Texas Comptroller of Public Accounts

State of Texas Cooperative Purchasing Program

Texas Procurement and Support Services (TPASS) Division Charlene Rendon 512-463-3336 [email protected]

Agenda

• • • •

Program Overview Membership Process Purchasing Options Training and Support

The State of Texas CO-OP Goal

To assist our over 1700 members in making the most of their purchasing dollars by using the State of Texas volume buying power.

State of Texas CO-OP History

• •

The CPA Cooperative Purchasing Program was created in response to legislation in 1979.

Local Government Code 271.081-083 Section 271.083 (4)(b) states:

“A local government that purchases an item under a state contract satisfies any state law requiring local governments to seek competitive bids for the purchase of the item.”

Membership Benefits

• • •

Save money through the use of state purchasing contracts.

Save time: No solicitation required when ordering through our existing contracts. CPA will stand behind all CPA contracts to ensure purchasing remains competitive and serves the best interest, best value or best price for the state of Texas.

Membership Benefits cont.

• • • • •

Order from hundreds of contracts Search thousands of vendors on the Centralized Master Bidders List Work with our purchasing team Rely on our Vendor Relations Program Post bid notices on the Electronic State Business Daily (sign up by emailing: [email protected]

)

Membership Process

• Fill out application: www.cpa.state.tx.us/procurement/prog /coop/coopform/ • Submit a Board-approved resolution and any additional required documentation • Mail application, documentation and membership fee to CO-OP team • Application process takes approximately 5 working days • Approval letter and packet will be mailed directly to member after approval

CO-OP Purchasing Options

• • • • • • •

Term Contracts TXMAS Program Travel Contracts Reverse Auction Piggyback Contracts Centralized Master Bidders List (CMBL) Open Market Purchases (Buses)

Term Contract Basics

• http://www2.cpa.state.tx.us/cat_page/ • Competitively bid • Established by our in-house purchasing team • Use quantity purchasing history and the state’s purchasing power to establish best value • Posted online by NIGP code • Searchable by keyword • Updated as changes occur

Sample Term Contracts

Commodities:

Automobiles Drug and Alcohol Testing Products Pharmaceuticals & Multi-Vitamins First Aid and Safety Equipment Lawn Equipment Office Supplies Road and Highway Equipment

Services:

Overnight, Second Day, and Small Parcel Ground Delivery Service Photocopier Rental Services Payment card services Reverse Auction Services

Payment & Travel Card Contract Automated term contract - 946-A1

• “No fee” payment card contract through JPMorgan Chase • Member organization keeps the annual rebate % on card purchases • Offers spending controls on employee assigned credit cards • Specifically designed to help minimize costly administrative procedures associated with everyday employee purchases and travel expenses

Fuel Card Contract

• • • • •

Comdata /TransMontaigne Mastercard Accepted for fuel and maintenance purchases Web-based database system to locate fueling locations and monitor transactions 1% cash back on all purchases Rebate of 2.5 cents at over 3000 retail locations Rebate of 2 cents at over 150 locations http://www.cpa.state.tx.us/supportserv/prog/vfleet/fuel contract/ Contact: Jeri Winkleblack [email protected]

(850) 385-3210

Texas Multiple Award Schedules

• • • • •

Developed from contracts that have been competitively awarded by the federal government or any other governmental entity of any state Multiple vendors Certified preferred customer pricing Schedules cover multiple commodity groups Multiple Year Duration - Basic five years with three extension options

Sample Schedules

Furniture Tires Carpet and Tile Copiers Lab Equipment Building Materials and Materials Handling Job Order Contracts Sports, Promotional, Outdoor and Recreation Equipment Contact: Richard San Jose [email protected]

Travel Contracts

Eligible entities (counties, junior colleges, municipalities,

school districts and emergency communication

districts) may use state travel contracts. Rental Car Contracts

Avis, Advantage, and Enterprise

Hotel Contracts

Discount rates statewide and in select out-of-state locations

Airline Contracts

American Airlines and Airtran

Travel Agency Contract

National Travel Systems

Contact:

Melissa Hernandez [email protected]

Piggyback Contracts

• State agency open market contracts with the ‘piggyback’ clause.

• Most are two year contracts with options to renew.

http://www2.cpa.state.tx.us/ompo/coop/

Search the CMBL

• The CMBL is a list of over 12,000 active vendors, including CPA-certified HUBs, who have paid to be on the list • Used by state agencies/political subdivisions to send solicitations to vendors based on: NIGP codes for selected products/services • Selected Texas Highway Districts • NOT a list of awarded or approved vendors http://www.cpa.state.tx.us/procurement/cmbl/c mblhub.html

Contact:

Margaret Longest [email protected]

Open Market Assistance

School districts may request assistance in procuring school buses through the open market process.

See Bus Requisition form at: http://www.cpa.state.tx.us/procuremen t/prog/coop/coop/

Electronic State Business Daily (ESBD)

http://esbd.cpa.state.tx.us/ • Post Solicitations, Addenda, and Awards on line • Vendors may search by entity name, keyword, and requisition number • A tool to increase competition, NOT a substitution for your mandated solicitation and award notice requirements •

NOTE:

The accepted.

bid opening date

is when bids will be opened. This is the last date bids are • Request a free username and password [email protected]

Contract Support Tools

Vendor Performance:

Report exceptional, satisfactory and unsatisfactory performance. View performance scores on vendor’s CMBL profile.

Contact: Joe Cheavens [email protected]

Training Opportunities

• • •

CO-OP Program Training Available Upon Request

One on One Assistance by Phone Conference Calls In-person Group Training

TXMAS Training

Monthly Group Sessions, call for availability

State Training and Certification Program:

Purchasing Contract Management http://www.window.state.tx.us/procurement/prog/t raining-cert/

Cooperative Purchasing Program Contact Information Charlene Rendon State of Texas CO-OP Coordinator Direct: 512.463.3336

Help Desk: 512.463.3368

[email protected]

Texas Procurement and Support Services Contact Info Dee Dorsey, Supervisor of Procurement Operations [email protected]

Cody Hays, Customer Service Supervisor [email protected]

Margaret Longest, CMBL Program Coordinator [email protected]

Richard San Jose, TXMAS Program Coordinator [email protected]

Don Brandy, Bus Purchaser [email protected]

Joe Cheavens, Vendor Performance [email protected]

Melissa Hernandez, State Travel Management Program Coordinator [email protected]

Melissa McIlroy, Library Products Purchaser [email protected]

Judy Ousley, Purchasing and Contract Management Training [email protected]