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HomeMy WebLinkAbout2012-039 Agrmt SRVC Findings - GE Zenon Environmental CITY OF ASHLAND SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS GOODS AND SERVICES Less than $100,000 To: City Council, Local Contract Review Board From: David Gies, Wastewater& Water Reuse Supervisor Date: March 7, 2012 Re: Sole Source Determination and Written Findings for Personal Services In accordance with AMC 2.50.090(F), the Department Head shall determine in writing that there is only one provider of a product or service of the quality and type required available. Estimated total value of contract: $6,265.00 Project name: OnPoint Service Agreement Description of project: ZenoTrac Warranty Service Fee and 24/7 Emergency Telephone Technical Support for a period of one year beginning April 1, 2012. Background: The City of Ashland WWTP utilizes Zenon Membranes filtration for removing phosphorus. This contract covers automated process support and 24/7 emergency telephone support for the computerized system that operates the membranes. Findings: /The fn dings below must include factual information supporting the determination]. Market Research Overall finding: N/A fln accordance with ORS 279B.075, these are the examples offindings that should be addressed. Select at least one of the findings and prepare the determination as it specifically relates to the goods or services being procured. More than one findinz can be addressed. The findings are as follows. Pursuant to ORS 279B.075 (2)(a): Provide findings supporting your determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source. The City of Ashland has a Zenon membranes filtration system in place for removing phosphorus. This is a proprietary system and this contract is with a specific firm (G.E. Water) that is authorized to support Zenon software. Pursuant to ORS 27911.075 (2)(b): Provide findings supporting your determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source. N/A Pursuant to ORS 27911.075 (2)(c): Provide findings supporting your determination that the goods or services are for use in a pilot or an experimental project. N/A Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source. This agreement helps the city should the membrane computerized system fail or crash. If the membrane filtration system is off line for an extended period of time, the City's NPDES Permit could be violated with excess phosphorus being discharged. This 24/7 support is invaluable in getting the system up and operating correctly. Water & Process Technologies On Point Service Agreement for The City of Ashland Wastewater Trentment Plant r,� Water- & Process "technologies T(tflle r.iI Cut itonts 1 Names.........................................................................................................................3 2 System Description...................................................................................................3 3 Scope-GE Water......................................................................................................4 4 Automated Process Support-ZenoTrac7"...................................................:.......5 5 24/7 Emergency Telephone Technical Support...................................................6 6 Partnership Communication...................................................................................7 7 Duration&Schedule................................................................................................18 8 Prices...........................................................................................................................8 9 Terms and Conditions of sale.................................................................................9 10 Signed Agreement and Pr]Guidelines................................................................11 GE Water&Process Technologies provides water,wastewater and process systems solutions to improve the bottom-line of your organization.We work at your side to improve performance and product quality by reducing operating costs and extending equipment life while maintaining Environmental Health&Safely compliance.We work to bring the concrete benefits of decades of experience on thousands of systems to each Client partner. This proposal has been issued based upon the information provided by Customer and currently available to GE Water&Process Technologies at the time of proposal issuance. Any changes or discrepancies in site conclilions(including but not limited to changes in system influent writer characteristics,changes in Environmental I-lealth and Safety(EH&S)conditions,changes in the reissued Slate Disposal System Permit,changes in Customer financial standing,Customer requirements,or any other relevant change or discrepancy in the(actual basis upon which this proposal was created may lead to changes in the offering,including but not limited to changes in Pricing,guarantees,quoted specifications,or terms and conditions i City of Ashlonrl-So vice Agieement ©GE October 21,2010 203831 Poge2of 11 i I Water & Process Technologies �. Nomes ZENON Environmental Corporation,on affiliate of GE Water&Process Technologies Canada, referred to here as GE Water will provide supporting services under this Agreement to the City of Ashland for the Wastewater Treatment Plant,referred to here as Buyer. Main Contact Seth Ginter Louro Saulner Title Mmiager,Technical Services Regional Lifecycle Manager _ ---Email Sr-lh64111,,1CNJ.COIn__--- -_ _ -- -_Louro.soulnefOge.com Address 760 Shadowridge Drive 3239 Dundos St West Vista,California 92083 Oakville,Ontario L6M 4B2 Telephone (7601598-1800 (9051465-3030 x3715 Mobile _ (7601685-8561 _ _(905)464-3038 Fox 1760)305-0173 (905)465-3050 System Description Plant Name: Ashland Wastewater Treatment Plant Site Address: 1295 Ook Street,Ashland,Oregon 97520 —. _. 1•baiJ�i rniC rin4ix ___ .—__._ __ I, I„atjl�,_ Number of Trains 4 Cassettes/Troia 30 Total Cassettes 40 Moclules/Cosselte 26 Total Modules Installed 1040 ZeeWeed�Membrane Module Type 2W500c Average Daily Flow(ADF)-gallons per cloy 2.3 MGD City of Ashland-Service Agreement ©GE -October 21,2010 203831 Poge 3 of l l j i . i Water & Process Technologies 3 Scope - GE Water This Service Agreement is a 1 year service plan which inclucles: t-t Automated Process Support-ZenoTrac"'Worranty Service(8 months) _ GI 24/7 Emergency Telephone Technical Support !.I Partnership Communication • ZeeWeedO Users Group • Regional Lifecycle Manager Descriptive detail for the components of this Scope of Service is set out below. City of AShlond-Service Agreement OGE OCtoher 21,2010 203831 Pn e4o111 i I i Water & Process Technologies �F nl,ltornclted Process Support - Zeno frciclll -- Operate with Confidence-Enjoy peace of mind knowing that your plant is being monitored by the most qualified process team available. ZenoTrac'"is o remote monitoring and diagnostic system that measures critical process variables,detects problems , and helps prevent serious failures.The system provides automated data collection and graphical reporting of key process information. ZenoTrac''^stores all process data in a central database and makes historical data accessible to authorized users through 0 secure web site and concurrently fulfills membrane warranty data requirements. With ZenoTrac"'Service,authorized users can review, — from anywhere,at anytime 24/7,the operational results of the plant and,in particular,can monitor average and peak Flows,irons-membrone pressure,and flux...in any selected time frame. The Client has web access to oil Zeno-frocm doto for the plant and will be coached by the Process Analyst in effective use of the tool.The interface allows operators to prepare reliable management reports quickly.Users ore welcome to use the(iota in their compliance reporting.Full responsibility for process monitoring and operating decisions remains,at all times,with the Plant Operators. Three service levels are offered to meet customer needs. For all service levels,plant data is reviewed and evaluated daily using AIDER'"r functions applied to key parameters. AIDER"'is a proprietary program that identifies data exceptions and notifies the GE Process Engineer with e-mail"alerts". Wan 1mly Sim vi-:c provides access to your Zeno-fmcf(l data providing a cost-soving alternative for a plant in later years when the treatment process has steadied and experienced plant operators have achieved full mastery of the process and familiarity,with using ZenoTrac"'. Buyer is currently covered through to November 30,2010 by GE Water's ZenoTrac", Warranty Service.The annual price to renew this service beyond that is quoted in the Prices section, City of Ashland-Service Agreement @GE October 21,2010 203831 Page 5 of 11 Water & Process Technologies 5 24/7 Emergency Telephone Technical Support Business IIolII s For the life of the system,Ploni Operators have telephone access to a skilled GE Water technical support specialist who will provide technical advisory service to Plant Operators in troubleshooting of system problems during business hours.Plant Operators call the telephone number provided dieing file period 8:30 am to 5:00,pm. Eastern Time Zone GMT-5 and ask for Technical Support for issues occurring during these business hours and for non- urgent issues. All client issues are tracked through to resolution using GE Water's state-of-the-art Issue Tracking software. Iiner.;nl Openlfinn lvl i!Iephnue Nunlbcl ..— Ouyllme I lour.nl oprl olinn: 8:30am to 5:o0pm Monday to Friday,Eastern Time-Zono GMT-5 Telephone,loll free in North At 1-e1,6 27.1 sar.ti Outside North Americo, 1 'HIS hGS-3uw press 3 and then 1 Daytime Hours email address: rFVJu4•LloehnitnlSuppullp�y�u:nm Alfcl I louts: S:OOpm t.0 8:30am Monday to Sunday,Eastern Time Zone GMT-5 Telephone,toll free in North America: I-nnn r..Ir-4 sn i Oulside North Americo: I nu5 33s no;./ After Hours email address: I Ie.co I II Having the following plant documentation conveniently available to the plant operator and to the telephone will contribute to effective and rapid troubleshooting. 1-1 CLSC:Control Logic Summary Churl.-Details of the control logic-ranges,set points and action or derivation of alert/alarm. 1-1 OSC:Operation Sequence Chart-The PLC follows specific steps to automatically control valves,pumps and other devices during MODES OF OPERATION of the treatment plant. These steps are listed and described in the OSC. • P&ID's: Piping&Instrumentation Diagram-schematic illustration of the functional relationship of piping,instrumentation and system equipment components. • Electrical drowings of your plant. This will help with locating devices and fuses. Ali(,,1-1 louls - 21117 [IUerrµncy Tclepfunw I r,Chnir-ul Support r� Our technical support learn is always on coil and is equipped with the system information for the plant to effectively talk a Plant Operator through on emergency.This allows the Client Operators to contact a GE WoterTechnicol expert in the event of any emergency condition, potentially averting loss of plant production and expensive call outs.The •; City of Ashland-Service Agreement @GE October 21,2010 203831 - Page 6 of 11 Water & Process Technologies Plant Operator tolls the toll-free number provided and cites the Plant's Access Code.The Telephone Technical Support Group maintains access to all plant drawings for rapid reference during 24/7 support calls.The Telephone Technical Support group has portable computers equipped to dial into the plant control system,if permitted and setup for this,in order to gain a better understanding of the situation,and to make any necessary adjustments to set points or software. Not all issues can be resolved through telephone support.In the event that the GE Water Technical Support Group cannot resolve the problem with the Operator over the phone,on site service and off-site programming is available at the rates and under the conditions Published in the GE Water Services Labor Rate Sheet.Should a situation require a more detailed investigation of control code,o GE Water programmer is on call at all times.Process Support engineers are pilled in as required to resolve the more difficult process issues. Buyer is currently.covered through to November 30,2010 by GE Water's 24/7 Emergency Telephone Technical Support service.The annual price to renew[his service beyond that is quoted in the Prices section. We are very conscious that selecting a membrane supplier has important,long term implications.GE Water is committed to building a solid foundation for a sustainable and durable partnership with Buyer.ZeeWeed°Users Group u Regional Lifecycle Manager ZeelNeera'°Users Group . As an on-going benefit to ZeeWeedO plants,this annual meeting typically takes place over 2 days and consists of formal meetings and a tour of the hosting ZeeWeedo plant. New technologies are introduced,current issues tabled,and roundtable discussions ensue on such topics as plant design or spore ports strategies.The Users Group has become an excellent forum for experienced operalors to keep current,to renew old acquaintances,to exchange the"tricks of the trade"with each other,and to impart their hard won knowledge to newer ZeeWeed'v operators. Each forum is chaired and organized by o duly selected,representative ZeeWeede,plant operator.Generous hospitality combines with informal experiences and exercises to enhance the esprit de corps between plant operators. All ZeeWeed°plants are invited to send operators representing the plant to participate in the Users Group,GE Water covers conference,food,and hospitality expenses.The plan[must cover the operator's travel and hotel expenses and a small conference fee.GE Water supports this forum to facilitate interaction between ZeeWee&Plant Operators and to provide a forum for real-world feedback to GE Water's management,design and operations staff. The first ZeeWeed0 Users Group was formed in the year 2000 bringing together drinking water Plant Operators.The first ZeeWeed°Users Grasp for wastewater Plant Operators was I City of Ashlond-Service Agreement ©GE Ocluber 21,2010 203831 Poge7of11 • i I 2 � ; Water & Process Technologies organized in April 2005 at the American Canyon Wwl'P in California.Previous User Group meetings have attracted operators from all over North America and from as for away as New Zealand. Regional Lifecycle Monagcr- GI: Water Service;; To assure that GE Water clients are fully supported,GE Water ossigns a Regional Lifecycle Manager to each GE Water customer.This Regional Lifecycle Manager IRLMI will act as the GE Water Services"quarterback",engaging in frequent communication with plant staff, assuring timely access to oil the technical resources required from GE Water. 7 Du1-C16011 & ScheCILI[e Agleenlent Durolion u The lerm of the agreement-8 months. Agraeniml Start LI Start dote-April 1,2011 - Agreemonl. fenninrrtion After this agreement is confirmed by signature and/or o Buyer Purchase Order,the agreement may be terminated prior to the end(late of the agreement by the Buyer with 30 days written notice from the Buyer,subject to the condition that the Buyer agrees to promptly pay all costs,direct and indirect,which have been incurred by GE Water in providing the agreed services up to the(late of termination. Sc)Ir:dule Srlvirc Ilr._m .— I'n,lu sud Unnnlily Pwuliau ZenaTrac''Warranty Service 8 months i April,12011 November30,2011 2417 Emergency Telephone Technical Support 1 Full year Prices 111n 1,ln1 I Id,w S0,Tat I'rii_ Iu1do I Iltd1} r•qy Inlnl3 ZenoTroc"'Warranty Service Annual Fee $5,693 8 mlhs $3,795 24/7 Emergency Telephone Technical Support _ $2,470 1 $2,470 city of Ashland-Service Agreement (aGC October 21,2010 203831 Page 8 of 11 i • e Water & Process Technologies 9 -rerrils and Conditions Of Sale A- Specific twins and Cmnditiuw; I Piynenl Irnnt On approved credit,payment terms are Net 30 Days. ZenoTrac"'and 24/7 fees will be invoiced annually in advance of the service. Z Price Volidily - Prices quoted are volid up to thirty(30)days after the dote of issue of the proposal unless confirmed with a Purchase Order. - 5 Leyul Naniu . ZENON Environmentol Corporation is the nome of the legal onlity providing services and is an affifiole of GE Water&Process Technologies Conado. Purchase Orders and Checks should be made out using the nunte ZENON Environmental Corporation. Short 1„i m:Where a short reference is required in this document,for convenience,we ore called simply GE Water. 4 Nu TMi Al no time will Seller be deemed to have taken title to Effluent Water,Influent Water,sewage sludge,Non- ' standard Substances,Hazardous Materials,harvested fibers or any other materials or substances processed at the site or treated by Seller pursuant to this Agreement.Seller does not take responsibility for or provide waste characterization,disposal facility selection,or disposal.The Buyer is responsible for all wastes and waste disposal from the plant.Wastes may include,but are not limited to water system reject waste,used RO or ultrafillralion membranes,cleon-in-place related wastes and wastewaters,spent media,used granulated activated carbon,cortridge filters,equipment and consumables,lubrication/oil contaminated debris/rags,other maintenance related wastes,lob analysis residuals,and office waste. 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Signature By: �r�,r �„ I-�v. -._. .. _..____-__ .. — .t �'.-.._ _ Title: Manager,Global Lifecycle Services Title: Signature Dale: Signature l-Ali- LCD ZU \Z Date: Signature: x Signature: !? _.� . _.... x Email Address: Purchase order No: Agreement Start Dale: Upon acceptance of this proposal,please forward the fallowing either Jim Imrie A1111,11101 H_hlecoin •by email will .pdf attachments or •by postal mail or•by fax. Manager,Global Lifecycle Services 1)this signature page completed to: GE Water&Process Technologies 2)a hard copy of your purchase order,and 3239 Dundas Street West, 3)any required lox exemption cedificotes Oakville,Ontario,Conoda L6M 462 Fox No.: 905 465-3050 When boll)signatures have been made,a scanned copy of the Agreement will be emailed with the order acknowledgement to the Buyer. nun9w,e 04,11,1 auldelinee-Please ensure Blot your Purchase Order has covered the following points.This will ensure accurate and prompt order entry,product delivery,invoicing and accounts receivables processing and will prevent administrative delays for all parties. u rwwl kni tv-Please be sure your Purchase Order is issued in the name of the specific GE legal entity issuing this proposal cited in Section 9,Item 3-Legal Name.We will be glad to work with your Purchasing department to set this entity up as an approved Vendor. -r I l:n d c:,l,y-Our strong preference is to receive u fiord copy of your Purchase Order rather than a to number alone., �., P,nPo::d rdnn,bei and nnic-Please reference the 6 digit Proposal Number and the Proposal Dole which are found in the footer of each page. ._I I',i,.e-Stale the lolal price you ore accepting for this order. U ship I o Add,e:: Please clearly define the plant site address or delivery location c, I relivcly rwo--Please include your requested delivery elate oragreemenl start elate. City of Ashland-Service Agreement OGE October 21,2010 203831 Page 11 of 11 t, 1004f. as to fam ADDENDUM TO CITY OF ASHLAND ONPOINT SERVICE AGREEMENT WITH ZENON ENVIRONMENTAL CORPORATION (WASTEWATER TREATMENT PLANT) Recitals: A. On 2011,City of Ashland("City")and ZENON Environmental Corporation,an affiliate of GE Water&Process Technologies Canada(hereinafter"GE Water") ("Contractor")entered into a "City of Ashland Contract for Goods and Services Less than $25,000" (further referred to in this addendum as "the Agreement"). B. The parties desire to add to the Agreement provisions required by OAR 166-30-060. Agreements City and Consultant agree to revisions and replacement of paragraphs 11 and 15 to the Agreement as follows: 11. Confidentiality and Intellectual Property. To the extentprovided under•Oregon Public Records Law, both parties agree to keep confidential the other party's proprietary non-public information, ifany, which may be acquired in connection with this Agreement. Buyer'will not, without Seller's advance written consent, subject Goods to testing, analysis, or any type of reverse engineering. Seller retains all intellectual property rights including copyright which it has in all drawings and data or other deliverables supplied or developed under this Agreement, subject to Buyer's right to use such drawings and data for its own use without additional cost. Buyer acknowledges that Seller is in the business of selling the Goods subject to this Agreement and agrees that it will not file patent applications on the Goods, ar processes and methods of using the Goods, without Sellers express written permission. Buyer further agrees that in any event any such patents will not be asserted against Seller or its customers based upon purchase and use ofsuch Goods. Buyer will tender any defense against disclosure of confidential information to Seller. Any software Seller owns and provides pursuant to this Agreement shall remain Seller's property. Seller provides to Buyer a limited, non- exclusive and terminable license to such software for the term of this Agreement, Buyer agrees not to copy, sub-license, translate, transfer, reverse engineer, or decode the software. Unless otherwise expressly agreed by Seller, this license shall terminate and the software shall be returned to Seller upon termination of this Agreement, or the material breach of the terms in this section. 15. Governing Law and Dispute Resolution. This Agreement shall be governed by the substantive laws of the State of Oregon. The UN convention oil the International Sale of Goods shall not apply. In the event of a dispute concerning this Agreement, the complaining party shall notify the other party In H+r•lting thereof. Management level representatives of both parties shall meet at an agreed location to attempt to resolve the dispute In goodfaith. Should the dispute not be resolved within thirty(30)days after 1•CITY OF ASHLAND,ADDENDUM TO CONTRACT FOR GOODS AND SERVICE$<$26,000 such notice, the complaining parry shall seek remedies exclusipely through arbitration, The seat of arbitation shall he the federal district court in Portland, Oregon, crud the rules of the arbitration will be the C'ouuuercittl Arbitration Rides of the Anterican Arbitration Association, which are incorporated by reference into this clause. The Buyer and GE Water acknowledge that they have read.and Understood this Addendum to Agreement and agree to be bound by the terms and conditions specified in it,and except as modified above the terms of the original Agreement shall remain in full force and effect. Offered by ZENON Environmental Corporation Accepted by CITY OF ASHLAND Legal Entity: (a.k.a. GE Water or Seller) Legal Entity: (a.k.a. Buyer) By: _— By: (N�" Jim mric,Manager Global Lifecycle Services Date: �oQy �F z0 Date: Purchase Order N Acct. No.: (PO r City purposes only) A-ii I1) 0—8-S.O lorlll 2-CITY OF ASHLAND,ADDENDUM 1`0 CONTRACT FOR GOODS AND SERVICES<$25,000 CITY RECOFIDE t Page 1 / 1 LA&I J� G I T Y O F 7—� T S H LAN D DATE: : ;r::' P.O NUMBER, 20 E MAIN ST. 3/9/2012 10730 ASHLAND, OR 97520 (541)488-5300 VENDOR: 012643 SHIP TO: Ashland WWTP GE -ZENON ENVIRONMENTAL CORP, GE WATEI (541)488-5348 14506 COLLECTIONS CENTER DRIVE 1295 OAK STREET CHICAGO, IL 60693 ASHLAND, OR 97520 FOB Point: Req.No.: Terms: Net Dept.: Req. Del.Date: Contact: David Gies Special Inst: - Confirming? NO ..Quanta Unit Descri tion Unit Price . "`.Ext:Price . . .... Zenon Membranes Warranty Service Fee 6,265.00 24/7 Emergency Technical Support Per attached agreement: ZenoTrac Warranty Service-duration "8 Months"- April 1, 2011 to Nov 30, 2011 24/7 Emergency Telephone Technical Support-duration "One year" SUBTOTAL 6,265.00 BILL TO:Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2028 TOTAL 6,265.00 ASHLAND, OR 97520 .; Account N umber Project Number `-. '.'.Amount Account Number "� Project Number: '' ` .'-.Amount::, E 675.08.19.00.604100 6,265.00 �X Authorited S ignature VENDOR COPY FORM #3 CITY OF .4 request lor a Purchase Order ASHLAND REQUISITION Date of request: Required date for delivery: Vendor Name off 4— �o r of Address,City,State,Zip Contact Name&Telephone Number Fax Number SOLICITATION PROCESS ❑ Exempt from Competitive Bidding ❑ Emeraency ❑ Written Findings(Form attached) ❑ Invitation to Bid (Copies on file) ❑ Written findings attached ❑ Quote or Proposal attached Date approved by Council: ❑ Quote or Proposal attached ❑ Small Procurement Cooperative Procurement Less than$5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon Note:Total contract amount,including any Date approved by Council: Contract# amendments may not exceed$6,000 ❑ State of Washington Intermediate Procurement Sole Source Contract# . GOODS&SERVICES, Written Findings(Form attached) ❑ Other government agency contract $5,000 to$100.000 Quote or Proposal attached Agency ❑ (3)Written quotes attached Contract# PERSONAL SERVICES ❑ Special Procurement ❑ Intergovernmental Agreement $5.000 to$75.000 ❑ Wdtten Findings(Form attached) Agency ❑ Less than$35,000,by direct appointment ❑ Quote or Proposal attached Contract If ❑ (3)Written proposals attached Date approved by Council: Date approved by Council: Description of SERVICES Total Cost 0 oV y17 J 5�.�✓ll�P ��r�c° crhd $ Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached QUOTE $ f / s Y�a�lr�J Project Number---------- Account Numbe42$ lk/Y-O-CLJ _&/ObAccount Number------------------- Account Number _ Account Number_ 'Expenditure must be charged to the appropnate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. By signing this requisition form,l certify that the information provided above meets the City's public contracting requirements,and the documentation can be provided upon request. _/ , Employee Signature: Head Signature: Additional signatures(if applicable): Funds appropriated for current fiscal year. IV II NO Z- Finance Director Date Comments: