HomeMy WebLinkAbout2013-241 Contract - CVO Electrical Systems
Contract for Electrical Engineering Services
C n i Y -CONSULTANT: CVO Electrical Systems
ASHLAND CONTACT: Jerry Witkowski
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 1600 SW Western Blvd., Suite 160,
Telephone: 541/488-6002 Corvallis, OR 97333
Fax: 541/488-5311
TELEPHONE: 541-752-2829
DATE AGREEMENT PREPARED: 06127/2011
FAX: 541-752-4830
BEGINNING DATE: July 1, 2011 COMPLETION DATE: June 30, 2016
COMPENSATION: Per CVO Electrical Systems, LLC, Hourly Billing Rates for the City of Ashland attached as
Exhibit C. The funds that are budgeted for these services each fiscal year will determine the actual cost.
Additional cost may be incurred if an emergency dictates the need for additional services.
SERVICES TO BE PROVIDED: Electrical engineering services to be provided on an as needed basis.
ADDITIONAL TERMS: Approved.as a Special Procurement on June 7, 2011.
FINDINGS:
Pursuant to AMC 2.52.040E and AMC 2.52.060, after reasonable inquiry -and evaluation, the undersigned Department
Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have
adequate personnel nor resources to perform the services; (3) the statement of work is consistent with the department's
plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education,
training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the
time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the
compensation negotiated herein is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
follows:
.1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance
of such service.
3.' Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel
assigned to the work required under this contract are fully qualified to perform the service to which they will be
assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded.
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified
above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely
terminated, payments will be made for work completed and accepted to date of termination.
6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
City.
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is $18,890 or more, Consultant is required to comply with
chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees
performing work under this contract and to any Subcontractor who.performs 50% or more of the service work under
this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees.
9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not
limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services
attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations,
actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
10. Termination:
a. Mutual Consent. This contract ma be terminated at an time b mutual consent of both parties.
Contract for Electrical Engineering Services, 06/27/2011, Page 1 of 5
b. City's Convenience. This contract may be terminated at any time by City upon 30, days' notice in writing
and delivered by certified mail or, in person.
c. For Cause. City.may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Consultant, or at such later date as may be established by City under any of the following
conditions:
I I. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
I. Either City or Consultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and duty under
this contract.' City by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c,or d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. Independent Contractor Status: Consultant is an independent contractor. and not an employee of the City.
Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide
workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to .
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work
without the written consent of'City. Any attempted assignment or subcontract without written consent of City shall be
void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted
against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business
on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or
delegate duties under, the Contract.
14. Insurance. Consultant shall. at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1.000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to
cover damages caused by error, omission or negligent acts related to the professional services to be provided
under this contract.
C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1.000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. It shall include contractual liability coverage for the indemnity provided under this contract. .
d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000„$500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or
Contract for Electrical Engineering Services, 06/2712011, Page 2 of 5
intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to
the-City.
f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and
non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish
acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of
the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The
Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONSULTANT, BY SIGNATURE OF ITS AUTHOR [ZED.REPRESENTATIVE, HEREBY ACKNOWLEDGES, THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City,.effective upon the delivery of written notice to Consultant, with no further
liability to Consultant.
Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference.
Consultant: City of Ashland
By By AIX
Signature Department Higad
F "ate e: '1 k_.,w 5 ivv" LSE %uu~ay rz
Print Name Print Name
-71 r-/FZ7
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No. G
AP ot)O~E AS FQRiUi
Si a ufe ® p
CG'
Date
Contract for Electrical Engineering Services, 06127/2011, Page 3 of 5
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been.notified by the Internal Revenue Service.(IRS) that it is
subject to backup withholding as a result of a failure to 'report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
(1) I carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
V (5) Labor or services are performed for two or more different persons within a period of one
/ year. ,
(6) 1 assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
Contractor (Date)
Contract for Electrical Engineering Services, 06127/2011, Page 4 of 5
CV® Mectriea8 Systems, LLC.
Hourly Billing Rates For City of Ashland
Fiscal Year (1. Jul - 30 June)
Grade Description 2011-12 2012-13 2013-14 2014-15 2015-16
EN5 Principal 125.00 125.00 130.00 130.00 135.00
Engineer
EN4 Senior Engineer 105.00 105.00 110.00 110.00 115.00
EN3 Lead Engineer 95.00 95.00 95.00 100.00 100.00
EN2 Engineer 80.00 80.00 -85.00 85.00 85.00
EN1 Engineer 70.00 70.00 75.00 75.00 75.00
TE CAD Technician 60.00 60.00 60.00 60.00 65.00
OA Office Support 50.00 50.00 50.00 50.00 55.00
Expenses
Direct Expenses billed at cost plus 10%.
1600SWWESTERN BLVD, SUITE 160 0 CORVAUa5,OR97333 M PHONE(541)752-2829 0 Fnx(541)752-4830
i
C.HTY OF
ASHLAND
Council Communication
Approval of a Special Procurement
ELECTRICAL ENGINEERING SERVICES
Meeting Date: June 7, 2011 Primary Staff Contact: Lee Tuneberg
Department: Electric E-Mail: tuneberle.ashland.or.us
Secondary Dept.:. Secondary Contact: Dave Tygerson
Approval: Martha Bennett Estimated Time: Consent
Statement:
Will the Council, acting as the Local Contract Review Board, approve an exemption from the
competitive bid process to directly award :a contract to CVO Electrical Systems for electrical
engineering services for a term of five (5) years beginning July 1, 2011 and expiring on June 30, 2016?
Staff Recommendation:
Staff recommends that the Special Procurement for electrical engineering services be directly awarded
to CVO Electric Systems for a term of five (5) years.
Background:
A Special Procurement is used for the purpose of seeking an exemption from the competitive bid
process, custom designing a contracting approach, or for the direct selection or award of a public
contract or series of contracts. The proposed procedure being recommended is direct award per the
attached Request for a Special Procurement.
CVO Electrical Systems has extensively studied the City's electrical system and has rendered a
substantial amount of electrical engineering services thus far and this contract is a continuation of
similar types of services. Therefore, staff is in agreement that it is in the City's best interest to continue
working with the same electrical engineering firm.
The estimated cost for these services will be $35,000 to $75,000 per fiscal year. The funds that are
budgeted for these services each fiscal year will determine the actual cost. Additional cost may be
incurred if an emergency dictates the need for additional services.
Related City Policies:
Section 2.50.090 Exemptions from Formal Competitive Selection Procedures
All Public Contracts shall be based upon Competitive Seated Bidding (Invitation to Bid) or
Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model
Rules except for the following:
G. Special Procurements - a public contract for a class special procurement, a contract specific
procurement or both, based upon a contracting procedure that differs from procedures
described in ORS 279B.055, 279B.060, 279B.065, 279B.070. The contracting approach may be
custom designed to meet the procurement needs.
1. Special procurements shall be awarded in accordance with ORS 279B.085 and all other
applicable provisions of law.
Page 1 of 2
MIA
CITY OF
ASHLAND
Council Options:
The Council, acting as the Local Contract Review Board, can approve (or decline) the Special
Procurement or decline to approve the Special Procurement.
Potential Motions:
The Council, acting as the Local Contract Review Board, moves to approve (or decline) the request for
a Special Procurement.
Attachments:
Request for a Special Procurement
CVO Electrical Systems, LLC Hourly Billing Rates for the City of Ashland
J
Page 2 of 2
CITY OF
FORM #9 ASHLAND
SPECIAL PROCUREMENT
REQUEST FOR APPROVAL;
To: City Council, Local Contract Review Board
From: Lee Tuneberg, Finance Director (Interim Electric Director)
Date: June 7, 2011
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
2. Department Contact Name: Dave Tygerson
3. Type of Request: Class Special Procurement X Contract-specific Special Procurement
4. Time Period Requested: From July 1, 2011 To June 30, 2016
5. Total Estimated Cost: Estimate $35,000 to $75,000 per fiscal year (The funds that are budgeted for these
services each fiscal year will detennine the actual cost. Additional cost may be incurred if an emergency
dictates the need for additional services.)
6. Short title of the Procurement: Electrical Engineering Services
Supplies and/or Services or class of Supplies and/or Services to be acquired:
Electrical Engineering Services
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.
Background: In November 2002; the City of Ashland, Electric Department released a Request fo
Proposal for an Engineer to complete a 10-year system study on the City's Electrical Distribution
System and provide general engineering services on an as-needed basis. The contract was awarded to
ESA, Inc. in Corvallis, Oregon. In 2006, ESA, Inc. changed their name CVO Electrical Systems.
Form 99 - Special Procurement - Request for Approval, Page 1 of 3, 5/25/2011
A Special Procurement was processed and approved by City Council on September 16, 2008 to
directly award a contract to CVO for a term of three (3) years which will expire on June 30, 2011.
Proposed procedure: The Electric Department is seeking an exemption from the competitive bid
process to directly award a contract to CVO Electrical Systems for electrical engineering services for a
tern of five (5) years beginning July 1 2011
8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a
Special Procurement. Attach relevant documentation.
CVO Electrical Systems has gained a thorough understanding of the City's system and also
understands the City's relationship with BPA and Pacific Corp. They developed a worldng
computerized model of the City's distribution system and hence can give the City timely answers to
our engineering requests without leaving Corvallis. CVO also designed the Mountain Avenue
Expansion Proiect and completed the SCADA feasibility study. The City's history. with CVO
Electrical Systems is extensive and clearly justifies that continuing the relationship with CVO is in the
City's best interest Therefore the 1roposed contracting procedure and contract recommendation is to
directly award the contract for electrical engineering services to CVO Electrical Systems for a term of
five (5) years
9. Findings to Satisfy the Required Standards: This proposed special procurement:
X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to
substantially diminish competition for public contracts because:
The initial contract was awarded as a result of an RFP.
Additional information:
In accordance with ORS 279C.115 (2) A local contracting agency may enter into an architectural,
engineering or land surveying services contract directly with a consultant if the project described in the
contract consists of work that has been substantially described planned or otherwise previously
studied or rendered in an earlier contract with the consultant that was awarded under rules adopted
under ORS 279A.065 and the new contract is a continuation of that project.
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.);
and
X (b)(i) will result in substantial cost savings to the contracting agency or to the public
because:
CVO Electrical Systems has studied and rendered a substantial amount of en mg eering services thus far
and this contract is an extension of those types of services
(Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or
X (b)(ii) will otherwise substantially promote the public interest in a manner that could not
practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 27913.065,
or 27913.070, or any rules adopted thereunder because:
The initial contract for engineering services resulted from an RFP that was processed in accordance
with ORS 27913060 And the current contract will be for a continuation of similar tomes of services
which will be provided on an as needed basis.
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)
Form #9 - Special Procurement- Request for Approval, Page 2 of 3, 5/25/2011
Public Notice:
Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public
notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a
public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public
notice shall describe the Goods or Services or class of Goods or Services to be acquired through the
Special Procurement and shall give such public notice of the approval of a Special Procurement at
least seven (7) Days before Award of the Contract.
After the Special Procurement has been unproved by the City Council, the following public notice will
be posted on the City's website to allow for the seven (7) day protest period.
Date Public Notice first appeared on www.ashland.or.us - [June 22, 2011- if approved by Council]
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: [June 22, 2011- if approved by Council]
A request for approval of a Special Procurement was presented to and approved by the
City Council, acting as the Local Contract Review Board, on [June 21, 2011- ifapproved
by Counc ill.
The Special Procurement is contract-specifie for a period offzve (5) fiscal years beginning
July.1, 2011 and expiring on June 30, 2016. The proposed contractingprocedure is direct
award to CVO Electrical Systems for electrical engineering, services. The initial contract
award resulted from a formal solicitation (Request for•.Proposal). CVO Electrical Systems
has, extensively studied the City's electrical system and has rendered a substantial amount
of engineering services thus far and this contract is a continuation for similar types of
services that will be provided on an as needed basis.
It has been determined based on written findings that the Special Procurement will be
unlikely to encourage favoritism in the awarding of public contracts or to substantially
diminish competition for public contracts, and result in substantial cost savings or
substantially promote the public interest in a manner that could not be realized by
complying with the requirements that are applicable in ORS 279B.055, 279B.060,
279B.065, or 279B.070.
An affected person may protest the request for approval of a.Special Procurement in
accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be
delivered to the following address: City of Ashland, Kari Olson, Purchasing
Representative, 90 N. Mountain Avenue, Ashland, OR 97520. The seven (7) protest
period will expire at 5:00pm on [June 29, 2011].
This public notice is being published on the City's Internet World Wide Web site at least
seven days prior to the award of a public contract resrilting from this request for approval
of a Special Procurement.
Form #9 - Special Procurement- Request for Approval, Page 3 of 3, 5/2512011
City of Ashland, Oregon - Approval of a Special Procurement Page 1 of 1
i
City of Ashland. Oregon / Administrative Services / City News
Approval of a Special Procurement
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: June 8, 2011
A request for approval of a Special Procurement was presented to and
approved by the City Council, acting as the Local Contract Review Board,
on June 7, 2011.
The Special Procurement is contract-specific for a period of five (5) fiscal
years beginning July 1, 2011 and expiring on June 30, 2016. The proposed
contracting procedure is direct award to CVO Electrical Systems for
electrical engineering services. The initial contract award resulted from a
formal solicitation (Request for Proposal). CVO Electrical Systems has
extensively studied the City's electrical system and has rendered a
substantial amount of engineering services thus far and this contract is a
continuation for similar types of services that will be provided on an as
needed basis.
It has been determined based on written findings that the Special
Procurement will be unlikely to encourage favoritism in the awarding of
public contracts or to substantiallydiminish competition for public
contracts, and result in substantial cost savings or substantially promote the
public interest in a manner that could not be realized by complying with
the requirements that are applicable in ORS 279B.055, 279B.0601
279B.065, or 27913.070.
An affected person may protest the request for approval of a Special
Procurement in accordance with ORS 27913.400 and OAR 137-047-0300.
A written protest shall be delivered to the following address: City of
Ashland, Kari Olson, Purchasing Representative, 90 N. Mountain Avenue,
Ashland, OR 97520. The seven (7) protest period will expire at 5:00pm on
June 15, 2011.
This public notice is being published on the City's Internet World Wide
Web site at least seven days prior to the award of a public contract
resulting from this request for approval of a Special Procurement.
Release Date: 6/8/2011
httn • //wcuc~ a ahl and nr nc/1~Ta~nic a en7hTaweTTlv7 Z ~ 7R,A«;,,r=T...o n in inn .
Page 1 / 1
CITY 0 LAND RECCi3.jE(1 DATE. PO NUMBER
-ASH
20 E MAIN ST. 7/11/2013 11678
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 010860 SHIP TO: Ashland Electric Department
CVO ELECTRICAL SYSTEMS, LLC (541) 488-5354
1600 SW WESTERN BLVD, STE 160 90 N MOUNTAIN
CORVALLIS, OR 97333 ASHLAND, OR 97520
FOB Point: Req. No.:
Terms: Net Dept.:
Req. Del. Date: - Contact: Mary MCClary
Special Inst: Confirming? No '
.,Quarib ';Unit: " Descri Lion - Unit Price, Ext. Price
THIS IS A REVISED PURCHASE ORDER
Electrical Engineerinq Services 50,000.00
FY 14 - $50,000
Electrical Enqineerinq Services 50,000.00
FY 15 - $50,000
Contract for Electrical Engineerinq
Services
Beqinninq date: July 1, 2013
Completion date: June 30, 2016
SUBTOTAL 100 000.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 100,000.00
ASHLAND, OR 97520
Account..Number -'Project Number, "Amount Account Number ` Project:Number - Amount ' -
E 690.11.18.00.60410 100 000.00
t~+C
Authorized Signature VENDOR COPY
FORM#3 CITY OF
ASHLAND
REQUISITION Date of request: o6/zs/13
Required date for delivery:
Vendor Name CVO ELECTRICAL SYSTEMS, LLC
Address, City, State, Zip 1600 SW WESTERN BLVD, STE 160, CORVALLIS, OR 97333
Contact Name & Telephone Number M-2829
Fax Number
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Wdtten findings and Authorization
❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached
❑ Written uoIs or proposal attached
❑ Small Procurement Cooperative Procurement
I Less than $5,000 ❑ Request for Proposal (Copies on f le) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract #
❑ VerbalMdtten quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sale Source Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5.000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5Kto $75K Contract #
PERSONAL SERVICES ® Special Procurement IntergovemmentalAgreement
$5,000 to $75,000 Form #9, Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ® Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by Council: 06107111 (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: 06/30/16 Date
Description of SERVICES Total Cost
ELECTRICAL ENGINEERING SERVICES, VALID UNTIL 06/30/2016
FY 2014 50,000.00
FY 2015 50,000.00 $100,000.00
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached quote/proposal $100,000.00
Project Number Account Number 690.11.18.00.604100
Account Number - Account Number -
'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:
ITDirecfor Date Support Yes/ NO
By signing ffi~requisiffon form, I certify that the City's public contracting requirements have been satisfied,
Employee Signatur.,&Z" Department Head Signatu •
(Equal to rear than $5,000)
City Administrator: 6"X-
- i ( ual to or greyer han $25, 00)
Funds appropriated for current fiscal year. Ec / NO l lh G' ti (C✓
F'mance, neCh)r-(Equal to orgrealer than 15,000) Date
~mmens:
Form #3 - ReauMon