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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Lou Johnson, Manager, Fleet Services Division
Agenda Date: July 15, 2019
Subject: Interlocal Bidding/ Purchasing Agreement with City of Longview
Statement of Issue:
This agreement allows Jefferson County and the City of Longview to utilize each other's
contracts for purchasing goods and services under Chapter 39.34 RCW.
Analysis/Strategic Goals/Pros tt Cons:
This action will allow Jefferson County Fleet Services to utilize the City of Longview's
contract for the purpose of up -fitting propane/bi-fuel vehicles.
Fiscal Impact/Cost Benefit Analysis:
No impact beyond the processing time required to complete this form at this time and at any
future change in the relevant personnel.
Recommendation:
Execute the attached agreement.
Department Contact:
Lou Johnson, Manager of Fleet Services, 385-0890
a
B•
Philip M rle , County Administrator Date
INTERLOCAL BIDDING/PURCHASING AGREEMENT BETWEEN
THE CITY OF LONGVIEW AND JEFFERSON COUNTY
This agreement is made and entered into by and between t h e C i t y o f L o n g v i e w, a political
subdivision under the laws of the State of Washington ("Longview"), and Jefferson County, a political
subdivision under the laws of the State of Washington ("Jefferson County"), (collectively "Parties").
WITNESSETH:
WHEREAS, the Parties maintain, for the benefit of the citizens of their respective jurisdictions,
organized and standard bidding structures charged with the function of securing equipment, goods and
services within the limits of applicable bidding laws of the State of Washington and the individual
jurisdictions; and
WHEREAS, the Interlocal Cooperation Act, as amended, and codified in Chapter 39.34 of the
Revised Code of Washington ("RCW") provides for Interlocal cooperation between governmental agencies;
and
WHEREAS, it would be in the best interest of the citizens of the Parties' respective jurisdictions
if, in some circumstances, goods and service could be purchased through a bidding process made up of
more than one jurisdiction in the State of Washington; and
WHEREAS, the Parties hereto desire to enter into an Interlocal Cooperative B idding/Purchasing
Agreement ("Agreement") so the Parties can utilize each other's contracts to purchase equipment, goods
and services where it is lawful and in their best interest;
NOW, THEREFORE, the Parties hereto agree as follows:
Purpose
The purpose of this Agreement is to comply with Chapter 39.34 RCW and to authorize the purchase
or acquisition of goods and services under contracts where a price is extended by either Parry's vendor to
other governmental agencies.
2. Cooperative Purchases
Pursuant to Chapter 39.34 RCW, the Parties, in contracting for the purchase of goods and services
for jurisdiction, agree to extend contracts to the other party to the extent permitted by law. Once bidding
has been finalized and the Parties have been notified, both Parties will finalize their own individual
arrangements, including option selection, selections, trade-in and delivery arrangement for goods, services
and equipment directly with the applicable contractor.
L o n g v i e w and Jefferson County agree that each party has no liability as far as the durability,
serviceability, and warranty of the goods, services, and equipment selected. It is also agreed that the
goods, services, and equipment selected shall be agreed upon by each individual party and will not be
considered to be selected by the other party.
Longview and Jefferson County do not warrant the performance of any contracts by the
contractor, nor do Longview and Jefferson County intend to bind each other to responsibility for
payment of the purchase price for any contract entered into by the other party.
This Agreement is offered to allow the Parties the capability to purchase goods, services and
equipment designed specifically for their use and to take advantage of prices achieved by group
participation.
No Obligation to Purchase
Each party reserves the right to contract independently for the purchase of any particular class of
goods or services with or without notice to the other party.
The Parties reserve the right to exclude the other party from any particular purchasing contract
with or without notice to the other party.
4. Financing
The method of financing payment for goods and services shall be through budgeted funds or
other available funds of the Party whose use of the property actually is acquired or disposed. Each
Party accepts no responsibility for the payment of the acquisition price of any goods or services
intended for use by the other Party.
Filing
Executed copies of this Agreement shall be filed as required by RCW 39.34.040 prior to this
Agreement becoming effective.
6. Hold Harmless
Each Parry shall be liable and responsible for the consequence of any negligent or wrongful
act or failure to act on the party of itself and its employees, officers or elected officials. Neither Parry
assumes responsibility to the other Party for the consequences of any act or omission of any person
or entity not a Party to this Agreement.
Term
This Agreement shall take effect immediately and shall continue in effect until terminated. It
may be terminated by either party by giving ten (10) days written notice to the other; provided, however,
that termination shall not affect or impair joint purchases of the Parties that were agreed to on or before
the date of termination.
8. Compliance with Laws
Each party accepts responsibility for compliance with federal, state or local laws and a regulation
including, in particular, that party's bidding requirements applicable to the acquisition of any goods,
services, or equipment obtained through the cooperative process agreed to herein.
9. Survival
The provisions of this Section shall survive the expiration or termination of this Agreement with
respect to any event occurring prior to such expiration or termination.
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10. Severability
Any provision of this Agreement held to be prohibited or unenforceable shall be ineffective only to
the extent of such prohibition or unenforceability, without invalidating the remaining provisions or affecting
the validity or enforcement of such provisions.
11. Contact Persons:
The Parties stipulate that the following persons shall be the contact person for their respective
jurisdiction.
a. LONGVIEW:
Keith Walling
Fleet & Facilities Maintenance Manager
City of Longview
254 Oregon Way
Longview, WA 98632
Phone: (360) 442-5600
b. JEFFERSON COUNTY:
Mark McCauley
Central Services Director
Jefferson County
1820 Jefferson St., Port Townsend, WA 98368
Phone: (360) 385-9130
12. Recording
A copy of this Agreement shall be recorded with the Jefferson County Auditor's Office and listed
on the City of Longview's web page, in accordance with RCW 39.34.040.
13. General Provisions
a. No new or separate legal or administrative entity is created to administer the provisions of
this Agreement.
b. This Agreement contains all of the agreements of the Parties with respect to any matter
covered or mentioned in this Agreement.
C. No provision of this Agreement may be amended or modified except by written agreement
signed by the Parties.
d. This Agreement shall be binding upon and inure to the benefit of the Parties' successors
in interest, heirs and assigns.
e. Any provision of this Agreement or either Party places the enforcement of this Agreement
in the hands of an attorney, or files a lawsuit, each Party shall pay all its own attorneys' fees, costs and
expenses.
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f. The venue for any dispute related to this Agreement shall be in Jefferson County if the
bid is issued by Jefferson County or in L o n g v i e w if the bid is issued by L o n g v i e w.
g. Failure of Jefferson County or Longview to declare any breach or default immediately
upon the occurrence thereof, or delay in taking any action in connection with, shall not waive such breach
or default.
h. Time is of the essence of this Agreement and each and all of its provisions in which
performance is a factor.
i. No Party may sell, transfer or assign any rights or benefits under this Agreement without the
written approval of all the Parties.
(Signatures Follow on Next Page)
M
FORTHE CITY OF LONGVIEW:
Kurt Sacha, City Manager
h- 0- zo,g
Date
APPROVED AS TO FORM ONLY:
McN a, City Attorney
Date
FOR JEFFERSON COUNTY:
Kate Dean, Chair Board of County Commissioners
Date
APPROVED AS TO FORM ONLY:
Philip C. Hunsucker, Chief Civil Deputy
Prosecuting Attorney
� O
Date
CITY OF LONGVIEW
CALL FOR BIDS
NOTICE IS HEREBY GIVEN that sealed bids will be received by the City of Longview, 1525
Broadway, P. O. Box 128, Longview, Washington 98632, until 1:00pzn Tuesday September 12,
2017, and then publicly opened for the furnishing of the following:
EPA APPROVED PROPANE AUTOGAS BI -FUEL CONVERSION KITS AND
INSTALLATION
ONE (1) SDI 200 GALLON TURF & TREE SPRAYER
Copies of the specifications for said equipment may be obtained from the office of the fleet
manager, located at 254 Oregon Way, Longview, Washington, 98632.
All bids shall include the state'and local sales tax rate as a separate item.
All bids shall show the find date of delivery.
The City Council reserves the right to: rej ect_any and/or all bids; accept the bid deemed in the best
interest of the City; waive any informalities in the bidding; and delay the award of the bid until the
next regular Council meeting.
Bids must be sealed with the outside of the envelope marked:
Sealed Bids Enclosed
EPA APPROVED PROPANE AUTOGAS BI -FUEL CONVERSION KITS AND
INSTALLATION
ONE (1) SDI 200 GALLON TURF & TREE SPRAYER
Bid Opening Date September 12, 2017
Name and address of the bidder should also appear on the outside of the envelope.
For information regarding bid call or bid results, phone 360,442.5600.
DATED at Longview, Washington, this 22 Day of August 2017.
E CITY OF LONGVIEW
Fleet Man ty
Published: August 29, 2017 and August September 5, 2017
FLEET SERVICES
SPECIFICATIONS FOR BID ON
EPA APPROVED PROPANE AUTOGAS
BI -FUEL CONVERSION KITS
AND INSTALLATION
CITY OF LONGVIEW
CALL FOR BIDS
NOTICE IS HEREBY GIVEN that sealed bids will be received by the City of Longview, 1525 Broadway, P. O.
Box 128, Longview, Washington 98632, until 1:00pm Tuesday September 12, 2017, and then publicly opened
for the furnishing of the following:
EPA APPROVED PROPANE AUTOGAS BI -FUEL CONVERSION HITS AND INSTALLATION
Copies of the specifications for said equipment may be obtained from the office of the fleet manager, located at
254 Oregon Way, Longview, Washington, 98632.
All bids shall include the state and local sales tax rate as a separate item.
All bids shall show the firm date of delivery.
The City Council reserves the right to: reject any and/or all bids; accept the bid deemed in the best interest of the
City; waive any informalities in the bidding; and delay the award of the bid until the next regular Council meeting.
Bids must be sealed with the outside of the envelope marked:
Sealed Bids Enclosed
EPA APPROVED PROPANE AUTOGAS BI -FUEL CONVERSION HITS AND INSTALLATION
Bid Opening Date September 12, 2017
Name and address of the bidder should also appear on the outside of the envelope.
For information regarding bid call or bid results, phone 360.442.5600.
DATED at Longview, Washington, this 22 Day of August 2017.
THE CITY OF LONGVIEW
Fleet Manager
Published: August 29, 2017 and August September 5, 2017
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INSTRUCTIONS TO SUPPLIERS
These instructions to suppliers are to be considered as a part of the specifications.
A. Bids will be received by the City of Longview, 1525 Broadway, P.O. Box 128, Longview, Washington,
98632, until Monday September 12, 2017 at 1:00pm for the purchase of EPA Approved Propane
Autogas Bi -Fuel Conversion Kits and Installation.
B. All correspondence concerning these specifications is to be directed to Dan Zenger, Fleet Manager.
Written communication should be addressed to 254 Oregon Way or P.O. Box 128, Longview,
Washington, 98632, he may also be reached at (360) 442-5600, or email dan.zenger@cUoagview.wa.us.
C. It is the intent of these specifications to describe and secure a bid on comparable equipment for general
use for the City of Longview. Whenever a make, model, or trade name is used, it shall be as specified,
equal or approved equal. `Equal" or "approved equal" means that the make, model, or trade name will
be given consideration if they fulfill the same performance requirements. The City reserves the right to
make the decision on acceptability.
D. Any unit not conforming to the City's exact specifications may be rejected, and it will be the
responsibility of the manufacturer and/or supplier to conform to the requirements unless deviations have
been specifically cited by the City, and acceptance by the City made on the basis of the deviations. Any
deviations from the specifications must be clearly stated.
E. No bids will be considered if received after the date and time specified. Any bids received after the
scheduled closing shall be returned, unopened, to the respective supplier.
F. Supplier shall submit the base bid for the unit indicated. City reserves the right to accept or reject any or
all bids and to waive defects within the bid.
G. Bids must be sealed and plainly marked with the proper schedule and identification.
H. Bids will be considered final upon opening and no changes will be acceptable because of errors.
L Supplier must be a local/regional authorized dealer who routinely stocks and sells specific make and
manufacture of unit(s) bid.
J. As provided by RCW 39.34 and contingent upon the seller's review and approval at the time of a
requested sale, City of Longview, and other political subdivisions of the State of Washington may
purchase additional items at the bid price. Price may increase by a maximum of 10%, or decrease on a
pass through basis if mutually agreed upon. Seller's right to refuse to sell additional items at the time of
request shall be absolute.
INSTRUCTIONS TO SUPPLIERS CONTINUED
K. All prices to be F.O.B. Longview, Washington. Federal Excise and Washington State Sales Tax needs
to be listed as a separate item. Suppliers must specify a firm delivery date. Delivery of vehicles after
said delivery date will be assessed $100 per day penalty fee. The City reserves the right to give added
consideration to delivery time above specifications if it is in the City's best interest. The City also
reserves the right to reject all bids at the City's discretion. As allowed in RCW 39.30.040, the City
reserves the right to consider tax revenues collected from local sales tax and business and occupational
tax, if any, when evaluating bids.
L. City may accept or reject any or all of the trade-in values quoted for the equipment indicated if trade-ins
are proposed by the City.
M. Supplier shall attach hereto,. and it shall be made a part of this bid, specific descriptive literature of the
units proposed for bid. All equipment shall carry full factory and/or manufacturer's warranty and
complete pre -delivery service. Warranty conditions and warranty duration shall be stated and given
consideration as a part of the total bid package.
N. The City reserves the right to accept the bid that represents the greatest value to the City.
Considerations will include price proposed, equipment proposed, condition of the equipment, optional
equipment included, and suitability for use by the City, guarantee/warranty, performance, year, make,
and model.
O. The City intends to exercise that option which offers the best combination of price, options,
performance, reliability, and value. Price will not be the sole criterion used in awarding the bid.
P. Equipment shall comply with OSHA, Federal and Washington State regulations including EPA
standards and City safety codes.
Q. All specifications are to be considered as the minimum acceptable.
R. Supplier shall complete every space in the bid specification proposal column with a check mark to
indicate if the item being bid is exactly as specified. If not, the "NO" column must be checked and a
detailed description of the deviation from the specification to be supplied.
S. Supplier shall complete bid proposal/signature sheet for bid to be considered responsive.
T. Suppliers choosing to not submit a bid for this equipment must complete the "No Bid" form and return it
to the City by the bid opening date to remain on the City's list of vendors solicited for future bids.
BID PROPOSAL/SIGNATURE SHEET
THE UNDERSIGNED PROPOSES TO BID THE FOLLOWING:
EPA APPROVED PROPANE AUTOGAS BI -FUEL
CONVERSION HIT MANUFACTURE:
Year Make Model
V6 Bi -Fuel Conversion Kit $ and Installation $
V8 B i -Fuel Conversion Kit $ and Installation $
V10 Bi -Fuel Conversion Kit $ and Installation $
(Submit a separate price sheet for each conversion kit and installation offered if necessary)
Freight $
Any applicable sales taxes at % County
Firm Delivery Date, F. O. B. City of Longview Fleet Services
254 Oregon Way, Longview, Washington Date.
$100 per day penalty fee for late delivery.
Supplier:
Company Name
By:
Address:
Authorized Official 'title Date
Signature
Phone: —Fax:
ADDENDA: Receipt of Addenda No. Is hereby acknowledged. (If applicable)
Sigeatum Date
State of Washington License Numbers:
Vehicle Dealer's License:
Tax Registration:
If supplier is a corporation, this proposal must be executed by its duly authorized officials.
NO BID FORM
Suppliers choosing not to submit a bid for this equipment must complete the "No Bid" form and return it to the
City by the bid opening date to remain on the City's list of vendors solicited for future bids.
Supplier:
Company Name
Authorized Oftioial
Address:
Phone:
Title
Fax:
Dam
ADDENDA: Receipt of Addenda No.. Is hereby acknowledged (if applicable).
signature Date
Reason for no bid (optional):
fi
SPECIFICATIONS
EPA APPROVED PROPANE AUTOGAS BI -FUEL CONVERSION HIT
A. GENERAL TERMS:
It is the intent of this specification to describe EPA Approved Propane Autogas Bi -Fuel Conversion Kit
and Installation: The model must have the following minimum specifications to perforin in the City of
Longview fleet. The model bid shall be the manufacturer's current production model, new and unused,
and shall contain all standard equipment. The manufacturer shall have produced this type of equipment
for a period of at least ten (10) years. Price bid shall be F.O.B. Longview, Washington, less all taxes.
Transportation of city vehicles is the responsibility of the city agency.
B. WARRANTY:
Bidders shall state the bidder's normal warranty and extended warranty where available.
C. INTERLOCAL PURCHASING
It is also the intent of this bid document to make available to other local government entities of the State
of Washington, by mutual agreement with the successful bidder, and properly authorized interlocal
purchasing agreements as provided for by RCW 39.34, the right to purchase the same equipment, at the
prices quoted for as long as the unit is available. Each bidder shall indicate on the bid form if he/she will
honor Political Subdivision orders in accordance with the contract terms and conditions, in addition to
orders from the City of Longview.
D. CITY OF LONGVIEW INTERNET WEBSITE
The City of Longview is committed to reducing costs and facilitating faster communications by using
electronic means. As such, bid specifications can be found on the City of Longview's internet web site
located at www.mylongview.com/fleet
E. TRAINING:
Bidders shall provide minimum four (4) hours of specialized conversion installation training for City
mechanics, if deemed necessary by the Fleet Manager.
Bidders must complete every item in the specification bidder's proposal column. If item being bid is exactly
as specified, check yes If not, the "NO" column must be checked with a detailed description of the deviation
from the specification to be supplied.
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SPECIFICATIONS
EPA APPROVED PROPANE AUTOGAS BI -FUEL CONVERSION KIT
AND INSTALLATION
VENDOR SHALL COMPLETE BY CHECKING THE FOLLOWING. IF NOT COMPLIANT, STATE
SPECIFICALLY ITEM BEING OFFERED.
THE FOLLOWING DETAILED SPECIFICATIONS ARE MINIMUM REQUIREMENTS:
BASIC EQUIPMENT INCLUDED IN NET PRICE
A. GENERAL
1. Engine cranks and starts on gasoline and converts to propane after running.
2. Bi -Fuel Conversion kit must be a Liquid Injection System. (LSI)
3. Bi -Fuel Conversion kit must have a 36month/36,000 mile factory parts and labor
warranty.
4. Minimum 90 day installation warranty.
5. Bi -Fuel Conversion kit must be fully sequential using only the engine control unit for
a ,V -6,V-8 or V-10 cylinder engine.
6. Bi -Fuel Conversion kit must have minimum reduction on emissions in CO2, CO,
hydrocarbons and NOX
7. Manufacture must be EPA compliant and offer engine certifications over
a large range of vehicle platforms.
8_ Bi -Fuel Conversion kit must be able to be fueled using the Staubli refueling nozzle
system.
9. Bidders shall provide specialized conversion installation training.
YES NO OFFERED
B. PRICE LISTING
I . Submit any government tax incentives available for propane Autogas.
2. Submit any volume discount.
3. Submit a separate price sheet for each conversion kit offered { } ( )
4, installation must include standard tank size to match vehicle platform. ( ) ( )
5. A separate accessory price list must be offered as requested. ( ) ( )
6. Freight cost may increase or decrease on a pass through basis. ( ) ( )
C. PAYMENT
1. Vendor to have the ability to invoice electronically. ( ) { }
2. Vendor to provide Electronic Direct Deposit payment information. ( } ( )
3. Invoicing will be issued per unit.
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