State of Iowa Cooperative Purchasing Program

State of Iowa Cooperative Purchasing Program On this page... What is the Iowa Cooperative Purchasing Program? Eligibility Available Contracts Frequently Asked Questions Back to top What is the Iowa Cooperative Purchasing Program? The Iowa Cooperative Purchasing program allows government entities and subdivisions across the State of Iowa to purchase from contracts (“Master Agreements”) created by the Department of Administrative Services (DAS) Central Procurement. Cooperative purchasing is a collaborative effort, providing benefits in pricing, product quality, and contract process efficiencies for public purchasing entities throughout the State. The program was developed in accordance with Iowa Admin. Code r. 11-117.4(3) “Master agreements entered into by the department [DAS] may be extended to and made available for the use of other governmental entities as defined in Iowa Code section 8A.101.” Back to top Eligibility As defined in Iowa Code § 8A.101 , “governmental entities” include any unit of government in the executive, legislative, or judicial branch of government, including its political subdivisions; any unit of the United States government; or any association or other organization whose membership consists primarily of one or more of any of the foregoing. Political subdivisions are defined in the same Section of Iowa Code as “a county, city, school district, or combination thereof”: Municipalities Volunteer fire departments Counties Volunteer first aid and rescue squads School districts Community and state colleges Benefits We know the procurement process can be overwhelming and time consuming. Simplify the process and save on the duplication of administrative costs and the time needed to find the right contract by buying off of State of Iowa awarded contracts from vendors you already use. Cost Savings When you purchase from a State awarded contract, you can take advantage of the best negotiated pricing based on Statewide volume and spend. The more often agencies, local government, and schools use the contract – the more volume and the better rates DAS is able to negotiate. Regardless of your product volume, you reap the rewards of the State volume purchasing power. Compliance DAS contracts (“Master Agreements”) are competed by State of Iowa DAS Central Procurement in accordance with Iowa Code, policies, and procedures. Awarded contracts are compliant with Iowa Code, incorporate appropriate terms and conditions, and insurance coverage requirements, with vendors who have been vetted and approved for use by the State. This allows you to bypass the solicitation process since it has already been at the State level. Save valuable staff time and improve efficiencies, while ensuring compliance with State regulations. Convenience Many State contracts have multiple contractors to help expedite delivery needs throughout the State. Local business owners / dealers often have the ability to honor State contract pricing, allowing you to keep purchases in your community. You work directly with the vendor to secure the goods and services, by simply referencing the State MA # and issuing a purchase order to the State contracted vendor. Back to top Available Contracts State of Iowa awarded contracts are posted in BidOps . When you navigate to the IMPACS system , follow the instructions for public login. Back to top Frequently Asked Questions List items for Cooperative Purchasing Frequently Asked Questions What is the State of Iowa Cooperative Purchasing Program? It's a free service in which eligible organizations can purchase goods and services from 800+ state contracts directly from vendors. Cooperative purchasing leverages economies of scale that very often result in lower pricing and better terms and conditions. Is there a membership fee to become a member or use the contracts? There is no fee. DAS may ask participants to confirm spend data on purchases made against State MA’s. Are political subdivisions / local government entities required to purchase from State awarded contracts? No, participation is voluntary. Purchasing from DAS contracts is an option to save you time and money. You may select which contracts to utilize depending upon the needs of your entity. What is the process? Eligible organizations simply find the contract they would like to use Contact the vendor for State contract pricing. Be sure to reference the State of Iowa MA # (contract #) when you contact the vendor . All quotes and invoices should reference the State of Iowa contract # to ensure contract pricing. Orders are placed directly to the vendor, with shipment direct to the purchaser. Does participating in the Cooperative Purchasing Program negate the necessity of posting a solicitation ourselves? It may. Your entity’s governing rules and regulations take precedence over Cooperative Purchasing’s. Check with your legal counsel if uncertain what your requirements are. What can I buy? More than 800 contracts are currently available that offer a wide variety of goods and services. Examples include cleaning supplies copiers flooring fuel furniture industrial supplies office supplies paint paper uniforms vehicles, and more. Services available include document destruction/shredding, digital scanning, translating, building automation, preventive maintenance, vehicle up-fitting, vehicle maintenance and repair, mechanical services HVAC, etc. How do I find DAS awarded contracts available for use? State of Iowa awarded contracts are posted on IMPACS . When you navigate to the IMPACS system follow the instructions for public login. Will DAS contracts always offer the lowest available price? Not always. The program does not guarantee the lowest price on every item. However, all Cooperative Purchasing contracts are awarded through an open procurement process and pricing will be consistently fair and competitive along with established terms and conditions. Why can other programs and non-contract vendors sometimes offer better pricing? There could be a number of possibilities, including: Vendors may offer to sell at prices lower than the state contract as a marketing strategy. The lower-priced offering may not provide a comparable level of warranty and liability protections. State requirements such as environmental responsibility, support for Iowa businesses, state auditor access to business records and limits on offshore outsourcing that may add costs, but also strengthen important Iowa values. Can I comparison shop DAS Master Agreements with my other options? Yes. State contract information and pricing information is available online. Does purchasing from a DAS Master Agreement offer advantages other than pricing? Yes. First, you can be confident in knowing that your purchases will meet strict standards of ethical and accountable public procurement. Utilizing DAS awarded contracts can also reduce administrative effort and time, allowing staff to concentrate on mission-critical activities. We need things that aren’t available on state contracts – can we help develop contracts for these products and services? Yes. We welcome and encourage participation on ad hoc work groups that help identify needs and specifications. Representatives of your organization can also serve on panels that evaluate vendor responses. Participation is voluntary. What services and support can I expect from the State? Purchasing experts from the DAS Central Services Procurement research products and market conditions, negotiate for favorable terms and pricing, and assist members with vendor management issues, including vendor disputes. The Office of the Attorney General provides legal support and representation. How is the State able to fund the Cooperative Purchasing Program? The program is funded primarily through administrative fees (paid by Vendors), usually one-quarter to one percent, that are applied to the sales generated against the contract. Contract prices include the administrative fee, if applicable, so customers always know their actual price. Back to top Strategic Sourcing Specialist Email Address purchasing.mailbox@iowa.gov Secondary Navigation Menu Procurement Cooperative Purchasing Program Procurement Training Requisition Form for Goods & Services Resources & Forms State Purchasing Contracts IMPACS eProcurement Purchasing Card Program Iowa PCard & Travel Card Training Policy & Procedures Manual Contacts Quarterly Newsletter

State of Iowa Cooperative Purchasing Program On this page... What is the Iowa Cooperative Purchasing Program? Eligibility Available Contracts Frequently Asked Questions Back to top What is the Iowa Cooperative Purchasing Program? The Iowa Cooperative Purchasing program allows government entities and subdivisions across the State of Iowa to purchase from contracts (“Master Agreements”) created by the Department of Administrative Services (DAS) Central Procurement. Cooperative purchasing is a collaborative effort, providing benefits in pricing, product quality, and contract process efficiencies for public purchasing entities throughout the State. The program was developed in accordance with Iowa Admin. Code r. 11-117.4(3) “Master agreements entered into by the department [DAS] may be extended to and made available for the use of other governmental entities as defined in Iowa Code section 8A.101.” Back to top Eligibility As defined in Iowa Code § 8A.101 , “governmental entities” include any unit of government in the executive, legislative, or judicial branch of government, including its political subdivisions; any unit of the United States government; or any association or other organization whose membership consists primarily of one or more of any of the foregoing. Political subdivisions are defined in the same Section of Iowa Code as “a county, city, school district, or combination thereof”: Municipalities Volunteer fire departments Counties Volunteer first aid and rescue squads School districts Community and state colleges Benefits We know the procurement process can be overwhelming and time consuming. Simplify the process and save on the duplication of administrative costs and the time needed to find the right contract by buying off of State of Iowa awarded contracts from vendors you already use. Cost Savings When you purchase from a State awarded contract, you can take advantage of the best negotiated pricing based on Statewide volume and spend. The more often agencies, local government, and schools use the contract – the more volume and the better rates DAS is able to negotiate. Regardless of your product volume, you reap the rewards of the State volume purchasing power. Compliance DAS contracts (“Master Agreements”) are competed by State of Iowa DAS Central Procurement in accordance with Iowa Code, policies, and procedures. Awarded contracts are compliant with Iowa Code, incorporate appropriate terms and conditions, and insurance coverage requirements, with vendors who have been vetted and approved for use by the State. This allows you to bypass the solicitation process since it has already been at the State level. Save valuable staff time and improve efficiencies, while ensuring compliance with State regulations. Convenience Many State contracts have multiple contractors to help expedite delivery needs throughout the State. Local business owners / dealers often have the ability to honor State contract pricing, allowing you to keep purchases in your community. You work directly with the vendor to secure the goods and services, by simply referencing the State MA # and issuing a purchase order to the State contracted vendor. Back to top Available Contracts State of Iowa awarded contracts are posted in BidOps . When you navigate to the IMPACS system , follow the instructions for public login. Back to top Frequently Asked Questions List items for Cooperative Purchasing Frequently Asked Questions What is the State of Iowa Cooperative Purchasing Program? It's a free service in which eligible organizations ca