AGENDA ITEM Town of Cave Creek Memo To: Mayor and Town Council From: Wayne Anderson, Town Engineer Date: April 15, 2008 Re: Authorization to Enter into an Interlocal Contract (ILC) with H- GACBuy program We are requesting that Council approve the execution of an Interlocal Contract (ILC) with H- GACBuy (a purchasing program through Houston-Galveston Area Council) to allow participation in H-CAC's process of providing government services for conducting purchase and other administrative functions. By executing this ILC, The Town of Cave Creek will join other end-users (list attached showing an extensive list of participants in Arizona) in contracting for goods and services through H-GAC. H-GAC will act as the designated purchasing agent on behalf of the Town by performing various services; i.e. conducting research and surveys, developing specifications for products/services, soliciting vendor participation, issuing specifications documents, conducting pre-bid/pre-proposal conferences, opening bid/proposal responses and their evaluations, issuing vendor contracts awarded by the H-GAC Board of Directors, certifying contract validity and contracts administration. Our anticipated savings regarding future equipment purchases (e.g. crack sealer, backhoe and grade tractor) are a minimum of $10,000 each purchase savings over government pricing. Additional information regarding the process, participation and goals of this program are attached as well as a copy of an ILC. Request: This is a request for authorization for the Town of Cave Creek to enter into an ILC with the H-GACBuy Program. List of End Users :: HGACBuy Page 1 of 1 Arizona Avondale, City of Avondale AZ Casa Grande, City of Casa Grande AZ Chandler, City of Chandler AZ Gilbert, Town of Gilbert AZ Glendale, City of Glendale AZ Goodyear, City of AZ Goodyear AZ Lake Havasu City Lake Havasu AZ Marana, Town of AZ Marana AZ Nogales, City of Nogales AZ Oro Valley, Town of Oro Valley AZ Page, City of Page AZ Payson, Town of Payson AZ Sunsites-Pearce Volunteer Fire DepartmentPearce AZ Peoria, City of Peoria AZ Prescott, City of Prescott AZ Prescott Valley, The Town of Prescott ValleyAZ Queen Creek, Town of Queen Creek AZ San Luis, City of San Luis AZ Scottsdale, City of Scottsdale AZ Sierra Vista, City of Sierra Vista AZ Somerton, City of Somerton AZ Sun City West Fire District Sun City West AZ Surprise, City of Surprise AZ Metro Water District Tucson AZ Northwest Fire District Tucson AZ Tucson Airport Authority Tucson AZ Wickenburg, Town of Wickenburg AZ Yuma County Yuma AZ https://www.hgaebuy. com/program/endusers/default.aspx 04-11-2008 Frequently Asked Questions (FAQs) :: HGACBuy Page 1 of 3 IHGACBvy THE SMART PURCHASING SOLU71ON GENERAL PURPOSE COMMUNICATIONS GROUNDS PUBLIC & EMERGENCY EQUIPMENT & FACILITIES & PARKS WORKS VEHICLES SERVICES EQUIPMENT EQUIPMENT You are here : Home > Information About The Program > Frequently Asked Questions (FAQs) INFORMATION ABOUT THE PROGRAM FREQUENTLY ASKED QUESTIONS (FAQS) Q: What is H-GAC? A: The Houston-Galveston Area Council (H-GAC) is a regional council of governments operatic the laws of the State of Texas and governed by a board comprised of 35 elected officials from tI county region. The H-GAC Board awards all contracts, which can then be made available to loc governments nationwide thru HGACBuy. Q: How does HGACBuy work? A: Government entities join by executing an Interlocal Contract to participate in HGACBuy. TL document sets out the conditions, requirements and processes through which an entity's purct orders are received, confirmed to contract and processed. Q: Can my entity purchase through HGACBuy? A: The Texas Interlocal Cooperation Act permits joint participation by local governments, statE agencies, and certain non-profit corporations. Most states have interlocal cooperation authorit other joint power provisions that allow participation in cooperative activities. Q: I have to advertise for bids therefore I can 't purchase thru HGACBuy. A: HGACBuy uses mass circulation, minority emphasis print media, and internet services to p( notices and bid solicitations. Therefore, posting of public notices to solicit bids and the formal competitive bid process are satisfied thru HGACBuy procedures. Q: What other services are offered through the HGACBuy program? A: Researching products, writing specifications, holding pre-bid conferences, assisting with on placement, contacting vendor reps, helping to resolve order issues, and reviewing and certifyin purchase orders to confirm compliance with any specific HGACBuy contract. https://www.hgacbuy.com/prograni/faq/defau)t.aspx 04-11-2008 Frequently Asked Questions (FAQs) :: HGACBuy Page 2 of 3 Q: What is the difference between HGACBuy and some other cooperatives? A: HGACBuy is a unit of local government and a political subdivision of the State of Texas. The HGACBuy Program is over 30 years old and specializes in high ticket, capital intensive product services that require technical, detailed specifications and extensive professional skills to evalu responses. All products offered through HGACBuy have been awarded by virtue of a public cor process. There are no annual membership dues required to purchase thru HGACBuy. Q: Where do I find information on products offered through HGACBuy? A: Access HGACBuy's web site at www.hgacbuy.org for a complete listing of products with des( and prices and/or contractors and contacts. Q: What products are available thru HGACBuy? A: Primarily, products that are utilized in Public Safety, Public Works, and Communications, ii addition to professional consulting, personnel and financing services. A wide variety of capital equipment is under contract, and thru a unique feature of HGACBuy it can be customized thro use of published and unpublished options to fit your specifications and requirements. Q: Can I purchase on-line? A: Because of the nature of most of the products and services we have under contract, we prefe you speak with a contractor's representative and get a detailed price quote before placing an or is to insure that you get what you want, configured like you want it. Use the HGACBuy website basic information and to get the contractor's telephone and email address. After you receive yo written quotation and have reviewed it, prepare your purchase order to the Contractor and fax HGACBuy. Q: What does it cost to join HGACBuy? How is HGACBuy funded? A: HGACBuy is a self-funded "Enterprise Fund" government agency, self-supported thru an administrative fee assessed to the contractor. An "Order Processing Charge" (Administrative F appear on quotation forms for purchases of motor vehicles in the State of Texas in accordance State of Texas, Department of Transportation, Division of Motor Vehicles requirements. Q: What are the benefits of HGACBuy? I want to inform my elected officials and s A: We give you access to volume purchasing and discounts. • We put over 200 years of combin purchasing experience to work on your behalf. • We write technical specifications eliminate the hire consultants for that purpose. • We absorb the costs associated with publishing legal notice offer you an expedited procurement process so you need not be delayed for months preparing specifications and satisfying all of the other requirements for competitive bids and proposals. For more information , contact us: https://www.hgacbuy.com/program/faq/default.aspx 04-11-2008 Frequently Asked Questions (FAQs) :: HGACBuy Page 3 of 3 HGACBuy 3555 Timmons Lane; Suite 120 Houston, TX 77027 Phone: (8oo)926-0234 Fax: (713) 993-4548 Web: www.hgaebuy.org Copyright © 2007 H-GAC. All Rights Reserved. https:lfwww.hgaebuy.com/program/faq/default.aspx 04-11-2008 INTERLOCAL CONTRACT ILC ffWAGNTHHE SMART PURCHASING SOLU.,I FOR COOPERATIVE PURCHASING No.: Permanent Number assigned by H-GAC THIS INTERLOCAL CONTRACT ("Contract"), made and entered into pursuant to the Texas Interlocal Cooperation Act, Chapter 791, Texas Government Code (th e "Act"), by and between th e Houston -Galveston Area Council, hereinafter referred to as "H-GAC," having its principal place of business at 3555 Timmons Lane, Suite 120, Houston , Texas 77027, and * , a local government, a state agency, or a non-profit corporation created and operated to provide one or more governmental functions and services , hereinafter referred to as "End User," having its principal place of business at * WITNESSETH WHEREAS, H-GAC is a regional planning commission and political subdivision of the State of Texas operating under Chapter 391, Texas Local Government Code; and WHEREAS, pursuant to the Act, H-GAC is authorized to contract with eligible entities to perform governmental functions and services, including the purchase of goods and services; and WHEREAS, in reliance on such authority, H-GAC has instituted a cooperative purchasing program under which it contracts with eligible entities under the Act; and WHEREAS, End User has represented that it is an eligible entity under the Act, that its governing body has authorized this Contract on * (Date), and that it desires to contract with H-GAC on the terms set forth below; NOW, THEREFORE , H-GAC and the End User do hereby agree as follows: ARTICLE 1 : LEGAL AUTHORITY The End User represents and warrants to H-GAC that (1) it is eligible to contract with H-GAC under the Act because it is one of the following: a local government , as defined in the Act (a county, a municipality , a special district, or other political subdivision of the State of Texas or any other state, or a combination of two or more of those entities, a state agency (an agency of the State of Texas as defined in Section 771.002 of the Texas Government Code, or a similar agency of another state), or a non-profit corporation created and operated to provide one or more governmental functions and services , and (2) it possesses adequate legal authority to enter into this Contract. ARTICLE 2: APPLICABLE LAWS H-GAC and the End User agree to conduct all activities under this Contract in accordance with all applicable rules, regulations, and ordinances and laws in effect or promulgated during the term of this Contract.