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HomeMy WebLinkAboutR-2011-072 Intergovernmental Cooperative Purchasing Agreement with the State of Texas; Dept of Information Resource RESOLUTION NO. R- 2011 -72 A RESOLUTION authorizing the execution of an Intergovernmental Cooperative Purchasing Agreement with the State of Texas, acting by and through the Department of Information Resource WHEREAS, the City of Yakima and the Department of Information Resources desire to arrange for making cooperative purchases of certain goods and services; and the City Council of the City of Yakima deems it to be in the best interests of the City that such an arrangement be carried out according to the provisions, terms and conditions of the attached agreement document and that it is in the best interests of the City that the attached agreement document be executed, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: Section 1. The City Manager and City Clerk of the City of Yakima are hereby authorized and directed to execute an agreement with the Department of Information Resources for the purpose mentioned above, a copy of which agreement, entitled "Interlocal Cooperation Contract," is attached hereto and by reference made a part hereof. ADOPTED BY THE CITY COUNCIL this 17 day of May, 2011. 4 1 )co k Micah Cawley, Ma or ATTEST: City Clerk e &th // q gg9( 7044 20 // - DIR No: DIR -SDD -ICS INTERLOCAL COOPERATION CONTRACT for Information Resources Technologies THIS INTERLOCAL COOPERATION CONTRACT is entered into by and between City of Yakima [DIR Customer] and the STATE OF TEXAS, acting by and through the DEPARTMENT OF INFORMATION RESOURCES, 300 West 15 Street, Suite 1300, Austin, Texas 78701 [DIR], pursuant to the authority granted and in compliance with the provisions of the Interlocal Cooperation Act, Texas Government Code, Chapter 791 for Texas based Customers and Section 2054.0565, Texas Government Code, for out of state Customers. I. STATEMENT OF PURPOSE: The purpose of this Interlocal Cooperation Contract [Contract] is to allow DIR Customer to purchase information resources technologies through DIR Contracts. II. CONSIDERATION: a. Per the Interlocal Cooperation Act, Texas Government Code, § 791.025, or other applicable law, the DIR Customer satisfies the requirement to seek competitive bids for the purchase of goods and/or services. b. DIR agrees to provide to DIR Customer those information resources technologies available through existing Vendor contracts and Vendor contracts that DIR may enter into during the term of this interlocal cooperation contract, in accordance with specifications submitted through purchase orders from Customer. All DIR Vendor contracts shall be made available to the DIR Customer via the DIR internet web site. DIR Customers utilizing the GO DIRect contracts shall issue a Purchase Order directly to the relevant Vendor. DIR Customers utilizing a DIR Contract for which DIR is the fiscal agent, the DIR Customer's Purchase Order shall be issued to DIR. c. DIR Customer agrees to notify DIR of any substantial problems in quality or service in relations with a vendor under a DIR vendor contract. III. PAYMENT FOR GOODS AND SERVICES: a. DIR Customer shall comply with Chapter 2251, Texas Government Code, or applicable local law, in making payments to the Vendor. Payment under a DIR Contract shall not foreclose the right to recover wrongful payments. b. Payments must be made from current revenues available to DIR Customer and authorized by its governing board. c. DIR Customer agrees to pay the rates and /or prices set by DIR with its vendors. DIR Customer understands these rates and/or prices include a DIR administrative fee. d. All purchases executed under a DIR Contract will require a DIR Customer purchase order. Departnzent of Information Resources Page 1 of 3 (DIR rev 01/02/07) IV. TERM OF CONTRACT: This Interlocal Cooperation Contract shall begin when fully executed by both parties and shall continue until terminated [choose a specific number of months or state, "until terminated." and then delete this instruction] _ Either party, upon written notice, may terminate this contract on thirty (30) days advance written notice. Customers shall pay for all goods ands services received through the effective date of termination. V. GOVERNING LAW AND OTHER REPRESENTATIONS: DIR Customer: [ ] Unit of Texas Local Government hereby certifying that is has statutory authority to perform its duties hereunder pursuant to Chapter , Texas Code. [X] Non -Texas State agency or unit of local government of another state hereby certifying that it has statutory authority to enter in to this Interlocal Agreement and perform its duties hereunder pursuant to Revised Code of Washington Title 39 Chapter 34 (RCW 39.34). VI. CERTIFYING FUNCTION: Department of Information Resources: acting as the owner of the DIR Contracts hereby certifies the eligibility of the DIR Customer to use the DIR Contracts. VII. TERMS AND CONDITIONS FOR OUT OF STATE DIR CUSTOMERS: SELECTIONS PER THE GOVERNING LAW OF THE OUT OF STATE DIR CUSTOMER: 1. DIR Customer's use of the DIR Contracts shall be governed by the law of the State of Washington, excluding the conflicts of law provisions. 2. Exclusive Venue for litigation arising from use of the DIR Contracts is in the courts of the State of Washington in and for the City of Yakima. 3. . -- -. - -. , the DIR Customer on this topic, or attach a hard copy of procedures to the document) Department oflnformation Resources Page 2 of 3 (DIR rev 01/02/07) This Interlocal Cooperation Contract is executed to be effective as of the date of the last party to sign. Entity Name �j� Authorized By: %��'"�' G�0) ( ' CITY CONTRAC r NO._ - RESOLUTION NC R- 11-wa Name: Michael A. Morales Title: Acting City Manager Date: �/ 8/l / THE STATE OF TEXAS, acting by and through the DEPARTMENT OF INFORMATION RESOURCES Authorized By: y .1 Name: Cindy Reed Title: Deputy Executive Director Operations & Statewide Technology Sourcing Date: 14 Legal: / // tY ( 1 1 Department of Information Resources Page 3 of 3 (DIR rev 01/02/07) BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. * 11 For Meeting of 05/17/11 ITEM TITLE: Intergovernmental Cooperative Purchasing Agreement with the State of Texas, acting by and through the Department of Information Resource SUBMITTED BY: Michael Morales, Acting Assistant City Manager CONTACT PERSON/TELEPHONE: Colleen Bailey, Purchasing Buyer — 576 -6787 SUMMARY EXPLANATION: Staff respectfully requests approval of an agreement authorizing the City of Yakima and the Department of Information Resource, to arrange joint cooperative purchases of certain goods and services. Pursuant to Chapter 39.34 RCW Interlocal Cooperation Act, the City of Yakima has requested this agreement be administered in order to piggy -back off Department of Information Resources contracts. The Department of Information Resources in turn, will be authorized to piggy -back off City of Yakima contracts. This agreement shall remain in effect until canceled by either party. Resolution X Ordinance _ Other (Specify) Contract X Mail to (name and address): Funding Source: N/A APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Adopt a Resolution to authorize and execute an Intergovernmental Cooperative Purchasing Agreement with the Department of Information Resources. BOARD /COMMISSION RECOMMENDATION: COUNCIL ACTION: • • ICT Co -Op Contracts Program Overview Page 1 of 2 • • 411 All I Enter Search Criteria 1 „j ,.. ! ©f >' Home Co -op Contracts Texas.gov Security DCS CTS IT Leadership About DIR Contact Us + i i 1 C a °i A � X 40$41 ai 6Zf r' S. 40 c 7 I �f M '� }f tr�. Lr 'f4#rc v i l on racts f t'„ k �+S T�, "y dr vx w Y,# .st," a iy 3� • X +� ` �I* I tl � a hic "'T echnoIogy r it I r Yet' x e r ji. � i sm rah • �{ rnr r i, ,,M � R�,Ti A nology Buymg Power t oda y y Co -op Contracts > Program Overview Program Overview- CT Co -op Contracts Program Overview Contracting Process DIR's Information and Communica •• • - • ogy (ICT) Cooperative (Co -op) Contracts program - Customer Eligibility ' formerly Known as o •IRect) is a streamlined cooperative purchasing program for state and local government, Resources for Customers public education and other public entities in Texas, as well as public entities outside the state. Outside Texas We currently offer more than 750 cooperative purchasing contracts for technology products and services including Purchasing Process hardware, software, staffing services, maintenance and other ICT services with a high customer demand such as Purchasing Resources managed services and technology training. • Search ICT Products & $1 Billion in Sales, $170 million in Taxpayer Savings Services • ' Current Contracting We leverage the state's purchasing power to negotiate competitive discounts with vendors, saving taxpayer money. Initiatives In fiscal year 2009 we reached over $1 billion in technology sales, which translates into savings of more than $170 p_IRect Compare million* for taxpayers: • Yendgr Resources. • K -12 public education institutions saved more than $53 million* • Cities, counties and other local governments across Texas saved $38 million* 411 • • Public universities and other higher education institutions saved more than $27 million* • Texas state agencies saved over $50.5 million* Every dollar our customers save on the purchase of technology goods and services is a dollar that can be spent on mission - critical services such as education and health care. Who Are Our Customers? • Any Texas state, county or local government office and public education entity - no matter how small - can • participate in the ICT Co -op Contracts program. Public entities outside the state of Texas may also use our program (more details here). While Texas state agencies are required to use our services, our others customers do so . voluntarily because of the tremendous savings we offer on technology purchases. The following chart shows the current distribution of our customers: • Other Out of State State • Local Agencies Government �f • Local Government - 53% ;',:•' ,,;`?r - Education • Education (Higher Ed & K -12) - 41% • State Agencies - 5% • Other (Asst. Org & Out of State) - Less than 1% • • • Review our customer eljci ibility requirements to see if -your organization qualifies for participation in the ICT Co-op Contracts program. For Purchasers; Why Buy From ICT Co -op Contracts • Save Time. All contracts have been competitively bid so you no longer have to prepare competitive solicitations or evaluate responses. DIR has done the time- consuming procurement work for you and has • negotiated discounts on hundreds of products and services. State Statute TEX.GOVT CODE 2054.0565 states that the ICT Co -op Contracts program meet the competitive requirements for all governmental entities. • Save Money. We leverage the volume buying power of the state of Texas to negotiate competitive pricing, • http://wwvv2.dir.state.tx.us/ict/overview/Pages/overview.aspx 5/10/2011 ICT Co -Op Contracts Program Overview Page 2 of 2 which translates into big savings for.your organization. You can negotiate even deeper discounts based on large volume purchases. • Choose from a Wide Selection. DIR usually awards multiple contracts for each product /service RFO so that you have a choice. At 500+ contracts and growing, we have the products and services you are looking for. Choose from 20+ brands of computers, 1000+ titles of software, 25+ brands of printers, and much more, all available from multiple vendors. • • Experience the Convenience. The new and improved products and services search makes the buying process easy. You can browse by product type and subtype, vendor, brand or HUB to locate the products you need. When you are ready to make a purchase, we connect you directly to the vendor with information on pricing, ordering process and other details. • Read more about customer eligibility, including information for customers outside Texas. For Vendors: Why Participate i the ICT Co -op Contracts Program • Save time and money. Our vendors rarely need to respond to individual bid invitations or negotiate contracts because we have already completed the competitive bid process required by the state. • Get access to our large and growing customer base. All state agencies, cities, counties and other local • governments, public school districts and public colleges and universities are eligible to purchase through the ICT Co -op Contracts program. • Gain public sector business development opportunities. Once you are awarded a contract, you have the potential to expand your business with our customer base. You will also have the opportunity to market your product/services at DIR- sponsored tradeshows and gain exposure through our web site. Read more on how to become a vendor. "DIR calculates savings based on the difference between the DIR price and the price available from other cooperative programs in other states. Additional value (soft costs) not included in the calculation are: - Time /Salary Savings associated with streamlined procurement process - Additional services or benefits such as "free training" - Improved performance standards and accountability requirements • Capitol Co lex Directoy pocumentLbraa FAOs Dept. of Information Resources Statewide Search SAO Fraud Reporting Site Policies 300 W 15th St. Ste 1300 Sponsored Sile5 Homeland _S3SUnty ate_m_ Austin, TX 78701 MAP Planned Procurement Schedulk Sunset R Notification Job Postings (512) 475 -4700 Horne Co -op Contracts Texas.gov Security DCS CTS IT Leadership About DIR Contact Us © Department of Information Resources 2010 • • • • http: / /www2.dir.state.tx.us /ict/overview /Pages /overview.aspx 5/10/2011 Customer Eligibility • Page 1 of 1 • = :.;.. 411 Ali i;'�' Enter Search Criteria ' Home Co -op Contracts Texas.gov Security DCS CTS IT Leadership • About DIR Contact Us � i�I, 1 1 4 �.+?'�i t_ ,, ia1 J ia s.44P t .. . 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X 15 f/ ''n iL t MFf �s,., io r � a n T '�,rn o logy<. { t l ! f `l.-• �I: ) S ! i 1 ? 4 1 `�` s 3 5 13"'YH' �" � ta s ,asr a ,. l `� �'�x'�' r E -i k w . � ? c� Ed � + � J� r a I4 41� � f your Technology Buying Power todayvi '1 • Co -op Contracts > Program Overview > Customer Eligibility • • Program Overview Customer Eligibility Contracting Process Customer Eligibility Eligible customers who can purchase technology products /services through the ICT Cooperative Contracts Program include: Resources for Customers • Outside Texas • Texas State Agencies, as defined by Texas Government Code, Section 2054.003 (13) Purchasing Process Purchasing Resources • Units of Local Government, as defined by Texas Government Code, Section 2054.003 (9) Search ICT Products & o Cities Services o Counties Current Contractin o Public school districts • Initiatives DIRect_Compare - o Municipalities • Vendor Resources o Special Purpose Districts • Institutions of Higher Education, as defined by Texas Education Code, Section 61.003 • Assistance Organizations, as defined by Texas Government Code, 2175.001 DIR utilizes the eligibility for Assistance Organizations as determined by the Texas Comptroller of Public Accounts or the Texas Facility Commission (TFC). For information on establishing eligibility, please refer to - !::u. ^ r _ 's CO -OP Durchasi . ■: •.ram uidelin- or to the TFC program eligibility page. • Public entities outside Texas, as defined by exas Government Code, Section 2054.0565 • View Resources for Customers Outside Texas f.; more information on procuring technology through DIR. •u have any questions, .le. - •c us. Resources • If you are interested in purchasing communications technology services through the Tex -AN contract of the Communications Technology Services (CTS) division of DIR, please visit Tex AN Eligibility Requirements. • • _Capitol Com IQex Directory Document Ltbray FAOs Dept. of Information Resources Statewide Search SAO Fraud Reporting Site Policies 300 W. 15th St. Ste. 1300 Spansgred_Sites Homeland seckvitx Site Map Austin, TX 78701 MAP Planned Procurement Schedule - Su et Rewew No ifiGation Job Postings (512) 475 -4700 Home Co -op Contracts Texas.gov Security DCS CTS IT Leadership About DIR Contact Us • © Department of Information Resources 2010 • • http: / /www2.dir.state.tx.us /ict/ overview /Pages /customereligibility.aspx 5/10/2011 Contracting Process Page 1 of 1 . au <•_ "u ` l Enter Search Criteria 1 Goa. '? P ; Ali Home Co -op Contracts Texas.gov Security DCS CTS IT Leadership About DIR Contact Us 40 "xr ci , u w.4`itt�rr4?(^ � , '? i' ..r • '{(vine i I t 4 °41 � �r '�� � �{ �4 i�(' 3 Jd'rf 4 € hk..+ ` , i .h a r + s'r � �r�, I r 8 r� iu L nm atians T chno ogy ; ft r �3 t ' c � „Wig" _ v ' I �s +..tl•,. � s o x x ay �' � ....; $ } i - ,£ ta(: n r e 611 : 01110lagy Bu+�mg Power tod t. `T 3��' t� � �' +t t ,f . ,�. ' i '� ' r • _n. �: 6�t.. ("�,�.� .t,fxE. �.ts',1 � �,. - ,. . •'1:5 �. .,. rt�,� r.:�,:,.;r Co - op Contracts > Program Overview > Contracting Process • • Program Overview ontracting Process and CPS Organizational Structure Contracting Process Customer Eligibility The Contracting and Procurement Services Division (CPS) is responsible for the information and communications technology (ICT) cooperative contracts established for use by state agencies and local governments. These Resources for Customers contracts feature volume discounts not generally available to individuals or single institutions. Outside Texas Purchasing Process The ICT Co -op Contracts program creates savings for taxpayers by aggressively leveraging the state's buying power to lower prices and obtain the best value. We release bid opportunities when sufficient customer demand exists. Purchasing Resources Search ICT Products & ICT cooperative contracts are established using the following competitive bid process: Service Curren_C_ontractinq • We post a Request for Offers (RFO) on the Electronic State Business Daily (ESBD) Initiatives • Vendors submit proposals to DIR by the required deadline DlRect Compare • We evaluate vendor responses Vendor Resources • Highest scoring vendors are sent an invitation to negotiate • After successful negotiations, contracts are awarded for a specified term • We strive to award multiple contracts to allow choice for customers CPS Organizational Structure CPS is divided Into two teams: Establishment and Performance. The Establishment team provides the following functions: • RFO Development • RFO Advertising • Vendor Response Evaluation • Contract Negotiation and Award The Performance team provides the following functions: . • Contract Administration • Vendor Performance Management • Contract Amendment Drafting and Execution • Customer Inquiry Management • If you have any questions, please consult the ICT Co -op Contract contact list. Capitol Compl Lail P9SUment Library FAOs Dept. of Information Resources Statewide Search SAO Frr u.d.Reportma Site Pctlisies 300 W. 15th St. Ste. 1300 Sponsored Sites Homeland Security Site Map Austin, TX 78701 MAP PlAn 1�Prs urement S hc�dule %,inset Review Notificapcn )ob Postings (512) 475-4700 Home Co -op Contracts Texas.gov Security DCS CTS IT Leadership About DIR Contact Us • © Department of Information Resources 2010 • http: / /www2.dir. state. tx. us /ict/ overview /Pages /contractingprocess.aspx 5/10/2011