department of transportation support services branch odot procurement office intergovernmental...

Department of TransportationSupport Services BranchODOT Procurement Office

Intergovernmental Agreements455 Airport Rd. SE, Bldg K

Salem, OR 97301-5348Phone (503) 986-6913

Fax (503) 986-6910

INTERGOVERNMENTAL AGREEMENTS

INTERGOVERNMENTAL AGREEMENTS

Presented by:Karin JorgensenODOT Procurement OfficeStatewide Agreements Coordinator(503) [email protected]

Presented by:Karin JorgensenODOT Procurement OfficeStatewide Agreements Coordinator(503) [email protected]

What is an Intergovernmental Agreement?

What is an Intergovernmental Agreement?

An Intergovernmental Agreement (IGA) is a contract between governmental entities. It is a legally binding document that defines the obligations of all parties involved in a project or providing a service and often involves significant amounts of money.

An Intergovernmental Agreement (IGA) is a contract between governmental entities. It is a legally binding document that defines the obligations of all parties involved in a project or providing a service and often involves significant amounts of money.

When is an IGA needed?When is an IGA needed?

Any time work is to be done on local public agency (LPA) property with ODOT’s involvement;

If equipment will be placed on LPA property for an ODOT Project;

If ODOT is cooperating with a LPA on a project;

Any time work is to be done on local public agency (LPA) property with ODOT’s involvement;

If equipment will be placed on LPA property for an ODOT Project;

If ODOT is cooperating with a LPA on a project;

When is an IGA needed? (cont.)When is an IGA needed? (cont.)

To define roles and responsibility for maintenance of each party’s property;

Equipment sharing; and

Transferring property to and from the state highway system

To define roles and responsibility for maintenance of each party’s property;

Equipment sharing; and

Transferring property to and from the state highway system

What does an IGA need to contain?

What does an IGA need to contain?

Pursuant to Oregon Administrative Rule (OAR) 125-022-0100(2) and (3)

(2) An Interagency and Intergovernmental Agreement must specify:

(a) The purpose of the Agreement;

(b) The term of the Agreement, including specific beginning and ending dates,

if applicable;

Pursuant to Oregon Administrative Rule (OAR) 125-022-0100(2) and (3)

(2) An Interagency and Intergovernmental Agreement must specify:

(a) The purpose of the Agreement;

(b) The term of the Agreement, including specific beginning and ending dates,

if applicable;

What does an IGA need to contain? (cont.)


(c) The total cost of the Agreement to each party, including payment terms, if any;

(d) The methods to be employed to terminate the Agreement; and

(e) Any other necessary or proper terms or provisions.

(c) The total cost of the Agreement to each party, including payment terms, if any;

(d) The methods to be employed to terminate the Agreement; and

(e) Any other necessary or proper terms or provisions.



Pursuant to OAR 125-022-0100(2) and (3)(3) Interagency and Intergovernmental Agreements must be signed on behalf of each party by an official with appropriate signature authority.

Pursuant to OAR 125-022-0100(2) and (3)(3) Interagency and Intergovernmental Agreements must be signed on behalf of each party by an official with appropriate signature authority.

ODOT Procurement Office Agreements Section

Who Are We and What Do We Do?



The Agreements Section is part of ODOT Central Services Division, Support Services Branch, Procurement Office. The Section directs and administers ODOT’s Statewide Agreements Program by providing technical assistance to the agency, local and state governments, the public and agency staff statewide on Agreement and grant policies, practices and state and federal regulations.

The Agreements Section is part of ODOT Central Services Division, Support Services Branch, Procurement Office. The Section directs and administers ODOT’s Statewide Agreements Program by providing technical assistance to the agency, local and state governments, the public and agency staff statewide on Agreement and grant policies, practices and state and federal regulations.

The Agreement Section provides direct support to:

Office of the Director

Communications Division

Highway Division, which includes the five ODOT Regions

Public Transit

Rail Division


Office of the Director

Communications Division

Highway Division, which includes the five ODOT Regions

Public Transit

Rail Division






DMV

Motor Carrier

Transportation Development Division

Central Services

Transportation Safety


DMV

Motor Carrier

Transportation Development Division

Central Services

Transportation Safety





Our office processes over 900 Agreements a year;

We provide pre-legal review, coordinate the technical review and Department of Justice Legal Sufficiency review and approval;

Our office processes over 900 Agreements a year;

We provide pre-legal review, coordinate the technical review and Department of Justice Legal Sufficiency review and approval;





We create program or funding specific Agreement formats and maintain them for the agency;

We monitor legislative measures pertinent to the Agreement program operations;

We create program or funding specific Agreement formats and maintain them for the agency;

We monitor legislative measures pertinent to the Agreement program operations;





The Agreement Section is responsible for oversight of ODOT’s Agreement activities and maintain current Agreement information for new, ongoing, executed and cancelled or terminated Agreements.

The Agreement Section is responsible for oversight of ODOT’s Agreement activities and maintain current Agreement information for new, ongoing, executed and cancelled or terminated Agreements.





The Agreement Section is charged with individually reviewing each Agreement within an acceptable time frame, ensuring compliance with federal and state laws and regulations; and maintaining quality assurance.

The Agreement Section is charged with individually reviewing each Agreement within an acceptable time frame, ensuring compliance with federal and state laws and regulations; and maintaining quality assurance.





In the event of non-compliance, the Agreement Section functions as the liaison between the DOJ, Technical Reviewers and Agency Staff to ensure Agreements executed are legally sufficient and technically correct.

In the event of non-compliance, the Agreement Section functions as the liaison between the DOJ, Technical Reviewers and Agency Staff to ensure Agreements executed are legally sufficient and technically correct.





The Agreement Section obtains signatures from DOJ and Executive Staff and distributes fully executed Agreements to the parties.

The Agreement Section obtains signatures from DOJ and Executive Staff and distributes fully executed Agreements to the parties.





The Agreement Section submits the required information pertaining to our agencies Agreements to the Department of Administrative Services, per ORS 190.115 within thirty (30) days of Agreement execution.

The Agreement Section submits the required information pertaining to our agencies Agreements to the Department of Administrative Services, per ORS 190.115 within thirty (30) days of Agreement execution.





Upon request the Agreement Section can provide necessary training to Agency Staff, State Agencies, Local Public Agencies and other entities on the requirements of specific federal and state laws and regulations pertaining to Intergovernmental Agreements. Training is conducted for individuals or on a group basis, depending upon the need.

Upon request the Agreement Section can provide necessary training to Agency Staff, State Agencies, Local Public Agencies and other entities on the requirements of specific federal and state laws and regulations pertaining to Intergovernmental Agreements. Training is conducted for individuals or on a group basis, depending upon the need.





Establishment of customer focus teams. Each staff member of the Agreement Section is assigned specific customers within ODOT with whom they work on a continuous basis.

Establishment of customer focus teams. Each staff member of the Agreement Section is assigned specific customers within ODOT with whom they work on a continuous basis.


2005 & 2006 Implementation Process Improvements



All Agreement requests are submitted to the Intergovernmental Agreements Mailbox and distributed to individual staff members within 24 hours of submission.

All Agreement requests are submitted to the Intergovernmental Agreements Mailbox and distributed to individual staff members within 24 hours of submission.





The executed Agreement is sent by email as a PDF to the customer. This can enable the Project Leader/Liaison and the LPA to begin work immediately upon receipt of the PDF or simply provide the information to ease the parties minds.

The executed Agreement is sent by email as a PDF to the customer. This can enable the Project Leader/Liaison and the LPA to begin work immediately upon receipt of the PDF or simply provide the information to ease the parties minds.





An Agreement may be executed in several counterparts [facsimile or otherwise] all of which when taken together shall constitute one Agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart. Each copy of this Agreement so executed shall constitute an original.

An Agreement may be executed in several counterparts [facsimile or otherwise] all of which when taken together shall constitute one Agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart. Each copy of this Agreement so executed shall constitute an original.





The Agreement Section is expanding the training to include recent changes in legislation, allocation of federal and state funds, and internal changes to the Agreement program.

The Agreement Section is expanding the training to include recent changes in legislation, allocation of federal and state funds, and internal changes to the Agreement program.


The FutureODOT Procurement Office Agreements Section

The Future

With the implementation of the Oregon Procurement Information Network (ORPIN) system, which provides access to procurement and contracting information issued by the State of Oregon, local governments, and political subdivisions, ODOT is able to comply with ORS 190.115 by simply entering the required data into ORPIN.

With the implementation of the Oregon Procurement Information Network (ORPIN) system, which provides access to procurement and contracting information issued by the State of Oregon, local governments, and political subdivisions, ODOT is able to comply with ORS 190.115 by simply entering the required data into ORPIN.



The Future

Future plans include the utilization of ORPIN for the creation, review and execution of Agreements, as well as the ability for all individuals to monitor the status of their Agreement from conception to completion.

Future plans include the utilization of ORPIN for the creation, review and execution of Agreements, as well as the ability for all individuals to monitor the status of their Agreement from conception to completion.



The Future

We are compiling data and doing research to ensure that most of ODOT’s IGA needs can be met by utilizing one system. This should substantially speed up the IGA process for everyone involved. Look for more information to come on this. You can find updates on this effort by going to: http://www.oregon.gov/ODOT/contracting.shtml

We are compiling data and doing research to ensure that most of ODOT’s IGA needs can be met by utilizing one system. This should substantially speed up the IGA process for everyone involved. Look for more information to come on this. You can find updates on this effort by going to: http://www.oregon.gov/ODOT/contracting.shtml



The Future

Another possible IGA process improvement consists of our office working closely with Department of Justice and others to gain immediate approval for certain Agreement types if our standard template is utilized through the ORPIN system. More to come on this…

Another possible IGA process improvement consists of our office working closely with Department of Justice and others to gain immediate approval for certain Agreement types if our standard template is utilized through the ORPIN system. More to come on this…



The Future

If you are part of a LPA you would work with ODOT’s Project Liaisons, Project Leaders and Agreement Writers in the various regions regarding project and maintenance Agreements.

If you are part of a LPA you would work with ODOT’s Project Liaisons, Project Leaders and Agreement Writers in the various regions regarding project and maintenance Agreements.

How do I get an Agreement?How do I get an Agreement?

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