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HomeMy WebLinkAbout2014-243 CONT Addendum Request - Industrial Systems Page 1 / 1 CITY OF ASHLAND DATE PO NUMBER 20 E MAIN ST. 7/1/2014 12327 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 013438 SHIP TO: Ashland Public Works INDUSTRIAL SYSTEMS, LLC (541) 488-5587 4110 NE 122ND AVE SUITE 130 51 WINBURN WAY PORTLAND, OR 97230 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Morgan Wayman Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER Design, provide and proqram an RTU 24,450.00 Panel for the Tap Emergency Proiect Contract for Personal Services Beqinninq date: June 25, 2014 Completion Date: June 25, 2015 Processed change order 09/03/2014 10,688.00 Addtional amounts for the followinq: 6" Touch Screen Interface, includinq programminq and installation, will be about $5,000 per attached email dated July 11, 2014. Software Autodialer, includes software, installation, proqramminq and start up at a cost of $5,688.00 per attached quote dated July 17, 2014. SUBTOTAL 35138.00 BILL To: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 35,138.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 670.08.15.00.70420 E 200808.999 35 138.00 Autho ' ed Signature/ VENDOR COPY FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM Request for a Change Order S H LAN Name of Supplier/ Industrial Systems, Inc. Total amount of this contract amendment: Purchase Order Number:12327 Description: TAP - Ashland Temp. Pump: RTU Panel - additional Touch Screen and Auto-dialer $10,688.00 subsequently requested by the City ® Per attached contract amendment Contract Amendment Original contract amount $24,450.00 100 % of original contract Total amount of previous contract amendments % of original contract Amount of this contract amendment $10,688.00 43.71 % of original contract TOTAL AMOUNT OF CONTRACT $35.138.00 143.71 % of original contract In accordance with OAR 137-047-0800: 1) The amendment is within the scope of procurement as described in the solicitation documents, Sole Source notice or approval of Special Procurement. 2) The amendment is necessary to comply with a change in law that affects performance of the contract. 3) The amendment results from renegotiation of the terms and conditions, including the contract price, of a contract and the amendment is advantageous to the City of Ashland, subject to all of the following conditions: a) goods and services to be provided under the amended contract are the same as the goods and services to be provided under the unamended contract; b) The City determines that, with all things considered, the amended contract is at least as favorable to the City as the unamended contract; c) The amended contract does not have a total term greater than allowed in the solicitation document, contract or approval of a Special Procurement. An amendment is not within the scope of the procurement if the City determines that if it had described the changes to be made by the amendment in the procurement documents, it would likely have increased competition or affected award of contract. Contract amendment is within the scope of procurement: YES X Sourcing Method: SMALL PROCUREMENT - Less than $5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT, QRF or ❑ "YES", the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments $6,000. ❑ "YES", the total amount of cumulative amendments ❑ "YES", the total amount of original contract and ❑ If "NO", amount exceeding authority requires 25% of original contract amount or $250,000 cumulative amendments :5 $100K for Goods & Services, :5 Council approval. Attach copy of Council whichever is less. $75K for Personal Services, < $50K for Attorney Fees. Communication. ❑ If "NO", amount exceeding authority requires ❑ If "NO", amount exceeding authority requires Council ❑ Exempt - Reason: Council approval. Attach copy of Council approval. Attach copy of Council Communication. PERSONAL SERVICES Communication. ❑ Exempt- Reason: ❑ "YES", Direct appointment $35,000 ❑ Exempt- Reason: ❑ If "NO", requires approval. INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods & Services - $5,000 to $100,000 ❑ "YES", the total amount of cumulative amendments ® Written Findings: Document the nature of the Personal Services - $5.000 to $75,000 25% of original contract amount or $250,000 emergency, including necessity and circumstances ❑ "YES", the total amount of cumulative whichever is less. requiring the contract amendment amendments 25% of original contract amount. ❑ If ❑ If "NO", amount exceeding authority requires ❑ Obtain direction and written approval from City "NO", amount exceeding authority requires Council Council approval. Attach copy of Council Administrator approval. Attach copy of Council Communication. Communication. ❑ If applicable, attach copy of Council Communication ❑ Exempt- Reason: ❑ Exempt- Reason: ❑ Exempt- Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑ "YES", the total amount of original contract and cumulative amendments are ❑ "YES", the original contract was approved by City Council. within the amount and terms initially approved by Council as a Special Provide date approved by City Council: (Date) Procurement. If "NO", Council approval is required. Attach copy of Council Communication. ❑ If "NO", amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. Attach co of Council Communication. Project Number: 2008-08 Account Number: 670.08.15.00.704200 *Expenditure must be charged Zthn appropriate ac nt numbers for the financials to reflect the actual expenditures accurately. Aft extra pages if needed. Employee Signature: Department Head Signature: ~ (Total am unt of con ract $5,000) City Administrator: 0 -`--k (Equa to or greater tha $25, 00 or 10%) NO Funds appropriated for current fiscal year Finance Director (Equal to orgrerthan $5,000) ate Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 8/28/2014 Morgan Wayman From: Morgan Wayman [waymanm@ashland.or.us] Sent: Saturday, July 12, 2014 8:16 AM To: Steve Walker; Larry Elliott; Jim Clark Cc: 'Scott Fleury' - Subject: Fwd: FW: Ashland TAP project - Operator Interface Hi Kyle, Yes, please move forward with the installation of the 6" touch screen. Thanks, Forwarded Message From: Kyle Pettibone <kpettibone@rh2.com> To: Morgan Wayman <waymanm@ashland.or.us> Cc: Jeff Ballard <jballard@rh2.com>, Chris Roberts <croberts@rh2.com> Sent: Fri, 11 Jul 2014 15:32:38 -0700 (PDT) Subject: FW: Ashland TAP project - Operator Interface Morgan, I have confirmed with o co of engineer that with programming and installation, the touch screen (HMI) interface will be about 5,00 . Larry Helenius (City's integrator) agrees with the unit can be installed for a reasonable price a as recommended the 6-inch display unit. Below is a link to the unit that would be installed. Can you please confirm that a 6-inch display is acceptable (note, this is a fairly standard. size for simpler control systems such as this)? http://www.automationdirect.com/adc/Overview/Catalog/Operator Interfaces/C-more Touch Panels/C- more Touch Panels EA9 Series Kyle Pettibone, P.E. RH2 Engineering, Inc. Project Manager 22722 29th Drive SE, Suite 210 1 Bothell, WA 98021 6500 SW Macadam Ave, Suite 125 ~Portlaud, OR 97239 P: 425.951.5360 (direct) P: 503.246.0881 x5360 P: 800.720.8052 x5360 (toll-tree) 1 www.rh2.com From: Chris Roberts Sent: Friday, July 11, 2014 3:07 PM To: Kyle Pettibone Cc: Mark Braaksma; Jeff Ballard; Dennis Kessler Subject: FW: Ashland TAP project - Operator Interface Kyle, Please see below and let me know how you would like to proceed. Thanks, Chris From: Larry Helenius [mailto:lehgindustrialsystems-inc.com] Sent: Friday, July 11, 2014 2:47 PM To: Chris Roberts Subject: RE: Ashland TAP project - Operator Interface Chris, No there are not any OIT's in their current system. The C-more display is a good choice for a reasonable prices unit. I have used several in the past. Let me know what size they may want. I have used the 6" color touch unit as a basic data entry. 2 Larry H. From: Chris Roberts [mailto:crobertsgrh2.com] Sent: Friday, July 11, 2014 11:52 AM To: Larry Helenius Cc: Mark Braaksma; Kyle Pettibone; Jeff Ballard; Dennis Kessler Subject: Ashland TAP project - Operator Interface Larry, The City is considering installing a graphical operator interface at the pump station. Does the City have any operator interfaces installed for the water system that we could also use here? I think I recall that you said they did not. If not, do you have any recommendations or ones that you are comfortable with? We have used the C-More touchscreens in the past when integrating SCADAPAK systems. Below is a link to the website. http•//www automationdirect com/adc/Overview/Catalo /Operator Interfaces/C-more Touch Panels/C- more Touch Panels EA9 Series Thank you, Chris Roberts, P.E. 1 RI-122 Engineering, Inc. Project Manager 22722 29`x' Drive SE. Ste 210 Bothell, WA 98021 P: 425.951.5358 C: 206.437.2878 www.rh2.com 3 Morgan Wayman From: Troy Collison [tbc@industrialsystems-inc.com] Sent: Tuesday, August 26, 2014 1:51 PM To: Greg Hunter Cc: 'Mike Morrison Jr'; 'Morgan Wayman'; Larry Helenius Subject: RE: WIN 911 Ok, we will add that $5,600 or so to the TAP contract then. thanks Troy From: Greg Hunter [mailto:hunterg@ashland.or.us] Sent: Tuesday, August 26, 2014 1:33 PM To: Troy Collison Cc: 'Mike Morrison Jr'; 'Morgan Wayman' Subject: RE: WIN 911 Hi Troy, As per Mike Morrison the Win 911 is to be included in the TAP project. Greg Hunter, Water Treatment Plant Supervisor City of Ashland Water Division 90 N. Mountain Ave. Ashland, Oregon, 97520 Cell 541-941-0859 Office 541-488-5345 Fax 541-488-6014 TTY: 800-735-2900 Hunterg(@ashland.or.us This email transmission is official business of the City of Ashland, and it is subject to Oregon Public Records Law for disclosure and retention. If you have received this message in error, please contact me at (541) 488-5345. Thank You From: Troy Collison Fmailto:tbcCai)industrialsystems-inc.com] Sent: Tuesday, August 26, 2014 12:48 PM To: Greg Hunter (HunterciO)ashland.or.us) Cc: Larry Helenius Subject. WIN 911 Hi Greg Can you give us a status update on the attached proposal please? And should this be added to the TAP project or is it a separate project? Thanks . Troy B. Collison i industrial Systerns 4110 NE 122nd Avenue, Suite #130 Portland, Oregon 97230 http://www.industrialsystems-inc.com Phone: 503.262.0367 Cell: 360.957.5039 Fax: 503.262.0371 CCB # 196597 WA #INDUSS1880K9 2 Industrial Systems Inc. July 17, 2014 Mr. Greg Hunter City of Ashland 20 East Main Street Ashland, OR 97520 Subject: City of Ashland Oregon - Software Autodialer. Industrial Systems is pleased to provide you with this proposal to design, provide software, install and program a r e p l a c e m e n t Autodialer. As always, we look forward to working with you. Background: The current system is not expandable and has been in service since the early 90's. Scope of Work: 1: Supply, Install, Program and Startup new Autodialer software (Win911/PRO-BT-PV) Win911 Pro with USB modem and premium voice onto SCADA computer in Greg's office. Fee Proposal: Industrial Systems, Inc. proposes to provide the services and materials listed above on a lump sum basis. 1: Procure Autodialer software package and plan out alarms. 3,428.00 2: Trip to install software, add alarms, train personnel. (est.) $ 2,260.00 (Motel, mileage, meals) Total: $ 5,688.00 Costs can be reduced if this installation is done with the same trip for the startup of the TAP project. This would eliminate travel time/mileage and Item #2 above would be actual additional time plus expenses. Terms shall be as stated in the attached terms and conditions dated 4/18/14. For the purpose of time and material work and any hourly work agreed to beyond this scope, the enclosed billing rates shall be considered as our standard rates. Our standard rates shall be subject to annual revision. To initiate this letter agreement, please sign below and return a copy to our office Please feel free to call with any questions that you might have. Again, we look forward to working with you on this project. Tr0u g. COI.I ESOII. Troy Collison Date City of Ashland WTP Date Enclosures: Rate Schedule Industrial i Systernsinc. 2014 RATE SCHEDULE PROJECT MANAGER $130 /HR SENIOR DESIGN STAFF $120 /HR DESIGN STAFF $ 110/HR DRAFTING $ 68 /HR CLERICAL $ 45 /HR MILEAGE AND OTHER EXPENSES COST PLUS 15% (The 2014 IRS allowable mileage rate is $0.56/mile) RATE SHEET STANDARD TERMS AND CONDITIONS The following terms and conditions are intended for incorporation by reference into quotations and agreements, orders, or authorizations for professional services ("Agreement") entered into between Industrial Systems, Inc. and the Client. 1. Industrial Systems, Inc.'s professional services consist of those services performed by Industrial Systems, Inc., its employees and its consultants as enumerated in or performed pursuant to the Agreement. Industrial Systems, Inc.'s services shall be performed as expeditiously as is consistent with professional skill and care and the orderly progress of the work for which the services are provided. 2. Additional services, over and above those stated in the Agreement, may be provided if authorized or confirmed by the Client and will be paid for by the Client as provided below unless otherwise specifically provided in the Agreement. Such services will be charged at Industrial Systems, Inc.'s standard rates in effect when performed. Costs will be reimbursed according to Industrial Systems, Inc.'s standard reimbursement rates in effect when incurred, and if no rate is in effect, at Industrial Systems, Inc.'s cost plus the standard markup on such costs. Industrial Systems, Inc. will provide the Client with a statement of its current standard rates upon request. 3. The Client will provide full information as to the Client's requirements for the project as may be requested by Industrial Systems, Inc. from time to time. The Client will examine and respond promptly to Industrial Systems, Inc.'s submittals and inquiries and will provide prompt written notice to Industrial Systems, Inc. whenever the Client observes or otherwise learns of any defect in the services performed by Industrial Systems, Inc. or in the work performed appurtenant to such services. 4. All documents, including drawings and specifications, provided by Industrial Systems, Inc. are instruments of service with respect to the particular project for which they are provided and Industrial Systems, Inc. shall retain its ownership and property interest in such documents whether or not the project is completed. The Client may make, distribute, and retain such copies as are reasonably necessary for information and reference in connection with the construction, use, and occupancy of the particular project for which the documents are provided. Such documents are not intended or represented to be suitable for re-use by the Client or by others for any other purpose. Any additional use or re-use, without the written consent of Industrial Systems, Inc., shall be at the Client's sole risk and without liability or legal exposure to Industrial Systems, Inc. or its subconsultants and the Client shall indemnify and hold harmless Industrial Systems, Inc. and its subconsultants from all claims, damages, losses, and expenses, including attorneys' fees arising out of or resulting from such use. 5. To the maximum extent permitted by law, the Client agrees to limit the total aggregate liability of Industrial Systems, Inc. and its subconsultants for the Client's damages arising out of services performed with respect to any project to Industrial Systems, Inc.'s total fee for materials and services rendered on such project, whichever is greater. This limitation shall apply regardless of the cause of action or legal theory pleaded or asserted. 6. Unless specifically stated otherwise in the Agreement, the following payment provisions shall apply. The initial deposit, if any, shall be retained and credited to the final payment due under the Agreement. Industrial Systems, Inc. will invoice the Client as services are performed. Invoices are payable upon receipt and the Client shall not backcharge or withhold payment from Industrial Systems, Inc. for any reason without Industrial Systems, Inc.'s specific written consent. Invoices unpaid after thirty (30) days are delinquent and shall bear interest at the rate of one and one-half percent (1.5%) per month, or the maximum amount allowed by law, whichever is less, until paid. In addition, the Client shall pay Industrial Systems, Inc.'s reasonable costs incurred in collection of any delinquent amounts, including attorney fees and costs to prepare and file liens, regardless of whether suit or action is instituted. 7. Industrial Systems, Inc. will have the option to enforce payment of delinquent accounts by suit or action in a court of law or by arbitration. All other complaints, disputes and/or controversies that may arise out of or in connection with the agreement, order, or authorization, or services performed pursuant to such agreement, order, or authorization, including claims which might be pleaded or urged in a counterclaim or setoff in any action to enforce payment, shall be settled exclusively by arbitration under the laws of the State of Oregon and in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association. The decision of the arbitrator shall be final and binding upon the parties. 8. Industrial Systems, Inc. and the Client agree that any dispute arising under or related to the Agreement will be submitted to a mediator agreed to by both parties as soon as such dispute arises and, in any event, prior to commencement of arbitration or litigation. Such mediation shall occur at a place mutually convenient to the parties and the mediation fee and expenses shall be shared equally by the parties who agree to exercise their best efforts in good faith to resolve all disputes in mediation. 9. The Agreement shall be governed by the laws of the State of Oregon. Industrial Systems, Inc. and the Client consent to the exclusive jurisdiction and venue of the state and federal courts of Oregon. 10. In the event suit or action is instituted to enforce any right granted under the Agreement, the prevailing party shall be entitled to recover its costs and disbursements incurred together with reasonable attorney fees to be fixed by court at trial or on appeal. 11. Neither Industrial Systems, Inc. nor the Client shall assign, sublet, or transfer any rights under or interest in this Agreement without the written . consent of the other. Nothing contained in this paragraph shall prevent Industrial Systems, Inc. from employing such independent professional associates and consultants as Industrial Systems, Inc. may deem appropriate to assist in the performance of services. Further, nothing under this Agreement shall be construed to give any rights or benefits in this Agreement to anyone other than Industrial Systems, Inc. and the Client. All duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of the Client and Industrial Systems, Inc. and not for the benefit of any other party.