BuyBoard Member Training Cesar Lopez & Angel Magallanes

Cooperative Overview What is the BuyBoard? The BuyBoard is the combination of The Local Government Purchasing Cooperative and an Internet purchasing application. Legal Name: The Local Government Purchasing Cooperative Created as administrative agency pursuant to Interlocal Cooperation Act, Chapter 791, Texas Government Code and a local cooperative association under Section 271 Local Government Code Strategic Partner with Texas Association of School Business Officials (TASBO) Accredited Group Purchasing Organization (GPO) with University of Texas System Sponsored by Texas Association of School Boards, Texas Association of Counties, Texas Municipal League, and Texas Association of School Administrators

Cooperative Purchasing Co-op is governed by a eleven member Board of Trustees (5 school, 3 city, 2 county, and 1 higher education) All contract awards are made directly by the Board. No delegation of authority to staff to award contracts. Currently represents over 6,000 entities, (city, county, school, university, non-profit and special district entities) Almost 100% of ISDs, Counties in Texas are BuyBoard members Over 10,000 registered vendors and/or manufacturers

Cooperative Purchasing Over 2,000 awarded vendors in 27 commodity groups More than 75 current / active contracts Service fee of 2% charged to the vendor for all products except vehicles. This fee should never be included in a vendor quote or on a PO. Flat fee per purchase order for vehicles: $400 for cars, light/medium and heavy duty trucks, $800 for school buses and ambulances, and $1500 for fire apparatus. This fee is collected by the vehicle dealer, and should be on a PO.

Cooperative Purchasing All contracts are competitively procured according to Texas law. Advertisements are placed in 12 newspapers from around the state: Abilene, Amarillo, Austin, Brownsville, Corpus Christi, Dallas, El Paso, Houston, Lubbock, San Angelo, San Antonio, & Wichita Falls Term contracts One to three years with a few exceptions Geographic options by designated boundaries

Cooperative Purchasing Proposal/Bid Process Advertisements are placed in 12 newspapers throughout the state. Registered vendors receive notification via email and fax Proposals posted to the Internet Response is provided in hard copy, sealed envelopes Cooperative Board makes award Tabulations posted to the Internet Contract loaded on the BuyBoard

Cooperative Purchasing Proposal/Bid Award Methodology Single Awards Best value that includes cost, delivery, past performance, reputation, etc. Catalog Awards Discount from catalog or list price Award made by manufacturer/dealer Multiple award Competitive analysis is made with other cooperative contracts or individual bids

Cooperative Purchasing Benefits of Cooperative Purchasing Compliance with state laws Competitive pricing Vendor sourcing Shortens procurement cycle Saves administrative time and costs

Cooperative Purchasing 3 WAYS TO PURCHASE Obtain quote from vendor, send PO to BB for processing Obtain quote from vendor, send PO to vendor, send copy to BB (for record only) Attach and transmit original PO to vendor using www.buyboard.com NOTE: PO must reference “per BuyBoard Contract”

Cooperative Purchasing Excel File PO Summary Some members submit Excel “Bulk Upload” file for all PO’s instead – we will email the Excel format to any interested. It contains seven fields: PO # or CC transaction # PO Date or transaction date Ship to Location PO Amount Vendor Item Description Invoice #

BuyBoard On-Line www.buyboard.com Vendor/Commodity Search Keyword Search Real-time reporting, order history and status Single source access to over 2,000 awarded vendors with product information, pricing, and web links Online Request For Quote (RFQ) feature

BuyBoard On-Line Request For Quote Online, electronic quote using only approved BuyBoard vendors No bid advertising or mailing of bids Online tabulation and award features Confidential pricing Deeper discounts, bigger savings

Cooperative Purchasing Rebated $33.5 million to members since 2006 Rebated $6.9 million to 994 members in 2016 Rebate formula based on excess revenue generated by member Cooperative Board approves total rebate amount 42% of collected revenue for 2014/2015 was rebated to members NOTE: Non-Profit entities are not eligible for BuyBoard rebates.

Cooperative Purchasing You have a choice in the Coop you use – who do you trust? With the BuyBoard, you can always negotiate a lower price Do other coops rebate? Non-profit administration Board of your peers – member governed Stability – 18 years of service to the membership Sponsorship of TASB, TASA,TAC, and TML Support Staff for site trainings at your ISD, City, College, County Office Staff available for web support, PO questions, pricing issues

THANK YOU! QUESTION?