ORDINANCE NO. 2015- 133

AN ORDINANCE ACCEPTING COMPETITIVE BIDS BY WAY OF AN INTERLOCAL

AGREEMENT WITH THE COOPERATIVE PURCHASING NETWORK ( TCPN) FOR THEACQUISITION OF MAINTENANCE, REPAIR, AND OPERATIONS SUPPLIES

INCLUDING HAND TOOLS, PERSONAL SAFETY EQUIPMENT, AND SUPPLIES USEDBY FIELD PERSONNEL, FOR THE CITY OF DENTON DISTRIBUTION CENTER;

PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING ANEFFECTIVE DATE ( FILE 5811- AWARDED TO FASTENAL COMPANY IN THE THREE

3) YEAR NOT -TO- EXCEED AMOUNT OF $600,000).

THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:

SECTION 1. The City Manager, or his designee is hereby authorized to purchaseMaintenance, Repair, and Operations Supplies in a three ( 3) year not -to- exceed amount of

600, 000 from Fastenal Company under competitive bids received by The CooperativePurchasing Network in accordance with a Cooperative Purchasing Program ParticipationAgreement under Section 271. 102 of the Local Government Code which is on file in the office

of the Purchasing Agent.

SECTION 2. The City Council of the City of Denton, Texas hereby expressly delegatesthe authority to take any actions that may be required or permitted to be performed by the City ofDenton under File 5811 to the City Manager of the City of Denton, Texas, or his designee.

SECTION 3. The City Manager, or his designee, is authorized to expend funds pursuantto the agreement for the purchase of various goods and services.

SECTION 4. This Ordinance shall become effective immediately upon its passage andapproval. .......

PASSED AND APPROVED this the day ofY ,

c t,w , 2015.

ATTS, MAY

ATTEST:

JENNIFER WALTERS, CITY SECRETARY

BY. .

Signature on File

Signature on File

Signature on File

CONTRACT BY AND BETWEEN

CITY OF DENTON, TEXAS AND

FASTENAL COMPANY (FILE 5811)

THIS CONTRACT is made and entered into this day of . -/A 2015,

by and between Fastenal Company corporation, whose address is 2001 jbeij er Blvd. MN 55987 hereinafter referred to as " Supplier," and the CITY OF DENTON, TEXAS, a home

rule municipal corporation, hereinafter referred to as " City," to be effective upon approval of the

Denton City Council and subsequent execution of this Contract by the Denton City Manager orhis duly authorized designee.

For and in consideration of the covenants and agreements contained herein, and for the

mutual benefits to be obtained hereby, the parties agree as follows:

SCOPE OF SERVICES

Supplier shall provide products in accordance with The Cooperative Purchasing NetworkTCPN contract R142101. The Contract consists of this written agreement and the followingitems which are attached hereto and incorporated herein by reference:

a) TCPN Contract R142101 ( Exhibit "A "), on file in the Purchasing Office; b) Special Terms and Conditions (Exhibit "B ")

c) City of Denton Machine Inventory Price File (Exhibit " C ") d) Vendor Collected Administrative Fee ( VCAF) (Exhibit " D ")

These documents make up the Contract documents and what is called for by one shall beas binding as if called for by all. In the event of an inconsistency or conflict in any of theprovisions of the Contract documents, the inconsistency or conflict shall be resolved by givingprecedence first to the written agreement then to the contract documents in the order in which

they are listed above. These documents shall be referred to collectively as " Contract

Documents."

IN WITNESS WHEREOF, the parties of these presents have executed this agreement in

the year and day first above written.

SUPPLIER

BY:

w .

Title:

CITY OF DENTON, TEXAS

BY:

DATE:.

ATTEST:

JENNIFER WALTERS, CITY SECRETARY

BY: / ..I' I'" I . I I D A, " 1" 00 LEGAL FORM:

ANITA BURGESS, CITY ATTORNEY

BY:

Signature on File

Signature on File

Signature on File

Signature on File

Exhibit B

Special Terms and Conditions

The City, having elected to participate in TCPN Contract # R142101 for Maintenance, Repair

and Operation Supplies; and Fastenal Company ( Supplier), has agreed to the following:

Scope:

Supplier agrees to provide Maintenance, Repair, and Operating supplies ( MRO) by utilizingFastenal Vending Solutions, a Fastenal Storefront located in Denton TX, and a FastenalDistribution center located in Denton TX.

Through the utilization of commercial industry best practices, technology, and cooperativegovernment procurement methodologies the City will experience greater efficiencies andstreamlined procurement.

Fastenal Vending Solutions have been document in case studies, as a proven method forproviding ready access to needed supplies as well as the controls and compliance thatgovernmental entities require.

Products sold by Fastenal and Fastenal Vending Solutions are available via a CooperativeGovernment Contract ( Attachment A.), which was awarded by The Cooperative PurchasingNetwork, based in Houston, TX.

Authority for such services is granted under Government Code, Title 7, Chapter 791Interlocal Cooperation Contracts, Subchapter B and Subchapter C, and Local

Government Code, Title 8, Chapter 271, Subchapter F, Section 271. 101 and Section

271. 102. As such, no further competition or bidding is required.

Pricing:

Cost to the City for products purchased from Supplier shall be administered using the followingmethods:

1. Vended product will be sold at the TCPN contracted sell price, unless a lower agreed

upon sell price has been determined, plus an 8% vendor collected administrative fee.

2. Product purchased from Supplier via any other method will be sold at the TCPNcontracted sell price, unless a lower agreed upon sell price has been determined, with no

vendor collected administrative fee added. Methods of purchase include

www.fastenal. com and walk -in /walk -out transactions at Fastenal store locations.

A listing of current machine inventory ( Exhibit C) that the Materials Management ServiceCenter staff has identified will receive net pricing. The net price file will be administered in

addition to discounts provided by TCPN Contract # R142101. The City will allow for priceadjustments of these net prices 6 months after the start of the agreement and twice annuallythereafter. Request for price adjustment must be submitted in writing and agreed to by bothparties before any adjustments take place.

Service:

Supplier will stock and replenish inventory help within the Fastenal Automated Supply vendingmachines.

In the event that a machine needs service or repair work, this work will be performed by Supplieremployees at no cost to the customer.

The City is responsible for providing electricity and internet connection at the location wheremachines are to be installed.

Supplier employees will monitor usage and inventory levels using agreed upon min /max levelsand a web hosting software program that gives both City staff and Supplier staff real timevisibility of machine status and inventory levels.

Vendor Collected Administrative Fee WCAF):

Supplier will administer and collect and administrative fee on behalf of the City which shall bepaid to the City in the form of a refund check on a quarterly basis. The City will allow areasonable period of time after the end of each calendar quarter but not to exceed 30 days, for

Supplier to provide a usage report which shows at a minimum the following attributes which willaid in the audit or reconciliation of the VCAF:

Fastenal Part Number

City of Denton Part Number ( if available)

Product Description

Unit of Measure

Quantity purchased

Unit Price

Extended Price

Supplier will work in good faith with City staff to ensure that needed and valuable information isprovided on an as needed basis, and in the event that further or more detailed information is

needed both parties will work in good faith to create reporting metrics that are mutuallybeneficial.

VCAF will apply only to products that are vended or issued from Fastenal Automated Supplyvending machine units.

Supplier will work in good faith to identify products purchased by the City via methods otherthan Fastenal Vending Solutions that may be candidates to be stocked and issued using theFastenal Vending Solution.

The Quantities

The City reserves the right to increase or decrease the quantities to meet its actual needs withoutany adjustments in the contract price. Individual purchase orders will be issued on an as neededbasis.

Product Chances durinc Contract Term

The supplier shall not change specifications during the contract term without prior approval. Any deviation in the specifications or change in the product must be approved in advance by theCity of Denton. Notice of a change shall be submitted in writing to

dentonpurchasing a,cityofdenton.com, with the above file number in the subject line, for review. Products found to have changed specifications without notification, and acceptance, will be

returned at the supplier' s expense. Products that have been installed will be replaced at the

supplier' s expense.

Contract Termination

The City of Denton may terminate the contract with 30 days notice.

Purchases in accordance with this agreement shall not exceed $ 600, 000,

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EXHIBIT D

Vendor Collected Administrative Fee-

The below examples shall serve as an Illustration of the methodology employed to achieve the VCAF:

Items that are part of Attachment C will have 8% added to the agreed upon price in order to achieve the

VCAF.

Contract Sell Price x 1. 08 Net Price to Department

1. 00 x 1. 08 W $ 1. 08

1. 00 + 8% _ $ 1.08

Items that are not listed In Attachment C, and where pricing Is determined using the discount structure

provided by TCPN Contract R142101WIll have the discount reduced by 8% in order to achieve the VCAF.

Fastenpl Wholesale Price - TCPN Discount = Net Price to Department

10.00 - 20% = $ 8.00

astenal Wholesale Price _ dly tec T Le iii e jn .... h twPricp t _C Oment

10.00 12 'Y" _ $ 8.80

Reduced Discount to Achieve VCAF

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