HomeMy WebLinkAboutNatl Joint Power Alliance MembershipDESCHUTES 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.)
Please complete all sections above the Official Review line.
Date: 110-27-111 Department: IRoadl
Contractor/Supplier/Consultant Name: INational Joint Powers Alliancd
Contractor Contact: IDuff Erholtzj Contractor Phone #: 1218-894j
154901
Type of Document: Intergovernmental Agreement entitled: Membership Agreement
Participating Member.
Goods and/or Services: Membership agreement in conjunction with the Joint Exercise
of Powers agreement allows for the purchase of supplies, materials, equipment, or
services from vendors selected by National Joint Powers Alliance following a
competitive bidding process.
Background & History: The Membership Agreement -PartiCipating Member is
required to become a "Participating Member" of the National Joint Powers Alliance. The
purpose of the participating membership is to allow school districts, cities, counties, and
other govermental units and non-profit organizations to participate in NJPA and its
programs and services.
In the past, most equipment purchases have often been made through standard
invitation to bid (ITB) and through contracts arranged by the Oregon State Procurement
Office including the Oregon Cooperative Procurement Program. Contracts have been
somewhat limited, as they are based upon what the State Government has procured
and does not always match the county's needs.
The National Joint Powers Alliance (NJPA) is an intergovernmental entity established in
accordance with Minnesota law. NJPA allows member municipalities throughout the
county to become partiCipating members of the NJPA and participate in cooperative
procurement by purchasing through its nationally leveraged, competitively bid contracts.
NJPA is a municipal agency that creates a business and service relationship alliance
between buyers and suppliers. There is no cost to membership. NJPA is funded by a
vendor contract administrative fee. There is no obligation to purchase. Individual
contract documentation is available for download on the NJPA website. When the
county uses the program to identify a product or service, staff would determine whether
the notice provisions of Oregon law had been met and. if not. provide public notice of
the intended purchase, as allowed under Oregon law.
Cooperative purchasing can save the County a significant amount of time and money in
product priCing and administrative cost. It also allows the purchase of equipment with
options specific to Deschutes County needs. Cooperative purchasing is authorized by
ORS 279A.205 and ORS 279A.220
Agreement Starting Date: 110/31/20111 Ending Date: ~
Annual Value or Total Payment: INon~
10/27/2011
--
D Insurance Certificate Receiled (Ch.eck box)
Insurance Expiration Date:
Check all that apply:
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
~ Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? ~ Yes D No
If No, has budget amendment been submitted? D Yes No
Is this a Grant Agreement providing revenue to the County? Yes 0 No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
If a new FTE will be hired with grant funds, con'firm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: Yes D No
Contact information for the person responsible for grant compliance:
Name:
Phone #:
'-------'
Departmental Contact and Title: Randy McCulley Phone #: i322j
[712S[ #'
Department Director Approval: ~
Signature Date
Distribution of Document: Randy McCulley, Road Department, (ext. 7125)
Official Review:
County Signature Required (check one): 0 BOCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ____---1)
Legal Review Date
Document Number
l0/27/2011
Road Department
81150 SE 27th St.• Bend. Oregon 97702
(541) 388-6581· FAX (541) 388-2719
STAFF REPORT
DESCHUTES COUNTY BOARD OF COMMISSIONERS
10/31/2011
Staff: Randy McCulley, Fleet and Equipment Manager
Subject: Discussion of authorization of the County Administrator signature of
document number 2011-659 NJPA Membership Agreement-Participating
Member.
INTRQDU,TION
The Membership Agreement-Participating Member document establishes a participating
membership with The National Joint Powers Alliance (NJP A). The purpose of an NJPA
participating membership is to allow school districts, cities, counties, other governmental
units, nonpublic schools and other partnership agencies or organizations and non-profit
organizations to participate in NJP A and its cooperative procurement programs and
services. There are approximately 30,000 members.
The National Joint Powers Alliance (NJPA) is an intergovernmental entity established in
accordance with Minnesota law. NJPA allows member municipalities throughout the
county to become participating members of the NJPA and participate in cooperative
procurement by purchasing through its nationally leveraged, competitively bid contracts.
NJP A is a municipal agency that creates a business and service relationship alliance
between buyers and suppliers.
Cooperative purchasing is authorized by ORS 279A.205 and ORS 279A.220
Individual contract documentation is available for download on the NJP A website. When
the county uses the program to identify a product or service, staff would determine
whether the notice provisions of Oregon law had been met and, if not, provide public
notice of the intended purchase, as allowed under Oregon law.
DISCUSSION
1. What is the cost to Deschutes County for membership?
There is no cost to membership. NJPA is funded by a vendor contract administrative
fee. There is no obligation to purchase. We still have the opportunity to purchase
through Invitation to Bid and State contracts.
Staff Report NJPA Participating Membership Agreement Page 1 of2
10/2712011
GK
Road Department
61150 SE 27th St.• Bend. Oregon 97702
(541) 388-6581· FAX (541) 388-2719
2. Do we save money in procurement costs?
Because of national purchasing leverage, discounts usually exceed pricing available
to an individual entity. We also save the administrative costs of creating a contract
and going through the bid process.
We sometimes have a limited number of equipment bidders with equipment that
meets specifications required by our application. The NJP A contract pricing gives us
a more competitive pricing structure on specialty equipment that may have limited
competition in our area.
3. What is the local economic impact of purchasing through the NJPA
contract?
The NJP A contract is with the manufacturer/vendor and its dealer network.
Equipment is still quoted and purchased through the local or regional dealer based on
NJP A pricing.
4. Are we limited to equipment specifications chosen by NJP A?
In the past, many equipment purchases have often been made through contracts
arranged by the Oregon State Procurement Office including the Oregon Cooperative
Procurement Program. OCCP Contracts have been somewhat limited; as they are
based upon what the State Government has procured for its needs and do not always
match the county's needs. While it is functional, there are often features that are
unnecessary or it lacks features that are a value to our operations. The NJP A contracts
are based on a price discounting structure and equipment can be specified to meet the
needs of Deschutes County
Staff Report NJPA Participating Membership Agreement Page 2 of2
10/2712011
GK
---------------------
MEMBERSHIP AGREEMENT ~JPA
PARTICIPATING MEMBER National Joint Powers Alliance"'
This Agreement, made and entered into this day of ,20
by and between National Joint Powers Alliance@, hereinafter referred to as "NJPA" and
-.iJ)E..;.;.c:;~~"'I!oo:A-\,..:;~kt:IE~.u-$",-~(\....£'ll'-w.l~:ou.;=r--iJ~O.uR:::.s;;:G:I.I"I9-'-Ot::;N~'~_ hereinafter referred to as the"Applicant".
Witnesseth:
That for a good and valuable consideration of the premises, mutual terms, covenants, provisions, and conditions
hereafter set forth, it is agreed by and between the parties as follows:
""'eNas. the NJPA is created by Minnesota Statute §123A.21 (with membership further defined in MS. §471.59)
to serve cities, counties, towns, public or private schools, political subdivisions of Minnesota or another state,
another state, any agency of the State of Minnesota or the United States including instrumentalities of a
governmental unit and all non-profits; and
WIIeNas, NJPA's purpose as defined in MS. §123A.21 is to assist in meeting specific needs ofclients which could
be better provided by NJP A than by the members themselves; and
""'eNas, the NJPA Board of Directors has established the ability for an "Applicant" desiring to participate in
NJPA contracts and procurement programs to become a Participating Member; and
""'eNas. the NJPA Board of Directors has determined that Participating Members will have no financial or
organizational liability to NJP A or to its organizational activities;
Now Therefore, it is hereby stipulated and agreed that the "Applicant" Agency desires to be a Participating Member of
NJPA with contract purchasing benefits, in accordance with terms and conditions of the applicable contract(s), and that
NJPA hereby grants said Membership to said "Applicant."
Term:
This continuing agreement shall remain in force or until either party elects to dissolve the Agreement by written notice.
THEREFORE, IN WITNESS THEREOF,
the parties hereto have executed this Agreement the day and year written above.
Me Name:mber
National Joint Powers Alliance@
200 lst Street NE, Suite I
Staples, MN 56479
By
AUTHORIZED SIGNATURE AUTHORIZED SIGNATURE
Its
TlTLE TITLE
DATE DATE
09/21/2010
DC -2 0 11 - 6 5 9
MEMBERSHIP AGREEMENT ~JPA
PARTICIPATING MEMBER National Joint Powers Alliance"
PATICIPATING MEMBER INFORMATION
Applicant Name: Desc.su.~ COtM:lf!1 ,Of.£:G Ol~ Please indicate on address to which your
Membership materials may be delivered.
Address: l?=po ~&--I Surn; 2..eo
Thank you. ~Of., q,ooa,
FederallD Number: C\ '6 -(,00 a..'d...q::l
Contact Person: Ee..lt:. t:.£.-ePf"
TItle:
E-mail:
Phone:
Website
APPLICANT ORGANIZATION TYPE:
C K-12
&II Government or Municipality
C Higher Education
C Non-Profit
C Other (please specify):
I WAS REFERRED BY: (please specify)
C Advertisement
C Current NJPA Member
C Vendor Representative
C Trade Show
C NJPA Website
C Other
Completed applications may be returned to:
National Joint Powers Alliance ®
200 First Street NE, Suite 1
Staples, MN 56479
Duff Erboltz
phone 218-894-5490
fax 218-894-3045
e-mail duff.erholtz@njpacoop.org
09/21/2010