HomeMy WebLinkAboutR-1995-124 Office of State ProcurementRESOLUTION NO. R-95- 12 4
A RESOLUTION authorizing the City Manager and City Clerk of the City of Yakima
to execute an Intergovernmental Cooperative Purchasing
Agreement between the City of Yakima and the State of
Washington, Department of General Administration, Office of State
Procurement.
WHEREAS, the City of Yakima and the State of Washington, Department of
General Administration, Office of State Procurement (hereinafter OSP), desire to
make cooperative purchase of certain goods and services; and
WHEREAS, RCW Chapter 39.34 authorizes municipalities to purchase goods and
services through the OSP without calling for bids; and
WHEREAS, the City Council of the City of Yakima deems it to be in the best
interest of the City to contract with the OSP in accordance with the terms and
conditions of the attached agreement for the purpose of making intergovernmental
purchases of certain goods and materials, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager and City Clerk are hereby authorized and directed to execute
the attached and incorporated Intergovernmental Cooperative Purchasing
Agreement with the State of Washington, Department of General Administration,
Office of State Procurement. ��,
ADOPTED BY THE CITY COUNCIL this �� day of , 1995
ATTEST Mayor
City Clerk
(1s)r s/OSP.p
t
•
STATE OF WASHINGTON
DEPARTMENT OF GENERAL ADMINISTRATION
OFFICE OF STATE PROCUREMENT
Rm. 201 General Administration Building, P.O. Box 41017 • Olympia, Washington 98504-1017 • (360) 902-7400
STATE OF WASHINGTON
INTERGOVERNMENTAL COOPERATIVE
PURCHASING AGREEMENT FOR
POLITICAL SUBDMSIONS
Pursuant to Chapter 39.34 RCW and to other provisions of law, the State of Washington, Department of General
Administration, Office of State Procurement, Purchasing and Contract Administration, hereinafter called the
("Office of State Procurement" or "OSP"), and the following named municipal corporation or political subdivision
of the State of Washington, and any political subdivision of another state, - = hereby--
agrees
ereby-
agrees to cooperative governmental purchasing upon the following terms and conditions: -
(1) The Office of State Procurement, in contracting for the purchase of goods and services according
to the laws and regulations governing purchasesby and on behalf of the State of Washington, also
agrees to contract on behalf of the political subdivision, to the extent permitted by law and agreed
upon by both parties. The political subdivision accepts responsibility for compliance with any
additional laws and regulations governing purchases by or on behalf of the political subdivision.
(2) When the Office of State Procurement has entered into a contractual agreement for the purchase
of goods or services on behalf of political subdivision(s), the political subdivision may purchase
goods and services covered by the contract on the same terms and conditions as the State of
Washington. Purchases by the political subdivision may be made by a purchase order issued by
the political subdivision to the state contractor The political subdivision accepts full
responsibility for payment for any goods any services purchase from contracts negotiated by OSP
with private vendors or purchased directly from OSP
(3) The political subdivision reserves the right to contract independently for the purchase of any
particular class of goods or services, with or without notice being given to OSP
(4) This Agreement shall continue in force until canceled in writing by either party
(5) In the event that either the Office of State Procurement or the political subdivision is abolished,
this Agreement shall continue in operation as to any public agency succeeding to the powers and
duties of the abolished agency, except as canceled or modified by operation of law
(6) The undersigned agrees to use only contracts available to political subdivisions, and only in
accordance with contract terms and conditions. The undersigned further agrees that all purchases
from state contracts will be made only for the direct use of their political subdivision programs
and will not be made on behalf of other jurisdictions (political subdivisions).
Intergovernmental Cooperative
Purchasing Agreement for
Political Subdivisions
Page -2
(7) The Office of State Procurement is required by statute to recover the costs of administration of it's
contracts. The Subscription Fee Schedule illustrates the fee structure which is based on the total
organization budget. This subscription fee is due upon subscribing for the first year of
membership and by January 31 of each year thereafter Subscription term is January through
December with the initial period being September 1, 1995 through December 31 1996 The
undersigned agrees to pay the annual subscription fee as a part of this agreement.
OSP may from time to time make changes to this table in either the expense categories or fees
which will be effective with the very next subscription period.
Initial
in box
Subscription Fee Schedule
Expenses of more Expenses of less Annual Fee Combined 1995-1996
than
than
(8) The State Auditors' most recently published Local Government Comparative Statistics report will
be used as the authoritative document to resolve any issues regarding total expenses. Where a
political subdivision is not reported separately in that document the most recently approved
budget will be used.
(9) In addition to the subscription fee, the political subdivision will pay $100 per vehicle for each
vehicle purchased from the state vehicle contract. Payment will be made to the contractor unless
otherwise directed by the Office of State Procurement.
(10) In addition to established contracts, custom contracting and procurement services are available for
a predetermined fee. These include development of contracts and/or single requisitions that meet
specific needs. The cost for these optional services, typically a flat fee, is established at the time
of request.
•
$ 0.00
$ 3,000,000 00
$ 200.00
$266.00
$ 3,000,000.00
$ 7,500,000.00
$ 500.00
$665.00
$ 7,500,001.00
$ 21,000,000 00
$ 900.00
$1,197.00
$ 21,000,001.00
$ 30,000.000.00
$ 1000.00
$1,330.00
$ 30,000,001.00
$ 68,000,000.00
$ 2000.00
$2,660.00
$ 68,000,001.00
$ 90,000,000.00
$ 3000.00
$3,990.00
$ 90,000,001.00
$ 150,000,000.00
$ 4000.00
$5,320.00
$ 150,000,001 00
and over
$ 5000.00
$6,650.00
(8) The State Auditors' most recently published Local Government Comparative Statistics report will
be used as the authoritative document to resolve any issues regarding total expenses. Where a
political subdivision is not reported separately in that document the most recently approved
budget will be used.
(9) In addition to the subscription fee, the political subdivision will pay $100 per vehicle for each
vehicle purchased from the state vehicle contract. Payment will be made to the contractor unless
otherwise directed by the Office of State Procurement.
(10) In addition to established contracts, custom contracting and procurement services are available for
a predetermined fee. These include development of contracts and/or single requisitions that meet
specific needs. The cost for these optional services, typically a flat fee, is established at the time
of request.
•
•
•
:r "i EIay 1:
Intergovernmental Cooperative
Purchasing Agreement for
Political Subdivisions
Page 3
Organization contact information:
Contact Person (To whom contract documents and related communications are to be mailed or faxed).
Name: SUE n by , Pu rChr's, rn arer
Address: Crry th yak t rteux._, 129 110. `11).St yak/ma, q 890 I
Phone Number S0C1 —571/1-loiog5
Federal Id I.
FAX Number 504 — vim- % 5 - to I 0 7
The undersigned understands and agrees to the terms and conditions of this agreement and attests that the
expense/budget category checked above is true and correct.
Indicate Payment Selection:
• Combined 95-96 subscription amount ( Annual fee plus 1/3rd for 95)
• Payment for 95 (1/3rd annual amount) now and will pay 96 by January 31, 1996.
Political Subdivision Authorized Signature:
Name:
Address:
Phone Number
Date:
Office of State Procurement Authorized Signature:
Name:
Date:
RECEIVED
STATE OF WASHINGTON JUL 271995
DEPARTMENT OF GENERAL ADMINISTRATION
OFFICE OF STATE PROCUREMENT PURCHASING DIV
Rm. 201 General Administration Building, P.O. Box 41017 • Olympia, Washington 98504-1017 • (360) 902-7400
July 24, 1995
TO: Local governments and special-purpose districts
FROM: Pat Kohler, Assistant Director
Office of State Procurement
SUBJECT: Guide to Subscription for Use of State Contracts
Purchasing through the Office of State Procurement (OSP) provides even the smallest political
subdivisions with a wide range of products and services at volume -discount prices. Now, we
invite you to join the State Purchasing Cooperative, a new program that offers all the benefits and
efficiencies of centralized procurement. The cooperative will be up and running September 1, and
we hope you'll be on board from the beginning.
The cooperative represents a fundamental change in our purchasing program. Through an annual
fee, you gain access to volume -discount pricing, reduced government overhead, and savings to
taxpayers in your community.
The State Purchasing Cooperative replaces the 1.9 percent Purchasing Administrative Fee (PAF)
we formerly applied to all purchases. This fee, which proved difficult for businesses and
customers alike, will be eliminated August 31 in favor of the cooperative, which was developed
after much study, a couple years' worth of real-world experience, and valuable suggestions from
organizations like your own.
Through the cooperative, you can choose from virtually the whole array of state contract products
and services at the lowest possible pricing, all available to you directly from the businesses that
provide them. These businesses, however, will not be able to offer state -contract pricing if you
are not a member of the State Purchasing Cooperative.
We've attached a schedule of rates. Note: Your organization need purchase only one
subscription to cover all your divisions and services. The attached Guide to Subscription provides
more information about our services and the subscription process. If you need help or have any
questions, please contact me at (360) 902-7404. We are ready to help you take full advantage of
the state's purchasing power.
The State Purchasing Cooperative
Guide to Subscription and Services
1995
Washington State Department of
General Administration
Office of State Procurement
Introduction
What is the State Purchasing Cooperative? It is your ticket to a purchasing consortium of
Washington state agencies, local governments and nonprofit organizations. While
cooperative purchasing is not a new concept, the State Purchasing Cooperative offers a
major improvement for the State of Washington. It offers a state purchasing partnership
in the form of a membership subscription, which offers access to hundreds of state
contracts. Plus, we at the Office of State Procurement (OSP) do the work of contract
administration, including keeping track of federal contract accessibility, customized
contract services, and ordering services for large, one-time purchases.
The cooperative will be up and running September 1. It replaces the PAF (Purchasing
Administrative Fee) that was formerly paid by state contract users on every transaction.
The PAF, which proved difficult and ineffective for both businesses and customers, will
terminate on September 1 for all cooperative members.
Membership in the cooperative means full access to hundreds of contracts and the
contract services of OSP's experienced purchasing professionals. The state procurement
process is rigorous, legally exacting, and highly competitive. OSP's purchasing experts
work hard to ensure the services and commodities available through state contracts are
very competitive in quality and pricing. The state is able to leverage the market for the
lowest statewide prices and make them available to all cooperative members.
Even the smallest jurisdiction can capitalize on the resources and expertise of the state.
Your membership reduces the amount of staff time you need to dedicate to procurement,
market research, competitive bidding, or any potential legal challenges. It allows you to
focus on your core service mission.
As appropriate or as required by law, we also factor into the contracting process several
other purchasing priorities, such as recruitment of small business, participation of
minority and women -owned businesses, and the encouragement of recycled -content
products.
This package includes your interlocal government agreement and subscription. To
become a cooperative member, complete and sign the interlocal government
agreement and return it with your subscription payment. We'll do the rest. We hope
you like our new approach to doing business.
We're here to help
The Office of State Procurement wants to help you make the purchasing choices that are
most appropriate for the size, location and mission of your organization. Please let us
answer any questions about the State Purchasing Cooperative or any other part of our
procurement program. Call Pam Warner at (360) 902-7416, for customer service
assistance, or Pat Kohler, assistant director for state procurement, at (360) 902-7400.
State Purchasing Cooperative
The State Purchasing Cooperative:
Getting the biggest bang for your community dollar
Exceptional products
An annual subscription earns access to hundreds of contracts for a wide range of products
and services, including construction equipment, rental services, fuel, tires, vehicles, and
office equipment. Members will always get the best pricing available through volume
discounts. Cooperative members receive:
• Immediate access to most products and services available through state contracts;
• Price discounts through volume purchasing;
• Instant, 24-hour access to all bid and contract information;
• Access to the state vehicle contract at $100 per vehicle;
• Contract management and administration services;
• General contract assistance, technical specification, product assistance;
• Contract awards that meet the most rigorous legal requirements;
• Participation in contract specification development;
• A broad range of recycled and recycled -content products;
• Access to small business and businesses owned by minorities or women;
• Purchasing rights through OSP's Materials Management Center (Central Stores).
Exceptional value
Your annual subscription fee is calculated on a sliding scale, based on your
organization's total budget. This guarantees you a subscription fee in line with your size
and buying needs. The subscription is set as low as possible to recover only the cost of
contract services. We continue to work along side our customers and contract vendors to
find ways to do more with less and to offer increasing value to cooperative membership.
Exceptional service
There is more than low price and product access to be gained through a cooperative
membership. We offer to any jurisdiction in the state the advantages of the state's buying
power and expertise. Taking advantage of state resources reduces unnecessary
duplication of government services. It lets you take advantage of what we"ve learned
from ongoing market research on state products, from our recruiting to establish a highly
competitive environment, from rigorous competitive bidding solicitation, and from the
legal challenges we assume.
Additional reimbursable services
Cooperative members are also eligible for additional services at your selection. These
include special request contract work and one-time purchase orders (requisition services)
at established fees; access to the state vehicle contract at the $ 100 per vehicle rate; and
special need contracts we can develop at your request.
State Purchasing Cooperative
Now do you sign up?
To join the State Purchasing Cooperative, simply complete the attached form. The
agreement provides the Office of State Procurement the information we need about your
organization. Through a simple process, it establishes an interlocal government
agreement and guarantees your service.
We ask that you determine your subscription payment and indicate your membership at
that rate. The payment amount you indicate will automatically sign your organization for
1995 and 1996. Your 1995 subscription is prorated, and your membership automatically
continues through 1996.
Jr
Subscription Details - The Fine Print
Only one subscription is needed per organization. If you need more information about
your organization, please call (360) 902-7404 and we will work through the remaining
details. Eligible organizations include nonprofit organizations and political subdivisions,
such as counties, cities, towns, ports, fire districts, school districts, or special purpose
districts.
Eligible nonprofit organizations are 501(C)3, registered with the Secretary of State, and
receive federal, state or local funding.
Political subdivisions are defined as separate governing bodies. City or county
subscriptions cover all the programs/functions of each jurisdiction.
For example, a city's subscription would typically include, in addition to general
government services, city light, water, law enforcement, solid waste utilities, etc.
At the county level, subscription would cover the county government, which
includes the sheriff, auditor, treasurer, road department, etc., even though they
might be managed by separate elected officials. Regional planning and special
purpose districts of the county are typically separate governing bodies and would
require their own memberships. Each county department might elect to subscribe
independently. To do so, simply determine your total annual fee using the
department's budget.
Special purpose districts which are independent of the county or city might
include, for example, cemetery, fire protection, health, hospital, irrigation, library,
parks and recreation, port, public utility, school/educational service district,
sewer, transit, water and weed. Each independent district will need its own
subscription.
State Purchasing Cooperative
Your subscription rate
Your first membership will be for the remainder of 1995 and for 1996. The membership
year is designed to correspond with your fiscal year, January through December.
Renewal would be due in January 1997„ You can sign up at any time in-between, but
your full membership subscription would still be required. Subscribe early to maximize
the benefits of state contract services.
Your subscription cost is based on the amount of expenses you maintain for your
organization. Identify your expense category in the following table to find your
subscription fee for both 1995 (prorated at one-third of the annual rate) and 1996.
You have two payment options:
■ Join the SPC now and pay for both 1995 and 1996 together. Remit the annual rate for
1996 and one-third of that rate for 1995.
■ If you have restrictions on your funding or are otherwise unable to include the
combined 1995-96 amount, pay the 1995 portion with your completed interlocal
agreement andl pay the 1996 fee by Jan. 31, 1996.
Cities, counties and port districts
To give you a head start, we've determined the category in which your government fits.
Your annual rate has been estimated using the most recent (1993) State Auditor's report,
"Local Government Comparative Statistics." Find your jurisdiction and corresponding
rate on the attached listing. If you have questions, we'll be glad to spend more time with
you. Please call (360) 902-7404.
Special purpose districts and nonprofits
Expense information is not readily available to us to calculate your subscription rate. To
determine your rate, combine your annual expenses for your most recently concluded
fiscal year (this should be readily available from your accounting office). Using this
figure, simply find the range in the following table.
E�ei ses More Than
eases Less Mau
Annual Subscriptloa Fos
$0
$3 million
$ 200
$3 million
$7.5 million
$ 500
$7.5 million
$21 million
$ 900
$21 million
$30 million
$ 1,000
$30 million
$68 million
$ 2,000
$68 million
$90 million
$ 3,000
$90 million
$150 million
$ 4,000
$150 million and over
n/a
$ 5,000
The next step: Complete the attached Interlocal Agreement.
State Purchasing Cooperative
1
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting Of 9/5/95
HEM 1l1LE: Washington State Purchasing Cooperative Membership
Agreement
SUBMITTED BY: Glenn Rice, Assistant City Manager
CONTACT PERSON/TELEPHONE: Sue Ownby, Purchasing Agent -- 576-6695
SUMMARY EXPLANATION:
Request for approval of an agreement authorizing the City of Yakima and the State
of Washington, Department of General Administration, Office of State Procurement
(OSP) to arrange cooperative governmental purchasing.
Pursuant to Chapter 39.34 RCW Interlocal Cooperation Act, the City of Yakima has
had an Interlocal Agreement with the State of Washington OSP since 1975. The OSP
is now required by State Statute to recover the administration costs of their program
and have initiated the attached agreement and membership fee schedule. Execution
of this agreement will allow the City of Yakima to utilize OSP contracts, which
provide a wide range of products and services at volume -discount prices.
This agreement shall remain in effect until canceled by either party.
Resolution_ Ordinance — Contract _ Other (Specify) Agreement
Funding Source Purchasing Division Budget (General Fund)
APPROVED FOR SUBMITTAL: �--
City Manager
STAFF RECOMMENDATION: Adopt a resolution to authorize and execute an
Intergovernmental Cooperative Purchasing Agreement with State of Washington,
Office of State Procurement.
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION: Resolution No. R-95-124