HomeMy WebLinkAbout1984 10 24 Minutes from Purchasing Subcommittee
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CALNO, Seminole
Seminole County
Meeting of the Purchasing Subcommittee on October 24, 1984
An organizational meeting of the Purchasing Subcoomittee of
County was held at Seminole County Purchasing Office in the
Services Building on October 24; 1984 at 2:00 p.m
Present were: Joanne Blackman, Subcommittee Chairperson/Seminole County;
Henry J. La Montagne, City of Casselberry; Nancy K. Cox, City of Oviedo;Flo
Downey, City of longwood; Jim Orioles, City of Lake Mary; Frank H. Killgore,
Seminole County Fleet Management; Barbara Kiser, City of Altamonte Springs;
Steve D. Harriett, City of Sanford; Don Coleman, School Board of Seminole
County.
Discussion
Purpose of Meeting: CAIID, being a committee of area governIll2ntal agencies,
was established to combine efforts for the purpose of assisting each agency In
controlling and reducing expenditures, examining cOOIIDn problems, and circu-
lating areas of professional knowledge.
To assist in their efforts, a Purchasing subcorrmittee was recoomended. This
subcommittee, consisting of governmental purchasing professionals, shall meet
and discuss options to help control and reduce expenditures thru the procurement
process.
Present ODtions Available
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Listed below are the two major established cooperative purchasing efforts.
1) State Contract
All Florida goverrurental agencies are able to purchase from contracts
established by the State for many repetitive and common commodities.
2) SlOOP
Six County Cooperative Purchasing is an organization cOOlprised of six
central Florida governmental Purchasing Departments. Cooperative bids are
let for about eight (8) common purchases. All governmental agencies within
the six counties are able to purchase from these bids. .
Discussion of Present Options
Seminole County, City of Sanford, and City of Altarnonte Springs have found that
better bids could be obtained by suemitting their own bids. Reasons:
a) Commodities bidded by the State or SlOOP often do not meet every agen-
cies need. Each agency bidding its own specifications will obtain the
product desired.
b) Established good local vendor relationships.
c) Delivery time is usually quicker with local suppliers.
d) Shipping cost is less with local suppliers.
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PURCHASING SUBCOMMITTEE, c..AlliO
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Options Available to this Subcommittee
Cooperative Bidding - General concensus was that this would be a repetitive
process. From what State contracts and SICOP bids have attempted, Coopera-
tive bidding is a difficult task. Difficulties arise in writing coomon
specifications that each entity can agree.
Cooperative Information Sharing - Sharing information among each entity is
the most favorable option. It was agreed that each entity would send a copy
of the legal advertisement for each bid. Included in each legal ad will be
a clause that allows area entities access to the same bid terms and con-
ditions. This will allow an interested entity the opportunity to forego the
bidding process and buy off the sponsoring entities bid.
Other areas of shared information include sharing bid specifications and
schedule future meeting to discuss cammon problems and their solutions.
Recoomendation
Cooperative Information Sharing is the most profitable option available at this
time. Each entity will contribute in the following manner:
-------1)
2)
Send legal advertisement to each area entity.
Specify a clause in each legal ad that allows local entities to parti-
c,ipate in bid terms and conditions.
3)
4)
Share bid specifications to use as a guide line for writing own.
Schedule future meeting to discuss cammon problems and their solutions.
IMPORTANT:
Next scheduled meeting is set for January 23, 1984 at 2:00 p.m. in Seminole
County Services Building.