Interlocal
Agreement, together with such amendments as may be made in the future, reflecting the
evolving mission of the Cooperative and further agrees to become an additional party to
that certain Organizational Interlocal Agreement promulgated on the 26th day of January,
1998.
NOW ME I'T RE90-LVE-D that the undersigned Cooperative Member in consideration of the
agreement of the Cooperative and the Cooperative Members to provide services as
detailed herein does agree to the following terms, conditions, and general provisions.
In return for the payment of the contributions- and subject to all terms of this Agreement,'
the parties agree as follows:
TERMS AND CONDITIONS
1. Adopt Organizational Interlocal Cooperation Agreement. The Cooperative
Member by the adoption and execution of this Agreement hereby adopts and
approves the Organizational Interlocal Agreement dated January 26, 1998, together
with such amendments as may be made in the future and further agrees to become a
Cooperative Member.
. 2. Term. The initial term of this.Agreemeht shall commence at 12:01 a.m. on the date
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rntgrlgcafkgreement Page 2 of 6
executed and signed and shall automatically renew for successive one-year terms
unless sooner terminated in accordance with the provisions of this Agreement. The
terms, conditions, and general provisions set forth below shall apply to the initial term
and all renewals.
3. Termination.
a. By the Cooperative Member. This- Agreement may be terminated by the
Cooperative Member at any time by thirty (30) days prior written notice to the
Cooperative; provided all charges owed to the Cooperative and any vendor have
been fully paid.
b. By the Cooperative. The Cooperative may terminate this Agreement by:
1. Giving ten (10) days notice by certified mail to the Cooperative Member if
the Cooperative Member fails or refuses to make the payments or
contributions as herein provided; or
2. Giving thirty (30) days notice by certified mail to the Cooperative Member.
c. Termination Procedure. If the Cooperative Member terminates its participation
during the term of this Agreement or breaches this Agreement, or if the
Cooperative terminates participation of the Cooperative Member under any
provision -of this Article, the Cooperative Member shall bear the full financial
responsibility for any purchases occurring after the termination date, and for any
unpaid charges accrued during its term of membership in the Cooperative. The
Cooperative may seek the whole amount due, if any, from the terminated
Cooperative Member. The Cooperative Member will not be entitled to a refund of
membership dues paid.
4. Payments.
t
a. The Cooperative Member agrees to pay membership fees based on a plan
developed by the Cooperative. Membership fees are payable by Cooperative
Member upon receipt of an invoice from the Cooperative, Cooperative
Contractor or vendor. A late charge amounting to the maximum interest allowed
by law, but not less than the rate of interest under Section 2251.021, et sec{.,
Texas Government Code, shall begin to accrue daily on the 31st day following
the due date and continue to accrue until the contribution and late charges are
paid in full. The Cooperative reserves the right to collect all funds that are due to
the Cooperative in the event of termination by Cooperative Member or breach of
this Agreement by Cooperative Member.
b. The Cooperative Member will make timely payments to the vendor for the goods,
• materials and services received In accordance with the terms and conditions of
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the Invitation to Bid and related procurement documents. Payment for goods,
materials and services and inspections and acceptance of goods, materials and
services ordered by the procuring party shall be the exclusive obligation of the
procuring Cooperative Member.
5. Cooperative Reporting. The Cooperative will provide periodic activity reports to the
Cooperative Member. These reports may be modified from time to time as deemed
appropriate by the Cooperative.
6. Administration. Cooperative Member will use the BuyBoard purchasing application
in accordance with instruction from the. Cooperative; discontinue use upon
termination of participation; maintain confidentiality and prevent unauthorized use;
maintain equipment, software and testing to operate the system at its own expense;
report all purchase orders generated to Cooperative or its designee in accordance
with instructions of the Cooperative; and make a final accounting to Cooperative upon
termination of membership.
7. Amendments. The Board may amend this agreement, provided that notice is sent to
each participant at least 60 days prior to the effective date of any change described in
such amendment which, in the opinion of the Board, will have a material effect on the
Cooperative Members participation in the Cooperative. .
GENERAL PROVISIONS
1. Authorization to Participate. Each Cooperative Member represents and warrants
that its governing body has duly authorized its participation in the Cooperative.
2. Bylaws. The Cooperative Member agrees to abide by the Bylaws of the Cooperative,
as they may be amended, and any and all reasonable policies and procedures
established by4he Cooparat"
3. Compensation. The parties agree thatthe payments under this Agreement and all
.-elated exhibits and documents are amounts that fairly compensate the Cooperative
for the services or functions performed under the Agreement, and that the portion of
gross sales paid by participating vendors enables the Cooperative to pay the
necessary licensing fees, marketing costs, and related expenses required to operate
a statewide system of electronic commerce for the local governments of Texas.
4. Cooperation and Access. The Cooperative Member agrees that it will cooperate in
compliance with any reasonable requests for information and/or records made by the
Cooperative. The Cooperative reserves the right to audit the relevant records of any
Cooperative Member. Any breach of this Article shall be considered material and
shall make the Agreement subject to termination on ten (10) days written notice to the
Cooperative Member.
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5. Coordinator. The Cooperative Member agrees to appoint a program coordinator who
shall have express authority to represent and bind the Cooperative Member, and the
Cooperative will not be required to contact any other individual regarding program
matters. Any notice to or any agreements with the coordinator shall be binding upon
the Cooperative Member. The Cooperative Member reserves the right to change the
coordinator as needed by giving written notice to the Cooperative. Such notice is not
effective until actually received by the Cooperative.
6. Current Revenue. The Cooperative Member hereby warrants that all payments,
contributions, fees, and disbursements required of it hereunder shall be made from
current revenues budgeted and available to the Cooperative Member.
7. Defense and Prosecution of Claims. The Cooperative Member authorizes the
Cooperative to regulate the commencement, defense, intervention, or participation in
a judicial, administrative, or other governmental proceeding or in an arbitration,
mediation, or any other form of alternative dispute resolution, or other appearances of
the Cooperative and/or any past or current Cooperative Member in any litigation,
claim or dispute, and to engage counsel and appropriate experts, in the Cooperative's
sole discretion, with respect to such litigation, claim or disputes. The Cooperative
Member does hereby agree that any suit brought against the Cooperative or a
Cooperative Member may be defended: in the name of the Cooperative or the
Member by the counsel selected by the Cooperative, in its sole discretion, or its
designee, on behalf of and at the expense of the Cooperative as necessary for the
prosecution or defense of any litigation. Full cooperation by the Cooperative Member
shall be extended to supply any information needed or helpful in such prosecution or
defense. Subject to specific revocation,-the Cooperative Member hereby designates
the Cooperative to act as a class representative on its behalf in matters arising out of
this Agreement.
8. Gove an-ce. The %ard of Trustees fBvardt witt govern the Cooperative in
accordance with the Bylaws. Travis County, Texas will be. the location for filing any
dispute, claim or lawsuit.
9. Limitations of Liability. COOPERATIVE, ITS ENDORSERS (TEXAS
ASSOCIATION OF SCHOOL BOARDS, TEXAS ASSOCIATION OF COUNTIES,
AND TEXAS MUNICIPAL LEAGUE) AND SERVICING CONTRACTOR (TEXAS
ASSOCIATION OF SCHOOL BOARDS) DO NOT WARRANT THAT THE
OPERATION OR USE OF COOPERATIVE SERVICES WILL BE UNINTERRUPTED
OR. ERROR FREE. COOPERATIVE, ITS ENDORSERS AND SERVICING
CONTRACTORS, HEREBY DISCLAIM ANY AND ALL WARRANTIES, EXPRESS
OR IMPLIED, IN REGARD TO ANY INFORMATION, PRODUCT OR SERVICE
FURNISHED UNDER THIS AGREEMENT, INCLUDING WITHOUT LIMITATION,
ANY AND ALL IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR
A PARTICULAR PURPOSE. THE PARTIES AGREE THAT IN REGARD TO ANY
AND ALL CAUSES OF ACTION ARISING OUT OF OR RELATING TO THIS
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AGREEMENT, NEITHER PARTY SHALL BE LIABLE TO THE OTHER UNDER ANY
CIRCUMSTANCES FOR SPECIAL, INCIDENTAL, CONSEQUENTIAL,. OR
EXEMPLARY DAMAGES, EVEN IF IT HAS BEEN ADVISED OF THE POSSIBILITY
OF SUCH DAMAGES.
10. Merger. This Interlocal Participation Agreement, Terms and Conditions, and General
Provisions, together with the Bylaws, Organizational Interlocal Agreement, and
Exhibits, represents the complete understanding of the Cooperative, and Cooperative
Member electing to participate in the Cooperative.
I
it. Notice. Any written notice to the Cooperative shall be made by first class mail,
postage prepaid, and delivered to the Associate Executive Director Financial
Planning, Texas Association of School Boards, Inc., P.O. Box 400, Austin, Texas
78767-0400.
12. Venue. This Agreement shall be governed by and construed in accordance with the
laws of the State of Texas, and venue shall lie in Travis County, Texas.
13. Warranty. By the execution and delivery of this Agreement, the undersigned
individuals warrant that they have been duly authorized by all requisite administrative
action required to enter into and perform the terms of this Agreement.
IN WITNESS WHEREOF, the parties, acting through their duly authorized representatives,
sign this Agreement as of the date indicated.
TO BE COMPLETED BY THE COOPERATIVE:
TEXAS LOCAL GOVERNMENT PURCHASING COOPERATIVE, as acting on behalf of all
other Cooperative Members
By:
Date: 1g
Gerald Brashears,_.Cooperative Administrator
TO BE COMPLETED BY COOPERATIVE MEMBER:
City of Denton
(Name of Local Government)
By Dater, Of~~
Signature of authorized representative of Cooperative Member
Michael A. Conduff,.City Manager _
Printed name and title of authorized representative
. Coordinator for the Cooperative Member is:
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Tom D. Shaw, C.P.M.
Name
901-B Texas Street
Street Address
Denton
City
Texas, 75208
(zip)
_ 940/349-7100
Telephone
940/349-7302
Fax
Tom.Shaw@cityofdenton.com
E-mail
• APPROVED AS 70 FO
CITY ATTORN
CITY OF DE , T S
BY:
1/5/2005
AGENDA INFORMATION SHEET
AGENDA DATE: February 1, 2005
Questions concerning this
DEPARTMENT: Materials Management acquisition may be directed
to Tom Shaw 349-7100
ACM: Kathy DuBose
SUBJECT
Consider adoption of an ordinance of the City Council of the City of Denton, Texas approving
the terms and conditions of an interlocal agreement between the Texas Local Government
Purchasing Cooperative, which sponsors the Buy Board Cooperative Purchasing Network;
providing for a cooperative purchasing program for goods and services; designating Tom D.
Shaw, C.P.M., Purchasing Agent, as official representative of the City of Denton relating to the
program; and providing an effective date (File 3293-Buy Board Interlocal Cooperative
Purchasing Agreement).
BACKGROUND
The Interlocal Cooperative Act, V.T.C.A. Government Code Chapter 791, authorizes respective
participating governments to enter into joint contracts and agreements for the purchase of
necessary materials, supplies and services.
Over the past several years, the City of Denton and other entities have entered into cooperative
purchasing agreements that have been highly beneficial to the taxpayers through anticipated
savings. The Agreement is an authorization to participate in contracts awarded by the Buy Board
Cooperative Purchasing Network for various goods and services. Any acquisition exceeding
$25,000 will be presented to Council for approval, prior to issuing a purchase order.
ESTIMATED SCHEDULE OF PROJECT
This Agreement is effective upon approval by the City of Denton City Council and will remain
in effect until terminated by either party.
RECOMMENDATION
Approve the interlocal agreement between the City of Denton and the Buy Board Cooperative
Purchasing Network.
PRINCIPAL PLACE OF BUSINESS
• Buy Board Cooperative Purchasing Network
Austin, TX
Agenda Information Sheet
February 1, 2005
Page 2
FISCAL INFORMATION
Each acquisition, based on this Agreement, will follow the City of Denton fiscal verification
policy and be charged to the appropriate budget account.
AGREEMENT INFORMATION
This Interlocal Agreement will allow the City of Denton to utilize contracts for supplies and
services competitively bid by the Texas Association of School Boards. In the past, we have
purchased such items as police sedans, tires, corrugated metal pipe, lubricants, oils, road
materials and other supplies from similar agreements.
The bid process followed by the Texas Association of School Boards, meets all State bidding
requirements and bid opportunities are extended to all manufacturers and suppliers statewide.
Designed in cooperation with an Advisory Board of local government purchasing officials, the
• Texas Association of School Boards pools the purchasing power of public agencies, achieves
bulk volume discounts on behalf of public agencies, competitively solicits quality products
through a lead public agency and provides a purchasing forum for public agencies statewide.
Buy Board is co-sponsored by the Texas Statewide Association of School Boards, Texas
Association of Counties, and the Texas Municipal League.
Respectfully submitted:
Tom Shaw, C.P.M., 349-7100
Purchasing Agent
1-A]S-File 3293 Buy Board lnterlocal Cooperative Purchasing Agcement