5.8. SR 07-11-2011Item # 5_8.
MEMORANDUM
ij.iver
TO: City Council
FROM: Mayor Dietz
DATE: July I I, 201
SUBJECT: North American joint Purchasing Program
Peter Beck has looked at the Letter of Understanding regarding the Joint Purchases program
and sees no problem with it.
With Council permission, I would like Tina (office supplies) and Steve (field marking paint,
outdoor toilets) to follow up with this with Ramsey (a member of the North Metro Mayors
Association) and compare their prices on these items to what we are paying.
If they pay less, I think it would be beneficial for us to seriously consider joining this group.
From what I have been told we can be part of the joint buying agreement at no cost to us.
N:\Public Bodies\Ciry Council\Council\Mayor\N Am Jt Purchase Program.doc
AOL Mail -Print Message Page 1 of 1
From: jdjstrauss <jdjstrauss@netscape.net>
To: shortshotsl7 <shortshotsl7@aol.com>
Subject: Re: North Metro 1Vlayors
Date: Mon, 23 May 2011 11:03 am
Attaelaments: MASTER Associate_Member 1.,OU[1].doc (263IC)
Mr. Dietz:
I will start with sending an attachment of the Letter of Understanding that can be used by your city to participate in NMMA's
North American Joint Purchasing Program. There is no participation fee. Three program are currently open for your city to
participate in; namely:
1) Office Products, Janitorial Cleaning Supplies and Office Furniture -winning low responsible bidder - S&T Office Products
2) Field Marking Paint -winning low responsible bidder - Hirsfield's
3) Outdoor Toilets -winning low responsible bidder -Bixby
If Elk River decides to participate I will forward city contact information to these three companies and have them contact your
designated staff and proceed from there.
Under separate communication I will put together a package of materials on membership in NMMA and forward to your
attention. I need a couple bits of information in order to calculate membership cost should the city want to officially join. Can
you or one of your staff give me the following data points:
1) Current populatioh
2) Currerit Net Tax Capacity
NMMA uses these data points annually to structure its membership fee schedule. Typically, member cities greater than
7,500 in population fall into a formula driven membership fee basket and these two data point are used - 50% use to
calculate the fee. Cities below 7,500 population fall into a fixed annual fee schedule (in 2011 the fee for this group of cities
was $2,080). Lastly, each year we negotiate the membership rate that the City of Minneapolis pays, as well as Associate
membership fee charged Anoka and Hennepin Counties.
As stated above I will put together a number of documents and forward to your attention (probably via mail} yet this week.
If you would like we could visit with your city council and staff regarding membership. I know the mayor and city manager of
Ramsey have been talking to you; we could have one or more of our mayors/city managers join any future discussions you
may want to have.
Hope all is well with you. Thanks for thinking about our NMMA organization.
Best regards, -
Joseph D. Strauss
NMMA
EVP & COO ,
hS Please advise if ou received this r~-niil I71e:; ~a
----Original Message-----
From: shortshots17 cr aol.com
To: jdjstrauss netscape.net
Sent: Wed, May 18, 2011 1:03 pm
Subject: North Metro Mayors
Joe,
We must have qot our wires crossed.
Please send me info about your organization.
S may be able to get Elk River to join.
Thanks
John Dietz
http://mail.aol.com/3 3668-111 /aol-6/en-us/Cite/PrintMessage.aspx?user=v9iwfBOTgj &fol... 5/23/2011
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Associate Members
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Letter of Understanding
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y:
The undersigned, agrees to join the North Metro Mayors Association
(hereinafter "NMMA") as an Associate Member (hereinafter °ASSOCIATE") effective _, 2011, and be eligible
to participate in the NMMA's Central Purchasing Program, also known as the "North American Joint Purchasing Program".
Whereas, NMMA, a Joint Powers organization under Minnesota Statutes Section, Section 471.59, has invited ASSOCIATE to join
the Association as an Associate Member and participate in its Central Purchasing Program {CPP), also known as the "North
American Joint Purchasing Program", and
Whereas, by joining with NMMA, ASSOCIATE will:
• Receive best public bid pricing for program products and services that will be made available to NMMA members, associate
members and community partners;
• Participate In an annual CPP dividend distribution program based on members' quantity purchases, minus program expenses
on a pro-rate basis; and
• Have the opportunity to customize purchase and buying patterns based on requirements that best fit and benefit ASSOCIATE.
In consideration of mutual promises and other good and valuable consideration, receipt of which is hereby acknowledged, the
parties hereto agree as follows:
• There is no obligation to purchase any products or services as an Associate Member. ASSOCIATE may elect, in ifs sole
discretion, to participate, in any program for products and/or services offered under NMMA's CPP, so long as ASSOCIATE
remains a current Associate Member. Associate may withdraw participation at any time by giving written notice.
• No participation fee will be charged, and the only potential cost will be a pro-rata share of program expenses, if any, and such
charge may only be assessed against and deducted from earned Program dividends payable to the undersigned based on its
purchases of products and/or services under the CPP.
The CPP is managed by a committee of six (6j city managers, appointed by the NMMA Board of Directors, the NMMA CPP
Management. Committee, who meet regularly to determine Program product and service offerings that will be submitted for public
bid and become authorized under the CPP/North American Joint Purchasing Program for its members, associates and community
partners.
Now therefore the parties hereto have executed this Letter of Understanding effective as of , _, 2091.
North Metro Mayors Association
By: By:
Its: Its:
AOL Mail -Print Message
Trom: Beclc, Peter K-~
To: shortshotsl7 <shortshotsl7@aol.cotn>
Subject: North American Joint Purchasing Program
Date: Sat, 25 Jun 2011 5:57 pm
Hi John,
Hope you are having a great vacation.
Page 1 of 1
Just thought I would let you know that I am catching up on my Elk River stuff this weekend and looked at the
Letter of Understanding for the North Metro Mayor's Association Central Purchasing Program. I see no problem
witn the wetter of untlerstantlmq. ~t tloes not commit the Cif to_ an_ything. I would like to see the organ
other governing documents if the City does decide to purchase anything under this program.
I can't remember if I mentioned to you that I will be out of town the week of the 4th and unable to attend the July
5th Council meeting. I will be keeping up on emails and calls that week. Fell free to contact me if you need to. See
you at the Utility Board meeting, if not sooner.
Peter
Ea~*ter E3ec;lc
F~ttorney