HomeMy WebLinkAboutItem 16 City of Eugene IGA Fire and Life Safety Purchasing AGENDA ITEM SUMMARY Meeting Date: 7/16/2012
Meeting Type:Regular Meeting
Staff Contact/Dept.: Jayne McMahan/ FIN
Staff Phone No: 541.726.3708
Estimated Time: 05 Minutes
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Provide Financially
Responsible and
Innovative Government
Services
ITEM TITLE: CITY OF EUGENE IGA FIRE AND LIFE SAFETY PURCHASING
ACTION
REQUESTED:
Move to authorize/not authorize the City Manager to negotiate and sign a
completed IGA with the City of Eugene for joint purchases. Final IGA will include
Springfield’s City Attorney concurrence.
ISSUE
STATEMENT:
The Cities of Springfield and Eugene jointly purchase equipment, training, services
and other items and each purchase requires an IGA. A single IGA for joint
purchases will enable the City’s to merely invoice for the goods or services and
eliminate the need for discrete IGA’s.
ATTACHMENTS: Attachment 1: C788 IGA City of Eugene - Draft
DISCUSSION/
FINANCIAL
IMPACT:
As the two Cities’ consider moving towards a fully merged Fire Department this
IGA is a step to facilitate invoicing that will save both Cities’ resource time
processing discrete IGA’s for each activity that is jointly purchased. This IGA
could survive even if a merger doesn’t occur as the synergy of joint purchases will
continue regardless.
The current practice of cycling individual IGA’s for the purchase of all goods and
services jointly purchased is laborious and a broken process. This IGA is a process
improvement that will eliminate the current practice and institute one where on the
back end only invoices are issued across the river for contemplated purchases
where the costs are shared. This IGA wouldn’t replace any of our current
purchasing processes, Municipal Codes or Guidelines, but will just be a mechanism
to invoice each other without having to create discrete IGA’s.
Both Cities will enjoy tremendous cost savings of staff, Attorney, City Manager’s
office, and Council time in not having to cycle discrete IGA’s and Agenda Item’s
for goods and services. Further, this will provide a timelier procure to pay process
for both departments in not having to wait to purchase needed goods and services
while paperwork is cycled. Either Springfield or Eugene can initiate a purchase.
Both parties will agree before the execution of any contract the appropriate
percentage of the obligation owed by each. The party who executes the agreement
will invoice the other for the appropriate dollar amount based upon the agreed
percentage.
The current IGA, in draft form, has been approved by the Springfield City Attorney
and has currently been provided by our Fire Chief to the Eugene City Attorney for
review.
_________________________________________________________________________________
C788 COE INTERGOVERNMENTAL PURCHASE AGREEMENT Page 1 of
2
CITY OF SPRINGFIELD
INTERGOVERNMENTAL PURCHASE AGREEMENT
CONTRACT #788
BETWEEN: The City of Springfield (Springfield), a municipal corporation of the state of
Oregon, on behalf of its Department of Fire and Life Safety (hereinafter
"Springfield")
AND: The City of Eugene (Eugene), a municipal corporation of the state of Oregon,
on behalf of is Fire and EMS Department (hereinafter "Eugene")
EFFECTIVE DATE: Upon Execution
RECITALS
A. ORS 190.010 provides that units of local government may enter into agreements for the performance of any
and all functions and activities that any party to the agreement, its officers, or agents have the authority to
perform.
B. ORS 279A.025(2) provides that the Public Contracting Code does not apply to contracts between
Springfield and Eugene for services for goods, equipment or service or a portion thereof.
C. Springfield and Eugene desire to enter into an Agreement wherein either Springfield or Eugene may
procure goods, equipment or services in conformance with the applicable requirements of the Public
Contracting Code and, in turn, Springfield or Eugene may purchase those goods, equipment or service or a
portion thereof from the procuring party.
AGREEMENT
NOW, THEREFORE, based upon the foregoing recitals, the parties agree as follows:
1. Services to be Provided. Either Springfield or Eugene may make available to the other party for purchase
goods, equipment or services which Springfield or Eugene has previously purchased in conformance with
the applicable requirements of the Public Contracting Code.
2. Purchase Process. Either Springfield or Eugene can initiate a purchase. Both parties will agree before the
execution of any contract the appropriate percentage of obligation owed by each. The party who executes
the agreement will invoice the other for the appropriate dollar amount.
3. Agreement Administration. Each party designates the following as its representative for purposes of
administering this contract. Either party may change its designated representative by giving written notice
to the other as provided in paragraph 10.
Springfield: Jana Sorenson
Sr. Management Analyst
jsorenson@springfield-or.gov
Ph:541.746.4150
Eugene: Julie Lindsey
Sr. Finance Manager
Julie.l.lindsey@ci.eugene.or.us
Ph: 541.682.7107
_________________________________________________________________________________
C788 COE INTERGOVERNMENTAL PURCHASE AGREEMENT Page 2 of
2
4. Records/Inspection. Springfield and Eugene shall each maintain records of its costs and expenses under
this contract for a period of not less than three full fiscal years following Agency's completion of this
contract. Upon reasonable advance notice, either party or its authorized representatives may from time to
time inspect, audit, and make copies of the other party's records.
5. Indemnification. To the extent allowed by the Oregon Constitution and the Oregon Revised Statutes, each
of the parties hereto agrees to defend, indemnify, and save the other harmless from any claims, liability or
damages including attorney fees arising out of any error, omission or act of negligence on the part of the
indemnifying party, its officers, agents, or employees in the performance of this agreement.
6. Status. In providing the services specified in this agreement (and any associated services) both parties are
public bodies and maintain their public body status as specified in ORS 30.260. Both parties understand
and acknowledge that each retains all immunities and privileges granted them by the Oregon Tort Claims
Act (ORS 30.260 through 30.295) and any and all other statutory rights granted as a result of their status as
local public bodies.
7. Workers Compensation Insurance. Each party is a subject employer that will comply with ORS 656.017.
8. Assignment. Neither party shall assign this contract in whole or in part.
9. Compliance With Laws. Each party shall comply with all applicable federal, state, and local laws, rules,
ordinances, and regulations at all times.
10. Notices. Any notices permitted or required by this contract shall be deemed given when personally
delivered or upon deposit in the United State mail, postage fully prepaid, certified, return receipt requested,
addressed to the representative designated in paragraph 3. Either party may change its address by notice
given to the other in accordance with this paragraph.
11. Integration. This contract embodies the entire agreement of the parties. There are no promises, terms,
conditions or obligations other than those contained herein. this contact shall supersede all prior
communications, representations or agreements, either oral or written, between the parties. This contract
shall not be amended except in writing, signed by both parties.
12. Interpretation. This contract shall be governed by and interpreted in accordance with the laws of the state
of Oregon.
13. Signatures.
CITY OF SPRINGFIELD
On behalf of its Department of Fire and Life
Safety:
By: ____________________________________
(signature)
Name: _________________________________
Title: __________________________________
CITY OF EUGENE
On behalf of its Fire and EMS Department:
By: ____________________________________
(signature)
Name: __________________________________
Title: ___________________________________