HomeMy WebLinkAbout11/18/2008 04B Minutes 10-06-2008 Council Intergovernmental Relations Committee 0
'-t! I . ; - Yakima City Council Co mmittee Meet r gA� ,'_' _
Council Intergovernmental Qe(ations Committee
Monday, October 6, 2008
2:00 p.m.
CED Large Conference Room
Council present: Dave Edler, Norm Johnson, Rick Ensey
Commissioner: Mike Leita
City staff present: Dick Zais, Dave Zabell, Rita DeBord, Michael Morales, Sue Ownby
County staff present: Craig Warner
Review and discussion of Joint Administrative Purchasing Assessment final report:
Dave Zabell reported on the purchasing partnership that is being pursued by the City and
County. The City and County jointly hired the National Institute of Governmental
Purchasing to assess the purchasing functions of both entities and to examine the
feasibility of a merger. Their report was completed in September.
Craig Warner discussed the consultant's finding and recommendations. Sue Ownby
briefly explained several components of the purchasing process, include E- procurement,
• which is integral to the success of the merger, P -cards (procurement cards), and
construction administration. Mike Leita pointed out that there are a few processes that
we're not going to be synchronized on. He asked if we can still merge, regardless of those
differences. Dick Zais suggested that if there is a merger, it might be possible to amend
state law to create this model. That might allow us to bridge the differences between the
two systems.
The next steps would include additional strategic planning, a memo of understanding
(MOU) and an interlocal agreement. Results of a merger would include added efficiency
and moving the purchasing process forward for both entities. The options for the County
include hiring their own purchasing manager and changing their process, or merging. The
options for the City include leaving the system as is except adding new functions, or
merging. Dave Zabell stated that the recommendation now is to engage in additional
strategic planning. Since it would be hard to find a staff person at either entity with the
time to do the planning and work, it would be practical to hire someone local to manage
the process. Mike Leita asked who is going to take the lead in the implementation. Dave
Zabell said that the City's proposal would be to hire a local professional to build a business
plan. Mike Leita suggested that the County could fund another position to allow Sue
Ownby to act as the consultant. Sue stated that she needs some guidance from a
professional that has experience at consolidation. Dave Edler asked Sue to think about
Commissioner Leita's proposal, then to come back to the Committee either in agreement
with it or with information about available consultants. Mike Leita stated that the most
® immediate next step would be to put the idea before the Council and the Commissioners to
proceed with the implementation with a yet to be determined consultant, and to form the
MOU to proceed with the implementation. He went on to say that the County may
consider paying 60% pf the cost to start the implementation process.
Dave Zabell suggested we hold off on going to the legislative bodies to see if we can find
out who would take the lead — can we find someone to backfill Sue's position, or is there a
local individual that we could fill in with? We should do a little more homework to refine the
package before it goes to the governing bodies. Rita DeBord spoke from a Department
Head perspective that it is very important that the City's purchasing process not be
compromised in this process. Commissioner Leita agreed that there will be need for
additional staff through this process and said the County can help with that. Chairman
Edler asked Dave Zabell to reiterate what the next step is. Dave Zabell said we'll evaluate
what is available and get back to you at your next meeting.
Update from Finance Director re county -wide integrated public safety computer systems
project:
Rita DeBord distributed two handouts and gave a brief update on a joint effort for a county-
wide public safety computer system project. An interagency system like this does not
currently exist in Yakima County. In March 2008, the project team put out an RFP (request
for proposal) to vendors. Information has been received from the vendors and six
separate committees have been formed to evaluate the RFPs. It is a huge project with
many different function areas. Two of the committees have finished their review of the
RFPs and the other committees will begin to work through the RFPs soon. Vendor demos
will likely start early in 2009. This will be a large project to implement and there will be
costs involved in the 2009 -2010 timeframe. There may be a federal earmark of $500,000.
Council also earmarked some funds from the library annexation that have been carried •
forward to apply to this. Dick Zais said that there may be a shot at some funding through
Homeland Security.
Continued review of options for street construction /frontage improvements for new
development projects:
Mike Leita stated that the County is kicking around some innovative and perhaps radical
ideas in regard to coming back to the Committee to discuss the UGA model. He said that
since we're functioning "as is" adequately, he would like to take more time before the
County comes back to the Committee on the UGA standards.
The next Intergovernmental Committee meeting will include the report on the purchasing
agreement and the initial discussions of the coordination efforts between the sawmill
redevelopment area and the Terrace Heights connector.
Approved by:
4.1'-- e
'avid Edler, Chair Dat
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