| THE COLORADO FRONT RANGE Multiple Assembly of Procurement Officials By-Laws STATEMENT OF PURPOSE The intent of the Multiple Assembly Of Procurement Officials (MAPO) is to establish a collective system of procurement which promotes optimum utilization and savings of tax dollars and insures the acquisition of quality products/services in a timely, efficient and effective manner. The Assembly shall consist of purchasing professionals or those persons responsible for the procurement function. The Assembly shall function as a working participative group, acting in a supportive role and in the best interest of the respective entities. ORGANIZATION 1. Members will consist of Governmental Agencies, or quasi-Governmental Agencies, represented by purchasing professionals or persons responsible for an agency's total procurement function in the Front Range area who are interested in participating in the professional execution of collective procurement projects. 2. The aforementioned representatives from each agency will constitute the official collective assembly. The Agency shall appoint a member to represent the Agency. 3. Each member agency will be afforded one vote in all matters requiring a consensus. 4. Member agencies without formal purchasing departments which cannot host solicitations may be required to tend support to the bidding function by offsetting a reasonable person of the administrative or related costs connected with any solicitation in which they are involved. The determination of equitable levels of support shall be made by a vote of member agencies on a case by case basis. 5. The collective membership may consider participation or membership by any other government agencies in the Front Range area as deemed appropriate and in the best interest of the Assembly. 6. The collective membership shall elect officials in July of each year. The elected officers will serve for a 12-month period, with the term beginning in August and running through July of the following year. 7. The collective membership shall elect a Chairperson who shall be responsible for the coordination of all administrative functions for a term not to exceed one year. It is a requirement that the Chairperson will have served in a previous office. 8. The collective membership shall elect a Vice-Chairperson to assist in the function and assume the duties of Chairperson in his/her absence for a term not to exceed one year. 9. In the event a Chairperson is unable to complete his/her term in office, the Vice-Chairperson will assume those duties and a new Vice Chairperson will be elected immediately. 10. The collective Membership shall elect a Secretary to record and maintain minutes of all regular monthly meetings. The Secretary will distribute the previous month's minutes to all member agencies for review prior to the next scheduled meeting. In the event the Secretary is unable to complete his/her term in office, & new Secretary will be elected immediately 11. The collective membership shall elect a Librarian to maintain documentation on all joint solicitations and assign solicitation numbers to all competitive documents released on behalf of MAPO. The Librarian will also collect and maintain all historical information to the MAPO organization. In the event the Librarian is unable to complete his/her term in office, a new Librarian will be elected immediately. 12. No officer, member, or other participants shall receive any form of remuneration for their services to the Assembly. 13. The member agencies shall write and adopt by-laws to govern the Assembly's function. These by-laws will be reviewed at the discretion of member agencies and the Chairperson. PRODUCTS/SERVICES PURCHASED 1. The assembly shall confine all transactions to those products/services which are deemed to be of appropriate benefit to participating agencies. 2. Participating agencies shall review specifications annually or as deemed necessary by the Assembly. 3 The requirement list for products/services shall be maintained by each host member responsible for a particular area of procurement. 4. The membership shall agree on the criteria that will be used to determine the products/services to be maintained on the requirement lists. 5. While every cooperative effort should be made to support the MAPO organization through participation and collective utilization, no member agency will be expected to act in a manner which they deem not to be in the best interest of their individual organization. SPECIFICAT1ONS, TERMS, CONDITIONS 1. Specifications from each Agency do not have to be identical for a collective bid. The specifications only have to be similar enough that a collective bid can be fairly evaluated. If an Agencies specifications differ from the MAPO specifications it is that Agency�s responsibility to clearly indicate those differences. 2. Specifications for the products/services to be procured collectively shall be provided through the Assembly to the appropriate host agency. 3. Technical staff from participating agencies may be involved in the development of specifications as deemed necessary by the Assembly. 4. The detail of all specifications, terms and conditions shall be written succinctly so as to eliminate any possibility of misinterpretation by vendors or users. BIDDING/AWARD 1. The Assembly shall make every effort to take advantage of market trends, indices and seasonal price fluctuations and solicit bids at the most advantageous time, acting it the beat interest of all agencies involved. 2. All participating agencies, in conjunction with the host, will be responsible for providing vendor lists. 3. All participating agencies shall be identified in the bid documents. 4. If bids are not multi-term awards, the Assembly reserves the right to extend the agreement in accordance with terms and conditions of the solicitation for successive one-year periods upon mutual agreement between participating agencies and the vendor(s). 5. Offers received on all solicitations shall be reviewed by participating agencies and awards shall be made in the best interest of the Assembly, taking into consideration the individual agencies' needs, 6. Copies of bid results will be sent by the host to each participating agency. 7. All solicitations and projects shall be consistent with the practices of sound public procurement standards, as based on the State of Colorado Procurement Code. PAYMENT/DELIVERY 1. After appropriate approvals for award, each participating agency shall transact business directly with the successful bidder(s). 2. Each member of the participating agency shall send their purchase orders directly to the successful bidder(s), within the timeline specified in the bid. 3. Vendors shall mail invoicing directly to each appropriate participating agency. 4. Payment for products/services shall be mailed directly to the successful vender(s) by the participating agency. DOCUMENT RETENTION 1. The host for each solicitation shall maintain all original bid documents for a period of seven years as otherwise governed by State Archives. BASIS OF BID OR PROPOSAL AWARD Award of Bid or Proposal shall be made to the lowest responsive and responsible Bidder(s)/Offeror(s) meeting the specifications or the lowest overall for a group of items according to each Agencies interest. The following is a partial list of the criteria that may be used in the award of this Bid or Proposal: A. Superior quality and adherence to specifications B. Adequate maintenance and service C. Delivery and/or completion times D. Guarantees and Warranties E. Company's reputation and financial status F. Past experience and cost with same or similar equipment or service G. Anticipated future cost and experience Agency(s) may, in accordance with the special conditions list in their specifications, award their portion of the bid to a vendor different from the majority award. If this is done, the Agency(s) are responsible for defending this portion of the award. Should a participation Agency decide it is in the best interest of that Agency to award to a bidder other than the bidder selected by the MAPO group, it is the responsibility of that Agency to defend their action in accordance with their purchasing policies and regulations. While every cooperative effort should be made to support the MAPO organization through participation and collective utilization, no member Agency will be expected to act in a manner which they deem not to be in the best interest of their individual agency. |