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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