HomeMy WebLinkAbout102014_ca06Department of Public Works
O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Monte Reinders, Public Works Director /County Engine e*-�
Agenda Date: October 20, 2014
Subject: Contract with Municipal Research and Services Center to
Host the Small Works, Consultant, and Vendor Rosters
Statement of Issue: The Municipal Research and Services Center (MRSC) contract to host the
Small Works, Consultant, and Vendor rosters for Jefferson County on line is attached.
Analysis /Strategic Goals /Pro's 8 Con's: County Ordinance No. 05 -92 was adopted in 1992 to
establish bidding and contracting procedures for the County and codified in Title 3, Chapter
3.55. The Ordinance allows County departments to use a Small Works roster, Vendor roster, or
Consultant roster in lieu of formal advertisement and bidding when estimated costs fall under
certain thresholds established in the Ordinance. The County Public Works Department has
historically managed and maintained these rosters. The Municipal Research and Services Center
(MRSC) currently hosts these rosters for over 350 counties, cities, and districts on line including
rosters for several agencies within Jefferson County. Using the MRSC rosters has several benefits
including reducing staff time and cost to manage individual rosters in exchange for a fixed
annual fee of less than $250; improving access to contractors, consultants, and vendors;
providing convenience to contractors, consultants, and vendors; and being entirely web based.
Fiscal Impact /Cost Benefit Analysis: Annual fee is $240. Using the MRSC rosters will save
many hours of staff time and associated cost.
Recommendation: Sign three (3) originals of the attached MRSC Rosters contract and return
to Public Works for further processing. A fully executed original will be provided to the Board
when signed by MRSC. The Public Works Director or his designee will reauthorize MRSC to
advertise and host the Jefferson County rosters once per year through MRSC's on line renewal
process until such time as the Board determines that the MRSC rosters shall no longer be
used.
Department Contact: Monte Reinders, Public Works Director /County Engineer 385 -9242
Review�d By:
'7 J
D C
Ph' ' Morlet, qunty Admin rator Date
_a MRSCWashington Public Agency Contract
Small Works, Consultant, and Vendor Rosters
This contract (the "Contract ") is made by and between Municipal Research and Services Center of Washington
( "MRSC "), a not - for - profit corporation, and the Washington local government, (the "Public Agency "),
Jefferson County
1. Purpose. The purpose of this Contract is to provide the Public Agency with membership in MRSC Rosters
which will host its individual Small Public Works Roster ( "Small Works Roster "), Consultant Roster ( "Consultant
Roster "), and Vendor Roster ( "Vendor Roster ") in an online database (collectively, "MRSC Rosters "). MRSC is
making membership in the MRSC Rosters available to a number of local government agencies in Washington
State to provide them with more efficient and cost effective services.
2. Scope of Services. MRSC shall create and maintain the MRSC Rosters as allowed to the Public Agency and
other Public Agency members by RCW 39.04.155, Chapter 39.80 RCW, and RCW 39.04.190, respectively. MRSC
shall advertise at least biannually for the Small Works Roster, Consultant Roster, and Vendor Roster in
accordance with statutory requirements on behalf of all Public Agency members. MRSC will receive and review
small works, consultant, and vendor business (collectively, "business ") applications for compliance with basic
statutory eligibility requirements, and will maintain business applications.
3. Use of MRSC Rosters by Public Agency. As of the date of the first MRSC biannual legal notice in January or
June by occurring after the signing of the membership contract by both parties, the Public Agency will use the
Small Works Roster, Consultant Roster, and Vendor Roster hosted in MRSC Rosters as their official rosters.
(a) Small Works Roster. The Public Agency will use the Small Works Roster to select businesses for
public work projects up to $300,000 in value or as otherwise limited by statutes, ordinances, and laws
applicable to the Public Agency. The Public Agency shall be independently responsible for its own and
the selected business' compliance with all additional or varying laws and regulations governing
purchases, including all selection laws, retainage and bonds, prevailing wages, and any other
appropriate requirements.
The Public Agency shall be independently responsible, consistent with applicable laws and its own
policies and practices, for the determination that the selected businesses are responsible bidders. The
Public Agency also shall be independently responsible to conduct a quotation or bid process consistent
with applicable statutes, ordinances, and the requirements of the Public Agency and to enter into a
contract directly with the business thus selected.
(b) Consultant Roster. The Public Agency will use the Consultant Roster to select businesses for
consultant projects, and will do so in accord with all applicable laws and regulations. The Public
Agency shall be independently responsible for its own and the selected business' compliance with all
additional or varying taws and regulations governing services, including all selection laws, and any
other requirements as appropriate.
The Public Agency shall be independently responsible, consistent with applicable laws and its own
policies and practices, for the determination that the selected businesses are responsible. The Public
Agency also shall be independently responsible to conduct a consultant selection process consistent
with applicable statutes, ordinances, and the requirements of the Public Agency and to enter into a
contract directly with the business thus selected.
MRSC Rosters SCV Public Agency Contract Page 1 of 4
(c) Vendor Roster. The Public Agency will use the Vendor Roster to award contracts for the purchase
of supplies, materials, and equipment not being purchased in connection with public works contracts
and limited service contracts as authorized in lieu of the requirements for formal sealed bidding. The
Public Agency shall be independently responsible for its own and the selected business' compliance
with all additional or varying laws governing purchases.
The Public Agency shall be independently responsible to conduct a quotation process consistent with
applicable statutes, ordinances, and other requirements of the Public Agency and to enter into a
contract directly with the business selected.
(d) Access to MRSC Rosters. MRSC shall make the MRSC Rosters and associated applications and
qualifications for each available to the Public Agency by providing it with a user name and password
for access to MRSC's online database MRSC Rosters.
4. Compensation of Businesses. The Public Agency shall be independently responsible for payments to any
business that is selected as a result of its use of MRSC Rosters. The Public Agency shall make all such payments
directly to the businesses selected by the Public Agency.
5. Effective Date and Term. This Contract shall be effective for a period of one year as of the publication
date for the first MRSC biannual advertisement in January or June after the signing of the membership
contract by both parties. MRSC will notify the Public Agency of the publication dates of each biannual legal
notice the week prior to the publication dates. This Contract may be cancelled by either party as provided in
Section 10.
6. Compensation of MRSC. The Public Agency will pay MRSC an annual membership fee based on the Public
Agency's total capital expenditures for the most recent complete fiscal year for the services under this
Contract or an average of the past 5 years if unusually large projects occurred recently. Total capital
expenditures for cities are the total of BARS code lines 594 and 595 and similar BARS codes for other Public
Agencies. The amount will be paid in full prior to the publication by MRSC of the first biannual legal notice
after the signing of the Contract, which will be either in January or June for the MRSC Rosters, and on the
subsequent anniversary dates of the publication date.
Based on the Membership Fee Scale, the Public Agency will pay an annual membership of $ 240
Total Capital Expenditures"
Annual Membership Fee
Less than 5
$120
5 to 10
$240
10 to 15
$360
15 to 25
$480
25 to 50
$600
More than 50
$900
'Total Capital Expenditures in millions
7. Relationship of Parties. MRSC agrees that it will perform the services under this Contract as an
independent contractor and not as an agent, employee, or servant of the Public Agency. Nothing in this
Contract shall be construed to render the parties partners or joint venturers.
8. Limitation of MRSC Liability. MRSC shall not be, directly or impliedly, a party to any contract with small
works, consulting, or vendor businesses into which the Public Agency may enter as a result of the Public
Agency's use of the MRSC Rosters. MRSC does not accept responsibility or liability for the performance of any
business used by the Public Agency as a result of its use of the MRSC Rosters.
MRSC Rosters SCV Public Agency Contract Page 2 of 4
9. Hold Harmless and Indemnification. Each party shall defend, indemnify, and hold the other party
harmless from any and all claims, injuries, damages, losses, or suits, including attorney fees, arising from any
negligent act or omission that party's officers, employees, volunteers, and agents in connection with the
performance of this Contract.
10. Termination. This Contract may be terminated, with or without cause, by written notice of either party
to the other. Termination shall be effective thirty (30) days after written notice. Termination of the contract
by the Public Agency does not entitle the Public Agency to a refund of the membership fee prorated as to the
time remaining in the contract term following termination.
11. Non - assignment. MRSC shall not subcontract or assign any of the rights, duties, or obligations imposed
upon it by this Contract without the prior express written consent of the Public Agency.
12. Governing Law and Venue. This Contract shall be governed by the laws of the State of Washington.
13. Authority. Each signatory to this Contract represents that he or she has full and sufficient authority to
execute this Contract on behalf of MRSC or the Public Agency, as the case may be, and that upon execution of
this Contract it shall constitute a binding obligation of MRSC or the Public Agency, as the case may be.
14. Severability. Should any clause, phrase, sentence or paragraph of this Contract be declared invalid or
void, the remaining provisions of this Contract shall remain in full force and effect.
15. Complete Agreement. This Contract constitutes the entire understanding of the parties. Any written or
verbal agreements that are not set forth herein or incorporated herein by reference are expressly excluded.
16. Public Agency Information. For purposes of Contract administration, the Public Agency provides the
following information:
Official Public Agency Name: Jefferson County
Common Public Agency Name (if different): Jefferson County Public Works
Mailing Address: 623 Sheridan Street
Port Townsend, WA 98368
County: Jefferson
Website:
www.co.jefferson.wa.us
Primary Contact:
MRSC Rosters SCV Public Agency Contract
Alternative Contact:
Tina Anderson
Name:
Name:
Administrative III
Title:
Title:
TAnderson@co.jefferson.wa.us
Email:
Email:
(360) 385 -9208
Telephone:
Telephone:
(360) 385 -9234
Facsimile:
(360) 385 -9234
MRSC Rosters SCV Public Agency Contract
Alternative Contact:
Monte Reinders
Name:
Public Works Director
Title:
mreinders@co.jefferson.wa.us
Email:
(360) 385 -9160
Telephone:
(360) 385 -9234
Facsimile:
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17. Signatures. By signing this Contract, the signatories below certify that they have the authority to enter
into this Contract, that they agree to payment of fees in accordance with the stated Public Agency Fee
Structure and that they agree that the Public Agency shall be bound by and adhere to the Terms and
Conditions stated.
PUBLIC AGENCY
[Signature]
Chairman, Jefferson County Commissioners
[Title]
[Date]
MRSC
[Signature]
MRSC Rosters Manager
[Title]
[Date]
Submit signed contract with annual membership fee to:
MRSC Rosters
Municipal Research and Services Center
2601 Fourth Avenue
Suite 800
Seattle, WA 981 21 -1 280
proved as to form only,
10 �10
4-q 61V-1� "
Jefferson Co. Prosecutor's ffice
David Alvarez, Chief Ci i PA
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