8.c)1) HGAC Buys Interlocal Contract for Cooperative Purchasing ��
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SCANDIA
sraff xenort
Date of Meeting: November 20, 2012
To: City Council
From: Kristina Handt, City Administrator
Re: HGAC Interlocal Contract
Agenda Item#: 8.c)1)
Background:
Scandia Fire and Rescue personnel have been researching the purchase of a new engine. They
have found that pricing may be most favorable through the Houston Galveston Area Council
Purchasing Cooperative(HGAC).
HGAC is a regional council of governments operating under the laws of the State of Texas and
governed by a board comprised of 35 elected officials from the 13 county region. The HGAC
Board cooperative purchasing program awards all contracts, which can then be made available to
local governments nationwide thru"HGACBuy". The Texas Interlocal Cooperation Act permits
joint participation by local governments, states, state agencies, and certain non-profit
corporations. Most states have interlocal cooperation authority or other joint power provisions
that allow participation in cooperative activities.
HGACBuy uses mass circulation,minority emphasis print media, and internet services to post
legal notices and bid solicitations. Therefore,posting of public notices to solicit bids and the
formal competitive bid process are satisfied through HGACBuy procedures. In order to join the
HGACBuy cooperative,the City needs to execute an interlocal agreement.
Over two dozen Minnesota cities have entered into an agreement with HGAC. HGAC has over
5,000 users nationwide.
Issue:
Should an Interlocal Contract for Cooperative Purchasing be approved with HGAC?
Proposal Details:
A copy of the contract is included in your packet. It is a standard contract used by HGAC and
many cities in the Twin Cities area.
Frequently Asked Questions (FAQs) :: HGACBuy Page 1 of 2
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�'� GENERALPURPOSE �� MFRASTRUCTURE COMMUNICATIONS � GROUNDS � PUBLIC EMERGENCY : CONSULTING �, EMERGENCV �
� 8 EMERGENCY EQUIPMENT& EQUIPMENT 8 1 FAGLITIES 8 � WORKS � E�UIPMENT& �: LEASING&STAFFING I PREPAREDNESS 8 .
. VEH�CLES �� SERVICES SERVICES � PARKS EQUIPMENT � EQUIPMENT SUPPLIES SERVICES '�, DISASTER RECOVERY
COOPERATNE �.
ENERGY
PURCHASING �.
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� Vou are here:Viome>Information About The Program>Frequenty Asked�uestions(FAQs)
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INFORMATION ABOUT THE PROGRAM
FREQUENTLY ASKED�UESTIONS(FA�S) I
Q:What is H-GAC?
A 1'he Houston-Galveston Area Council(H-GAC)is a regional council of govemments operating under the
laws of the State of Texas and governed by a board comprised of gs elected officials from the i3 county
region.The H-GAC Board awards all contracts,which can then be made available to local governments
nationwide ttw HGACBuy.
Q:How does HGACBuy work7
A:Government entities join by executing an Intedocal Contrac[to participate in HGACBuy.T}us document
sets out the conditions,requiremen[s and processes through which an entiry's purchase orders are received,
confirmed to contract and processed.
Q:Can my entity purchase through HGACBuy?
A:The Texas Intedocal Cooperation Act permits joint participation by local governments,states,state
agencies,and certain non-profit corporations.Most s[ates have interlocal cooperation authoriry or other
joint power provisions that allow participation in cooperative aMiviHes.
Q:I have to advertise for bida therefore I can't purchase thru HGACBuy.
A HGACSuy uses mass circulation,minoriry emphasis print media,and internet services to post legal
notices and bid solicitations.Therefore,posting of public notices to solicit bids and the formal competiHve
bid process are satisfiedthru HGACBuy procedures.
Q:What offier services are offered through the HGACBuy pmgram7
A:Researching produc[s,writing specificarions,holding pre-bid conferences,assisring with order
placement,wntac[ing vendor reps,helping to resolve order issues,and reviewing and certifying parchase
orders to confirm compliance with any specific HGACBuy wntract.
Q:What is the differeoce between HGACBuy and some other cooperatives?
A:HGACBuy is a unit of local government and a political subdivision of the State of Te�cas.The HGACBuy
Program is over 3o years old and specializes in high ricket,capital intensive products and services that
require technical,detailed specifications and extensive professiona]skills to evaluate bid responses.All
products offered through HGACBuy have been awarded by virtue of a public competitive process.There are
no aru�ual membership dues required to purchase ttuv HGACBuy.
Q:Nfiere do I find information on producta offered ffirough HGACBuy7
A:Access HGACBuy's web site at wvnv.hgacbuy.org for a complete lis[ing of produc[s with descripNons and
prices and/or contrac[ors and contac[s.
Q:What products are available thru HGACBuyT
A:Primarily,products that are u6lized in Public Safe[y,Public Works,and Communications,in addiHon to
professiona]consuhing,personnel and financing services.Awide variery of capi[al equipment is under
contract,and thru a unique feature of HGACBuy it can be customized through the use of published and
unpublished options to fit your speci6cations and requirements.
Q:Can I purchase on-lme?
A:Because of the nature of most of the produc[s and services we have under contnct,we prefer that you
speak with a contractor's representative and get a detailed price quote before placing an order.This is to
insure that you get what you want,configured like you want it.Use the HGACBuy website to for basic
information and to get the contractor's telephone and email address.After you receive your written
quotafion and have reviewed it,prepare your purchase order to the Contractor and farz a copy to HGACBuy.
Q:W6at does it wst to join HGACBuy?How is HGACBuy funded7
A HGACBuy is a self-funded"Enterprise Fund"government agency,self-supported thru an administrative
fee assessed to the cornractor.M"Order Processing Charge"(Administrative Fee)will appear on quotation
forms for purchases of motor vehicles in the State of Te�cas in accordance with State of Texas,Department
of Transportation,Division of Motor Vehicles requirements.
� Q:What are the benefita of HGACBuy7 I want to inform my elected officials md stsff:
A:We give you access to volume purchuing and discounts.•We put over 20o years of combined
purchasing esperience to work on your behalf.•We write technical specificaHons eliminate the need to hire
consultarts for that purpose.•We absorb[he costs associated with publishing legal notices.•We oHer you
an expedited prowrement process so you need not be delayed for months preparing specifications and
satisfying all of the other requirements for competitive bids and proposals.
For more information,contact us:
HGACBuy
3555�mmons lane;Suite�zo
http://www.hgacbuy.org/program/faq/default.aspx 11/13/2012
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HGACBuy �
A Govemment-ro-Government
CooperaMe Purchasing "My bol govemment may contnct or agree with one or more local gwemments
Program NIG under the terms of this Aa'.The nct was later amended to include"...a noo-profit
wrpontbn created and operated ro Drovide one or more gwemmental functions
and services:
Helping Governmentr Across the Country
B�Y �7aus Govemmerrt Code,riue�,cn.vte�ni)
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•HGACBuy is a nationwide purchasing pragnm established for HGACBuy�S R0�2:
the beneft of inember End Users.
•Our mission is to streamline gwernmental Dro<urement • Increased bidder response HGACBuy's role.is to condu4t pro,d ud research
procezses by eshblishing competkiveh Vri<ed contractstar and urveys,write technical speC�fications,
goodzandservices,aidingourmemberstoachievetheir • Efficientuseoftimeandresources Co� UCtpfC-bIdtO f¢fEn[ES,SOIICIt
bids�proposals,eva�uate re5ponses and
Pro��remene go,i:, recommend contrect awartls to H-GAC Board.
•Allunitsoflocalgovernment,indudingnon-D��torganuations • CompetitivelyBidContracts
providinggovernmeni functions and/w services are eligible to After contracts are awarded b�[the H-GAC
join us. • Effective a lication of ex ertise Board,HGACBuy prov'ides conTumation of
•Our contracts have been awarded byvirtue of a public pP p contrad pricing,ferms and conditions.
ompetitive purchasing process in campliance with local •Assures competitive Bid/Proposal
staNhs.
•We have been providing contracts for productz and services,for compliance �
over 35 years,to gwernmental and non-profit entities.
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Informallon and reQuest an .�ontrMor involccs End User for all
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End User emails,faaes or mails NOTE:MGA[Buy does not[ake title _
purdiase order along wkh quote to to any Droduct.Ownership passes
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to receive an"Order Confirmation". Users.
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�"'" ContnRon,�nd HGACBuy iLM.To e-rtwil staH,across the HGA�uy
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