Buy Board Program Director


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Buy Board Program Director

  1. 1. Steve Fisher, BuyBoard Program Director TAC 2008 Annual Conference
  2. 2. Cooperative Purchasing <ul><li>Statewide Cooperative (The Local Government Purchasing Cooperative) </li></ul><ul><li>Created pursuant to Interlocal Cooperation Act, Chapter 791, Texas Government Code, and under Section 271 Local Government Code </li></ul><ul><li>Sponsored by the Texas Municipal League, Texas Association of Counties, and Texas Association of School Boards </li></ul>
  3. 3. Cooperative Purchasing <ul><li>Coop governed by eleven member Board of Trustees (6 school, 3 city, and 2 county) </li></ul><ul><li>Currently represents 2500 entities. </li></ul><ul><li>County membership totals over 200 </li></ul><ul><li>Outside legal review in 2004 to review procedures and processes </li></ul>
  4. 4. Cooperative Purchasing <ul><li>Registered vendors/manufacturers total over 6300 </li></ul><ul><li>Over 650 awarded vendors in 25 general commodity groups </li></ul><ul><li>Service fee of 2% charged to the vendor for all products except vehicles </li></ul><ul><li>Flat fee per purchase order for vehicles: $400 for cars, light/medium/heavy trucks, $800 for ambulances and school buses, and $1500 for fire apparatus. </li></ul>
  5. 5. Cooperative Purchasing Annual Purchasing Volume
  6. 6. Cooperative Purchasing <ul><li>Rebated $1.77 million since 2006 </li></ul><ul><li>Rebate formula based on service fee paid </li></ul><ul><li>Cooperative Board approves total rebate amount </li></ul>
  7. 7. Cooperative Purchasing <ul><li>All contracts are competitively procured according to Texas law (Local Government Code, Sections 252, 262, and 271 plus Education Code 44.031 </li></ul><ul><li>Advertisements are placed in 10 newspapers that include: Abilene, Amarillo, Austin, Dallas, El Paso, Houston, Lubbock, San Angelo, San Antonio, and Wichita Falls </li></ul><ul><li>Term of contracts are three years with a few exceptions </li></ul><ul><li>Geographic options by designated boundaries </li></ul>
  8. 8. Cooperative Purchasing <ul><li>Proposal/Bid Process </li></ul><ul><ul><li>Advertisements are placed in the designated 10 newspapers </li></ul></ul><ul><ul><li>Registered vendors receive notice via email, fax and phone </li></ul></ul><ul><ul><li>Proposal documents are posted to the Internet </li></ul></ul><ul><ul><li>Response is received in hard copy, sealed bid fashion </li></ul></ul><ul><ul><li>Tabulation, analysis, and recommendation is made to the Cooperative Board </li></ul></ul><ul><ul><li>Board makes awards </li></ul></ul><ul><ul><li>Proposal tabulations are posted to the Internet </li></ul></ul><ul><ul><li>Pricing and contract information is loaded and posted to the BuyBoard. </li></ul></ul>
  9. 9. Cooperative Purchasing <ul><li>Proposal/bid award methodology </li></ul><ul><ul><li>Single Awards </li></ul></ul><ul><ul><ul><li>Best value based on cost, delivery, past performance, reputation, etc. </li></ul></ul></ul><ul><ul><li>Catalog Awards </li></ul></ul><ul><ul><ul><li>Discount from catalog or published list price </li></ul></ul></ul><ul><ul><ul><li>Award made by manufacturer or dealer </li></ul></ul></ul><ul><ul><ul><li>Multiple award </li></ul></ul></ul><ul><li>Competitive analysis is made with other federal or state term contracts, cooperative contracts or individual bids </li></ul>
  10. 10. Cooperative Purchasing <ul><li>Benefits of Cooperative Purchasing </li></ul><ul><ul><li>Compliance with state laws </li></ul></ul><ul><ul><li>Competitive pricing </li></ul></ul><ul><ul><li>Vendor sourcing </li></ul></ul><ul><ul><li>Shortens procurement cycle </li></ul></ul><ul><ul><li>Reduces administrative time and costs </li></ul></ul>
  11. 11. Cooperative Purchasing <ul><li>What is the BuyBoard? </li></ul><ul><ul><li>The BuyBoard is the combination of The Local Government Purchasing Cooperative and an Internet purchasing application </li></ul></ul><ul><ul><ul><ul><li>The Cooperative provides the legal mechanism by utilizing Interlocal Agreements for entities to purchase goods and services jointly </li></ul></ul></ul></ul><ul><ul><ul><ul><li>The BuyBoard provides the mechanism to share pricing and contract information via the Internet and to automate the procurement process </li></ul></ul></ul></ul>
  12. 12. BuyBoard Application <ul><ul><li>Single source access to thousands of products from hundreds of vendors, all competitively bid. </li></ul></ul><ul><ul><li>Defined security roles (Shopper, Purchaser, Approver, and Releaser). </li></ul></ul><ul><ul><li>Entity established approval routes. </li></ul></ul><ul><ul><li>Real time reporting and tracking of requisitions and purchase orders. </li></ul></ul><ul><ul><li>Request for quote (RFQ) option for volume purchases. </li></ul></ul>
  13. 13. Commodities and Products <ul><li>Athletic, Physical Education Supplies and Equipment </li></ul><ul><li>Audio Visual Equipment & Supplies </li></ul><ul><li>Automotive Products and Supplies </li></ul><ul><li>Awards & Trophies </li></ul><ul><li>Building Maintenance, Repair and Operation Supplies and Equipment </li></ul><ul><li>Computer/Technology/Software Supplies & Equipment </li></ul><ul><li>Custodial Supplies & Equipment </li></ul><ul><li>First Aid, Medical Supplies and Equipment </li></ul><ul><li>Floor Covering & Sports Surfaces </li></ul><ul><li>Food Services Supplies & Equipment </li></ul><ul><li>Furniture- Office, School & Library </li></ul><ul><li>General Construction/Road and Bridge Equipment </li></ul><ul><li>Ground Maintenance Supplies and Equipment </li></ul><ul><li>Instructional & Teaching Aids Supplies & Equipment </li></ul><ul><li>Job Order Contracting & Underground Asset Renewal </li></ul><ul><li>Library/Instructional Books and Supplies </li></ul><ul><li>Modular Buildings/Ramp Systems </li></ul><ul><li>Music & Theater Supplies & Equipment </li></ul><ul><li>Office Supplies and Equipment </li></ul><ul><li>Paper & Toner Products </li></ul><ul><li>Parks & Recreation Supplies and Equipment/Sports Lighting </li></ul><ul><li>Public Safety/Police/Fire/EMS Supplies & Equipment </li></ul><ul><li>Public Works Supplies & Equipment </li></ul><ul><li>Uniforms & Clothing Apparel </li></ul><ul><li>Vehicles/Trucks/Buses & Trailers </li></ul><ul><li>Water Treatment Supplies/Equipment </li></ul>
  14. 14. Cooperative Membership <ul><li>Membership Requirements </li></ul><ul><ul><ul><li>Interlocal Agreement </li></ul></ul></ul><ul><ul><ul><li>Interlocal Agreement is perpetual, never requires additional action </li></ul></ul></ul><ul><li>Membership is Free </li></ul>
  15. 15. Checkout the BuyBoard… <ul><li>Internet Address: </li></ul><ul><li>For a demo click: </li></ul><ul><li>Questions regarding the BuyBoard call: </li></ul><ul><li>1-800-695-2919 </li></ul>