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Home My WebLink AboutBOCC Packet 11282012 Aspen Fire Protection District AGENDA ITEM SUMMARY th REGULAR MEETING DATE: November 282012 AGENDA ITEM TITLE : A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO, TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH ASPEN FIRE PROTECTION DISTRICT FOR MAINTENANCE AND REPAIR AND SUPPLY OF FUELS TO THE DISTRICTS VEHICLES. STAFF RESPONSIBLE: Christopher Bull, Fleet Manager ISSUE STATEMENT: The Fleet Department was approached by Aspen Fire Protection District with an inquiry as to if the Fleet Department could give assistance with the maintenance and repair and to supply fuel for their small fleet of vehicles. BACKGROUND: These services were previously provided to Aspen Fire by outside contractors. Aspen Fire found that in a number of instances the work was not performed to their satisfaction and they approached Pitkin County Fleet Department to assess the possibility of using County services when they are available. The Fleet Department is committed to improving efficiency and being proactive in the management and operation of the County’s Fleet Management Department. We feel that with proper scheduling we can (as time allows) provide some services for Aspen Fire. We are consistently monitoring availability and can assure that our primary functions will not be neglected. LINK TO STRATEGIC PLAN: This proposal speaks to and aligns itself to the Sustainable Community, Prosperous Economy section of the County’s Strategic plan, by fostering and encouraging: 1. Alliance with regional partners: Develop regional relationships and alliances with an emphasis on education and resolution of old biases and attitudes; 2. High performing County leaders, teams and employees 3. Regional efficiencies: Promote financial efficiencies in regional work by utilizing existing organizations whenever possible; KEY DISCUSSION ITEMS: The Fleet Management Department has already tested arrangement last year with Snowmass Water and Sanitation. This agreement is working well for both Pitkin County and Snowmass Water. Fleet feels it still has the capacity to be able to offer some service and undertake projects like the one being proposed. This will be seen by the Fleet Staff as going the extra mile and to bring personal satisfaction by relieving in some small way the expense to the County for Fleet operations. There should be no detrimental effect on Fleet’s ability to provide services to the County’s Departments. Aspen Fire Protection District vehicles will only be serviced on a manpower availability basis. Labor costs per employee in the fleet department are approximately $43.00 / hour; this “outside work” would be charged at $90.00/ hour based on overhead and administrative costs. In addition, parts and materials used to make the repairs would be charged with a 10% increase for administrative handling costs. BUDGETARY IMPACT: Possibly increased revenue in general fund of approximately $12,000/ year. $12,000 from Aspen Fire Protection RECOMMENDED BOCC ACTION: Approve at first reading and set for second reading. A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO, TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH ASPEN FIRE PROTECTION DISTRICT FOR MAINTENANCE AND REPAIR AND SUPPLY OF FUELS TO THE DISTRICTS VEHICLES RESOLUTION # -2012 Recitals 1. Aspen Fire Protection District, Desires that Pitkin County Fleet Department give assistance with the maintenance and repair of their small fleet of vehicles and to supply fuels. 2. Both entities have determined that it is in the best interest of the citizens of Pitkin County and Aspen Fire Protection District to enter into a formal agreement setting forth the respective responsibilities and obligations for each entity; and 3. The entities believe they can more efficiently maximize the use of funds by working together; and 4. This Agreement is entered in to pursuant to inter alia, C.R.S. 29-1-201 et seg. And article XIV, Section 10 of the Colorado Constitution. NOW THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Pitkin County, Colorado: that the Board approves the attached Intergovernmental Agreement with Aspen Fire Protection District which outlines the requirements and conditions for such maintenance, repair and fuels. INTRODUCED, FIRST READ, AND SET FOR PUBLIC HEARING ON THE ___DAY OF , 2012 NOTICE OF PUBLIC HEARING PUBLISHED IN THE WEEKEND EDITION OF THE ASPEN TIMES ON DAY OF , 2012. NOTICE POSTED ON THE OFFICIAL PITKIN COUNTY WEBSITE ON __________, 2012 APPROVED UPON SECOND READING AND PUBLIC HEARING ON THE _DAY OF, 2012 PUBLISHED AFTER ADOPTION IN THE WEEKEND EDITION OF THE ASPEN TIMES ON THE DAY OF , 2012 ATTEST: BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO Jeanette Jones Date Michael M. Owsley, Chair Date Clerk APPROVED AS TO FORM: John M. ElyDateJohn PeacockDate County AttorneyCounty Manager INTERGOVERNMENTAL AGREEMENT BETWEEN ASPEN FIRE PROTECTION DISTRICT FOR MAINTENANCE, REPAIR, AND FUELS OF THE ASPEN FIRE PROTECTION DISTRICTS VEHICLES PARTIES THIS INTERGOVERNMENTAL AGREEMENT, (“Agreement”) is made this day of , 2012, by and between the BOARD OF COUNTY COMMISSIONERS OF PITKIN ASPEN FIRE PROTECTION COUNTY (“Pitkin County”) and DISTRICT RECITALS Aspen Fire Protection 1. The County of Pitkin and the District are duly constituted governmental entities governed by boards elected by the qualified electors of each, both of which are located in Colorado; and 2. The entities believe they can more efficiently maximize the use of funds by working together; and 3. The purpose of this Agreement is to set forth the respective responsibilities and obligations of the entities and 4. The entities have determined that it is in the best interests of the citizens of Pitkin County and Aspen Fire Protection District to enter into this Agreement 5. This Agreement is entered in to pursuant to inter alia, C.R.S. 29-1-201 et seg. And Article XIV, Section 10 of the Colorado Constitution. AGREEMENT NOW THEREFORE , for and in consideration of the mutual covenants and agreements of the parties and other good and valuable consideration, the adequacy and sufficiency of which is hereby acknowledged, the parties agree as follows: 1. This Agreement is for a one year term which shall automatically renew for additional one year terms through 2016. 2. Beginning approximately September; the Pitkin County Fleet Department shall as requested and Aspen Fire as scheduling allows perform pre-authorized repairs on vehicles and equipment for Protection District Aspen Fire Protection 3.District will reimburse Pitkin County for labor at the rate of $90.00 per hour and any parts and materials used to facilitate those repairs will be charged at Pitkin County’s Aspen Fire cost, plus a markup of 10% to cover administrative costs. Pitkin County will invoice ProtectionAspen Fire District at the completion of each job for Labor and materials. Protection District shall remit payment to Pitkin County within 30 days of receipt of invoice. 4. This Agreement may be changed or modified only in writing by an agreement approved by the Aspen Fire respective Boards and signed by the authorized representatives of Pitkin County and Protection 5. Should one or more sections of provisions of the Agreement be judicially adjudged invalid or unenforceable, such judgment shall not affect, impair or invalidate the remaining provisions of this Agreement, the intention being that the various sections and provisions hereof are severable. 6. This Intergovernmental Agreement shall remain in effect for one year from the date of execution. The Parties reserve the right to cancel this Agreement at any time without preducise or mallis,( or for unavailability of budgeted fields for the services, as determined by the County Manager.) Cancellation shall occur by giving written notice of at least thirty (30) days, by first class registered mail at the following addresses: Pitkin County Board of County Commissioners c/o Pitkin County Manager 530 East Main Street, Suite 302 Aspen, Colorado 81611 Aspen Fire Protection District 420 E Hopkins Ave Aspen, Colorado 81611 The foregoing Intergovernmental Agreement is approved by the Board of County Commissioners of Pitkin County at its regular meeting held on the day of 2012, and by the Board of Aspen Fire Protection District at its regular meeting held on the day of _, 2012. ATTEST: BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO By: Michael M. Owsley Clerk of the Board Date , Chair Date ATTEST: ASPEN FIRE PROTECTION DISTRICT OF PITKIN COUNTY, COLORADO By: Clerk to the Board Date Jack Simmons, President Date