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HomeMy WebLinkAbout01/19/2016 05C Intergovernmental Cooperative Purchasing Agreement with Washington Learning SourceBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDASTATEMENT Item No. 5.C. For Meeting of: January 19, 2016 ITEM TITLE: Resolution authorizing an Intergovernmental Cooperative Purchasing Agreement with Washington Learning Source (WLS) and to take such actions as are necessary to register the City of Yakima as a participating public agency with WLS SUBMITTED BY: Maria Mayhue, Senior Buyer - #575-6094 SUMMARY EXPLANATION: Washington Learning Source (WLS) currently holds a contract with Absco Solutions that the Yakima Police Department would like to utilize in order to purchase a new control panel for the Yakima Municipal Jail. WLS also holds multiple other contracts that the City may choose to utilize as needed in the future. Pursuant to the provisions of RCW 39.34, the City of Yakima may enter into intergovernmental cooperative purchasing agreements with other public agencies in order to allow the parties of said agreements to cooperatively purchase or acquire supplies, equipment, and materials under contract and to utilize each other's contracts, as needs arise. ITEM BUDGETED: NA STRATEGIC PRIORITY: Partnership Development APPROVED FOR SUBMITTAL: Interim City Manager STAFF RECOMMENDATION: Staff respectfully requests that the City Council adopt the Resolution. BOARD/COMMITTEE RECOMMENDATION: ATTACHMENTS: Description Upload Date D IResollutlion Authorize IIII...A with WILS 1/.8/2016 D WII....S Untergovernmentall IPurchasing Agreement 1/8/2016 D WII....S Contracting Unformatlion 1/8/2016 Type IResollutlion Contract Backup Mater4311 A RESOLUTION RESOLUTION NO. R -2016 - authorizing and directing the City Manager of the City of Yakima to execute an Intergovernmental Cooperative Purchasing Agreement with Washington Learning Source (WLS) and to take such actions as are necessary to register the City of Yakima as a participating public agency with WLS WHEREAS, the City of Yakima (City), desires to arrange for making cooperative purchases of certain goods and services with WLS; and the City Council of the City of Yakima deems it to be in the best interests of the City that such arrangement be carried out; and; WHEREAS, pursuant to the provisions of RCW 39.34, the City of Yakima may enter into intergovernmental cooperative purchasing agreements with other public agencies in order to allow the parties of said agreements to cooperatively purchase or acquire supplies, equipment, and materials under contract and to utilize each other's contracts, as needs arise; and, WHEREAS, WLS assists public agencies in reducing the cost of purchased goods and services by realizing economies of scale; this is accomplished through competitively solicited contracts through WLS; and WHEREAS, it is recommended to City Council that the City of Yakima register as a WLS member under the terms and conditions set forth in the attached Intergovernmental Cooperative Purchasing Agreement, which is incorporated herein by this reference; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized and directed to take such actions as are necessary to register the City of Yakima as member of Washington Learning Source (WLS), for the purpose mentioned above, a copy of which agreement, entitled "Intergovernmental Cooperative Purchasing Agreement", is attached hereto and by reference made a part hereof. ADOPTED BY THE CITY COUNCIL this day of , 2016. ATTEST: Mayor Sonya Claar Tee, City Clerk nnnnnntaool An Eden tV aneI I esc ;Sete II log a hLngtor learning ouuc,e osesd 1° excellence & equity in education Puget Sound E 1 ucattonall Service District INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT Pursuant to Chapter 28A.RCW and Chapter 39.34 RCW and other provisions of the law that authorize intergovernmental agreements for cooperative purchasing, Puget Sound Educational Service District (PSESD), a political subdivision of the State of Washington and City of Yakima (Purchasing Agency), hereby agree to enter into this agreement for the cooperative purchasing of various technology goods and services subject to the following terms and conditions: 1. PSESD operates the Washington Learning Source (WLS) purchasing program under which competitive bids and proposals are solicited on behalf of school districts and other educational organizations for the purchase of technology goods and services. PSESD agrees to extend the terms and conditions of said contract(s) to the Purchasing Agency, to the extent permitted by law, and agreed upon by all parties. 2. PSESD represents and warrants it has complied with its statutory requirements under Washington State law regarding notice for bids or proposals for goods or services subject to this Agreement. PSESD further represents and warrants that it posted the solicitations on the Washington's Electronic Business Solutions website. 3. The Purchasing Agency agrees to accept responsibility for compliance with any additional or varying laws and regulations governing purchase they make. PSESD makes no representation or warranty that this Agreement complies with the requirements of the statutes, regulations, policies, or rules applicable to each participating Purchasing Agency. 4. To purchase various technology goods and services under the vendor contract(s), Purchasing Agency shall send a purchase order or contract directly to the vendor(s) or vendor's subcontractors that are furnishing specified technology goods and services using a specified WLS contract number. 5. PSESD accepts no responsibility for any vendor or vendor's subcontractors' performance of any purchasing contract and accepts no responsibility for the payment of the purchase price by the Purchasing Agency. 6. It is not the intent of the parties to this Agreement, nor shall this Agreement be interpreted, to create a new or separate legal entity for the performance of this Agreement. Instead, the boards or other governing body of both parties shall jointly administer this Agreement in accordance with the terms contained herein. 7. The Purchasing Agency shall be solely responsible for acquiring the products or property, and all such products or property shall be held in Purchasing Agency's name. The Purchasing Agency shall also have primary responsibility for disposing of such property for the duration of the Agreement and upon termination of the Agreement. 8. The manner of financing the purchased technology goods and services under this Agreement shall be through budgeted funds or other available funds of the Purchasing Agency. Said Purchasing Agency shall be responsible for all budget and accounting procedures related to its purchases. Interlocal for WLS 04/08/15 9. The terms of this Agreement shall be governed by the laws of the State of Washington. 10. This Agreement has been approved by the governing bodies of the Purchasing Agency and PSESD by resolution, motion, or other means specifically authorized by law. 11. This Agreement shall become effective once it is fully executed and, pursuant to RCW 39.34.040, filed with the County Auditor or listed by subject on the public agency's web site or other electronically retrievable public source. The Purchasing Agency shall file or list the Agreement on their website prior to purchasing items from the WLS contract(s). 12. This Agreement shall remain in force until terminated by either party according to the terms herein. Either party may terminate this Agreement upon sixty (60) days written notice to the other party. Puget Sound ESD WLS 800 Oakesdale Ave SW Renton, WA 98057 Purchasing Agency City of Yakima , Mayor Signature and Title Signature and Title Date Date Interlocal for WLS 04/08/15 -2 About WLS Solutions Administrative Cloud Computing Curriculum and Literacy Digital Tools and Supplies Equipment Instructional Tools Library Resources Mobile. Device Management Network Utilities Online Learning Productivity Software Professional Development Special Ed and ESL/ELL Supplementary Curriculum Video Surveillance Sign up for our newsletter! Email Address Preferred Format ® Emu 0 Text Subscribe Page 1 of 2 Home About WLS • Vendors Members • About WLS Introduction The Washington Learning Source (WLS) is a statewide program developed by Washington's nine regional Educational Service Districts. The WLS website was officially launched in January 2007. Our mission is to provide a place for districts to choose products and services that meet their needs and create economic efficiencies through ESD collaboration and a regionally supported delivery model. This website has been created to meet those needs. Background For over 30 years, Washington ESDs have been providing a vast array of services to school districts for the purpose of assuring equal educational opportunities for quality education and lifelong learning for all. ESDs currently provide school districts with access to resources through the regional Instructional Resources Cooperatives, regional Educational Technology Support Centers, and other ESD progams. The Washington Learning Source was an expansion of the Ed Tech Support Center purchasing program serving as a single source to access the variety of resources available in enhancing education and teaching in the state of Washington. Objectives ▪ To provide a single source for the educational resources currently provided through the state's ESDs ensuring that all school districts have equal access to available products and services e To provide products and services that create economic benefit for schools and lower pricing than a district could get on its own. ▪ To provide access to high quality learning resources and services to enhance learning opportunities and provide greater variety of curriculum to students regardless of their location. Operating Principles • The program is called the Washington Learning Source and is managed by Puget Sound ESD. e Puget Sound ESD serves as the fiscal agent. • The RLA.51,Ingtgul.,,u],.02.i.L.D,23auxicizAdmi.a.QE:LigAID, is responsible for determining content for the Washington Learning Source. How it Works The Washington Learning Source is a cooperative project of the nine Educational Service Districts in Washington State. Educational Service Districts (ESDs) in the state of Washington are political subdivisions of the state that are organized and operate in accordance with state statutes. ESDs provide a range of services to or on behalf of school districts and educational organizations. ESD enabling legislation is codified in chapter 2 11 Ci of the Revised Code of Washington. Among other things, Chapter 28A.310 authorizes ESDS to enter into contracts and to provide informational and cooperative services and programs. ESDs, in cooperation with school districts, have explicit authority to establish joint purchasing programs. RC; W28 A '410 " BO( 3..)• and e.QdL2..P 8( Puget Sound ESD established the Washington Learning Source (WLS) cooperative purchasing program in 2006. WLS procures competitive bids for technology software and equipment in accordance with Washington laws and makes its competitive bid available to school districts and other educational or public agencies who want to purchase technology software and equipment for the price and terms set forth in the WLS contract. http://www.waleamingsource.org/about-wls-2/ 1/8/2016 About WLS Page 2 of 2 Search WLS provides the opportunity for a school district or public agency to avoid the costs associated with procuring its own competitive bid if the district signs an interlocal agreement with an ESD. This is reflected in the Interlocal Cooperation Act, codified in RCW 39.34. According to P(,Wt`) Lr:tQC.Latn, a school district that has entered into an interlocal agreement with an ESD (or another public agency) is not obligated to comply with the notice requirements in r?,CW 190 for bid solicitations, as long as the ESD (or public agency it signed an interlocal agreement vvith) complied with the statutory requirements for procuring a competitive bid and posted the bid solicitation on a web site established and maintained by a public agency or purchasing cooperative. Similar provisions are found in other state's intergovernmental cooperation statutes, School districts, educational organizations and public agencies are encouraged to review their own board policies and regulations to ensure they are acting within their own legal authority when they purchase from a WLS contract. WLS Process: • WLS issues an RFP for technology software or equipment based on recommendations • RFP is advertised for no less than two (2) weeks on Washington's Electronic Business Solution (WEBS) porta page at LLIIt,),27o.o,nrys ▪ All sealed responses are recorded and publicly opened • Responses are tabulated and vendors evaluated • Contract is awarded to vendor(s) Note: Some products have itot been subject to the competitive bid process. Be sure to look at the bottom of each product page to see whether or not that product was chosen by competitive bid Why a District Should Become a Member Membership is free! With a membership, districts will be able to: • Take advantage of products that have been selected by the WLS through the competitive bid process and not have to create bids themselves • Purchase bundled services provided by the ESDs along with products • Receive ongoing regional support in ESDs areas of expertise • Find tools, resources, products, and services that improve teaching and learning • Purchase products at prices lower than a district could get on its own ▪ Access information about events and projects that lead to improved student achievement • Read announcements and time -sensitive information. Copyright Washington Learning Source, 2015 Contact WLS • WLS Advisory Team http: /vvww.walearningsource.org/about-wls-2/ 1 20 6 Washington Learning Source — Page 1 of 1 Solutions Administrative Cloud Computing Curriculum and Literacy Digital Tools and Supplies Equipment Instructional Tools Library Resources Mobile Device Management Network Utilities Online Learning Productivity Software Professional Development Special Ed and ESL/ELL Supplementary Curriculum V idec, S.re.iii:rfle Absco Solutions Ednetics Sign up for our newsletter^ Email Address Preferred Format 0 Text Subscribe 1 Search home About WLS 7 Vendors 7 Members Welcome to the Washington Learning Source Come to the Source! The Washington Learning Source carries a wide variety of discounted products that fulfill educational needs ranging from antivirus software to online writing evaluation tools. Schools save money by purchasing from the WLS-$10.5 million since 2006. Most products on the WLS are there because districts requested them, If you would like to find discounted pricing on products not currently listed in the WLS catalog, please offer your recommendations. If you find a product here that you want, make sure you reference the WLS contract when taiking with a sales representative. This will assure that you receive the WLS discount. WLS Me bership is Free If you aren't a current member of the Washington Learning Source, SLI rd,p today and start saving. Copyright Washington Learning Source, 2015 Contact vas , WLS Advisory Team http://www.walearningsource.org/ 1/8/2016 *nEducatIone/Resource Catalog washington source teaming Washington Learning Source (WLS) Public Bid & Award Process When purchasing through the VVLS,K�emmbershave sa�rNedthe VVashim§tonState pubHcbid process for both the $40K - $75Kand the »$7Slevels (RCVV28A.335.190) 'VVLSK«emo bers'|oo,|purchasin0po|\ciesmaynequiremdditionu1bid processes. INIS Public :id & Award Steps 1.U�LSAdvisory Teonon�eetsonaregular bas�todb� cooste�hno|n�y�rod�sanduerv�esthn¢schoo|distr�t would be interested in purchasing. The Advisory Team is made up of a representative from each Education Service District (ESD). 2.ARequest for Proposals (RFP)iycreated with input �mmthe VVC6Advisory Team. 3The RFP is posted on Washington's Electronic Business Solution (WEBS) website hltps //to rtre§s.wa.Kov/ ebs to advertise the solicitation. 4. Upon tbe RFP closing date, proposals are operied and reviewed by team of evaluators. S. Evaluating team checks for responsiveness of vendor before proceeding with evaluations. 6. Proposals are then evaluated based on the scoring criteria included in the RFP. 7 A�ard��ers�ndnotifioationsare sent tmvendos. ' d d vendor Comtrmoti�sent�nawer ven e signature. Advisory Team votes to approve contracts. 9. Contract is fully executed after vendor and WLS has signed the contract. 10. Vendor is Iisted on WLS website as a WLS Corporate Partner. W1.5Member (school district, private school, etc.) Process • Member enters into an Interlocal Agreement (ILA) or equivalent with WLS establishing S membership. List of member, as required (RCW 39.34.040), posted on WLS website. • Subscriber contacts WIS Corporate Partner to initiate purchase process. * WLS Member issues purchase order to WLS Corporate Partner. w Corporate Partner sends sales report and administrative fee quarterly to MS based on member purchases. Authority Educational Service Districts (ESDs) in the state of Washington are politicat subdivisioris af the state that are organized under and operate in accordanCe with state statutes.Chapter 28A.310 of the Revised Code of Washington (RCW) is the primary statute that governs ESDs. Chapter 28A.310 authorizes ESD's to enter into contracts, to provide informational RCW%8A3lO200 �ectionJ8&3IO��O(3)d|rectsESDstmestabUsh^joimt sar�cosand�VestabUshcouperadvepvoQrarns.. . . � � ' purchasing prograrns." The Washington Learning Source is a joint purchasing program of Washington State's nine regional ESDs. Under the authority of section Chapter 39.34 RCW, WLS uses the RFP process as a procurement option allowing the award to be based on evaluation criteria. The RFP states the relative importance of all evaluation criteria. Pursuant to RCW 39.34, an intergovernmental (Interlocal) purchasing agreement forms the basis for WL5 membershiP. All public K-12 educational institutions and associations published in the Washington State Education Directory are eligible to become VVLSmembers and purchase from this Optional Use contract. Interlocal purchasing contracts allow either party to make purchases at the other party's accepted proposal price. A list of current WLS members is posted on the Washington Learning Source website at I. VYLS—NCCE20l4