DOCUMENT

POL - Accreditation Criteria: Cooperative Purchasing MOU's or Agreements 2006

  • YEAR CREATED: 2006
  • ENTITY TYPE: Chapter
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a Letter of Understanding for a Joint Bid Cooperative Purchasing agreement among public entities in the Tampa Bay Area. The purpose of this agreement is to facilitate the cooperative purchasing of commonly used supplies and services. The participants agree to jointly purchase these supplies and services from the execution of the agreement until termination. The agreement establishes the Tampa Bay Area Cooperative Purchasing Coordinating Council, which consists of a chairman, a secretary, and one representative from each participating entity. The Council is responsible for adapting rules and regulations for conducting its business. The representatives from each entity will agree on the specific supplies and services to be procured and set forth the specifications in writing. The Council will designate the participant or lead entity responsible for preparing the Invitation for Bid and advertising for bids. All bids should be on a requirement basis, and the specifications should be fully competitive and free from features that restrict competition. After the formal opening of bids, the participant who advertised will submit the bids to the Council, which will then provide a complete tabulation of all bids to each participating jurisdiction. The Council will certify the lowest and best responsive and responsible bidder, and if the lowest bidder is found to be non-responsive or non-responsible, the Council will explain its findings. The lead jurisdiction and the Council reserve the right to reject bids if necessary, and purchase contracts will be awarded to the lowest responsive and responsible bidder. Each participant is responsible for expediting their own purchase orders, receiving shipments, inspecting goods, verifying invoices, and paying bills. Participants are not liable for materials, supplies, or equipment ordered or received by other participants. Participants can still advertise for bids and award contracts on their own behalf for joint purchase items. Disputes between participants and successful bidders, not related to the validity of the contract award or bid rejection, will be settled by the participant involved in the dispute. The agreement takes effect upon execution of the signatures, and participants can terminate their participation with a 30-day written notice to the Council chairman. Additional entities may join the agreement by executing the prescribed form without requiring re-execution by the original participants.
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