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
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An Eden tV aneI I esc
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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
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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
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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/
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Supplementary Curriculum
V idec, S.re.iii:rfle
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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