HomeMy WebLinkAbout1984 10 24 Minutes from Purchasing Subcommittee (2)
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CALNO, Seminole'
Seminole CoLmty
Meeting of the Purchasing Subcommittee on October 24, 1984
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An organizational meeting of the Purchasing Subcarrnittee of
CoLmty was held at Seminole CQunty 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 Spr ings;
Steve D. Harriett, City of Sanford; Don Coleman, School Board of Seminole
County.
Discussion
Purpose of Meeting: CAIID, being a coomittee of area goverrurental agencie~,
was established to combine efforts for the purpose of assisting each agency In
controlling and reducing expenditures, examining ~anron problems, and circu-
lating areas of professional knowledge.
To assist in their efforts, a Purchasing subcorrmittee was recarmended. This
subcoornittee, 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 governmental agencies are able to purchase from contracts
established by the State for many repetitive and common commodities.
2) SICOP
Six County Cooperative Purchasing is an organization canprised of six
central Florida governmental Purchasing Departments. Cooperative bids are
let for about eight (8) coomon 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 Altamonte Springs have found that
better bids could be obtained by sul:mitting their own bids. Reasons:
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a) Commodities bidded by the State or SICOP 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, ~O
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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 SlOOP bids have attempted, Coopera-
tive bidding is a difficult task. Difficulties arise in writing carroon
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 th~ opportunity to forego the
bidding process and buy off the sponsoring entiti~s bid.
Other areas of shared information include sharing bid specifications and
schedule future meeting to discuss coomon problems and their solutions.
Recorrmendation
~Cooperative Infonnation Sharing is the most profitahl~ op. tion a~ailable at this
~:ime. Each entity will contribute in the following manner:
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1) Send legal advertisement to each area entity.
2) Specify a clause in each legal ad that allows local enti~ies to parti~
cJpate in bid terms and conditions.
3) Share bid specifications to use as a guide line for wr\ting own. .
4) Schedule future meeting to discuss common problems and theiD solutions.
IMPORTANT:
Next scheduled meeting is set for January 23, 1984 at 2:00 p.m. in Seminole
County S~rvices Building.
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