Res 1280 - State Purchasing Agm
COUNCIL BILL NO. 1608
RESOLUTION NO. 1280
A RESOLUTION AUTHORIZING AN AGREEMENT WITH THE STATE OF OREGON
DEPARTMENT OF GENERAL SERVICES FOR PURCHASING.
WHEREAS, the City has in the past contracted with the
state of Oregon Department of General Services to enable the City
to take advantage of State purchasing services, and
WHEREAS, it is in the interests of the city to formalize
said agreement and continue said agreement, NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
Section 1. That the Mayor and City Administrator are
authorized to sign on behalf of the City the 1995 Cooperative
purchasing Agreement with the State of Oregon, General Services
Division.
section 2. That said agreement is attached hereto and,
by this reference incorporated herein.
Approved as to fOrm~~ Z I 0[ h~e
City Attorney ~
APPROVED: ~~RK~:loR
February 13, 1995
Passed by the Council
Filed in the Office of the Recorder
February 14, 1995
February 14, 1995
February 14, 1995
Submitted to the Mayor
Approved by the Mayor
ATTEST:
fYI~'--~
Mary T nant, Deputy Recorder
City of Woodburn, Oregon
Page 1
COUNCIL BILL NO. 1608
RESOLUTION NO. 1280
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lR1IEC~~~'lED
\tAN 1 8 1995
STATE OF OREGON
COOPERATIVE PURCHASING PROGRAM
(ORCPP)
CINDY MUSGROVE
PROGRAM COORDINATOR
DEPARTMENT OF ADMINISTRATIVE SERVICES
PURCHASING DIVISION
1225 FERRY STREET SE
SALEM, OR 97310
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PROGRAM QUALIFICATIONS
nk you for expressing an interest in participating in the Oregon Cooperative Purchasing Program. So
" J.t your organization may participate in the program it must meet one of the following qualifications.
Mark the qualification, A. B, C or D, that best describes your organization and submit the requested
documentation with the signed Oregon Cooperative Purchasing Agreement.
Myorganization Cd:!! or: Wooj/;V,L/l is a:
A.K-
Division or unit of local government having separate autonomy such as Oregon counties,
cities, municipalities or other public corporate entities having local governing authority. A
United States governmental agency or American Indian tribe or agency.
B.
Qualified nonprofit agency for disabled individuals participating in the program set forth in
ORS 279.820 to 279.850.
*
If your organization meets qualification B it must be certified as a Qualified Rehabilitation Facility
with the Purchasing Division's Special Programs Coordinator. Information regarding certification is
available by calling 373-1250.
c.
Residential program under contract with the Department of Human Resource (DHR) or a
division thereof to provide services to youth in the custody of the state.
*
If your organization meets qualification C provide us with a letter from DHR or division thereof
confirming your contract with them. The letter must be on agency letter bead and contain the
following information:
a. _ Scope of contract, what service is being provided.
b. Contract number
c. _ Starting and expiration dates of contract.
d. _ State Contract Administrator's, name, original signature, mailing address & telephone
number.
D.
Public benefit corporation "as defined in ORS 65.001 that provides public services either
under contract with a state agency, as defined in ORS 171.133, or under contract with a unit
oflocal government, as defined in ORS 190.003, that funds the contract"in whole or in part
with state funds."
*
To qualify under qualification D, your organization must meet the requirements listed in 01,
02,03 and must submit to us required information in 04.
Dl. Is an active status Domestic, Nonprofit Corporation which is (must be one of the following):
a. Formed as a public benefit corporation pursuant to ORS 65.044 to 65.067;
b. Designed as a public benefit corporation designated by statute;
c. Recognized as tax exempt under section 501 (c) (3) of the Internal Revenue Code of 1986 or
d. Otherwise organized for public or charitable purpose in accordance with its
articles of incorporation and bylaws;
Oualification D continues on the back of this page.
OREGON COOPERATIVE PURCHASING AND ADVERTISEMENT AGREEMENT
This Oregon Cooperative Purchasing Agreement ("Agreement") is entered into pursuant to ORS 190.110,
190.240,279.855 and 656.753 (2) by and between the State of Oregon, acting by and through its
Department of Administrative Services (DAS), Purchasing Division ("State"), and
a Qualified Non-State Agency ("Qualified Agency"), as defined in ORS 190.003, 190.110 (1), 190.240,
279.855 (1) through (3) or 656.005 (24) and 656.752.
1. Purpose: The State allows Qualified Non-State Agencies which enter into Oregon Cooperative
Purchasing Agreements to participate in the Oregon Cooperative Purchasing Program ("ORCPP").
Qualified Agency desires to participate in the ORCPP and therefore enters into this Agreement
with State. It is understood that Qualified Agency's execution of this Agreement and payment of
the program administration fee allows, but does not obligate, Qualified Agency to use the ORCPP
services provided by the State.
2. Term of Agreement: This Agreement, which is effective as of the date it is signed by the State,
shall remain in effect for one year from the effective date and, unless renewed, shall tenninate
on .DEe., 3/. I~S-
.
3. Agreement Renewal: This Agreement may be renewed for one-year extension periods upon
mutual agreement of the State and Qualified Agency. Notice of intent to renew shall be submitted
in writing to the State's ORCPP Coordinator at least 30 days prior to the termination date set forth
in paragraph 2, above.
4. Responsibilities of the State: Upon the Qualified Agency's execution of this Agreement and
payment of the program administration fee, the State shall:
A. VIP Support Software: Provide Qualified Agency with custom telecommunications software that
will allow Qualified Agency access to the State's Vendor Information Program (VIP).
B. Price Agreement Purchases: Authorize Qualified Agency to place orders with contractors on
State price agreements using Contract Release Order (CRO) forms. The State will provide
contractors with a list of Qualified Agencies authorized to purchase from price agreements.
C. Procedure: Assign eRO forms and purchase request forms to Qualified Agency. Additional
fonns are available from the State upon request.
D. Purchase Request Purchases: Issue solicitation documents (Invitations to Bid or Request for
Proposals) upon receipt of a Purchase Request. (Issuing solicitation documents consists primarily
of the State preparing an Invitation to Bid or Request for Proposal that complies with Oregon's
public purchasing statutes and rules, placing the document on the State's VIP system, and
administering the procurement process.) The Purchase Request must have an estimated value of
more than $25,000 and must specify in detail the goods or trade services desired. The State will
issue solicitation documents
ORCPP, page 1
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6. Consideration: There is a cost for services provided by the Oregon Cooperative Purchasing
Program. The Qualified Agency shall 'pay to the State an annual, non-refundable, program
administration fee in the amount of$150 upon execution of this Agreement and on each yearly
anniversary thereafter while this Agreement remains in effect. There are additional "Service
Charges" based on actual service usage.
Service charges for (i) individual,purchases from price agreements and (ii) solicitation document
development and procurement administration (iii) advertisement of Qualified Agency ITBs and
RFPs will be invoiced at the end of each month according to Fee Schedules A, B and C.
Service charges are due and payable within 30 days of the date of the invoice. Past due accounts
may result in assessment of late payment charges at the rate of eight percent (8%) per annum. .
Note: The State reserves the right to change the Fee Schedule at any time, subject to the
requirement to provide Qualified Agency with at least 30 days prior written notice.
Fee Schedule A - Individual Usage of State's Price Agreements
Value of Contract Release Order
$ 0.00 to 199.99
$ 200.00 to $999.99
$ 1,000.00 to $ 4,999.99
$ 5,000.00 to $ 9,999.99
$ 10,000.00 to $ 49,999.99
$ 50,000.00 to $ 99,999.99
$100,000.00 to $499,999.99
$500,000 and over
Service Charge
$ No Charge
$ 20.00
$ 50.00
$ 75.00
$ 100.00
$ 150.00
$ 300.00
$ 500.00
Fee Schedule B - Solicitation Document Development
Invitations to Bid! Preparation for award recommendation - $300.00
* Invitations to Bid! Combining State and Qualified Agency purchase
requests - up to $300.00
* Requests for Proposal- $300.00 to $500.00
* Proposal Evaluation! Preparation for award recommendation - $25.00
per hour.
* Each request will be evaluated for its complexity and estimated time involvement.
Fee Schedule C - ITBIRFP Advertisement
(i) Qualified Agency shall pay $45.00 for each ITB and RFP transferred (uploaded) to the VIP
system if the estimated contract price is equal to or greater than $25,000; (ii) Qualified Agency shall
pay $25.00 for each ITB and RFP transferred to the VIP system if the estimated contract price is less
than $25,000.
ORCPP, page 3
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FOR AGENCY USE ONL Y -,
AGENCY #:
ill:
INFORMATION FORM
AGENCY NAME:
ADDRESS:
CITY OF WOODBURN
270 MON'IGOMERY STREET
WOODBURN, OR 97071
TEL. # 982-5217
FAX #
982-5244
Person responsible for Contract Release Order Forms JEAN DEEN, PURCHASING CLERK
TEL. # 982-5217
FAX #
982-5244
Contact person for accounts payable issues KAREN HALTER, ACCOUNTS PAYABLE
TEL. # 982-5219
FAX.#.
982-5244
LIST ALL DIVISIONS OR SECTIONS IN YOUR AGENCY AUTHORIZED UNDER TIllS AGREEMENT
PUBLIC WORKS (Includes: Street, Water, Wastewater, Engineering, Planning, Building, Code Enf.
POLICE DEPAR'IMENT
FINANCE CDEPAR'IMENT.
9-1-1 COMMUNIC~TIONS
PARK AND RECREATION
PUBLIC LIBRARY ADMINISTRATION
TRANSIT/DIAL-A-RIDE
Upon acceptance of your participation qualifications the State will provide communication software allowing you
access to the VIP program. Please indicate the software disk size needed. (Check One)
5 1/4 DD
5 1/4 lID
3 1/2 DD
xx 3 1/2 lID
Submit the following: Program qualification page, Oregon Cooperative Purchasing Agreement completed and
signed, $150.00 program administration fee and this information page.
SEND TO:
DEPARTMENT OF ADMINISTRATIVE SERVICES
COOPERATIVE PURCHASING PROGRAM
'PURCHASING DIVISION
1225 FERRY STREET SE
SALEM, OR 97310
I:\outreach\orcppagr.doc
07-21-94
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14. MERGER: THIS AGREEMENT CONSTITUTES THE ENTIRE AGREEMENT BETWEEN
THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OR
PROVISIONS OF TIllS AGREEMENT SHALL BIND EITHER PARTY UNLESS IN
WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE
SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO
UNDERSTANDINGS, AGREEMENTS OR REPRESENTATIONS, ORAL OR WRITTEN,
NOT SPECIFIED HEREIN REGARDING TIllS AGREEMENT.
15. Signatu.res: Each party, by the signature below ofits authorized representative, hereby
acknowledges that it has read this Agreement, understands it, and agrees to be bound by its terms
and conditions. Each person signing this Agreement represents and warrants to have the authority
necessary to execute this Agreement.
NON-STATE AGENCY
Signature:Ln_ ...d ;f:JCJ:~J
Name: NANCY A. KIRKSEY
Title: MAYOR
Date: February HI, 1995
D.A.S. PURCHASING DIVISION
Signature:
Name:
Title:
Date:
AGENTS AUTHORIZED TO SIGN PURCHASE REQUESTS ON BEHALF OF THE
QUALIFIED NON-STATE AGENCY
Signature: Signature:
Name: CHRIS CHILDS, CITY ADMINISTRATOR Name: NANCY GRITI'A, FINANCE DIRECTOR
Signature:
Name: G.S. FRANK TIWARI
PUBLIC WORKS DIRECTOR
Signature:
Name: KENNETH WRIGHT, POLICE CHIEF
Signature:
Name:
Signature:
Name: NEVIN HOLLY
PARK AND RECREATION DIRECTOR
MARIANNE WOLF
9-1-1 DIRECTOR
IMPORTANT - COMPLETE THE INFORMATION FORM ON THE NEXT PAGE
ORCPP, page 5
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