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Using Cooperative Contracts at PPS

Using Cooperative Contracts at PPS. Purchasing & Contracting. Best Practices and Procedures October 10, 2012. “Q: A sales rep has a product that fits PPS’ needs. He/she said the product is on a cooperative contract that PPS can use.”. Objective.

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Using Cooperative Contracts at PPS

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  1. Using Cooperative Contracts at PPS Purchasing & Contracting Best Practices and Procedures October 10, 2012

  2. “Q: A sales rep has a product that fits PPS’ needs. He/she said the product is on a cooperative contract that PPS can use.” Objective What is the process for utilizing the contracts of other public agencies at PPS?

  3. Obtain a copy of the contract • Does it suit the need? • Is it a good (or ideally best) value? • Will it expire soon? Step 1 Determine Suitability

  4. Complete the Request to Approve Use of a Cooperative Contract • Obtain the necessary documents Step 2 Assuming you answered “Yes” to Step 1…

  5. Attach the documents in hardcopy to the request, and submit to Purchasing & Contracting • Or, provide the request and the documents to us in an email. Step 3 You are finished ! Only 3 steps (unless you didn’t provide all of the documentation – and then we will email you)

  6. Limitations of Cooperative Contracting • - Public Improvement services can only be purchased off of a cooperative contract if PPS was named in the solicitation that the contract is based on, and our requirements were included in the solicitation scope of work. (Joint Cooperative Agreement).

  7. Advertising Permissive Cooperative Contracts • Purchasing & Contracting must advertise use of the contract if our spend may be $250,000 or greater (PPS 46-0440). • Advertising includes: • Publishing a Notice of Intent • Allowing seven Days for comment • Responding to comments received • You do not need to do anything additional but it will add time to the approval process.

  8. Purchasing & Contract Vetting Process • Not all cooperative contracts are equal. • We use the checklist on Approval form to assure the contract meets all of the statutory requirements and is in keeping with our Public Purchasing Rules • The solicitation process performed must be substantially the same as the District’s, or more rigorous • We will email you to tell you whether the contract is approved for PPS cooperative use

  9. Questions? Questions ? Questions?

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