HomeMy WebLinkAboutYakima County - Purchasing Exit Proposal & AgreementCITY OF YAKI
AK0MA COUNTY PURCHASING
EXIT PROPOSAL & AGREEMENT
OVERVIEW
1. Background
In November 2009.the City of Yakima and Yakima County entered into ePurchasing Services |nterloca|
Agreement, thereby consolidating purchasing services of the two entities. On January 23, 2020, Yakima
County (hereafter "County") presented the City of Yakima (hereafter "City") with a notice of termination of the
Interlocal Agreement, The effective date of termination stated in the County's notice is June 30, 2020.
2. Scope
/norder tuaccommodate the terms nftermination dictated bvCounty, the City requires the following:
w County has requested that a transfer of County purchasing data begin the second quarter of 2020;
bofacilitate the data transfer timeline, Purchasing will only issue new bid solicitations and re -bid
solicitations for current term contracts expiring in 2020. so long as Purchasing doVanninoo the
solicitation process and award can be completed by March 31, 2020. Purchasing will make these
determinations on euaoe-by-conoreview basis. (In Oenomi Bids with well-defined specifications
take 4-0weeks bocomplete and RFPn^take 8-12weeks tonump|ete.\ See Exhibit 4 '@ttaohed
term contract list and list ofcurrent projects, with KEY
* County shall move all physical files belonging to the County from City file storage. County boxed
paper files are currently located in the basement of City Hall and are separated from City files. The
City shall assist the County with the transfer of electronic data belonging to the County, The City's
preference is to copy all digital files to an external hard drive and provide to County,
w The City and County will provide a list of contacts identifying responsibilities for Purchasing Admin,
IT, Finance, Legal, and Clerks,
m JointContracto—Al|onntractsawarded asthe result ofaJoint City/County solicitation were awarded
separately; the City and County each have separate AumameOts. Therefore, the Countv'm
Agreements will betransferred k`County for all future contract administration, All available records
necessary toadminister the County contracts will beprovided bnCounty.
w Upon transfer, County shall bnsolely responsible for contract administration duties for all existing
term contracts including, but not limited to:
la Evaluating and processing priceincrease requests as allowed by contract
" Responding topublic disclosure requests
� Addressing issues associated with non-performance or poor podbnn8nCe requiring a
notice tocure and possible termination, oswell asfollow-up
� Ensuring annual Intents to Pay Prevailing Wage and Affidavits of Wages Paid are filed with
Labor and Industries (typically service contracts such as landscaping, janitorial, etc,)
= Obtaining and maintaining payment/performance bonds and/or Letters of Credit for certain
contracts
Obtaining insurance that meets contract requirements (thresholds, liability terms) and
ensuring that renewed certificates are obtained as required
A
City has highlighted in orange, contracts that require care in communicating due to the March 31
responsibility handoff on the attachment with color -coded highlighting; the explanation key is defined below.
It is recommended that County consult with Corporate Counsel to make a final determination on how to
proceed. County acknowledges that they may need to cancel and rebid all existing term contracts that were
awarded in good faith and as the result of an RFP process
V
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We approve the proposal as described above, and authorize the team to proceed,
CITY OF YAKIMA
By
t)rieeties,
(Print name, title)
CITY CONTRACT NO. P4 kit.en.„
RESOLUTION
YAKIMA COUNTY
By
Date:
(Print name, title)
Page 3 of 5
eparate Attachment
Tern contract list and list of current projects with KEY
KEY
S Small arks Roster
P Proposal
Q Qualifications
J Joint City/County
T Tracking (Interlocal)
RFs
Purchasing Expects to Complete Re -bids kr these projects expiring in 2020
Purchasing Does Not Expect to Complete Re -bids kr these projects expiring in 2020
Page 5of5
EXHIBIT A - TERM CONTRACT LIST AND LIST OF CURRENT PROJECTS WITH KEY
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KEY
Indicates the project is finished
S Small Works Roster
P Proposal
Q Qualifications
J Joint City/County
T Tracking (Interlocal)
RFPs
Purchasing Expects to Complete Re -bids for these projects expiring in 2020
Purchasing Does Not Expect to Complete Re -bids for these projects expiring in 2020