HomeMy WebLinkAbout2012-066 Contract - Jaco Environmental PROFESSIONAL SERVICES CONTRACT
CONTRACT NO.
THIS AGREEMENT is entered into by and between The City of Ashland Electric Utilities
Department (hereinafter referred to as the "City"), with its principal place of business
located at 90 N Mountain Avenue, Ashland, OR 97520, and JACO ENVIRONMENTAL
(hereinafter referred to as "Service Provider"), with its principal place of business located
at 18323 Bothell-Everett Highway, Suite 220, Bothell, WA 98012. This agreement may be
referred to herein as the "Contract" or"Agreement"
1. SCOPE OF SERVICE
The Service Provider shall provide the services described in Exhibit A, City Appliance
Recycling Program (ARP), which is attached hereto and by this reference is incorporated
herein.
2. TERM OF CONTRACT
A. The term of this Contract shall be from January 1, 2012 through December 31, 2013.
The Service Provider shall complete all specified Contract work, including submission of
reports and other required documentation within the term of the Contract. Any revision to
the term of the Contract shall be by mutual agreement, in writing, between CITY and the
Service Provider.
3. PAYMENT
A. CITY shall pay the Service Provider for such services on a unit price basis in
accordance with the accepted price shown in Attachment A, Cost Scenario Analysis
Summary. CITY makes no guarantee of any minimum number of units to be recycled
under the ARP or this Contract.
B. The Service Provider shall submit an invoice to CITY monthly for the number of units
recycled according to the amounts stated in Exhibit A. Invoices shall be in a format
acceptable to CITY.
C. CITY shall pay for only those units that the Service Provider has recycled and for which
the Service Provider has issued the incentive check to CITY's customer.
D. CITY shall pay all invoices from the Service Provider by mailing an CITY warrant,
within 30 days of receipt of a properly completed invoice.
E. Payment by CITY will be completed on a fee-for-service basis. There shall be no
advance payment for services furnished pursuant to this contract. There shall be no
minimum payment.
F. Payments made to the Service Provider shall not constitute acceptance of the work or
any portion thereof which is not in accordance with this Contract.
G. If during the course of the Contract, the work performed does not meet the
requirements set forth in the Contract, the Service Provider shall correct or modify the
work to comply with the Contract requirements and CITY shall have the right to withhold
payment for such work until the Service Provider meets the requirements of the Contract.
JACO Contract Page 1
4. REPORTS AND INSPECTIONS
A. The Service Provider at such times and in such forms as CITY may require, shall
furnish to CITY such statements, records, reports, data, and information as CITY may
request pertaining to the matters covered by this Contract.
B. All statements, reports, data, records and accounts pertaining to this Contract are to be
kept available for inspection by representatives of CITY during the course of the Contract
and for a period of three (3) years after final payment: Copies shall be made available to
CITY upon request.
5. RESPONSIBILITIES OF SERVICE PROVIDER
A. Manager. The Service Provider shall appoint a Manager who will be in charge of the
Service Provider's responsibilities under this Agreement and have day to day authority to
make decisions on behalf of the Service Provider. All notices regarding changes in the
Program or revisions to the Scope of Service shall be delivered to the designated
Manager. The Service Provider's Manager to CITY's ARP is:
Name: Bob Nicholas
Title: Program Development
Address: P.O. Box 14307
City , State, Zip: Mill Creek , WA 98082
Office Phone #:
Cell Phone #: 425.754.4894
Office Fax #: 425.423.7873
E-mail Address: bobnaiacoinc.net
B. Any and all employees of the Service Provider or other persons while engaged in the
performance of any work or services required of the Service Provider under this Contract
shall be considered employees of the Service Provider only and not of CITY, and any and
all claims that may or might arise under any Workmen's Compensation Act on behalf of
said employees or other persons while so engaged, and any and all claims made by a
third party as a consequence of any act or omission on the part of the Service Provider's
employees or other persons while engaged in any of the work or services rendered
herein, shall be the sole obligation and responsibility of the Service Provider.
C. Safety. The Service Provider shall take all necessary precautions for the safety of
employees and shall comply with all applicable provisions of federal, state and local
regulations, ordinances and codes. The Service Provider shall erect and properly
maintain at all times, as required by the conditions and progress of the work, all necessary
safeguards for the protection of workers and the public and shall post danger signs
warning against known or unusual hazards.
D. Warranty. The Service Provider shall be responsible for correcting any deficiencies
and for completing all the work as described in Exhibit A.
E. Nondiscrimination/Equal Protection. The Service Provider agrees not to discriminate
against any employee or applicant for employment or any other persons in the
performance of this Contract because of race, religion, creed, color, national origin, marital
JACO Contract 2
status, gender, age or handicap, or other circumstances as may be defined by federal,
state or local law or ordinance, except for a bona fide occupational qualification. The
Service Provider agrees to post in conspicuous places, available to employees and
applicants for employment, notices to be provided by the Service Provider setting forth the
provisions of this nondiscrimination clause.
6. CITY'S PROGRAM MANAGER
CITY's Program Manager for CITY's ARP will have the primary responsibility for CITY
under this Contract and shall oversee and approve all work to be performed, coordinate
communications, and review and approve all invoices, under this Agreement.
Name Lee Tunebera
Title Interim Assistant City Administrator
Address 20 East Main St
City , State, Zip Ashland . OR 97520
Office Phone # 541-552-2003
Cell Phone #
Office Fax#
E-mail Address lee.tunebera(a)ashland.or.us
7. CONFIDENTIALITY/ NON-DISCLOSURE
A. Confidential Information. Service Provider acknowledges that it and its employees or
agents may, in the course of performing its responsibilities under this Contract, be
exposed to or acquire information that is confidential to CITY or CITY's clients. Any and all
information of any form obtained by Service Provider or its employees or agents in the
performance of this Contract shall be deemed to be confidential information of CITY
("Confidential Information"). Any reports or other documents or items (including software)
which result from the use of the Confidential Information by Service Provider shall be
treated with respect to confidentiality in the same manner as the Confidential Information.
Confidential Information shall be deemed not to include information that (a) is or becomes
(other than by disclosure by Service Provider) publicly known or is contained in a publicly
available document; (b) is furnished by CITY to others without restrictions similar to those
imposed by this Contract; (c) is rightfully in Service Provider's possession without the
obligation of nondisclosure prior to the time of its disclosure under this Contract; or (d) is
independently developed by employees or agents of Service Provider who can be shown
to have had no access to the Confidential Information.
B. Non-Disclosure. Service Provider agrees to hold Confidential Information in strict
confidence, using at least the same degree of care that Service Provider uses in
maintaining the confidentiality of its own confidential information, and not to copy,
reproduce, sell, assign, license, market, transfer or otherwise dispose of, give, or disclose
Confidential Information to third parties or use Confidential Information for any purposes
whatsoever other than the provision of services to CITY hereunder, and to advise each of
its employees and agents of their obligations to keep Confidential Information confidential.
C. Unauthorized Use. Service Provider shall use its best efforts to assist CITY in
identifying and preventing any unauthorized use or disclosure of any Confidential
Information. Without limitation of the foregoing, Service Provider shall advise CITY
immediately in the event Service Provider learns or has reason to believe that any person
who has had access to Confidential Information has violated or intends to violate the
JACO Contract 3
terms of this Contract and Service Provider will at its expense cooperate with CITY in
seeking injunctive or other equitable relief in the name of CITY or Service Provider against
any such person.
D. Return of Confidential Information. Service Provider agrees that, except as directed by
CITY, Service Provider will not at any time during or after the term of this Contract
disclose, directly or indirectly, any Confidential Information to any person, and that upon
termination of this Contract or at CITY's request, Service Provider will turn over to CITY all
documents, papers, and other matter in Service Provider's possession which embody
Confidential Information.
E. Injunctive Relief. Service Provider acknowledges that breach of this Paragraph 7,
including disclosure of any Confidential Information, or disclosure of other information that,
at law or in good conscience or equity, ought to remain confidential, will give rise to
irreparable injury to CITY that can only be inadequately compensable in damages.
Accordingly, CITY may seek and obtain injunctive relief against the breach or threatened
breach of the foregoing undertakings, in addition to any other legal remedies that may be
available. Service Provider acknowledges and agrees that the covenants contained herein
are necessary for the protection of the legitimate business interests of CITY and are
reasonable in scope and content.
F. Ensuring Confidentiality. Service Provider agrees to comply with all reasonable
requests by CITY to ensure the confidentiality and nondisclosure of the Confidential
Information, including without limitation (a) obtaining nondisclosure agreements, in a form
approved by CITY, from each of Service Provider's employees and agents who are
performing work, and providing copies of such agreements to CITY, and (b) performing
criminal background checks on each of Service Provider's employees and agents who are
performing work, and providing a copy of the results to CITY.
8. COMPLIANCE WITH LAWS
A. The Service Provider shall comply with all federal, state and local regulations and
ordinances applicable to the work to be done under this Contract, including, but not limited
to, all applicable environmental and hazardous materials laws.
B. Any violation of the provisions of Paragraph 7 shall be considered a violation of a
material provision of this Contract and shall be grounds for cancellation, termination or
suspension of the Contract by CITY, in whole or in part, and may result in ineligibility for
further work for CITY.
9. TERMINATION OF CONTRACT
A. CITY may terminate this Contract by giving at least ten (10) days written notice to the
Service Provider. Termination may be effected by serving a notice of termination on the
Service Provider's Manager identified in Paragraph 6 of this Contract, or by mailing such
notice to Service Provider's business address by certified mail, allowing three (3) business
days for delivery.
B. In the event this Contract is terminated by CITY, the Service Provider shall be entitled
to receive payment only for the number of units recycled, and for which the Service
Provider has issued the incentive check to CITY's customer(s), as of the effective date of
termination.
10. CLAIMS
Any claim against CITY for damages, expenses, costs or extras arising out of the
performance of this Contract must be made in writing to CITY within thirty (30) days after
JACO Contract 4
the discovery of such damage, expense or loss, and in no event later than the time of
approval by CITY for final payment. The Service Provider, upon making application for
final payment, shall be deemed to have waived its right to claim for any other damages for
which a claim has not been made, unless such application for final payment includes
notice of additional claim and fully describes such claim.
11. HOLD HARMLESS AND INDEMNIFICATION
A. This is a contract for a pass-through of Bonneville Power Administration (BPA)
conservation renewable funding. The refrigerator, freezer and other units to be recycled
under this Contract are not, and have never been, the property of, or held in the
possession or control of, CITY. Accordingly, the parties hereto agree that CITY shall bear
no responsibility or liability of any nature or kind whatsoever for, or relating to, the
recycling or disposal of said units.
B. To the fullest extent permitted by law, the Service Provider shall indemnify, defend and
hold harmless CITY, and its officers, officials, agents and employees from and against any
and all claims, actions, suits at law or equity, liability, loss, costs, expenses or damages of
any nature or kind whatsoever, including but not limited to environmental liabilities and
damages (whether resulting from hazardous materials disposal or otherwise), and further
including but not limited to reasonable attorneys' fees and litigation costs, brought against
CITY, its officers, officials, agents and/or employees, arising out of, or in connection with,
or incident to, the execution of this Contract and/or the performance or failure to perform
any aspect of this Contract; provided, however, that nothing herein shall require the
Service Provider to hold harmless or defend CITY, its officers, officials, agents or
employees from any claims arising from the sole negligence of CITY, its officers, agents
or employees.
C. The Service Provider agrees that its obligations under this Paragraph 11 also extend
to any claim, demand, and/or cause of action brought by, or on behalf of, any of its
employees or agents. For this purpose, the Service Provider, by mutual negotiation,
hereby waives, as respects CITY only, any immunity that would otherwise be available
against such claims under the industrial insurance provision of Title 51 RCW. In the event
CITY obtains any judgment or award, and/or incurs any cost arising therefrom, including
attorneys' fees to enforce the provisions of this article, all such fees, expenses, and costs
shall be recoverable form the Service Provider.
D. The provisions of this Paragraph 11 shall survive the termination of this Services
Contract.
12. INSURANCE
The Service Provider at his/her own cost and expense, shall procure and maintain, for the
duration of the Contract, the following insurance policies with insurers possessing a Best's
rating of no less than A.
Workers' Compensation Coverage: Service Provider shall maintain Workers'
Compensation Insurance and Employer's Liability Insurance in an amount not less than
one million dollars ($1,000,000), for his/her employees in accordance with the laws of the
State of Washington. Any notice of cancellation or non-renewal of all Workers'
Compensation policies must be received by CITY at least thirty (30) days prior to such
change.
General Liability Coverage: Service Provider shall maintain commercial general liability
insurance in an amount not less than one million dollars ($1,000,000) per occurrence for
bodily injury, personal injury and property damage. If a commercial general liability
JACO Contract 5
jnsurance form or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed under this Contract or
the general aggregate limit shall be at least twice the required occurrence limit. CITY
shall be named as an additional insured under this coverage.
Pollution Legal Liability Coveraqe: Service Provider shall maintain Pollution Legal
Liability insurance with minimum limits of one million dollars ($1,000,000) per occurrence
for death, bodily injury, or property damage to third parties, as well as for environmental
remediation of sites damaged by pollution resulting directly or indirectly from the Service
Provider's operations under this Contract. Such policy shall be maintained throughout the
term of this Contract, and for not less than three (3) years after the date of final
acceptance and completion of the work performed under this Contract. CITY shall be
named as an additional insured under this coverage.
Automobile Liability Coverage: Service Provider shall maintain automobile liability
insurance covering bodily injury and property damage for all activities arising out of or in
connection with the work to be performed under this Agreement, including coverage for
owned, hired and non-owned vehicles, in an amount of not less than one million dollars
($1,000,000) combined single limit for each occurrence.
Cancellation: The insurance provided by the policies identified in this Paragraph 12 shall
not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty
(30) days written notice has been received by CITY.
Other insurance requirements: The Service Provider's insurance coverages shall be
primary insurance relative to CITY. Any insurance, self-insurance, or insurance pool
coverage maintained by CITY shall be in excess of the Service Provider's insurance and
shall not contribute to it. All policy coverages required under this Paragraph 12 shall be
written on an occurrence basis.
The Service Provider will deliver to CITY, no later than ten (10) days after execution of the
Agreement by CITY and prior to commencing work, Certificates of Insurance, identified on
their face as the Contract Number to which applicable, as evidence that policies providing
such coverage and limits of insurance are in full force and effect, which Certificates shall
provide that not less than thirty (30) days advance notice will be given in writing to CITY
prior to cancellation, termination or alteration of said policies of insurance. Such advance
notice of cancellation, termination, or alteration of said policies shall be delivered to
CITY's Program Manager.
13. PREVAILING WAGES AND ASHLAND LIVING WAGE
The Service Provider shall comply with any applicable Prevailing Wage Rate
Requirements in Oregon State. In addition, Service Provider shall comply with Ashland
Municipal Code Chapter 3.12, which requires all employers subject to the chapter to pay
the Ashland living wage.
14. ASSIGNMENT
A. This Contract shall not be assigned or transferred by either party, either in whole or in
part, without the prior written consent of the other party. Any attempted assignment or
transfer without such written consent shall be void.
B. Any work or services assigned hereunder shall be subject to each provision of this
Contract.
15. INDEPENDENT SERVICE PROVIDER
JACO Contract 6
The Service Provider is and shall be at all times during the term of this Contract an
independent Service Provider and not an employee of CITY.
16. GOVERNING LAW
Any legal dispute between the parties to this Contract shall be governed by the laws of the
State of Oregon, and any action to enforce this Contract shall be brought in Jackson
County, Oregon.
17. PARTIAL INVALIDITY
Any provision of this Contract which is found to be invalid or unenforceable shall be
ineffective to the extent of such invalidity or unenforceability, and the invalidity or
unenforceability of such provision shall not affect the validity or enforceability of the
remaining provisions hereof.
18. NONWAIVER
The failure of CITY to insist upon or enforce strict performance by the Service Provider of
any provision of this Contract, or to exercise any right under this Contract, shall not be
construed as a waiver or relinquishment to any extent of CITY right to assert or rely upon
any such provision or right in that or any other instance; rather, the same shall be and
remain in full force and effect.
19. ENTIRE AGREEMENT/ MODIFICATION
This Contract, together with the attachments and/or addenda, represents the entire and
integrated Contract between the parties hereto and supersedes all prior negotiations,
representations, or agreements, either written or oral. This Contract may be amended,
modified or added to only by written instrument properly signed by both parties hereto.
IN WITNESS WHEREOF, the parties have executed this Contract as of this 29 day of
Fes. , 2012.
JACO ENVIRONMENTAL CITY OF ASHLAND ELECTRIC
UTILITIES DEPARTMENT
By: LP (2 By: Z)w
Printed Name: 14WN jftosw Printed Name: [b4dzew LEE" %tun/rcdE0�6
Title: F"t iXyaT Title: ler..lc Asrlsro ur C.ry Ap.� uisrrrwr�.�
AddressOW6 r4jj (xr,Jc 9., 22a
City/ ip:
Attest: Attest:
Date: I /2 Date: ag i r
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Tax ID No.: 1 �,
JACO Contract 7
City of Ashland Electric Dept ARP Cost Analysis Confidential
a Attachment A
2012-2013 Proposed City of Ashland Electric Dept Appliance Recycling Program (ARP)
Market Penetration(Program Volumes) PY 2012 PV 2013 Notes
Total Electric Account Dace 9'" 9,000 JACO planning assumption
Annual Harvest Rate(AHR) 0.9% 0.9516 scenario assumption
Year Fraction Factor 100% 100% assumes 1M12-122013(24 months)
Units Bt 81 calculated value
Measure Savings Attributes:Refrigerators
Refrigerator Fraction of Total Program Volumes 80%JACO estimate for Pacific NW ARPs
Refrigerator Net Energy Savings(annual kWNUnit) 482 per NoMwest Power and Conservation Council(NWPCC)Regional Technical Forum(RTF),
published summer 2010(most recent as of fall 2011)
Refrigerator Net Demand Savings(avg kW) 0.06 based on not energy savings value and 87W hryr
Measure Savings Attributes:Freezers
Freezer Fraction of Total Program Volumes 20%JACO estimate for Pacific NW ARPs
Freezer Net Energy Sayings(annual kWh/unit) 555 per Northwest Power and Conservation Council(NWPCC)Regional Technical Forum(RTF),
published summer 2010(mast recent as of fall 2011)
Freezer Net Demand Savings(avg kW) 0.06 based on net energy savings value and 8760 hnyr
Measure Savings Attributes:Weighted Net Avg(Refrigeralor/Fnaezer)
Md.Avg.Net Energy Savings(annual kWhAmd) 497 calculated based on above assumptions
Md Avg,Net Demand Savings(avg kW) 0.06 based on net energy savings value and 8760 hrtyr
Measure Life(applic,to reflgerators and freezers) 8 per Northwest Power and Conservation Council(NWPCC)Regional Technical Forum(RTF)
Per-Unit Cost Assumptions
Direct Implementation $ 85.00 comprehensive bnplementation services
Marketing E 20.00 provdetl by utility;JACO budget estimate
Incentive E 30.00 identical to incentive levels elsewhere regionally
Total E 135.00 total of above
Macroeconomic Assumption
Discount Rate 5.5%JACO estimate for municipal utility systems
Annual and]-Year TOtaLProgram Metries.(riots:PY v-program
' PY Y 20 2012 PY 2013 2 PY Totals
Unit Volumes(refrigerators and freezers) 81 81 162
Program Costs(excl.Frog.Admin and Still %of Total
Direct Implementation $ 6,885 $ 6,885 E 13,770 63%
Marketing S 1,620 $ 1,620 E 3,240 15%
Incentive $ 2,430 E 2,430 $ 4,850 22%
Total $ 10,935 $ 10,935 S 21,870 100%
Net tat Year Load Impacts
Annual kWh 40,225 40,225 80,449
avg mW 0.00 0.00 0.01
Detailed Year-0y-Year Analysis for 3-Year Total Program Levelized Cost Cabe,(assumes all units in PY X begin accruing benefits on Jan 1 of PY X)
PY 2012 PY 2013 PV of Sum for 2 PY's
Program Costs 1 $ 10,935 $ 10,935 $ 21,300
Net Annual kWh Load Impact Info PY 2012 PY 2013 Sum for 2 PV's
2012 40,225 40,225
2013 40,225 40,225 00,449 -
2014 40,225 40,225 80,449
2015 40,225 40,225 00.449
2016 40,225 40,225 80,449
2017 40,225 40,225 80,449
2018 40,225 40,225 80,449
2019 40,225 40,225 110,449
2020 40,225 40,225
Total Net Annual kWh Impacts,2012-2020 321,797 321,797 643,594
PV of Net Annual kWh Impacts,2012-2020 523,625
Overall 2012-2013 Program Levelized Costs(]/kWh) $ 0.041
(excl,prog.admin 8 EMSV)
JACO Environmental Oclober24,2011
CITY OF
ASHLAND
Council Communication
Approval of a Special Procurement
JACO Environmental — Refrigerator/Freezer Recycling Program
Meeting Date: February 21,2012 Primary Staff Contact: Lee Tuneberg
Department: Electric Dept E-Mail: tuneberl @ashland.or.us
Secondary Dept.: Conservation Division Secondary Contact: David Lohman
Approval: Larry Patterson Estimated Time: Consent
Question:
Will Council, acting as the Local Contract Review Board, approve a Special Procurement requesting
approval to enter into a two year contract with JACO Environmental to continue to operate a
refrigerator and freezer recycling program to Ashland residents as part of the City's overall energy
efficiency/conservation incentive program?
Staff Recommendation:
Staff recommends Council approve the Special Procurement contract with JACO Environmental to
continue to operate a refrigerator and freezer recycling program in association with the City's energy
efficiency/conservation incentive program.
Background:
As part of the City's energy efficiency/conservation appliance incentive program, JACO
Environmental has been a valuable partner in ensuring that the refrigerators/freezers replaced as part of
the City's rebate incentive program are properly disposed of.
In the absence of such a program, the inefficient units being replaced could remain in use as a
secondary unit or be sold and re-utilized negating the benefits of the incentive/rebate. Additionally,
--proper-de-conimissioning-ensures.the-proper-handling-of hazardous-materials and-recycling of as much-
of the component materials as possible.
JACO performs this service for Pacific Power through the Energy Trust of Oregon, which surrounds
the City of Ashland's utility territory, as well as for over 40 other utilities in 19 different states.
.Remaining consistent with programs in Ashland's surrounding utility territories provides the City with
shared marketing efforts and eliminates customer confusion regarding recycling options. The use of a
large multi utility contractor also provides cost benefits that would otherwise be difficult to achieve
given Ashland's relatively low volume as a small utility.
Costs associated with the program are eligible for reimbursements through Bonneville Power
Administration (BPA) and are processed in conjunction with the incentive/rebate resulting in little to
no actual cost to the Conservation Division budget.
Page 1 of 2
�r,
CITY OF
FORM #9 -ASH ] D
SPECIAL PROCUREMENT
REQUEST FOR APPROVAL
To: City Council, Local Contract Review Board
From: Lee Tuneberg
Date: February 21, 2012
Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT
In accordance with ORS279B.085,this request for approval of a Special Procurement is being presented
to the City Council for approval. This written request for approval describes the proposed contracting
procedure and the goods or services or the class of goods or services to be acquired through the special
procurement and the circumstances that justify the use of a special procurement under the standards set
forth ORS 279B.085(4).
1. Requesting Department Name: Electric Department-Conservation Division
2. Department Contact Name: Lee Tuneberg
3. Type of Request: Class Special Procurement X Contract-specific Special Procurement
4. Time Period Requested: From March 1,2012 To: December 31,2013
S. Total Estimated Cost:
Costs incurred to the City as part of this contract are limited to staff administrative overhead as the actual
customer incentive payments and pick up/recycling of the appliances are reimbursed as"deemed measures"
within the City's Energy Efficiency funding allocation from Bonneville Power Administration(BPA)
6. Short title of the Procurement:
Pick-up and Recycling of old refrigerators/freezers associated with the City of Ashland's energy
_- efficiency appliance incentive/rebate program
Supplies and/or Services or class of Supplies and/or Services to be acquired:
JACO Environmental will provide pick up and proper recycling/disposal of refrigerators/freezers from
City of Ashland Electric Utility customers who qualify for the Conservation Division energy
efficiency/conservation appliance incentive/rebate program. Utility customers receive a rebate check
for the purchase of a qualifying high efficiency refrigerator/freezer and agree to allow JACO
Environmental,on behalf of the City,to pick up and properly decommission and recycle the old
appliance. All costs associated with the rebate,pick up and decommission/recycling are reimbursed to
the City by BPA
7.Background and Proposed Contracting Procedure: Provide a description of what has been done
in the past and the proposed procedure.The Agency may,but is not required to,also include the
following types of documents:Notice/Advertising, Solicitation(s),Bid/Proposal Forms(s), Contract
Form(s),and any other documents or forms to be used in the proposed contracting procedure. Attach
additional sheets as needed.
Form#9-Special Procurement-Request farApproval,Page 1 of 4,2115/2012
The ability of JACO Environmental to serve multiple utility service territories serves and promotes the
public interest by being cost effective,consistent in message and operation reducing confusion and
added administrative efforts
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)
Form#9-Special Procurement-Request forApproval,Page 3 of 4,2115/2012
FY i REVS '(DER Page 1 /1
V I
�.
CITY OF
ASHLAND AiL!il DATE .�. � ": �PO NUMBER. '.
201 E MAIN ST. 3/29/2012 10784
ASHLAND, OR 97520
(541)488-5300
VENDOR: 014695 SHIP TO: Ashland Conservation Dept.
JACO ENVIRONMENTAL (541)488-5306
PO BOX 14307 20 E. MAIN STREET
MILL CREEK, WA 98012 ASHLAND, OR 97520
FOB Point: Req.No.:
Terms: Net Dept.:
Req.Del.Date: Contact: Adam Hanks
Special Inst Confirming? NO
.
Quantity Unit _ Descri lion ' unit Price Ext. Price
Appliance Incentive Program 5,000.00
Refrigerators and freezers picked up
and decommissioned for City of Ashland
electric utility customers that quality
for the conservation appliance
incentive program. Contract based on #
of units picked up with total contract
not to exceed $21,870.00 for the term
of the contract.
Special Procurement
Approved by Council 02/21/2012
Contract term:
Beginning date: January 1, 2012
Completion date: December 31, 2013
FY 2012 -$5,000.00
FY 2013 -$16,870.00
SUBTOTAL 5,000.00
BILL TO:Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 5,000.00
ASHLAND, OR 97520
Account Number ', :Project Number Amount ''. Account Number -`� Project Number;. % .Amount. ..
E 690.11.06.00.61011 Q 5,000.00
ALIthorized Signature VENDOR COPY
FORM #3 CITY OF
>A request for a Purchase Order ASHLAND
REQUISITION Date of request: zi23n2
Required date for delivery:
Vendor Name JACO Environmental
Address,City,State,Zip 18323 Bothell-Everett Highway,Suite 220,Bothell,WA 98012
Contact Name&Telephone Number Robert Nichols 425-754-4894
Fax Number bon lacomc.ne
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Written findings attached
❑ AMC 2.50 Dale approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached
❑ Small Procurement Cooperative Procurement
Less than$5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Dale approved by Council: Contract#
❑.VerbalMritten quote(s)or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract#
GOODS&SERVICES ❑ Written Findings(Form attached) ❑ Other government agency contract
$5.000 to$100,000 ❑ Written quote or proposal attached Agency .
❑ (3)Written quotes attached ❑ Special Procurement Contract#
PERSONAL SERVICES ® Written Findings(Form #9 attached) Intergovernmental Agreement
$5.000 to$75.000 ❑ Written quote or proposal attached ❑ Agency
❑ Less than$35,000,by direct appointment Date approved by Council: e7-�--2 r—i Date original contract approved by Council:
❑ (3)Written proposals attached Valid until: F,2 - 9/ - i� Date (Date)
Description of SERVICES Total Cost
RedrigeratodFreezer pick up,decommission and recycle for City of Ashland Electric Utility
customers that qualify for Conservation appliance incentive program . Contract based on#of $21,870
units picked u with total contract not to exceed$21,870
Item #. Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached quotelproposal $21,870
Project Number______-___ ZG�2 r T
Account Number 690.11 -06.00.610110
'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support-Yes/No
By signing this requisition form,I certify that the City's public contracting requirements have been satisfied.
i A
Employee Signature: Department Head Signature: A— :�— '
Additional signatures(if applicable): (Equal to or greater than , 00)
Funds appropriated for current fiscal year: a/ NO
Finance Director-(Equal to orgy terthan$5,000) Date
Comments:
Form#3-Requisition