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Home My WebLink About042516_ca03Department of Central Services O Consent Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Matt Stewart, Manager, Fleet Services Agenda Date: April 25, 2016 Subject: Interlocal agreement with Spokane County Statement of Issue: Spokane County has requested through the attached letter this agreement so they can make use of Jefferson County's existing contract for a Fleet Information Software System. Analysis/Strategic Goals/Pros Ft Cons: The recommendation of the Fleet Services Manager is to execute the proposed ILA, which will have no impact on our operations except to increase the number of counties in this state using the software we now use for fleet and public -works functions. Fiscal Impact/Cost Benefit Analysis: There is no impact of the agreement on Jefferson County. Recommendation: Execute the attached interlocal agreement and return two originals to Spokane County for their signatures. Department Contact: Matt Stewart, Manager, Fleet Services, 344-9713 Revie �. ip Morley Co ty gdministrat r Date PURCHASING DEPARTMENT BELA KOVACS, C.P.M., C.P.P.O. PURCHASING DIRECTOR March 15, 2016 JEFFERSON COUNTY DEPARTMENT OF CENTRAL SERVICES FLEET SERVICES DIVISION ATTN: MATT STEWART, MANAGER, FLEF,T SERVICES 371 CHIMACUM ROAD PORT HADLOCK, WA 98339 SUBJECT: INTERGOVERNMENTAL (INTERLOCAL) COOPERATIVE PURCHASING AGREEMENT — PROJECT NO. P9738 — JEFFERSON COUNTY, WA Dear Mr. Stewart: Pursuant to the Intergovernmental Cooperative Act, RCW Chapter 39.34, Spokane County is interested in "piggybacking" onto the Jefferson County, WA, RFP advertised by Jefferson County on July 7, 2014, as a means to contract for a Fleet Information Software System. A review by Spokane County legal counsel has determined that the provisions of the Jefferson County RFP, and the advertisements and posting of the RFP by Jefferson County, are sufficient to satisfy the notice requirements of RCW 39.34.030 (5)(b), thereby permitting the County to utilize the RFP and contract as indicated in RCW 39.34.030(5). Accordingly, please find enclosed two (2) unexecuted copies of the Intergovernmental (Interlocal) Cooperative Purchasing Agreement proposed to be executed by and between Spokane County, Washington, and Jefferson County, Washington, and also please find one unexecuted copy of the Resolution to be executed by the Spokane County Board of County Commissioners. It is respectfully requested that you please coordinate to have your legislative body (or authorized signatory) officially date and sign the two Intergovernmental Cooperative Purchasing Agreements in the spaces provided, and then please return both originals to my attention at the address in the footer below, for further processing and final execution by the Spokane County Commissioners. As soon as these items are executed by our Board of County Commissioners, we will forward an original to you for your files. If we can be of further service, please do not hesitate to contact me at (509) 477-3695. Sincerely, Donna Hayes Staff Assistant enclosure: Unexecuted Intergovernmental Cooperative Purchasing Agreements (2 sets) Unexecuted Resolution SPOKANE REGIONAL HEALTH DISTRICT BUILDING • 110t W. COLLEGE AVENUE, SUITE 241B • SPOKANE, WA 9920 t-2010 PHONE: (509) 477-2301 • FAX: (509) 477-6627 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT Pursuant to Chapter 39.34 RCW and to other provisions of the law, Spokane County, Washington (hereinafter referred to as "Spokane County") and Jefferson County, Washington, (hereinafter referred to as the "Jefferson County") hereby agree to cooperative governmental purchasing upon the following terms and conditions. WITNESSETH: WHEREAS, pursuant to the provisions of the RCW Section 36.32.120(6), the Board of County Commissioners of Spokane County has the care of County property and the management of County funds and business; and WHEREAS, pursuant to the provisions of the RCW Section 36.32.235, et seq., the Board of County Commissioners must let out for bid the purchase or lease of all supplies, equipment and materials, as well as capital improvements for Spokane County and for all elected officials thereof, and WHEREAS, pursuant to the provisions of the RCW Section 39.34.030(2), any two (2) or more public agencies may enter into agreements with one another for joint or cooperative action pursuant to the provisions of Chapter 39.34 RCW; and WHEREAS, pursuant to the provisions of RCW Section 39.34.080, any one (1) or more public agencies may contract with any one (1) or more other public agencies to perform any governmental service, activity or undertaking which each public agency entering into the contract is authorized by law to perform; and WHEREAS, Spokane County and Jefferson County are desirous of taking advantage of contracts for the procurement of supplies, equipment, and materials negotiated by each public agency with private vendors and awarded in accordance with the competitive bidding laws of this State. NOW, THEREFORE, the parties agree as follows: 1. Purpose. Spokane County and Jefferson County each obtain supplies, equipment and materials pursuant to the competitive bidding laws of the State; and following the award of such bids, negotiate agreements with private vendors for the procurement of such supplies, equipment, and materials. It is the intent of the parties in entering into this Intergovernmental Cooperative Purchasing Agreement to extend such contracts to each other to the extent permitted by law, and in a manner agreed upon by the parties. 2. Administration. No separate and distinct legal entity shall be created to conduct this joint undertaking. Day-to-day administration of this agreement shall be through managers appointed by each party. The parties shall form a joint board comprised of the managers appointed by each party. 3. Duration and Termination. This agreement shall take effect immediately, and shall continue until terminated by the parties. Either party may terminate this agreement with or without notice to the other party. 4. Compliance with Applicable Laws. Spokane County and Jefferson County accept responsibility for compliance with any additional or varying laws and regulations governing purchases by or on behalf of their entity. March 15, 2016 Intergovernmental Cooperative Agreement Page 1 of 2 No. P9738 5. Method of Purchasing Supplies, Equipment, and Materials. A purchase by Spokane County or Jefferson County shall be effected by a purchase order from the respective entity, directed to the vendor or other party contracting to furnish goods or services to the respective county. 6. General Provisions: (a) Each party accepts no responsibility for the performance of any purchasing contract by the vendor, and each accepts no responsibility for payment of the purchase price by the other party. (b) Each party reserves the right to contract independently for the purchase of any goods or services, with or without notice to the other party. (c) Spokane County and Jefferson County reserve the right to exclude the other party, or any class containing the other party, from any particular purchasing contract, with or without notice to the other party. (d) This Agreement covers all Spokane County and Jefferson County goods and services purchase contracts. SPOKANE COUNTY SHELLY O'QUINN, CHAIR AL FRENCH, VICE -CHAIR NANCY MCLAUGHLIN, COMMISSIONER ATTEST: COUNTY OF JEFFERSON BOARD OF COMMISSIONERS Kathleen Kler, Chair Phil Johnson, Member David Sullivan, Member ATTEST: Ginna Vasquez, Clerk of the Board Carolyn Avery, Deputy Clerk of the Board DATE: DATE: Approved as to form only: David Alvarez Date Deputy Prosecuting Attorney March 15, 2016 Intergovernmental Cooperative Agreement Page 2 of 2 No. P9738