HomeMy WebLinkAbout2004 Ordinance No. 001OR Dl AN CE NO . L
SE RI ES OF 2003/200~
13Y ALlTHOR ITY
CO NTRACT NO, /-.3.00',I-IO bi
COUNC IL BILL NO . S9
INTR OD CED BY COUNC IL
MEMBER BRADSHAW
AN ORD INANCE AUTHOR IZING AN INTERGOVERNME NTAL AG REE MENT
FOR LEASE OF THE ENGL EWO OD BOOK~IOB IL E BETWEEN THE CITY OF
ENGLEWOOD AN D DO UG LAS UNT Y.
WHEREAS , Sec ti on 18 (2)(a) and (b) ~r Art ic le XIV of the Co lorado Co nstituti on and
Scc 1ion 21)-1-201. C.R.S .. perm it and enco ura ge govcrnmcn 1s to enter into co mract s to
make the mos t cffcc 1i vc use of th eir rcso urc1.:s for th e bcnclil of thc public : an d
WHEREAS , Sec ti on 29-1 -2 0 3. C.R.S .. auth ori zes th e Stat e or Co lorado and it s
po litical s bdivisi ons to enter into contracts to pro vidc function s or services, induding
th e sharin g of costs of such func1io11s or se rvices , which eac h of the contracting par tie s
ma y be authori zed to provide : an d
WHERE AS. Douglas Co unt y seek s to lea se th e Englewood Publi c Library's
Bon km obi !c for operation by Dougla s Co unt y as a mobile library for th e year 200
WHEREAS , wi th pa ssage of t~i s Ordinan ce the Englewood Ci ty Co un cil aut nori zes th e
··Ag rcemc 11t For Lease Of Boo kmobile " to Dougla s County :
NOW . THEREFOR E. BE IT ORDA INED BY THE CITY COUNC IL OF THE
CITY OF ENGLEWOOD , COLORADO. AS FOLLOWS :
S£!;Ji.2n.J.. The "Agree ment For Lea se Of Bookmo!:,de " be twe en the Cit y of
Engl ewood and Doug las Cou nt y att ached hereto as Exhibi t A, is hereb y accep ted and
approved the Englewood Cit y Co uncil.
Sg-tjon :!. The ~1ayor and Cit y Clerk arc auth ori zed ll) cx.ccu1c and :rn cs t
said Agrcc111c 111 fo r and on bdialf o f thi.: Cit y of Engl ewood .
"003 .
lnt n du1.:c.:d. read in full . ;md pa ss i:d on lirst readi ng on the 15th <la y of Dcccmbt.:r.
Pu bl ish ed as a Bill fo r an Ordi na nce on th e 19th da y o f Dece mbe r. 20 03 .
Rea d by titl e and pas se d on final rc:iding on the 5th day of January , 2004.
-l -
Publi sht:d by title a~ Ordinance No . _L . Scrii::.; of 20 01
:
January. 2004 .
I. Loucri shi a A. Ell is. C ity Clerk of the City o rad o, hereby
certify th al the abo ve and forego in g is a tru e copy ·
read in g and publi shed by title as Ordinance No .
-2-
•
•
•
•
AGREEMENT FOR LEASE OF BOOKMOB IL E
TH IS AGREEMENT . entered imo this __ da y of ______ . 2003 by and between the
City of Englewood (hcreinalier CIT Y). who se a ress is 1000 Eng 1ewoo d Parkwa y. Englew ood .
Colorado 80110 and the Dougla s Co unt y Librarie s (hereinalier DC•U GLAS). whose add ress is 100 South
Wilcox Street. Cast le Rock . Col orado 80104 .
Terms or Ag reemen t
WHEREAS . Section\~ (2) (a) and (b) of Article XIV ofthc Colo rado Co nstitution and Section 29-
1-20 1. C.R.S .. pcnnit and encourage govern ment s to 1.!nlc r in10 contracts to make the mo st effec ti ve use of
their reso urce s fo r the be nefit of 1hc public: and
WHEREAS , Sect io n 29-1 -203. C.R .S., author iz e the State of Colorado and its poli tical subdi vis ion s
to enter into contrac ts to provide functi ons or service s, including the sharing of cos ts o f suc h functions or
services, which each of the co ntra ct in g partie s may bl! authorized to provide:
NOW, THEREFORE IT IS AGREED by and be tween CITY and DOUGL AS that :
I. DOUGLAS seeks to lea se from CIT Y the Englewood Public Libra ry's "Rai nbow Exp ress "
Bookmo bile (hereinafter VEHICLE ) for operation by DO UG LAS of a mobile library within its
service boundarie s fo r the per iod January I. 2004 through December 31. 200-l . Thi s Agreement :;hall
tcm1inatc on Dec embe r J I, 2004 unle ss another arrang ement ca n be mu tuall y agreed by bot h parties
2. At the end of thi s Agrccmem. both partie s reserve 1h e right to (a) renegot iate fo r the lease of
VE HI CLE for an addi ti onal Twelve ( 12) mont hs and/or (b) renegotiate for the lea se/purchase of
VEHICLE as ma y be agreeable by both parti es.
3. Thi s Agreement ma y, at any time . b..: tcm1inated by ci 1h..:r part y up on Th irt y (30) J;iys written notice
to the other without ca use. Both partie s ma y also tcrmimuc this Ag reement by givi ng Th irt y (30)
da ys written notice to the 01hcr ofa violation of thi s Ag re emen t, ci ting specific cxa rnple(s) within if
the viola 1i on(s) cannot b..: ag rcc:1bly rcm cd i...:d wi th in Thirt y (30) Ja ys.
4. As part of thi s Agre ement. DO UGLAS shall provi de to (ITV withi n thirt y (30) da ys of approval by
both parties of this Agreement . proof of insurance coverage for the VEH ICLE which include s auto
liability wit h minimu m limit s ofSl.000.000 co mbin ed smglc limit per at.:d dc111 for bodil y inJury and
propert y damag e. DOUGLAS shall also provide 10 CITY a ccrtifi c:ne or insurJnce li stin g th i: Ci ty or
Eng le wood as an addi11onal in sured .
5. In co nsiderat io n of CIT Y':; approval of this Agreement. 10 reim burse CITY for the performa nce of
quarterl y maintenance of VE HI CLE and as pa rt of the CITY ', vehid. replacement fund (CER F).
DO UGLAS shall pa y CITY wit hin th irt y (30) day s ofappro1·al by bo th parties of thi s Ag reem en t. the
amount ofTwch·c Th ous a11 •J Dollars (SI ~.000). If tlu s Agrl!l'lllCnt 1s 1c rn1111awd prior to the
expirat io n of thi: a1111 cipa 1cd twclw 1110111h term. CITY shall pro nllc.: :;aid paymcnl ove r 365 da ys tmJ
refu nd th at portion which corre sp onds with th..: unused porti on ut' the 1crn1 remai ning when thi:
ve hicle is retu rned to CITY
6. At the beg inn ing of thi s period. CITY shall dcli1·er VE HI CLE to DOL:GLA S in gooJ. wo rkman like
condition .
-1 -
•
•
7. In o<ldiuon to the above poymcn t. DOt.:G LAS shall. upon return of VE HI CLE 10 CITY or annua ll y
up on rcnc\1,·al of 1his Agreement. reim bur se CITY fo r any milea ge ad ded to the VE HIL CE 111 ex ce ss
of the ave rage mi les annuall y dri\'CO by CIT Y. For purp oses ot1h is :-\grccmcnt . the ~innual mile s
dn vc n bv CIT Y is ~o nsiJcrcd 1,8 11 \\ h1 d1 in cl ude s urui allow s for thl.! two-wa y tra vel between
DOUGLAS and CITY as required by this Agreeme nt fo r the quart erly maintenance of VE HI CLE .
Th erefo re. fo r purposes of this Agreement. an y exce ss mi le age by DOUG LAS sha ll bi: re imbursed to
CIT Y at the rot e of25¢ (twent y-live ce nts ) per mile .
8. At the cn<l of th is pe riod. DO UG LAS sha ll return VE HI CLE 10 CITY in goo<l . wo rkma nl ike
condi tio n as wo uld be ex pcet e<l given the a<lditiona l mileage pla ce d , 0 0 11 VE HI CLE by DO UGLA S
during this Ag ree ment.
9. DOUGLA S maint ain s the right 10 mod ify and/o r re-pa int VE HI CLE as it secs li t <l ur ing the period of
thi s Agreeme nt. but to ret urn VE HICL E to CITY wi th original Engle wood Pub lic Lib rary "Ra inb ow
Exp re ss" mar ki ngs re stored . CIT Y shall pro \"i<le DOUGLAS wit h speci fi ca tio ns for acceptable
standard for re-paintin g/mo<li fication. ond DOUGLAS shall confo m1 to said standard s.
I 0. CITY shall. on a 4uartcr\y basi s and on dates mut ua ll y agrct.:ablc 10 bo th part ii.:s . pe rfo rm ro ut ine
mainten ance on VE HICLE. to be perfom1ed by CITY emplo yees at CIT Y's Se rvicc nt er located Jt
280 0 South Platt e River Dri ve. Engl e11oo <l . Co lorad o 80 110 . It ;hall be th e res ponsibilit y of
DOUGLAS to trans port the ve hicle to the Scrviccntcr for ro utin t: maint enance :rnd tran sport it back to
Douglas County when the ve hicle mai nte nan ce is compktc .
11 . As pa n of this Agreement . CIT Y shall make nom1al maint en an ce of\'EHI CLE a pr ior ity wit hin its
oth er as sig nm ents so that VE HIC LE is not remov ed from DOL GL AS' sched ul ed op erati on fo r more
1han two bu siness Ja ys each quart er. CIT Y, as part of this quan cr\y maint en an ce. shall be re spo nsibl e
for the profe ss ional quality , te chn ica l acc ura cy. time ly com pl c1i on an d the co ordin ati on of an y ~md all
necessary main 1cn:mcc and/or repairs an d shall .,, 11huu1 an y addi:io nal compen sation. ro rr c•:! :1 r
re vise an y errors. omissions or Ol hcr di:fidcncics as may be called fo r un<l cr thi s Agrccr:1cnt . CITY
sh all Sl;bmit to DOUG LA S a written st a1c n11..:nt li sti ng any :i nd all wo rk or scn·ic..:s p..:rfonm.:d \Jn
VE HI CLE :i; part of" 4uancrl y maint ena nc e.
12 . As part of thi s :\grccml!nt. CIT Y and DOUGLAS ag rcl! not 10: r1,;(us1,; to hir1,;. Ji sc hargc . pro moh:.
dcmo1c or disc riminat e in an y manner of compcn:;a ti on. perfo rm ance. si.:rv1c cs or 01hi:r\, isc. against
any per son othi.:rni sc qualili ct.1 sole ly due to raci.:. cn.·cJ. gender . scxu ;1I onc ntat io n. co!1Jr. natio nal
on gin or an ces tr y.
13 . Thi s Ag rct:ment may not bi.: modifii.:d .. uni.:n<lcd or 01h ern 1se :i lterc<l unle ss mutuall y ag re ed upon in
writi ng by bo1h r>artie s.
14 . '.\/e ither party. CITY or DO UGLAS. shall assig n or tran sfi.:r i1s rn1crc st in thi s .·\gn:c.mi.:nt without the
writt en co nsent of the oth er pan y. An~ unauthor ized ass ig nme nt ur tra nsfer shall r .:nde r th is
.-\grct:m cnt null. \'oid ant.1 of no cffl!cl.
15 .. -\II noti ces .m<l com municati ons under this .-\g 1ci..::ni..:nl to bi.: ma tll~d or dcliH:rc<l to C1TY shall be to
th!! fo ll ow in g ad<lrl!ss:
Dirct:t or of Librnry
Ci ty of Engh:wood
l000 Englcwuo<l i'ark""Y
Englc110 0J. CulurJJo SOI 10
•
•
16. All notices and communi ca tions un der thi s Agreement to be mai led or deli vered to DOUGLAS shall
be to the fo ll owi ng address :
Directo r of Library
Douglas County Li brari es
100 South Wilcox
Castle Rock, Co lorad o 80104
17. Tcnns and co nditi ons of this Agreement shall be binding upon each part y, its succ esso rs and ass ign s.
18 . Noth ing herein sha ll be co nstrued as creatin g an y pers onal liab ility on the part of any o ffi ce r or agent
of any publ ic body which may be party heret o, nor shall it co nstrued as givi ng any ri ght s or benefit s
hereunder to anyone other than CITY and DOUGLAS .
IN WITNESS WHEREOF . the parties hereto have exec uted this Agree ment th e day and yea r fi rst
written above.
ATIEST : CITY OF E:NG LEWOOD
Loucrishi a A. Ellis. Ci ty Clerk Dou glas Garren . Mayo r
ATIEST : DO UGLAS COUNTY LIBRARIES
Jame s LaRu c, Dire ctor
. 3.
•
COUNCIL COMMUNICATION
Date : Agenda Item : Subj ect : Lea se o i Englewood Public
De cem ber 15 , :!003 10 cl.iv Lib rary Bookm obi le 10 Douglas
Co un tv Librarie s
Init iated By: I Staff Source :
Librarv D epartm ent Hank Lo ng, D irect or oi Lib rar.• Se rvices
COUNCIL GO AL AND PREVIOUS COUNCIL ACTION
At their October 13, :!003 Study Sessio n. Citv Coun ci l gave approva l fo r th e Eng lewood Publ ic
Libra ry to bega n co ntract nego ti ati o ns w ith Dougla s Pu blic Lib raries ior the annual lease oi the
Englewoo d Public Librarv "Rain bow Express " Boo km obile in th e am o unt oi SI c.000. On
Dece mber I. :!003 Co unci l req uested that this ag ree men t be modi fi ed to include a "pena l tv cla us e"
w hereby Douglas would pa v the Citv o i Englewood ior anv addi tional mil eage driven bv Do ugla s in
excess of the ave rag e mileage driven bv th e En glewood Pub li c Libra ry.
RECOMMENDED ACTION
Th e Lib rar.• Depa rtm en t rec o mmends City Coun ci l approval o i an ordin ance auth orizi ng the Li bra rv
Departmen t to en ter int o <1 n int er-gove rnm en tal agreemen t wi th Doug las Co un ty Lib ra ries ior lease
o i the "Rainbo w Ex press" Bookm obile.
BA CiC GROUND , ANALYSIS , AND ALTERNATIVES IDENTIFIED
:n order 10 meet the reduction requi red ior th e ~00 4 Bu dge t, ea rl ier this year the reco mm enda ti on
w as made to suspend Bookmobile operati ons fo r th e. re ma ind er oi ~003 and all oi c004 as a mea ns
0 1 red ticing ope rati o nal costs an d as an alternati ve 10 elim i nat i ng ho urs an d serv ices at th e M ain
LibrJry. Besides the $4 0,000 savin gs in salary and be neiits ior the two drivers. anothe r $1 c .0 00
savi ngs re sulted tr a m suspe nsion oi the vehicle maintenance and vehicle replacement (CERF )
charges pa id each yea r to Publ ic Works .
In ea rl y October, th e Libra ry re ce ived a le tter from th e Direc tor oi D o uglas Co un ty Lib raries
ex press in g an inte r~st in leas in g o ur Bookm obil e ior :!004 at th e co st oi Si .500. Su bsequ entl y, thi s
iniorma tion w as p resen ted to Citv Coun ci l at the October 13 St udy Sessi on. Foll o w ing so me
di scussio n. Coun ci l di rec ted the Li brJry to pr ocee d w it i, contr ac t negotia tio ns but .tt a lease le vel oi
SI c,000 w ith the mo nev going to the L,b rarv to help oiis et some oi o ur sraif cut bac ks at the Main
Librarv .
Sh ort lv th ereaiter. th e Englewood Publ ic Librarv, w ith asSts ta nce fr om th e City Att orn ey and th e
Dep,irtm en t o i Public Work s. put toge th er tr e req uire . co ntract language 10 bring about this lease
ag reemen t and pres ented it to Douglas Co·,ntv Librari es ior appro val bv th ei r Lib rarv Boa rd.
Aro un d tha t sam e ti me. th e City 's Publi c I ✓a rks Depa rt men t decided th at 54.000 0 1 the 51 c ,000
pa id l o lh t (itv under this ag ree ment sh,J ul d be used to cove r th e an nu al maintenance oi the
Bookmobile b'.' Dougla s Co un ty Lib raries and th at the rema inin g S8,000 go to th e City 's CER F
!Capita l Eq uipm ent Rep lace m ent Fu nd ) to hel p pa v fo r a new vehicle o nce this one has reac hed th e
end of its us eiul lii e.
On Dece mber 1, 2003 Council reques1ed lhal !his agreemenl be modifi ed 10 include a "penally
clause " w hereby D o uglas would pay lhe Cily of Englewood for any addilio nal mileage driven by
Douglas in ex ces s of lhe ave ra ge mileage drive n by lhe Engl ewood Publi c Library. On D ecember •
2, the Library, w ilh 1he assis 1ance of Publi c Works, pul 1oge1her a formula based o n ave ra ge miles
driven by 1h e Englewood Pu b lic Lib•ary along w i1h an acceplable µer-mil e overa ge charge, and !h is
re vised agree m enl was p rese nted 10 D ouglas Coun ty Libraries for 1h ei r approva l. On December 5,
the Library receive d in fo rmalion fr o m D ouglas Coun ly Librari es 1ha11hey would formall y vote to
accepl this re visi on 10 1he agreemen t at !heir upcoming mee 1ing of !heir Lib rary Board o n
December 11.
FINANC!Al IMPACT
In co nsideration of this inter-gove rnmen1al agreement Douglas Coun ly Librarie, w ill pa y the Cily of
Englewood S 12 ,000 for 1he annual leas e of the Englewood Public Libra ry "Rain bow Express "
Bookmobile, plus an additional per-mil eage charge of 25¢ per mile in excess of the average 1,531
miles drive n each year by lhe Englewo od Publi c Library.
LIST Of ATTACHMENTS
Pro pos ed Bill for an Ordinance
•