Ordinance 3781-20 - Laserfiche WebLink

STANDARD PROCUREMENT POLICY & FEDERAL EMERGENCY CONTRACTING B. Joint Procurements. To foster greater economy and efficiency, the City may enter into inter-entity agreements to conduct joint procurements. A "joint procurement" is a method of contracting in which two or more non-federal entities agree to use a single solicitation document and enter into a single contract with a supplier for delivery or goods or services in a fixed quantity, even if expressed as a minimum or total maximum. This is typically done to obtain advantages unavailable for smaller procurements. Ajoint procurement is distinct from a purchasing schedule. The entity responsible for undertaking the joint procurement may, upon award of the contract, assign to other participants responsibilities for administering those parts of the contract affecting their goods or services. Participation in a joint procurement, however, does not relieve the City from the requirements and responsibilities it would have if it were procuring the goods or services itself, and does not relinquish responsibility for the actions of the participants merely because the primary administrative responsibility for a particular action resides in another entity other than the City. A "joint procurement" is not a piggybacked contract. The City may not contract for work funded in whole or in part by Federal funds under another entity's agreement through assignment. Doing so is considered impermissible "piggybacking" and falls short of the Federal procurement standards. Note that "joint procurements" and "piggybacking" are distinct from work performed under a mutual aid agreement. C. Cooperative Purchasing. Cooperative purchasing programs are a type of cooperative arrangement where businesses, non-profit organizations, and/or governmental entities agree to aggregate their demand for certain goods or services to get lower prices from a selected supplier. Entities typically sign up to use a cooperative purchasing program through a cooperative purchasing agreement, and program membership gives the entities access to lists of agreements or contracts for goods and services at pre-negotiated rates or prices. Typically, the member then accomplishes the actual purchase of goods or services by negotiating with participating suppliers and placing purchase orders or entering into contracts based on the rates or prices listed in the cooperative purchasing program's agreements or contracts with suppliers. Cooperative purchasing is distinguishable from joint procurements in that the solicitation in a joint procurement is not drafted for the purposes of accommodating the needs of parties who did not participate in the initial solicitation, but who later choose to participate in the benefits of the contract. Federal Emergency Management Agency (FEMA) has advised applicants for disaster assistance grants to exercise caution in utilizing contracts through cooperative purchasing programs for FEMA-eligible work. FEMA will closely scrutinize the use of such contracts in applications for funding. D. Price Adjustment Monitoring. The assigned Procurement Professional will monitor the pricing for any pre-event contract(s) and will solicit updated pricing proposals when market conditions, cost analysis, or other factors indicate that such solicitation might be in the best interest of the City. Page 23 of 57