HomeMy WebLinkAboutItem VIII-B-1
AGENDA BILL APPROVAL FORM
Aqenda Subject
Resolution No. 3758
Department: I Attachments:
Public Works Resolution No. 3758 and Agreement
Administrative Recommendation:
Date:
October 12, 2004
Budget Impact:
$0
City Council adopt Resolution No. 3758.
Backqround Summary:
Resolution No. 3758 authorizes the Mayor to execute a Cooperative Purchasing Agreement with the City of
Lynnwood. The agreement would enable the City of Auburn to join the City of Lynnwood's Shared Small Works
Roster. There is no cost to join Lynnwood's roster, which is currently shared by 40 member agencies.
The City of Auburn currently maintains its own Small Works Roster. By joining the City of Lynnwood's shared
roster, staff time to maintain and administer the Small Works Roster would be greatly reduced.
There are currently 193 contractors on the City of Auburn's Small Works Roster. Out of those, 111 of them are
also currently on the City of Lynnwood's roster, which has a total of 639 contractors. By joining Lynnwood's
roster, the City would have access to many more contractors when soliciting quotes or bids for small works
projects. As for categories of work, Auburn currently lists 68 types of work performed, while Lynnwood lists 161
types of work. And, if Auburn has the need for a type of work that is not listed on Lynwood's roster, we can
request that it be added.
The City of Lynnwood's information requirements in order for contractors to be included on their roster meets the
information required by Auburn City Code 3.12.032 (B) in order for contractors to be included on our roster.
Should Council adopt Resolution No. 3758, the City of Auburn would send a letter to all contractors on our current
roster, informing them of our decision to join Lynnwood's shared Small Works Roster, along with an application
form for Lynnwood's roster and a date that this will be effective. Joining Lynnwood's roster would benefit the
contractors currently on our roster, because it would expose them not only to Auburn's small works projects, but
also to those of Lynnwood and the other 40 member agencies.
W1101-1
A3.16.9
Reviewed by Council & Committees:
D Arts Commission COUNCIL COMMITTEES:
D Airport 0 Finance
o Hearing Examiner 0 Municipal Servo
o Human Services 0 Planning & CD
o Park Board [8JPublic Works
o Planning Comm. 0 Other
Reviewed by Departments & Divisions:
o Building 0 M&O
o Cemetery 0 Mayor
o Finance 0 Parks
o Fire 0 Planning
o Human Resources 0 Police
[8J Legal [g Public Works
Action:
Committee Approval: OYes ONo
Council Approval: OYes ONo Call for Public Hearing _/_/-
Referred to Until _/_/-
Tabled Until _/_/-
Councilmember: Wagner I Staff: Dowdy
Meeting Date: November 1, 2004 I Item Number: VIII.B.1
RESOLUTION NO. 3 7 5 8
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON, AUTHORIZING THE
MAYOR TO EXECUTE A COOPERATIVE PURCHASING
AGREEMENT WITH THE CITY OF L YNNWOOD FOR
THE PURPOSE OF USING A SHARED SMALL WORKS
ROSTER
WHEREAS, the City of Auburn currently maintains a Small Works I~oster;
and
WHEREAS, the City of Lynnwood has a Small Works Roster théit they
share with other governmental agencies at no cost to the member agEmcies;
and
WHEREAS, the information required from contractors by the City of
Lynnwood in order for the contractors to be included on Lynnwood's roster
meets the information required from contractors by Aubum City Code 3:12.032
(B) in order for contractors to be included on the City's roster; and
WHEREAS, a majority of the contractors currently on the City of )\ubum
Small Works Roster are also on the City of Lynnwoods Small Works Hoster;
and
WHEREAS, it is in the best interest of the City of Auburn to abandon its
current Small Works Roster and to join the City of Lynnwood's shared Small
Works Roster.
Resolution No. 3758
October 15, 2004
Page 1
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN
,
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. The Mayor is hereby authorized to execute a Cooperative
Purchasing Agreement with the City of Lynnwood in substantial conformity with
the agreement attached hereto, marked as Exhibit "A" and incorporated herein
by this reference, for the purpose of utilizing the City of Lynnwood's Small
Works Roster.
Section 2. That the Mayor is authorized to implement such other
administrative procedures as may be necessary to carry out the directives of
this legislation.
Section 3. That this Resolution shall take effect and be in full force
upon passage and signatures hereon.
Dated and Signed this
day of
,2004.
CITY OF AUBURN
PETER B. LEWIS
MAYOR
Resolution No. 3758
October 15, 2004
Page 2
ATTEST:
Danielle E. Daskam,
City Clerk
APPROVED AS TO FORM:
Resolution No. 3758
October 15, 2004
Page 3
1-
Exhibit 'A'
COOPERATIVE PURCHASING AGREEMENT
This agreement is made and entered into this _day of _,2004, between the City of Lynnwood
("City") and the City of Auburn ('Joining agency"). Pursuant to RCW 39.34, the Interlocal Cooperation
Act, the parties agree to a cooperative purchasing agreement: (I) various supplies, materials, equipment
and services, using the City's competitively awarded contracts (2) using a Shared Small Works Roster
for a list of eligible public work contractors; and (3) choice to participate in the Shared Architects and
Engineering Roster. Each of these three are available at the choice and option of the participating
agency. Such use is not mandatory and no implication of mandatory use is intended through signature of
this agreement, but instead this agreement is to allow participating agencies the ability to share such
services upon occasion and at such time as benefits the participating agencies. The parties agree to the
following:
Supplies. materials. eauipment and services
I. Each agency, in contracting for the purchase of supplies, materials, equipment and servÍi::es, agrees at
its discretion, to extend contracts for shared use to the extent permitted by law. and agreed upon by
these parties and the vendor(s).
2. Each agency is independently responsible for compliance with any additional or varying laws and
regulations governing purchases.
3. Any purchases shall be effected by a purchase order from the purchasing agency and di~ected to the
vendor(s).
4. The originating contracting agency does not accept responsibility or liability for the performance of
any vendor used by the purchasing agency as a result of this Agreement.
5. Each agency shall be independently responsible for payment of any item(s) purchased through a
contract or purchase order that resulted from this Agreement.
Shared Small Works Roster
6. The City of Lynn wood is the lead agency.
7. The joining agency shall express an intent to the City of Lynnwood, to utilize the Shared Shall
Works Roster. Such expressed intent does not impose a mandatory or continuous use of the Roster,
but simply establishes the eligibility to use the Roster upon the convenience and interest of the
joining agency. This interest may be expressed to Lynnwood at any time.
8. The joinIng agency may use the Shared Small Works Roster that has been established and maintained
by the City of Lynnwood, to select contractors for public work jobs up to $200,000 in value or as
otherwise limited by ordinance or law. The Shared Small Works Roster has been established for
shared use by the City of Lynn wood and other public agencies.
-.-------------------
Exhibit "A'·
Resolution No. 3758
Page I of4
9. The City of Lynnwood and the joining agency named herein shall each be independently responsible
for their own and the contractor's compliance with all additional or varying laws and re@)Jlations
governing purchases, including all selection laws, retainage and bonds, prevailing wages, and any
other requirements appropriate.
10. The City of Lynnwood shall advertise the Roster annually on behalf of both parties, shall receive and
review contractor applications, maintain the list of contractors, and make that list and the,
applications available to the joining agency. The joining agency shall be independently responsible
to determine that the selected contractors are responsible contractors according to the dedsion and
opinion or the joining agency. The City of Lynn wood shall make an initial determination of
responsibility, but this initial decision shall be for the convenience of the joining agency only and
shall not constitute a decision of responsibility that the City of Lynnwood may be held liable for. It
is instead the responsibility of the joining agency to determine responsibility in whatever manner that
the joining agency feels is appropriate and consistent with applicable laws.
11. The City of Lynnwood and the joining agency shall each be independently responsible to conduct a
quotation or bid process consistent with any ordinance, laws or requirements of their agency.
12. The City of Lynnwood and the joining agency shall each be independently responsible for issuing a
contract and/or purchase order directly to the awarded contractor(s).
13. The City of Lynnwood does not accept responsibility or liability for the performance ofany
contractor used by the joining agency as a result of this Agreement.
14. Each agency shall be independently responsible for any payments directly to any contractor that is
employed as a result of this Agreement.
15. The joining agency hereby agrees to indemnify and hold harmless the City of Lynnwood" its officers,
employees and agents from any and all claims, actions, costs, damages and expenses of any nature
arising out of or in conjunction with any act authorized by this agreement.
Shared Architects & Enl!ineers Roster
16. The City of Lynnwood is the lead agency.
17. The joining agency shall express intent in using the Shared A&E Roster. Such intent doc::s not
impose a mandatory or continuous use of the Roster, but simply establishes the eligibility to use the
Roster upon the convenience and interest of the joining agency. This interest may be expressed to
Lynnwood at any time.
18. The joining agency may use the Shared Architects & Engineers Roster that has been established and
maintained by the City of Lynnwood, to select Architectural and Engineering firms for interviews
and contracts as allowed and in accordance by their local municipal code(s). The Shared Architects
and Engineers Roster has been established for shared use by the City of Lynnwood and other public
agencies.
----------------------
Exhibit "A"
Resolution No. 3758
Page 2 of 4
19. The City of Lynnwood and the joining agency named herein shall each be independently responsible
for their own and the firm's compliance with all additional or varying laws and regulations governing
services, including all selection laws and any other requirements as appropriate.
20. The City of Lynnwood shall advertise the Roster annually on behalf of both parties, shall receive and
review firm's applications, maintain the list of Architects and Engineers, and make that list, the
applications, and the qualifications available to the joining agency. The joining agency shall be
independently responsible to determine that the selected firms are responsible according to the
decision and opinion or the joining agency. The City of Lynnwood shall make an initiall
determination of responsibility, but this initial decision shall be for the convenience of the joining
agency only and shall not constitute a decision of responsibility that the City of Lynn wood may be
held liable for. It is instead the responsibility of the joining agency to determine responsibility in
whatever manner that the joining agency feels is appropriate and consistent with applicaLble laws.
2 I. The City of Lynnwood and the joining agency shall each be independently responsible to conduct a
selection process consistent with any ordinance, laws or requirements of their agency.
22. The City of Lynnwood and the joining agency shall each be independently responsible for issuing a
contract and/or purchase order directly to the awarded Architectural or Engineering firm.
23. The City of Lynnwood does not accept responsibility or liability for the performance of any
Architect or Engineering firm used by the joining agency as a result of this Agreement.
24. Each agency shall be independently responsible for any payments directly to firm that is employed as
a result of this Agreement.
25. The joining agency hereby agrees to indemnifY and hold harmless the City of Lynnwoocl, its officers,
employees and agents from any and all claims, actions, costs, damages and expenses of any nature
arising out of or in conjunction with any act authorized by this agreement.
This Agreement shall remain in force until terminated upon written notice by either pllrty.
Accepted for the City of Auburn
Accepted for the City of Lynnwoocl:
Peter B. Lewis, Mayor
Mike McKinnon, Mayor
Date
Date
~---_._----------------
Exhibit "A"
Resolution No. 3758
Page 3 of4
ATTEST:
Danielle E. Daskam, City Clerk
._---------------.----
Exhibit "A"
Resolution No. 3758
Page 4 of 4