HomeMy WebLinkAboutContract 1789
AdnWt
/ Minnesota
MATERIALS MANAGEMENT DIVISION ..
11&9
May 27, 2005
Dear Governmental Unit:
Enclosed please find a brochure and application/renewal form for membership in the State of Minnesota
Cooperative Purchasing Venture program. The program offers many benefits, such as cost and time
savings, to members who can purchase goods and services under contracts already established by the
State of Minnesota. The ability to utilize preexisting contracts eliminates the need for members to solicit,
award, process and maintain contracts. The favorable pricing provided to the state is available to
members through this program. Members also receive fax or e-mail notification of important contract
information and updates.
If you are a current member, the state has eliminated the need for you to execute a separate agreement
each year. To exercise your renewal option, simply complete the enclosed renewal form and provide the
$500 membership fee. If your fee is received by June 30, 2005, your membership will be renewed
automatically. You will not receive a CPV agreement as you did in the past. It is important, however, that
the state receive the renewal form to ensure that you continue to have access to contract information.
If you are joining the program, please submit the enclosed application/renewal information form and return
it to the address shown along with the $500 membership fee. The fee will cover membership for fiscal
year 2006 (July 1, 2005, to June 30, 2006) and is not prorated. Following receipt of your application and
fee, you will be sent a Cooperative Purchasing Agreement for execution. After you submit the executed
agreement, you will receive a membership permit number and security access code.
WE WILL TRANSITION AWAY FROM THE FAX BACK SYSTEM SOME TIME IN THE NEXT YEAR SO
WE NEED ACCURATE E-MAIL ADDRESSES TO CONTINUE SENDING OUT INFORMATION.
Thank you for your interest in the Cooperative Purchasing Venture program. If you have any questions
about the program or the application/renewal process, please contact Sherry Brown at 651.297.2683.
Sin~ (\
'l~"
Kent Allin
Director
Enclosure
Materials Management Division
112 Administration Building
50 Sherburne Avenue
Saint Paul, MN 55155
E-Mail: sherry.brown@state.mn.us
P: 651.297.2683 { F: 651.297.3996
For TIY {TOO communication, contact us through the Minnesota Relay Service at 1.800.627.3529
r......\, //
,,/
Membership Renewal Form
Please provide the information requested below
and mail it along with a check for the $500
membership fee (payable to "State of Minnesota,
CPV Program") to:
~!.r
:~
Materials Management Division
Attention: Sherry Brown
112 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
The $500 annual fee covers membership
from July 1, 2005, to June 30, 2006, or any
portion thereof. The fee is not prorated.
A membership permit number and security
access code will be sent to you following receipt
of your application and membership fee.
City of Columbia Heights
Organization Name
590 40th Avenue NE
Address
Columbia Heights MN 55421
City State ZIP Code
Sue Schmidtbauer
Contact Name
Contact E-mail Address
sue.schmidtbauer@ci.columbia-heights.
run . us
763-706-3634
Telephone Number
William Elri te
Authorized Name (pleo.ff p!illt
~
763-706-3637
Fax Number
Aud10rized Signature
"
hIay 2005
COOPERATIVE PURCHASING AGREEMENT
This Joint Powers Agreement is between the State of Mi~nnesota, through its commissioner of Administration Materials Management Division:;
("Division") and ~.~~ ~ [7_~_~. ~/~.]~/_,--U'- ' 'Authorized Govemmenta!Uni?).'
Pursuant to Minn. Stat. § 16C.03, subd. 10, the Division acquires various supplies, cormnodities, equipment, and services for state agencies and
governmental units (as defined in Minn. Stat. § 471.59, subd. 1) through competitive bidding or requests for proposals. The Division, through Minn.
Stat. § 16C. 11, and the Authorized Governmental Unit wish to combine their purchasing functions, as specifically provided below, so that the
Authorized Governmental Unit may avail itself of the prices which have been agreed upon by the Division and its vendors.
The parties agree as follows:
1. Term. This joint powers agreement will be effective on the date State obtains all required signatures under Minn. Stat. § 16C.05, subd. 2, and may
be renewed on an annual basis not to exceed five years. This joint powers agreement may be canceled by either party upon 30 days' written notice to
the other party.
2. Services. Upon payment of the annual, administrative fee, the Division will make its contracts for commodities and services, listed on the State of
Minnesota's Contract Index, available to the Authorized Governmental Unit.
3. AnnualAdministrative Fee. To become a member of the State of Minnesota's Cooperative Purchasing Venture, the Authorized Govemmental
Unit will pay to the Division an annual administrative fee of $500.00. The annual administrative fee will be paid by the Authorized Governmental
Unit on or before the thirtieth day of June of each year of this joint powers agreement. Failure to pay the annual administrative fee will terminate this
joint powers agreement at the end of the last year for which the annual administrative fee has been paid. The Division reserves the right to modify
the annual administrative fee. In the event of a modification, the Division will provide written notice of the modification to the Authorized
Governmental Unit at least 30 days prior to the renewal date. The annual administrative fee constitutes consideration for the duties and obligations
under this joint powers agreement to be performed for a single annual period and does not constitute consideration for the option to renew this joint.
powers agreement.
4. Use of Division Contracts. To purchase commodities or services from the Division's contracts, the Authorized Governmental Unit must issue a
purchase order in accordance with the terms and conditions of the Division's contracts and any requirements applicable to the Authorized
Governmental Unit's governing body. The Authorized Govemmental Unit must send purchase orders directly to the applicable vendor and wilt
make:payments directly to the vendor in accordance with its established procedures and terms of the Division's contract. The Authorized
Governmental Unit will not use the goods available under the Division's contracts for the purposes of resale and the Authorized Governmental Unit
must be the end user of the goods purchased.
AUTHORIZED GOVERNMENT UNIT
By'
(Authorized Signature)
5. Liability. The Authorized Governmental Unit agrees that neither the Division not' its employees personally assume responsibility or liability for
any amounts due or claimed to be due pursuant to any purchase order entered issued by the Authorized Governmental Unit. The Authorized
Governmental Unit will indemnify, save and hold harmless the Division and its employees from any loss, damage or expense, including payment of
attorney fees allowable by law, which arise or may arise from the Authorized Governmental Unit's use of this joint powers agreement and from any
dispute or claim arising from any transaction between the Authorized Governmental Unit and the DixSsion's vendors, whether or not the loss,
damage, dispute or claim arises during or after the period of this joint powers agreement. The Division's liability will be governed by the provisions
of Minn. Stat. § 3.7g6.
STATE OF M~
By:
assmtant D~rector. Materials Management Division
/
(Date)
(Title)
590 40th AVenue N.E.
(Address)
Permit Number/Security Code Access Code
Ii .
MMD-CPV Fom~ 1 (5~2004) JOINT POWERS AGREEMENT CREATING COOPERATIVE PURCHASING VENTURE MEMBERSHIP
MATERIALS MANAGEMENT DIVISION
CONTRACT DOCUME:N ]
Access Instructions for CPV Members
internet Access Instructions
You may use your security access code to retrieve documents from the web. The web site offers an MMD
Updates page containing frequently revised information that may affect you. Only contract numbers ending
with "(5)" are available for CPV members use. Retrieve releases from the internet in the following manner.
2.
3,
4.
Go to: http://www, mmd.admin.state.mn.us
Selec[ "Secure Area Sign in"
Enter your access code
Select "Contract Search"
Fax-Back System Instructions
To utilize the Fax-Back System, dial 651~297-7547 from your fax machine. Use the attached handset or plug
a touch tone phone into your fax machine. The fax machine must be set at "touch-tone." When the Fax-Back
System answers the telephone you'll hear the following greeting:
"Welcome to the Materials Management Division's Voice Fax System. Please enter your access
code now, followed with the pound sign(CC), or press star(*) if you do not have an access code."
if You Have An Access Code
Use the touch-tone keypad of your fax machine, the handset, or the telephone connected to the fax machine
to enter the six digits, press the pound sign (CC). If you enter the access code correctly, the system will recite a
voice menu to you explaining your options. If you incorrectly enter your access code, you'll hear:
"i'm sorry, that is not a valid access code."
You have three opportunities to correctly enter your access code before the system hangs up on you.
if You Do Not Have An Access Code
If you do not have a valid access code and press star (*), a page will be faxed to you containing the phone
number for the Security Administrator.
~Vllaintaining System Security
If at any time you change fax machines or fax phone numbers, you must call the Fax-
Back Security Administrator, Access codes are assigned to specific fax machines. If
you try to use an assigned access code on another fax machine you will not receive the
requested document.
MMD-CPV Form 2 (07/04) Access Instructions for CPV Members Page 1
The Fax-Back System Menu
If you have a valid access code the system will recite the menu outlining the choices available to you.
Press 1 for the Contract menu
Press 2 for the Vendor menu
If you have chosen the Corltract Met//./, the following options are offered:
Press I for the Contract Index
Press 2 for the Cross Index
Press 3 for Contract Releases
Contract index
If you press 1 at the Contract Menu, the system will tell you to press the start or receive button on your fax
machine. Transmission of the contract index will begin.
Cross Index
entirety or by letter. Please note: The entire cross index is approximately 40 pages and requires about one
hour to transmit by fax.
Contract Release
If you press 3 at the Contract Menu, the system will ask you to find the key on your key pad that contains the
letter of the contract release. After pressing the key on your key pad containing the letter, you will have three
options to designate exactly which letter you want from that key. You will press 1, 2 or 3 according to the
position of the letter on the key.
For example, the "7" key contains the letters P, R, and S.
If the letter is "P," press I representing the first position, if the letter is S, press 3 for the third position.
If you have chosen the Verldor Me/'//./, the following options are offered:
Numerical Index of SiC Codes
If you press I at the Vendor Menu, you'll receive an SIC code index sorted in ascending numerical order. After
pressing 1, you'll hear:
"Please press the start or receive button on your fax machine now."
Press the start or receive button on your fax machine. The document requested will be sent to your fax
machine immediately.
Alphabetic SiC Code Index
If you press 2 at the Vendor Menu, you'll receive an SIC code index sorted alphabetically by commodity name.
After pressing 2, you'll hear:
"Please press the start or receive button on your fax machine now."
Press the start or receive button on your fax machine. The document requested will be sent to your fax
machine immediately.
MMD-CPV Form 2 (07/04) Access Instructions for CPV Members Page 2
Certified Company Index
If you press 3 at the Vendor Menu, you'll receive the index of certified companies. This document is
approximately 50 pages long and requires about one hour to transmit by fax. After pressing 3, you'll hear:
"Please press the start or receive button on your fax machine now. '
Press the start or receive button on your fax machine. Transmission of the document will begin immediately.
Select Companies by SiC Code
If you press 4 at the Vendor Menu, you'll hear:
"You.may now make four selections. Please enter the seven-digit SIC code now. End entry
with the pound sign. '
Enter the seven-digit SIC code, then press the pound sign (#). If the' code you enter does not exist, the system
will say:
The system will then ask you to enter the seven-digit code again. When you've entered a valid SIC, you'll
hear:
"To select another, or press l, otherwise press pound."
"Please press the start or receive button on your fax machine now."
Press the start or receive button on your fax machine. You will receive the documents you ordered.
Contact the Fax-Back System Administrator for help or further information.
651.297.2683 or Fax 651.297.3996
e-maih sherry.brown@state.mn.us
MMD-CPV Form 2 (07~04) Access Instructions for CPV Members Page 3