Department of Transportation Support Services Branch ODOT Procurement Office Intergovernmental Agreements 455 Airport Rd. SE, Bldg K Salem, OR Phone (503) Fax (503)

INTERGOVERNMENTAL AGREEMENTS Presented by: Karin Jorgensen ODOT Procurement Office Statewide Agreements Coordinator (503) Presented by: Karin Jorgensen ODOT Procurement Office Statewide Agreements Coordinator (503)

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.

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.)  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? Pursuant to Oregon Administrative Rule (OAR) (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) (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.

What does an IGA need to contain? (cont.) Pursuant to OAR (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 (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 Agreement Section provides direct support to:  Office of the Director  Communications Division  Highway Division, which includes the five ODOT Regions  Public Transit  Rail Division 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 ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

The Agreement Section provides direct support to:  DMV  Motor Carrier  Transportation Development Division  Central Services  Transportation Safety The Agreement Section provides direct support to:  DMV  Motor Carrier  Transportation Development Division  Central Services  Transportation Safety ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

 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; ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

 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; ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

 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. ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

 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. ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

 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. ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

 The Agreement Section obtains signatures from DOJ and Executive Staff and distributes fully executed Agreements to the parties. ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

 The Agreement Section submits the required information pertaining to our agencies Agreements to the Department of Administrative Services, per ORS within thirty (30) days of Agreement execution. ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

 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. ODOT Procurement Office Agreements Section Who Are We and What Do We Do?

 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. ODOT Procurement Office Agreements Section 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. ODOT Procurement Office Agreements Section 2005 & 2006 Implementation Process Improvements

 The executed Agreement is sent by 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. ODOT Procurement Office Agreements Section 2005 & 2006 Implementation Process Improvements

 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. ODOT Procurement Office Agreements Section 2005 & 2006 Implementation Process Improvements

 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. ODOT 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 by simply entering the required data into ORPIN. ODOT Procurement Office Agreements Section 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. ODOT Procurement Office Agreements Section 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: ODOT Procurement Office Agreements Section 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… ODOT Procurement Office Agreements Section 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. How do I get an Agreement?