South Western Region Purchasing Cooperative

In 1996, the South Western Region Purchasing Cooperative was formed. The South Western Region Purchasing Cooperative is comprised of municipal purchasing staff and the South Western Regional Planning Agency (SWRPA) staff. At the request of the City of Stamford, SWRPA hosted meetings with municipal purchasing directors to discuss cooperative bidding. The meetings, in turn, led to the formation of the South Western Region Purchasing Cooperative.

Who may participate in the South Western Region Purchasing Cooperative?

The South Western Region Purchasing Cooperative is open to all South Western Region municipalities. Municipalities outside of the South Western Region may participate in the activities of the South Western Region Purchasing Cooperative upon affirmative vote of the members.

How does the bid process work?

Municipal purchasing staff take a turn as Lead Municipality for a specific bid. The Lead Municipality is the primary source of technical assistance to SWRPA staff in developing the cooperative bid invitation and other information necessary for the successful execution of the bid. Invitations to participate in a bid are sent to all SWRPA municipalities; Municipalities return bid invitations stating their requirements; Bid specifications for each item are developed in conjunction with Lead Municipality and are then reviewed by the South Western Region Purchasing Cooperative members; Bid invitations are sent to a list of vendors; Municipalities submit legal notices in the local newspapers; Results of the bids received are sent to all SWRPA communities; The lowest responsive and responsible bidder is accepted unless there is very strong reason for rejection; and Municipalities award the bid as well as enter into a contract/agreement with the selected vendor.

Is participation in the bids mandatory?

Participation in the South Western Region Purchasing Cooperative as well as in each bid is voluntary. The municipality determines if it is its best interest to participate in the bid.

What items go out to bid?

Purchasing Cooperative members decide which items to bid cooperatively. To date, the following items have been the subject of joint bids: gasoline, diesel/heating oils, liquid chlorine, salt, and sand.

Is there a cost for this service?

There is no charge for this cooperative effort between the municipal purchasing staff and SWRPA.

Why a Regional Cooperative Purchasing Program?

The benefits of a joint bidding program include the following:

• Better price;
• Reduced administrative cost;
• Assurance of supply;
• Better quality control;
• Provides access to a network of peers; and
• Serves as a technical resource on purchasing matters.

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