1995-239AN ORDINANCE AUTHORIZING THE CITY MANAGER TO EXTEND AN INTERLOCAL
AGREEMENT WITH THE COUNTY OF DENTON TO AUTHORIZE PARTICIPATION IN
VARIOUS DENTON COUNTY CONTRACTS FOR THE PURCHASE OF VARIOUS GOODS
AND SERVICES; AUTHORIZING THE EXPENDITURE OF FUNDS; AND DECLARING
AN EFFECTIVE DATE:
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. That the City Manager is hereby authorized to
execute the attached agreement, a copy of which is attached hereto
and incorporated by reference herein.
SECTION II. That the City Manager is authorized to expend
funds pursuant to the agreement for the purchase of police
vehicles.
SECTION III. That this ordinance shall become effective
immediately upon its passage and approval.
PASSED AND APPROVED this the~/~ day of~~_, 1995.
BOB CASTLEBERRY, MAYO ~
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM:
HERBERT L. PROUTY, CITY ATTORNEY
BY: ~*
I~ERLOCA~. DOC
DATE: NOVEMBER 21, 1995
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: INTERLOCAL AGREEMENT COOPERATIVE PURCHASING BETWEEN
CITY OF DENTON AND DENTON COUNTY FOR POLICE SEDANS
RECOMMENDATION: We recommend this ordinance be approved for the continuation
of the cooperative agreement for purchasing of supplies and services between the
City of Denton and Denton County.
S~RY: The authority for one entity to purchase for another or for one entity
to "piggy back" the contracts of another is permitted in Chapter 791 of the Texas
Government Code, the Interlocal Cooperation Act.
Approval of this ordinance and continuation of the attached interlocal agreement,
would allow the City of Denton to utilize Denton County Contracts for supplies or
services if advantageous to the City. Under the terms of the Interlocal Cooperation
Act the strictest bidding procedures of the entities involved must be foliowed.
At this specific time our intent is to "piggy back" the contract established by Denton
County for the acquisition of Police Patrol Sedans.
In October of 1995 Denton County established a minimum specification and solicited
bids from numerous prospective bidders. The County received nine responsible
bids. The lowest bidder was Hilitop Ford in Denison in the amount of $17,668.00
plus $1,122.00 of listed options or $18,790.00 per vehicle. Total award for our 9
vehicles would be $169,110.00. This is $638.00 less than the State of Texas bid for
a comparable unit ($18,306.00 plus options).
Adding to the importance of approval of this interlocal agreement extension is the
notification received in October 1995 from Ford Motor Co. that they will not except
orders for police sedans beyond November 27, 1995.
Our normal schedule for bidding police sedans is in February for March award by
Council and a May delivery. Due to the early build out by Ford this schedule is not
possible to meet. Our only option other than the Denton County Contract is to
purchase from the State at the $638.00 higher price, times nine units for a $5,742.00
additional cost.
Approval of the continuation of this interlocal agreement will allow the City of Denton
to acquire 1996 Ford Crown Victoria Police Sedans meeting our specifications and
delivery needs at a substantial savings to the City.
The Denton County bid tabulation sheet indicates local dealers were extended an
opportunity to bid.
CITY COUNCIL REPORT
NOVEMBER 21, 1995
PAGE 2 of 2
SUMMARY (CON'T):
Council approved this interlocal agreement on February 1, 1994. We acquired the
past two years police sedans in this same manner.
This action further demonstrates the advantage of City and County cooperation in
the best interest of the tax payers.
BACKGROUND: Tabulation Sheet, Cooperative Purchasing Agreement.
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED: Police Patrol Division,
Motorpool Operations, Denton County and Citizens of Denton.
FISCAL IMPACT: The acquisition of nine (9) police sedans will be funded from Motor
Pool Internal Lease Funds. Total amount for this purchase is $169,110.00.
The prices for Police sedans have increased approximately $3,000.00 per unit since
General Motors and Chrysler no longer manufacture a four door rear wheel drive
vehicle designed for Police activities.
Note: Each of the vehicles being replaced has been in the Police Patrol Fleet a
minimum of 36 months and they average near 75,000 actual miles plus considerable
engine idle time. The best of the group will be reassigned to other departments for
lighter duty use. The others will be sold at public auction.
peetfully submitted:
Lloyd V. Harrelg
City Manager
Approved:
Name: Tom D. Shaw,C.P.M.
Title: Purchasing Agent
657 .A~enda
OPTIONS SELECTED
4 Wheel Anti-lock brake system
Cruise control (includes power door locks)
Front seat only power door lock control
Police radio interference suppression package
Auxiliary fuse panel
Cloth front seat with vinyl rear seat
Pillar mounted spotlight
Inoperative courtesy lamp switches
Header mounted map light
Floormates (rubber)
ORIGINAL
THE STATE OF TEXAS '
COUNTY OF INTERLOCAL AGREEMENT
COOPERATIVE PURCHASING AGREEMENT
This agreement is made on the f day of ~ bt,w}/, 1994, between The Ci_ty of Denton,
State of Texas, and the County of Denton, Texas.
In consideration of the mutual covenants contained herein and pursuant to the authority permitted
under Chapter 791 of the Texas Government Code, the Interlocal Cooperation Act, City of Denton and
Denton County agree as follows:
I.
Purpose
The City of Denton wishes to enter into this Interlocal Agreement to authorize participation in
various Denton County contracts for the purchase of various goods and services. The participation in
this cooperative program will be highly beneficial to the taxpayers through the anticipated savings to
be realized.
II.
Duration of Agreement
This agreement, which terminates as of its effective date, all prior agreements, written or oral,
between the parties concerning the same services/materials, shall become effective on
1994, and shall continue in full force and effect thereafter until terminated by either party on thirty (30)
days written notice to the other.
III.
Relationship of Parties
The parties intend that the entity, 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 of Denton, its agents, employees, volunteer help or any other
person operating under this contract shall be considered an agent or employee of Denton County and
shall not be entitled to participate in any pension plans or other benefits that Denton County provides
its employees.
Should County determine to advertise for the purchase of certain goods or services, and offer
to the City the option to purchase such goods or services and City wishes to participate in such bid,
then:
1. The County shall advertise for the purchase of such goods or services in compliance with
all applicable State bidding statutes.
2. The City shall make payment for the purchase of such goods or services directly to the
lowest responsible bidder from current revenues available for such purchase.
3. The City shall receive all warranties provided by the successful vendor for the goods or
services the City determines to purchase.
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