HomeMy WebLinkAboutIGA - Sisters Recycling ServicesDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of May 28, 2008
Please see directions for completing this document on the next page.
DATE: May 16, 2008
FROM: Timm Schimke. Solid Waste 317-3177
TITLE OF AGENDA ITEM:
Consideration of Signature of Intergovernmental Agreement with the City of Sisters regarding
recycling facilities and services.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The City of Sisters and the Department of Solid Waste have a history of working cooperatively to
provide recycling services to residents of the City of Sisters and the surrounding area. The City
recently constructed a new recycling depot, which has improved the convenience and level of sere ice to
the users. The Department of Solid Waste agreed to participate in this improvement by providing funds
for site attendant facilities and supplying the attendant. The Agreement being considered establis ies
these provisions as well as other roles and responsibilities of the two organizations in this venture.
FISCAL IMPLICATIONS:
The Department of Solid Waste will provide funds in the amount of $55,742.00 for facilities
construction. The cost of an attendant for the facility will be about $33,000.00 per year.
RECOMMENDATION & ACTION REQUESTED:
Having an attendant at the facility has resolved a number of the "abuse" problems we experience with
unmanned facilities around the County. I recommend signature of the Intergovernmental Agreement
with The City of Sisters.
ATTENDANCE: Timm Schimke.
DISTRIBUTION OF DOCUMENTS:
Return signed copies to the Department of Solid Waste. I will obtain signatures from the City of Sisters
and return an original to the BOCC.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
Please complete all sections above the Official Review line.
May 16, 2008
Contact Person:
Timm Schimke
Contractor/Supplier/Consultant Name:
Department: 'Solid Waste
Phone #: 317-3177
City of Sisters
Goods and/or Services: Intergonvernmental Agreement with the City of Sisters
stipulating terms and conditions for cooperative operations of the recycling depot
located in Sisters
Background & History: The City of Sisters and the Department of Solid Waste have
a history of working cooperatively to provide recycling services to residents of the City
of Sisters and the surrounding area. The City recently constructed a new recycling
depot which has improved the convenience and level of service to the users. The
Department of Solid Waste agreed to participate in this improvement by provinding
funds for site attendant facilities and supplying the attendant.The Agreement being
considered establishes these provisions as well as other roles and responsibilities of the
two organizations in this venture..
Agreement Starting Date: May 28, 2008, Ending Date:
Annual Value or Total Payment: $55,742.00 for infrastructure and about $33,000.00
per year for personnel
Insurance Certificate Received check box)
Insurance Expiration Date:
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
Departmental Contact:
Title:
Timm Schimke
Director of Solid Waste
Department Director Approval:' --
Phone #: '317-3177
Signature Date
5/19/2 )08
Distribution of Document: Return signed copies to the Department of Solid Waste.
I will obtain signatures from the City of Sisters and return an original to the BOCC.
Official Review:
County Signature Required (check one): LI BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review Date
Document Number
5/19/20)8
INTERGOVERNMENTAL AGREEMENT
PROVISIONS FOR RECYCLING FACILITIES
AND SERVICES IN THE CITY OF SISTERS
This Agreement is entered into under the provisions of ORS Chapter 190 between
Deschutes County, Oregon, a political subdivision of the State of Oregon, hereinafter referred to
as "County" and the City of Sisters', a municipal corporation of the State of Oregon, hereafter
referred to as "City."
1. Recitals.
1.1 City intends to provide recycling facilities for use by residents of the City of
Sisters and the surrounding area.
1.2 City has entered into an Intergovernmental Agreement with the Sisters -Camp
Sherman Rural Fire Protection District for use of the District's property located in
the Sisters' Industrial Park for construction and operation of a recycling facility,
hereafter referred to as Property.
1.3 County recognizes the contribution that such facilities make towards state
established waste diversion goals for the waste shed.
1.4 City has constructed a recycling facility on the Property, including a lockable
enclosure suitable for a staff person.
1.5 The parties agree to work cooperatively to ensure the success of the recycling
facilities and maximize the quality and volumes of recyclables collected at the
facilities.
2. Responsibilities of City. City shall:
2.1 Provide all containers and receptacles where recyclables are deposited.
2.2 Provide periodic inspection, oversight and clean up of the Property.
2.3 Provide water, sewer and electrical service at City's expense as needed;
2.4 Take necessary steps to maintain efficient operation and maintenance of the
recycling facilities, and arrange with County or its agent for transport of materials.
2.5 In the event the Property is no longer available to use as a recycling facility, City
shall furnish a substitute location.
3. Responsibilities of County. County shall:
Page 1 Of 3- City/County Recycling Provisions IGA
3.1. Reimburse City for construction cost of staff accommodations at the facilities in
the amount of $55,742.00, which is County's total contribution towards cost of
such facilities.
3.2. Provide any furnishings of staff accommodations desired beyond those provided
in initial construction.
3.3. Take possession of the recycling commodities at the property and pay
transportation costs for removing the recycling commodities.
3.4. Provide staff for the facility and establish a schedule in consultation with City.
3.5. Provide staff supervision.
3.6. County staff's primary responsibility will be to provide education and assistance
to citizens using the facility, and ensure efficient loading of containers to
maximize payload and minimize contamination of the recycling streams.
3.7. County staff will assist City on other maintenance and operational issues.
4. Right to Terminate Agreement. Either party may terminate this agreement upon 90 days
written notice. City and County agree to revisit the terms and conditions of this agreement as
needed and prior to any termination notice to consider modification to terms and resolution
any disputes
5. No Partnership. Neither City or County is, by virtue of this Agreement, a partner or joint
venturer or agent of the other party in connection with activities carried out under this
Agreement, and neither party shall have any obligation with respect to the others debts or any
other liabilities of any kind or nature except as specifically provided herein.
6. Miscellaneous.
6.1 City designates its Public Works Director to represent City in all matters
pertaining to administration of this Agreement.
6.2 County designates the Director of the Department of Solid Waste to represent
County in all matters pertaining to administration of this Agreement.
6.3 Each party agrees to indemnify, hold harmless, and defend the other party and the
other party's officers, agents, commissioners, and employees from and against all
claims and actions, and all expenses incidental to the investigation and defense
thereof, arising out of or based upon damages or injuries to persons or property
resulting from the negligence or intentional acts of that parties employees or
agents.
Page 2 Of 3- City/County Recycling Provisions IGA
6.4 Any notice or notices provided under this Agreement or by law to be given or
served upon either party shall be addressed to:
DESCHUTES COUNTY
CITY OF SISTERSS
Director of Solid Waste
Director of Public Works
Deschutes County Department of Solid Waste
City of Sisters Department of Public Works
61050 S.E. 27th Street
520 E. Cascade Ave
Bend, OR 97702
Sisters, OR 97759
DATED this day of
CITY OF SISTERS
2008.
BOARD OF COUNTY COMMISSIONERS
FOR DESCHUTES COUNTY, OREGON
EILEEN STEIN, City Manager DENNIS R. LUKE, Chair
TAMMY (BANEY) MELTON, Vice Chair
MICHAEL M. DALY, Commissioner
Page 3 Of 3- City/County Recycling Provisions IGA