introduction to cooperative purchasing and hgacbuy t he h-gac cooperative purchasing program
DESCRIPTION
Introduction to Cooperative Purchasing and HGACBuy T he H-GAC Cooperative Purchasing Program. What is Cooperative Purchasing?. Consortium or Group Buying pooling the purchasing needs to achieve better value through: Lower prices Increased response Efficient use of time & resources - PowerPoint PPT PresentationTRANSCRIPT
Introductionto
Cooperative Purchasingand
HGACBuy
The H-GAC Cooperative Purchasing
Program
Introductionto
Cooperative Purchasingand
HGACBuy
The H-GAC Cooperative Purchasing
Program
What is Cooperative Purchasing?What is Cooperative Purchasing?
• Consortium or Group Buying pooling the
purchasing needs to achieve better value
through:
– Lower prices
– Increased response
– Efficient use of time & resources
– Effective application of expertise
• Consortium or Group Buying pooling the
purchasing needs to achieve better value
through:
– Lower prices
– Increased response
– Efficient use of time & resources
– Effective application of expertise
Models of Cooperative PurchasingModels of Cooperative Purchasing
3-Types
Collaborative Model
Third-Party Model
Hybrid Models
3-Types
Collaborative Model
Third-Party Model
Hybrid Models
Collaborative ModelCollaborative Model
• Multiple entities join together
• Use of joint bids
• Lead agencies take turns bidding
• Use of standardized specifications
• Commodity procurement more common
• Better done locally or regionally
• Multiple entities join together
• Use of joint bids
• Lead agencies take turns bidding
• Use of standardized specifications
• Commodity procurement more common
• Better done locally or regionally
Third-Party ModelThird-Party Model
• One entity bids term contracts
• All other entities purchase off the contracts
• The third-party may not be a user
• Flexibility through multiple configurations
• Less input from end user agencies
• Third-party may charge fee for operations
• One entity bids term contracts
• All other entities purchase off the contracts
• The third-party may not be a user
• Flexibility through multiple configurations
• Less input from end user agencies
• Third-party may charge fee for operations
Hybrid ModelsHybrid Models
• Combines aspects of Collaborative &
Third-party models
• Use of host entity
• Use of shared responsibilities through lead
agencies
• Piggy-backing is less formal
• Combines aspects of Collaborative &
Third-party models
• Use of host entity
• Use of shared responsibilities through lead
agencies
• Piggy-backing is less formal
Model ComparisonModel Comparison
Collaborative Model• Administrative work
shared• No fees• Specific purchase• Local/regional based• More member control
Third-party Model
Collaborative Model• Administrative work
shared• No fees• Specific purchase• Local/regional based• More member control
Third-party Model
• Host program handles administration
• Typically charges fees• Blanket/term
contracts• Not locally tied• Less control over
procurement process
• Host program handles administration
• Typically charges fees• Blanket/term
contracts• Not locally tied• Less control over
procurement process
Analyzing a Cooperative Purchasing ProgramAnalyzing a Cooperative Purchasing Program
• Decisions must be made on which
cooperative contract to utilize
– Procurement process
– Fees
– Structure of program
– Flexibility
• Decisions must be made on which
cooperative contract to utilize
– Procurement process
– Fees
– Structure of program
– Flexibility
WHAT IS H-GAC?WHAT IS H-GAC?• The Houston-Galveston Area Council is a
Council of Governments and a Political Sub-division of the state of Texas.
• H-GAC began with an Interlocal Agreement between 13 Gulf Coast Counties primarily to supply planning services to their region.
• The agency operates under the direction of a Board of Directors made up of 36 elected officials.
• The Houston-Galveston Area Council is a Council of Governments and a Political Sub-division of the state of Texas.
• H-GAC began with an Interlocal Agreement between 13 Gulf Coast Counties primarily to supply planning services to their region.
• The agency operates under the direction of a Board of Directors made up of 36 elected officials.
What is the H-GAC Cooperative Purchasing Program?What is the H-GAC Cooperative Purchasing Program?• Thirty three years ago, the Board of Directors
decided that purchasing services were needed to help the region to keep pace with the regional growth surge that was outpacing the local governments’ capabilities.
• In 1971, the Texas legislature passes the Interlocal Cooperation Act to promote activities among local governments across Texas
• In 2001, legislation was passed to amend the “act” to allow for nationwide participation in the program.
• Thirty three years ago, the Board of Directors decided that purchasing services were needed to help the region to keep pace with the regional growth surge that was outpacing the local governments’ capabilities.
• In 1971, the Texas legislature passes the Interlocal Cooperation Act to promote activities among local governments across Texas
• In 2001, legislation was passed to amend the “act” to allow for nationwide participation in the program.
Texas Interlocal Cooperation ActTexas Interlocal Cooperation ActGovernment Code, Chapter 791
“Increase the efficiency and effectiveness of local governments by authorizing them to contract, to the greatest possible extent, with one another and with agencies of the state.” Amended September 1, 2001 to include states other than Texas.
Government Code, Chapter 791
“Increase the efficiency and effectiveness of local governments by authorizing them to contract, to the greatest possible extent, with one another and with agencies of the state.” Amended September 1, 2001 to include states other than Texas.
What is required to participate inthe H-GAC Cooperative Purchasing Program?”
What is required to participate inthe H-GAC Cooperative Purchasing Program?”
• Execution of Interlocal contract by local
government officials
• Execution of Interlocal contract by local
government officials
Advantages to Buying through the H-GAC Cooperative Purchasing Program (HGACBuy)
Advantages to Buying through the H-GAC Cooperative Purchasing Program (HGACBuy)• Time Savings
• Volume purchasing & Discounts
• 3-Way Partnership between you, the end user, the Vendor and
H-GAC
• Dealing directly with purchasing professionals with more than
200 combined years of expertise.
• Expedited procurement process.
• Knowledge that all HGACBuy contracts have been awarded
based upon a thorough competitive bid/proposal process.
• Time Savings
• Volume purchasing & Discounts
• 3-Way Partnership between you, the end user, the Vendor and
H-GAC
• Dealing directly with purchasing professionals with more than
200 combined years of expertise.
• Expedited procurement process.
• Knowledge that all HGACBuy contracts have been awarded
based upon a thorough competitive bid/proposal process.
Current HGACBuy ContractsCurrent HGACBuy Contracts
• Ambulances & Fire Apparatus
• Chem/Bio Detectors, Robots, Rescue, & Safety Equipment
• Earth Moving & Construction Equip
• Vehicles, Trucks, & Fleet Equip
• Tractors, Mowers, Sewer Cleaning, & Street Maintenance Equip
• Video Conferencing
• Ambulances & Fire Apparatus
• Chem/Bio Detectors, Robots, Rescue, & Safety Equipment
• Earth Moving & Construction Equip
• Vehicles, Trucks, & Fleet Equip
• Tractors, Mowers, Sewer Cleaning, & Street Maintenance Equip
• Video Conferencing
• Radio Communications & Interoperability Equip
• 9-1-1 Systems & Recording Equip
• Refuse Collection Equip/Containers, & Sewer Inspection Systems
• School & Transit Buses• Street Sweepers &
Equipment Trailers• Video Surveillance &
Traffic Signal Systems• Cell Phone & Mobile
Satellite Communications
• Radio Communications & Interoperability Equip
• 9-1-1 Systems & Recording Equip
• Refuse Collection Equip/Containers, & Sewer Inspection Systems
• School & Transit Buses• Street Sweepers &
Equipment Trailers• Video Surveillance &
Traffic Signal Systems• Cell Phone & Mobile
Satellite Communications
Current Service ContractsCurrent Service Contracts
• Lease Purchase Financing• Foodservice Delivery• Consulting
– Environmental Consulting– Community Planning– Homeland Security Consulting & Training– Insurance Consulting
• Marketing & Public Relations• Electricity Aggregation
• Lease Purchase Financing• Foodservice Delivery• Consulting
– Environmental Consulting– Community Planning– Homeland Security Consulting & Training– Insurance Consulting
• Marketing & Public Relations• Electricity Aggregation
HGACBuy Cooperative Purchasing Program UpdateHGACBuy Cooperative Purchasing Program Update
• Over 1,600 End Users
• Over 250 Contractors
• 37 Major Product Categories
• $216 million in Products & Services 2005
• Activity in Texas & 23 other States
• Over 1,600 End Users
• Over 250 Contractors
• 37 Major Product Categories
• $216 million in Products & Services 2005
• Activity in Texas & 23 other States
Order Activity 2005Order Activity 2005All Others
Street Sweepers Ambulances
Heavy Trucks & Bodies
Grounds & R.O.W.
EquipmentFire Apparatus
Earth moving Equipment
Cars & Light Trucks
Radio Communications
Equipment
School Buses
Street Maintenance Equipment
The Bid ProcessThe Bid Process
• Products/services researched• Draft specification issued• Solicitation advertised• Pre-bid conference held• Final specification issued• Bids publicly opened• Bids evaluated, award recommendations
made• H-GAC Board of Directors makes awards• Contracts issued
• Products/services researched• Draft specification issued• Solicitation advertised• Pre-bid conference held• Final specification issued• Bids publicly opened• Bids evaluated, award recommendations
made• H-GAC Board of Directors makes awards• Contracts issued
The Procurement ProcessThe Procurement Process
• Discuss product/service with contractor
• Contractor issues detailed price quote
• Make purchase order out to contractor
• Send copy of PO to H-GAC
• Contractor delivers and invoices
• Pay contractor (including administrative fee)
• Discuss product/service with contractor
• Contractor issues detailed price quote
• Make purchase order out to contractor
• Send copy of PO to H-GAC
• Contractor delivers and invoices
• Pay contractor (including administrative fee)
Procurement FlexibilityProcurement Flexibility
• Most contracts are bid with base line items and correlating options
• The options submitted with the bid are evaluated and considered “published options”
• For additional flexibility, options may be added to an order that were not included in the bid – “unpublished options”
• Change Order rules are applied to unpublished options – limiting their use to 25% of an order
• Most contracts are bid with base line items and correlating options
• The options submitted with the bid are evaluated and considered “published options”
• For additional flexibility, options may be added to an order that were not included in the bid – “unpublished options”
• Change Order rules are applied to unpublished options – limiting their use to 25% of an order
Administrative FeesAdministrative Fees
• The program is “pay as you go”
• Cost of operations is covered by an
administrative fee issued on each order
• Administrative fees are either a flat amount
per unit, or a percentage of the overall order
• The program is “pay as you go”
• Cost of operations is covered by an
administrative fee issued on each order
• Administrative fees are either a flat amount
per unit, or a percentage of the overall order
The HGACBuy Bid Process:The HGACBuy Bid Process:
• Meets the standards that end user would
normally utilize
• Supporting documentation
• Approval through governing body
• End user is substituting the bid process they
would normally perform for the process now
undertaken by the H-GAC Cooperative
Program
• Meets the standards that end user would
normally utilize
• Supporting documentation
• Approval through governing body
• End user is substituting the bid process they
would normally perform for the process now
undertaken by the H-GAC Cooperative
Program
Usage FeesUsage Fees
• Are fees actually charged?
• Who pays for the fees?– End User
– Vendor
• How much is the fee?
• Customer service
• Ease of use
• Are fees actually charged?
• Who pays for the fees?– End User
– Vendor
• How much is the fee?
• Customer service
• Ease of use
Program StructureProgram Structure
• History & experience of the cooperative program
• Staff size & expertise
• Where do the contracts come from?
• Knowledge of the products
• Contract administration
• Problem resolution
• History & experience of the cooperative program
• Staff size & expertise
• Where do the contracts come from?
• Knowledge of the products
• Contract administration
• Problem resolution
HGACBuy Offers FlexibilityHGACBuy Offers Flexibility
• End User has the ability to purchase item as needed
which include the base items & options under contract
• Customization
• 3-Way Partnership between End User, Vendor and
H-GAC
• End User has the ability to purchase item as needed
which include the base items & options under contract
• Customization
• 3-Way Partnership between End User, Vendor and
H-GAC
Delivering ValueDelivering Value
• Cooperative contracts are only of use if they deliver value– Value to the End User
– Value to the Contractor
• Stay in the loop
• Communicate frequently
• Three-way partnership must be fostered
• Cooperative contracts are only of use if they deliver value– Value to the End User
– Value to the Contractor
• Stay in the loop
• Communicate frequently
• Three-way partnership must be fostered
www.HGACBuy.orgwww.HGACBuy.org
• Web site contains pricing & contact
information
• Future functionality may include:
– Online quotes
– Product comparisons
– Order status
– Contract information
• Web site contains pricing & contact
information
• Future functionality may include:
– Online quotes
– Product comparisons
– Order status
– Contract information
Law Enforcement, General Purpose Vehicles, and BusesLaw Enforcement, General Purpose Vehicles, and Buses
• Staff Cars
• Light Trucks
• Police Cars
• Vans
• School Buses
• Staff Cars
• Light Trucks
• Police Cars
• Vans
• School Buses
EMS and Fire ApparatusEMS and Fire Apparatus
• Ambulances (Types I,II,II)
• Pumper and Tanker Fire Apparatus
• Aerials & Ladder Platforms
• Rescue, Haz-Mat, & Command
Centers
• Brush/Wildland Fire Apparatus
• Ambulances (Types I,II,II)
• Pumper and Tanker Fire Apparatus
• Aerials & Ladder Platforms
• Rescue, Haz-Mat, & Command
Centers
• Brush/Wildland Fire Apparatus
Medium and Heavy Duty Trucks,and Specialized BodiesMedium and Heavy Duty Trucks,and Specialized Bodies• Medium Duty Chassis• Heavy Duty Chassis• Refuse Collection
Bodies• Sewer Cleaners• Van Bodies• Dump Bodies, Aerial
Lifts, Cement Mixers, • Wreckers, & Water
Trucks
• Medium Duty Chassis• Heavy Duty Chassis• Refuse Collection
Bodies• Sewer Cleaners• Van Bodies• Dump Bodies, Aerial
Lifts, Cement Mixers, • Wreckers, & Water
Trucks
Communications and Emergency Equipment, and SuppliesCommunications and Emergency Equipment, and Supplies
• Radios, Base Stations & Communication Systems
• Defibrillators
• SCBA’s
• 9-1-1 Systems
• Wireless Communications Services
• Chem/Bio Detectors & EOD Robots
• Radios, Base Stations & Communication Systems
• Defibrillators
• SCBA’s
• 9-1-1 Systems
• Wireless Communications Services
• Chem/Bio Detectors & EOD Robots
Public Works and Heavy EquipmentPublic Works and Heavy Equipment
• Earth Moving Equipment
• Tractors & Mowers
• Traffic Signals Controls
• Street Maintenance Equipment
• Street Sweepers
• Equipment Trailers & Refuse Containers
• Earth Moving Equipment
• Tractors & Mowers
• Traffic Signals Controls
• Street Maintenance Equipment
• Street Sweepers
• Equipment Trailers & Refuse Containers
Security and Electronic EquipmentSecurity and Electronic Equipment
• Security Video & Access Control
Equipment
• Traffic Signals Controls
• Auxiliary Power Generators
• Sewer Video Inspection Systems
• Security Video & Access Control
Equipment
• Traffic Signals Controls
• Auxiliary Power Generators
• Sewer Video Inspection Systems
Consulting ContractsConsulting Contracts
• Insurance Consulting
• Environmental Consulting
• Homeland Security Consulting & Training
• Community Planning
• Insurance Consulting
• Environmental Consulting
• Homeland Security Consulting & Training
• Community Planning
Service ContractsService Contracts
• Lease Purchase Financing
• Electricity Aggregation
• Reverse Auction Services
• Food Products & Equipment
• Marketing and Communications
• Public Relations
• Video Conferencing
• Lease Purchase Financing
• Electricity Aggregation
• Reverse Auction Services
• Food Products & Equipment
• Marketing and Communications
• Public Relations
• Video Conferencing
HGACBuy is a proud memberHGACBuy is a proud member
HGACBuyHGACBuy• The H-GAC Cooperative Purchasing Program (HGACBuy)
recognizes purchasing as a universal profession and has adopted the H-GAC Code of Ethics as stated in the H-GAC Procurement Policy, revised edition dated January 1, 2006
• As a member in good standing of the National Institute of
Government Purchasing, (NIGP) HGACBuy recognizes that the NIGP sets the universal standards for government procurement and therefore, HGACBuy and its employees are committed to the NIGP Code of Ethics and its principals
• “Our goal is to provide to all of its members, quality products and services, by reputable vendors, through cost effective, ethical, moral and prudent procurement standards”
• The H-GAC Cooperative Purchasing Program (HGACBuy) recognizes purchasing as a universal profession and has adopted the H-GAC Code of Ethics as stated in the H-GAC Procurement Policy, revised edition dated January 1, 2006
• As a member in good standing of the National Institute of
Government Purchasing, (NIGP) HGACBuy recognizes that the NIGP sets the universal standards for government procurement and therefore, HGACBuy and its employees are committed to the NIGP Code of Ethics and its principals
• “Our goal is to provide to all of its members, quality products and services, by reputable vendors, through cost effective, ethical, moral and prudent procurement standards”
QuestionsQuestions
Contact: HGACBuy Program Staff
Phone: 800-926-0234 Fax: 713-993-4548
Experience the
Smart Purchasing Solution
Log on to: www.HGACBuy.org