HomeMy WebLinkAboutReg 2013-01-22 Item 5H - Interlocal Agreement - Cooperative Purchasing of Vehicle and Equipment with Houston-Galveston Area CouncilCOUNCIL AGENDA SYNOPSIS
Initials
Meetin Date
01/22/13
Ma or's review
Council review
ITEM INFORMATION
ITEM No.
5.H.
225
STAFF SPONSOR: BOB GIBERSON
ORIGINAL AGENDA DATE: 01/22/13
AGENDA ITEM TITLE Interlocal Contract for Cooperative Purchasing with the
Houston - Galveston Area Council (H -GAC)
CATEGORY ❑ Discussion
Aft Date
Motion
Date 01/22/13
❑ Resolution
Mtg Date
❑ Ordinance
Mtg Date
❑ Bid Award
Mtg Date
❑ Public Hearing
Alts Date
❑ Other
Mtg Date
-1
Aft
SPONSOR ❑ Council ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P &R ❑ Police
/1 PW
SPONSOR'S The City currently contracts with the WA State Purchasing Cooperative that organizes the
SUMMARY State Bid List that is beneficial for competitively purchasing equipment and supplies. The
Houston - Galveston Area Council (H -GAC) is also a no cost competitively bid purchasing
agent that has fleet equipment that is currently not available on the WA State Bid List.
Council is being asked to approve the interlocal contract with Houston - Galveston Area
Council, or H -GAC.
REVIEWED BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte
U Utilities Cmte ❑ Arts Comm. [ Parks Comm.
DATE: 01/15/13 COMMITTEE CHAIR: KATE
/1 Transportation
Cmte
❑ Planning Comm.
KRULLER
RECOMMENDATIONS:
SPONSOR /ADMIN.
COMMITTEE
Public Works Department
Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT / FUND SOURCE
ExP1tND1TURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source: 501 EQUIPMENT RENTAL (PG 331, 2013 -2014 BUDGET)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
01/22/13
MTG. DATE
ATTACHMENTS
01/22/13
Informational Memorandum dated 1/11/13
2013 -2014 Budget, page 331 Equipment Purchases
Information on the H -GAC Buy Program
Interlocal Contract
Minutes from the Transportation Committee meeting of 01/15/13
225
226
nCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO:
Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, Public Works Director'(�5�
BY: Pat Brodin, Operations Manager
DATE: January 11, 2013
SUBJECT: Interlocal Contract for Cooperative Purchasing of Fleet
ISSUE
An interlocal contract for cooperative purchasing with the Houston - Galveston Area Council
(H -GAC) to make vehicle and equipment purchases.
BACKGROUND
The City of Tukwila currently has a local agency contract with the Washington State
Purchasing Cooperative. The State Bid Contract continues to be beneficial for buying
equipment and supplies that have already been competitively bid through the State. Another
purchasing cooperative is available to local governments called the Houston - Galveston Area
Council. The H -GAC is also a competitively bid purchasing agent and has fleet equipment
that is currently not available on the Washington State Bid List. There is no cost to be a
member of the H -GAC cooperative.
DISCUSSION
Within the approved 2013 budget, Public Works has two pieces of equipment to purchase
which are on the H -GAC program listing. The two units are the Street's sweeper and Sewer's
TV Van. Purchasing these two vehicles through the H -GAC cooperative saves procurement
time while allowing agencies a means to purchase at competitive pricing.
FISCAL IMPACT
None.
RECOMMENDATION
Council is being asked to approve this interlocal contract for cooperative purchasing with the
Houston - Galveston Area Council (H -GAC) and consider this item on the Consent Agenda of
the January 22, 2013 Regular Meeting.
Attachments: 2013 -2014 Budget, page 331 Equipment Purchases
Information on the HGACBuy Program
Interlocal Contract
W: \Shared Copy Only\Pat \Info Memo HGAC Interlocal.docx
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228
2013 -2014 Biennial Budget
City of Tukwila, Washington
Public Works — Equipment Rental
NEW & REPLACEMENT PURCHASES IN 2013 -2014
CURRENT UNIT
Scheduled Replacements
UNIT
No.
PURCHASE YEAR
2013
2014
Estimate
Replacement
Year
Replacement
Unit
POLICE: (A)
1) Patrol Car
2) Patrol Car
3) Patrol Car, Crime Prev
4)
7)
8)-
9) DARE Vehicle
FIRE:
10)
11) Pumper
12) -Pumper
STREET:
13) Sweeper
14) Bucket Truck (B)
15) 3/4 -Ton Pickup
SEWER /SURFACE WATER:
—1g)- TV Van
WATER:
1720 $ 63,000
1723 63,000
1127 63,000
Patrol Car 1724
Patrol Car, Traffic 1103
Motorcycle 1072
Detective Admin Sedan 1151
Jail Transport Van 1221
Command Car, BC (B)
17) .3/4-Ton Pickup
18) Variable Message Board 1426
PARKS:
1209
1281
1352 •
New
1464 •
1278
1256 ;
86,000
700,000
700,000
2019 Patrol Car
Patrol Car
2024 Patrol Car, Crime Prev
63,000 ` 2018 Patrol Car
63,000 2025 Patrol Car, Traffic
35,000 2025 _Motorcycle
30,000 2024 Detective Admin Sedan
160,000 2034 Jail Transport Van
45,000 2024 !DARE Vehicle
220,000
1254 180,000
1287 30,000
19) 1/4 -Ton Pickup
GOLF:
20) Utility Cart
21) Utility Cart
22) Utility, Gator
23) Mower, Greens
24)
25)._..,.
Mower, Greens Triplex
Mower, Trim
26) Core Harvester
BUILDING MAINTENANCE:
27) Cargo Van
28) Cargo Van
EQUIPMENT RENTAL:
29) Vehicle Diagnostic System
1255 19,500 i
1061
1067
1069
1656 '
6604
1633..._.
6003
1249
1248 ,..
9600
6,812
6,812
34,782
22,000
2023 Command Car, BC
2038 Pumper
2038 !Pumper
2023
160,000 2024
28,000 2024
Sweeper
Bucket Truck
3/a Ton Pickup
2033 TV Van
2028 3/4 -Ton Pickup
15,300 2029 Variable Message Board
2031
1/4 -Ton Pickup
2023 .Utility Cart
2023 Utility Cart
5,000 2024 Utility, Gator
2035 ;Mower, Greens
34,081. 2021 !Mower, Greens Triplex
m m__2024 'Mower, Trim -....
7,000 2021 Core Harvester
2028
22,000 ,__. 2029
Cargo Van
Cargo Van
5,300 2019 1 Vehicle Diagnostic System
Total by year $ 2,194,906 $ 699,681 1
Grand Total $ 2,894,587
(a) Positions were added to the Police Department later in the budget process for the Crime Prevention Reduction and
Chronic Nuisance initiatives. Funding is available to purchase police vehicles for these positions, but they have not
been reflected in the 501 Fund's New & Replacement Purchases.
(6) Lines 10 and 14 were budgeted for replacement in 2012, but not purchased.
Page 331
229
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HGACBuy Program Information Page 1 of 5
Types of Participating End Users:
• Municipalities, Cities, Counties and State Agencies
• Councils of Government
• Schools, School Districts, Colleges, Universities
• Hospitals and Hospital Districts
■ Emergency Medical Services and Services Districts
• Volunteer Fire Departments and Rural Fire Prevention Districts
■ Special Law Enforcement Jurisdictions
• Judicial Courts & Districts
a Emergency Communications Districts
• Utility Districts (MUDs, WCIDs, Irrigation, etc.)
■ Special Districts
• Authorities (Airport, Port, River, Water, Toll Road, etc.)
■ State Agencies
• Not - for -Profit Corporations [5o1(c)(3)] providing government functions and services.
(Special requirements apply: See Program Info /Executing an Interlocal Contract with HGACBuy)
The Texas Interlocal Cooperation Act
Most States in the United States have either Interlocal Cooperation or Joint Powers authority to allow local
governments in those states to join and participate in programs like LIGACBuy. Click on Authorizing
Statutes on the HGACBuy web site to see what cooperative purchasing statutes exist in each state to allow
for participation in HGACBuy.
In 1971, the Texas Legislature passed the Interlocal Cooperation Act [Texas Government Code, Title 7,
Chapter 791] to promote activities among local governments across Texas. Any local government or non-
profit providing government services may contract or agree with one or more local governments under the
terms of this Act to conduct purchasing and other administrative functions. The following excerpt from the
Act states that... "The Interlocal Cooperation Act's purpose is to improve the efficiency and effectiveness of
local governments by authorizing the fullest possible range of inter - governmental contracting authority at
the local level including contracts between all political subdivisions of the state and agencies of the state.
Legal Authority
Governmental entities join HGACBuy by execution of an Interlocal Contract (ILC) which can be found on
the I- IGACBuy website under Program Info.
By executing the ILC, the End User represents and warrants to I -I -GAC that (1) it is eligible to contract with
H -GAC under the Act because it is one of the following: a qualifying non -profit corporation, county,
municipality, special district, or other political subdivision of the State of Texas, or another state, and (2) it
possesses adequate legal authority to enter into this Contract.
Scope of H-GAC's Professional Services
When participating in I-IGACBuy, members make their purchase orders out to, and directly pay, the
I-IGACBuy contractor. However, H -GAC does act as the designated purchasing agent on behalf of
participating End Users by performing specific services including, but not limited to:
• Conducting research and surveys
■ Developing specifications for each product /service
• Soliciting vendor participation
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Using the Program :: HGACBuy Page 2 of 5
e Issuing specifications documents
it Conducting pre- bid /pre - proposal conferences
✓ Opening bid /proposal responses
is Evaluating responses
is Issuing Vendor Contracts awarded by the H -GAC Board of Directors
e Certifying contract validity
e Contracts Administration
Interlocal Contract Renewals
Provisions of the Interlocal Cooperation Act provide for annual renewal of Interlocal Contracts. The
contract document issued by I- IGACBuy contains a provision for automatic annual renewal. Unless an
updated contract document is requested, or statutory change occurs, the initial enactment could remain in
effect in perpetuity. A permanent identification number is assigned to each End User contract.
Purchasing Statutes Applied to H -GAC Competitive Bid Process
Products offered through HGACBuy have been subjected to either the competitive bid or competitive
proposal format based on Texas statutes for Councils of Governments under the Local Government Code
Chapter 252. The 76th Legislature, Regular Session, added language that stipulates Councils of
Governments shall specifically use "municipal bidding statutes ". As administrator, H -CAC's mules of
governance apply. In evaluating bid and proposal responses, HGACBuy takes into account any prospective
contractor's ability to meet performance requirements. Factors considered include number and location of
sales /service facilities, depth of staff, qualifications of technical support personnel, and business continuity.
Contractors are expected to service all End Users participating in the Program wherever possible, practical,
and not contrary to franchise or dealership agreements.
H -GAC Board of Directors Awards All Contracts
The Board of Directors composed of 35 elected officials awards all H -GAC cooperative purchasing
contracts. As a political subdivision of the State of Texas, Board agenda are publicly posted in advance of
public meetings. Board meetings are customarily held on the third Tuesday of each month in H -GAC
Conference Room A, Second floor, 3555 Timmons Lane, Houston. The Houston- Galveston Area Council is
one of Texas' 24 regional councils of governments.
Steps To Placing Purchase Orders Through HGACBuy
Step 1: (first time only)
Execute the "Interlocal Contract" (ILC) found on the HGACBuy website under Program Info, and return to
H -GAC. H -GAC will sign two copies and return one to the End User for their records. The ILC may be faxed
to 713- 993 -4548 for expedited processing.
Step 2:
Obtain specific product details from the HGACBuy website, www.HGACBuy.org . Then, contact the
contractor's nearest representative for additional assistance and a definitive price quotation. Contractor
information can be found at the bottom of each contracts web page under Products Available.
Step 3:
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Using the Program :: HGACBuy Page 3 of 5
Prepare and submit your purchase order directly to the relevant HGACBuy contractor, after completing
consultation with the contractor's representative. A copy of the order along with a copy of the contractor's
written quotation shall be faxed or mailed to HGACBuy at FAX: 713-993 -4548. Orders should include
specific details regarding the purchase (i.e., name of the End User's contact person, shipping /delivery
instructions, and installation details, if any). HGACBuy contractors will then invoice End User for all
purchases, and End User will pay the contractor directly following delivery and acceptance.
NOTE: Performance Bond
I-IGACBuy's contractual requirements no longer include a Performance Bond, and bid pricing should reflect
this cost saving. However, Contractor must be prepared to offer a Performance Bond to cover any specific
order, if so requested by End User. Contractor shall quote a price to End User for provision of any
requested Performance Bond. If Performance Bond is requested by End User for a particular order,
Contractor agrees to furnish the Performance Bond within ten (10) days of receipt of End User's purchase
order.
HGACBuy Order Confirmation
On most contracts, when a copy of a purchase order is received (see Step 3 above), HGACBuy staff prepares
an Order Confirmation which is then sent to the Member and the Contractor - authorizing the Contractor to
proceed with the order. This Order Confirmation indicates that the Contractor does have a valid contract
with HGACBuy for the products contained on the order. Actual pricing is not verified on the Order
Confirmation. For pricing verification prior to issuing the purchase order, contact HGACBuy staff.
Remitting End User Payments For Products and Services Rendered
The prompt payment requirements for products and services rendered through cooperative purchasing
states that "...upon delivery of the goods and services purchased, and presentation by HGACBuy contractor
of a properly documented invoice, the End User shall promptly, and in any case within thirty (3o) days, pay
the HGACBuy contractor the full amount of the invoice.
All contracts between HGACBuy and its contractors require prompt payment upon delivery of
products /services to an End User.
Ownership Passes Directly From Contractors to End Users
HGACBuy does not at any time take title to any product. Contractors assign ownership directly. to End
Users.
Reimbursement of HGACBuy's Operational Costs
The I-IGACBuy program is solely funded through the assessment of an administrative fee paid by the
contractor on each order.
End Users Invited to Attend Pre -Bid Conferences
HGACBuy schedules publicly announced pre- bid /pre - proposal specification conferences with
http://www.hgacbuy.org/program/using/default.aspx
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Using the Program :: HGACBuy Page 4 of 5
manufacturers, distributors, representatives, and dealers for the various product categories offered. These
conferences, held throughout each year, are widely attended by the various industry groups represented in
the Program. End Users are invited to attend these conferences also. See a listing of scheduled pre -bid
conferences on the HGACBuy website under Bid Notices.
3 -Way Partnership At Work
The three -way partnership between I-IGACBuy, Program End Users, and Contractors is a very important
relationship that provides vital links to ensure effective cooperative results. Clear, concise communication
is essential to making the partnership effective and successful. The contact path includes all three parties:
l-IGACBuy, End User, and Contractor.
H -GAC's Role: HGACBuy's role is to conduct product research and surveys, write technical specifications,
conduct pre -bid conferences, open bids, and evaluate responses. After contracts are awarded by the H -GAC
Board, HGACBuy certifies contract validity, and administers contracts.
The End User's Role: End Users are expected to consult with Contractors' representatives for the
purpose of determining the exact requirements needed to serve constituents. End Users work with
Contractor's representatives to detail and complete all documentation required when submitting purchase
orders.
The Contractor's Role: HGACBuy relies upon its Contractors to quickly respond to End User inquiries
that provide detailed product information and pricing, including priced options for specific products.
Contractors' representatives work closely with each End User to meet specific constituent needs.
H -GAC's Bid Notices
The Program's Coordinator for Specifications & Bids directs the bid /proposal cycle for products and
services that HGACBuy desires to place under contract on behalf of Members. The near term schedule of
procurements is posted on the HGACBuy website under Bid Notices.
Distribution of H -GAC Product Specifications
Product /service specifications and Invitations To Submit Competitive Bids /Proposals are distributed by
email to all prospective responders that HGACBuy is aware of. The documents are also posted on the
HGACBuy website, and the legally required notices are posted in newspapers, including minority- emphasis
publications.
End User Benefits
HGACBuy offers significant benefits to participating End Users whether large, medium, or small size.
• Expedited procurement
• Volume purchasing discounts
• On -duty professional staff assistance
• Research and development of technical specifications
• Contract administration
H -GAC Web Site
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Using the Program :: HGACBuy Page 5 of 5
Information on products under contract through HGACBuy can be accessed through the web site. The web
site contains the following:
is Product categories with base bid prices
■ Contractors' representatives with telephone numbers
■ H -GAC staff telephone numbers and e -mail addresses
■ isting of Specifications Conferences
■ Listing of Bid opening dates for each product category
Contacting HGACBuy
3555 Timmons Ln, Suite 120
Houston, TX 77027
Phone: 800- 926 -0234
Fax: 713 - 993-4548
Web: www.HGACBuy.org
Individual staff phone numbers and emails may be found on the HGACBuy website under Program Staff.
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List of End Users :: HGACBuy Page 1 of 2
End User City
Washington
Battle Ground School District #119 (WA) Brush Prairie
Bethel School District (WA) Spanaway
Chelan County (WA) Wenatchee
City of Anacortes (WA) Anacortes
City of Auburn (WA) Auburn
City of Bellevue Washington (WA) Bellevue
City of Bellingham (WA) Bellingham
City of Buckley (WA) Buckley
City of Edmunds (WA) Edmonds
City of Ephrata (WA) Ephrata
City of Everett (WA) Everett
City of Kenmore (WA) Kenmore
City of Kennewick (WA) Kennewick
City of Kirkland (WA) Kirkland
City of Lacey (WA) Lacey
City of Lynnwood (WA) Lynnwood
City of Marysville (WA) Marysville
City of Mercer Island (WA) Mercer Island
City of Monroe (WA) Monroe
City of Mount Vernon (WA) Mount Vernon
City of Normandy Park (WA) Normandy Park
City of Olympia (WA) Olympia
City of Port Angeles (WA) Port Angeles
City of Port Townsend (WA) Port Townsend
City of Pullman (WA) Pullman,
City of Quincy (WA) Quincy
City of Renton (WA) Renton
City of Richland (WA) Richland
City of Ritzville (WA) Ritzville
City of SeaTac (WA) SeaTac
City of Seattle (WA) Seattle
City of Spokane (WA) Spokane
City of Union Gap (WA) Union Gap
City of Vancouver (WA) Vancouver
City of Walla Walla (WA) Walla Walla
City of Yakima (WA) Yakima
City ofYelm (WA) Yelm
Clark County (WA) Vancouver
Clark Public Utilities (WA) Vancouver
Community College of Spokane (WA) Spokane
Cowlitz County (WA) Kelso
Eureka Fire Protection District No. 3 (WA) Prescott
Family Services of Grant County (WA) Moses Lake
Franklin Pierce School District (WA) Tacoma
Green River Community College (WA) Auburn
Island County Emergency Services Communications Center (I -COM), WA Oak Harbor
Kennewick Irrigation District (WA) Kennewick
Kennewick School District (WA) Kennewick
Key Peninsula Metropolitan Park District dba: Key Pen Parks (WA) Lakebay
King County (WA) Seattle
Kitsap County (WA) Port Orchard
Klickitat County (WA) Goldendale
La Center School District (WA) La Center
Nine Mile Falls School District (WA) Nine Mile Falls
Pierce County (WA) Tacoma
Pierce County Fire Protection District No. 2 (WA) Lakewood
Port of Everett (WA) Everett.
Port of Seattle (WA) Seattle
Port of Vancouver (WA) Vancouver
Public Utilitiy District No. 1 of Chelan County (WA) Wenatchee
Public Utility District No. 1 of Snohomish County (WA) Everett
Puget Sound Residential Services (WA) Renton
Renton School District No. 403 (WA) Renton
http: / /www.hgacbuy.org/ program /endusers /default.aspx ?state =WA
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List of End Users :: HGACBuy Page 2 of 2
Skagit County Public Utility District No.l. (WA) Mount Vernon
Skagit Transit (WA) Burlington
Snohomish County Public Transportation (WA) Everett
South Kitsap Fire & Rescue (WA) Port Orchard
Spokane Airport Board (WA) Spokane
Spokane County (WA) Spokane
Union Gap School District #2 (WA) Union Gap
Yakima County (WA) Yakima
http:// www. hgacbuy. org /program/endusers /default.aspx ?state =WA 01/03/2013
hgacbuy
INTERLOCAL CONTRACT
FOR COOPERATIVE PURCHASING
DC
No.:
Permanent Number assigned by f-i-GAC
THIS INTERLOCAL CONTRACT ("Contract'), made and entered into pursuant to the Texas
791, Texa "Act"), by and between the Houston-Gaiveston Area Council, hereinafter referred to as "H-GAC,"
having its principal place ofbusiness at 3555 Timmons Lane, Suite 120. Houston, Texas 77027, and *
, a local government, a state agency, or a non-profit corporation
created and operatecl to provide one or more governmental functions and services, hereinafter referred to as "End User," having its
principal place ofbusiness at *
WDT74E88ETH
WHEREAS, 8-GACi,u regional planning regional planning conimission and politieal subdivision ofthe State vf Texas operating under Chapter 3v|.
Texas Local Goverument Code; and
WHEREAS, rsuant to the Act, 8'GAC is authorized to contract with eligible entities to perform governinental functions and
scrviccs, including thc purchase of goods and services; and
WHEREAS, in reliance on such authority, H -GAC has instituted a cooperative purchasing program under which it contracts with
eligible entities under thc Act; and
WHEREAS, End User has represented that it is an eligible entity under the Act, that its governing body has authorized this Contract vn
*
(Date), and that it clesires to contract with H-GAC on the terms set forth below;
NOW, THEREFORE, H-GAC and the End User do hereby agree as follows:
ARTICLE I: LEGAL AUTHORITY
The Erid User represcnts and warrants to I-1-GAC that (1) it is eligible to contract with H-GAC under the Act because it is one of the
following: a local government, as defined in the Act rnunicipality, a special disirict, or other political subdivision ofthe
State ofTexas or any other state),or a combination of oftwo or rnoreot those entities, a state agericy (an agency ofthe State ofTexas as
defined io Section 77|,0Olnf the Texas Government Code, o,a similar agency nf another u^m).oranon'pmfii corporation created
and operated to provide one or more govemmental functions and services, and (2) it possesses adequate legal authority to enter into this
ARTICLE 2: APPLICABLE LAWS
H-GAC and the End User agree to conduct all activitiesunder this Contract in accordance
ordinances and laws in effect or prornulgated during the term of this Contract.
h all applicable rules, regulations,and
ARTICLE 3: WHOLE AGREEMENT
This Contract and any attachments, as provided herein, constitute the complete contract between the parties hereto, and supersede any
and all oral and written agreenlents between the parties relating to rnatters herein.
ARTICLE 4: PERFORMANCE PERIOD
The period ofthis Contract shall be for the balance ofthe fiscal year of the End User, which began * and
ends * . This Contract shall thereafter automatically be renewed annually for each succeeding fiscal year,
provided that such renewal shall not have the effect of extending the period in which the End User may make any payment due an H-
GAC cnntractvrhcyondtheO:cu| year in which such obligation was incurred under this Contract.
ARTICLE 5: SCOPE OF SERVICES
The End User appoints H-GAC its true and lawful purchasing agent for the purchase of certain products and services through the H-
GAC Cooperative Purchasing Program. End User will access the Program through HGACI3uy.com and by submission of any duly
executed purchase order, in the form prescribed by H -GAC to a contractor having a valid contract with H-GAC, All purchases
hereunder shall be in accordance with specifications and contract terms and pricing established by H-GAC. Ownership (title) to
products purchased through H-GAC shall transfer directly from the contractor to the End User.
(over)
ARTICLE 6: PAYMENTS
H -GAC will confirm each order and issue notice to contractor to proceed. Upon delivery of goods or services purchased, and
presentation of a properly documented invoice, the End User shall promptly, and in any case within thirty (30) days, pay H -GAC's
contractor the full amount of the invoice. All payments for goods or services will be made from current revenues available to the paying
party. In no event shall H -GAC have any financial liability to the End User for any goods or services End User procures from an H-
GAC contractor.
ARTICLE 7: CHANGES AND AMENDMENTS
This Contract may be amended only by a written amendment executed by both parties, except that any alterations, additions, or
deletions to the terms of this Contract which are required by changes in Federal and State law or regulations are automatically
incorporated into this Contract without written amendment hereto and shall become effective on the date designated by such law or
regulation.
H -GAC reserves the right to make changes in the scope of products and services offered through the H -GAC Cooperative Purchasing
Program to be performed hereunder.
ARTICLE 8: TERMINATION PROCEDURES
H -GAC or the End User may cancel this Contract at any time upon thirty (30) days written notice by certified nail to the other party to
this Contract. The obligations of the End User, including its obligation to pay H -GACs contractor for all costs incurred under this
Contract prior to such notice shall survive such cancellation, as well as any other obligation incurred under this Contract, until
performed or discharged by the End User.
ARTICLE 9: SEVERABILITY
All parties agree that should any provision of this Contract be determined to be invalid or unenforceable, such determination shall not
affect any other term of this Contract, which shall continue in full force and effect.
ARTICLE 10: FORCE MAJEURE
To the extent that either party to this Contract shall be wholly or partially prevented from the performance within the terns specified of
any obligation or duty placed on such party by reason of or through strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection,
accident, order of any court, act of God, or specific cause reasonably beyond the party' s control and not attributable to its neglect or
nonfeasance, in such event, the time for the performance of such obligation or duty shall be suspended until such disability to perform is
removed; provided, however, force majeure shall not excuse an obligaion solely to pay funds. Determination of force majeure shall
rest solely with H -GAC.
ARTICLE 11: VENUE
Disputes between procuring party and Vendor are to be resolved in accord with the law and venue rules of the State of purchase.
THIS INSTRUMENT HAS BEEN EXECUTED IN TWO ORIGINALS BY THE PARTIES HERETO AS FOLLOWS:
Houston - Galveston Area Council
3555 Timmons Lane, Suite 120, Houston, TX 77027
* By •
Executive Director
Name of End User (local government, agency, or non -profit corporation)
Mailing Address
City
*By:
State ZIP Code Attest -
Manager
Signature of chief elected or appointed official
*
Typed Name & Title of Signatory Date
240
Date.
*Denotes required fields
rev. 03111
*Request for Information
To expedite service, please complete the following blanks relevant to your agency's administrative /elective
personnel and return the completed form to H -GAC, Cooperative Purchasing Program, P.O.Box 22777,
Houston. TX 77227 -2777.
Name of End User Agency •
County Name •
(Municipality / County / District / etc.)
Mailing Address •
(Street Address /P.O. Box)
Main Telephone Number :
(City) (State) (ZIP Code)
FAX Number.
Physical Address -
(Street Address, if different from trailing address) (City) (State) (ZIP Code)
Web Site Address.
Authorized Official: Title •
(City manager / Executive Director / etc.) Ph No •
Mailing Address.
(Street Address/P.O. Box) E -Mail Address •
(City)
(State) (ZIP Code
Official Contact
(Purchasing Agent /Auditor etc.)
Mailing Address:
(Street Address /P.O. Box)
(City)
(State) (ZIP Code)
Title:
Ph No -
FxNo•
Email Address •
Official Contact. Title.
(Public Works Director /Police Chief etc.) Ph No.:
Mailing Address: Fx No.:
(Street Address /P.O. Box) Email Address •
(City)
(State) (ZIP Code
Official Contact. Title.
(EMS Director/Fire Chief etc.) Ph No •
Mailing Address: Fx No •
(Street Address/P.O. Box) Email Address •
(City)
(State) (ZIP Code)
241
242
Transportation Committee Minutes January 15, 2013 — Page 2
D. Grant Acceptance: Interurban Avenue South
Staff is seeking Council approval to accept two grants. The first is the PSRC federal grant in the amount
of $2,145,954.00 after we requested $5,000,000. The City match for the federal grant is 13.5 %. The
second grant is from the State Transportation Improvement Board in the amount of $5,000,000 and we
requested $5,000,000. The TIB grant has a 45% match for the construction phase and the federal grant
will apply along with the tentative Public Works Trust Fund loan of $2,500,000. Without the full request
received from the federal grant, the project is not fully funded and we are approximately $900k below full
funding. However, we will be looking at project efficiencies during the final design and there is a
$1,000,0000 in contingency funding currently factored into the budget. This project was very difficult to
get grant funding as we are not increasing capacity, but it scored high since it does serve as a corridor
completion project with a direct link to a regional growth center. UNANIMOUS APPROVAL.
FORWARD TO JANUARY 22 CONSENT AGENDA.
E. Interlocal Contract for Cooperative Purchasing
Staff is seeking Council approval to enter into an interlocal contract for cooperative purchasing of
equipment and supplies with the Houston - Galveston Area Council (H -GAC). The WA State bid list is
becoming less extensive and after discussing this with a vendor, H -GAC was suggested as a potential
addition as a purchasing agent. Two units in the 2013 fleet equipment purchases are included in H -GAC
bid list. The H -GAC bid list also include fire trucks. There are 34 other cities in Washington state that are
users of the H -GAC bid list. H -GAC has confirmed that all items on their bid list are competitively bid.
UNANIMOUS APPROVAL. FORWARD TO JANUARY 22 CONSENT AGENDA.
III. SCATBd
November 20 and December 18, 2012 meeting summaries were included in the TC packet. Also included was
the January 15, 2013 Agenda and Kate and Bob spoke on a few of the issues discussed at today's meeting.
Pierce Transit has finalized their service reduction plan and voted to reduce their services 53% from 622,000
service hours to 417,000 and have now proposed cutting hours an additional 34% to 275,000 by September
2013. The Port of Tacoma also wants to complete SR 167 and the City of SeaTac would like our support for
the SR 509 corridor. The SCATBd meetings will now include a presentation on specific projects (City of
SeaTac on 1/15) and our future presentation will be on the status of Interurban Ave S. Bob distributed the
2013 Legislature Transportation Recommendations and Kate distributed the SR -167 Completion Coalition
press release.
IV. MISCELLANEOUS
Kate shared some Transportation Committee goals for 2013 with final decisions made over the next two
meetings.
Kate also would like to start the Transportation Committee meeting at 5:15pm. Staff will check on the
process.
Meeting adjourned at 6:20 p. m.
Next meeting: Tuesday, January 29, 2013
Committee Chair Approval
Minutes by GL,. Reviewed by BG & RT.
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