11-23-2015 Council Packet - Laserfiche WebLink

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11/20/2015 Using the Program :: HGACBuy governance apply. In evaluating bid and prc posal responses, I-IGACBuy takes into account any prospective contractor's ability to meet performance requirements. Factors considered include number and location of sales/service facilities, depth of staff, qualifications of technical support personnel, and business continuih•. Contractors are expected to service all End Users parti ipating in the Program wherever possible, practierl, and not contrary to €rmehise or dealership agreements. H -GAC Board of Directors Awards All Contracts The Board of Directors composed of 35 elected officials awards all H -GAC cooperative purchasing contracts. As apolitical subdivision of the State of Texas, Board agenda are publicly- posted in advance of public meetings. Board meetings are customarily held on the third Tuesday of each month in H -GAC Conference Room A, Second floor, 3555 Timmons lane, Houston. The Houston -Galveston Area Council is one of Texas' 24 regional councils of governments. Steps To P6acing Purchase Orders Through HGACBuy Step t: (/Srst lime only) Execute the "Interlocal Contract" (ILC) found on the HGACBuy website under Prmram Info. and return to H -GAC. H -GAC will sign two copies and return one to the End User for their records. The ILC may be faxed to 713-993-4s48 for expedited processing. Step 2: Obtain specific product details from the HGACBuy website, www.HGACBuy.org.Iben, contact the contractor's nearest representative for additional assistance and a definitive price quotation. Contractor information can be found at the bottom of each contracts web page under Products Available. Step 3: Prepare and subnnftyour purchase order directly to the relevant HGACBuy contractor, after completing consultation with the contractor's representative. A copy of the order along with a copy of the contractor's written quotation shall be faxed or mailed to HGACBuy at FAX: 713-993-4546- Orders should include specific details regarding the purchase (i -e., name of the End User's contact person, shipping/delivery instructions, and installation details, if any). HGACBuy contractors will then invoice End User for all purchases, and End User will pay the contractor directly following delivery and acceptance. NOTE: Performance Bond HGACBuy's contractual requirements no longer include a Performance Bond, and bid pricing should reflect this cost saving. However, Contractor must be prepared to offer a Performance Bond to cover any specific order, if so requested by End User. Contractor shall quote a price to End User for provision of any requested Performance Bond. If Performance Bond is requested by End User for a particular order, Contractor agrees to furnish the Performance Bond within ten (io) days of receipt of End User's purchase order. HGACBuy Order Confirmation When the copy of a purchase order and contactors written quotation are received by HGACBuy (see Step 3 above), an Order Confirmation is prepared and sent to the Member and the Contractor -authorizing the Contractor to proceed with the order. Remitting End User Payments For Products and Services Rendered The prompt payment requirements for products and senices rendered through cooperative purchasing states that "...upon delivery of the goods and services purchased, and presentation by HGACBuy contractor of a properly documented invoice, the End User shall promptly•, and in any case within thirty (3o) days, pay the HGACBuy contractor the full amount of the invoice. All contracts between HGACBuy and its contractors require prompt payment upon delivery of products/services to an End User. Ownership Passes Directly From Contractors to End Users HGACBuy does not at any time take title to any product. Contractors assign uvvuership directly to End 6lsers. Reimbursement of HGACBuy's Operational Costs The HGACBuy program is solely funded through the assessment of an administrative fee paid b<< the contractor on each order. End Users Invited to Attend Pre -Bid Conferences HGACBuy schedules publicly announced pre-bid/pre-proposal specification conferences with manufacturers, distributors, representatives, and dealers for the various product categories offered. These conferences, held throughout each year, are widely attended by the various industry groups represented in the Program. End Users are invited to attend these conferences also See a listing of scheduled pre-bid conferences on the HGACBuv website under Bid Notices. https://www.hgacbuy.org/program/using/default.aspx 2/3