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Home My WebLink About2016-178 PO - General Pacific QUOTATION General Pacific, Inc. Order Number P.O. Box. 70 1136718 Fairview, OR 97024 Order Date Page USA - 503-907-2900 6/30/2016 07:25:57 1 of 1 NN Quote Expires On 7/30/2016 Bill To: Ship To: III~~IIIIIII~lllllll~l~lu~ll Ashland, City of Ashland, City of Water Account Water Account 20 E Main St 90 N Mountain Ave Ashland, OR 97520-1814 Ashland, OR 97520-2014 US US 1-541-488-5354 Attn: Accounts Payable Requested By: Mr. Kyle Estes Customer ID: 103525 PO Number Ship Route Taker Local Read Quote 6-30-16 ANY JVANCLEAVE Quantities Pricin Item ID UOMg Unit Extended Ordered Allocated Remaining UOM h Item Description Price Price Unit Size Q Unit Size 100.0000 0.0000 100.0000 EA BAD M25-X-1 C61-F-10 EA 57.0000 5,700.00 1.0 M25 NSF61 Local Read Cubic Feet 1.0 5/8" x 3/4" Meter, Seal Screw, Cast Iron Bottom, Serial Number On Outside Of Lid, Street Read 10.0000 0.0000 10.0000 EA BAD M 170-R-1 C61-F-10 EA 487.0000 4,870.00 1.0 M170, 2" Meter, NSF61, Cubic Feet 1.0 Local Read Total Lines: 2 SUB-TOTAL: 10,570.00 TAX: 0.00 AMO UNT D UE: 10,570.00 U.S. Dollars CITY OF ASHLAND Council Communication Approval of a Sole Source Procurement greater than $100,000 WATER METERS Meeting Date: May 1, 2012 Primary Staff Contact: Mike Faught Department: Water E-Mail: Mike. faughtgashland. or. us Secondary Dept.: Purchasing Secondary Contact: Steve Walker Approval: Dave Kanner Estimated Time: Consent Agenda Statement: Will the Council, acting as the Local Contract Review Board, approve a Sole Source Procurement for the acquisition of Badger water meters with Itron radio reads directly from General Pacific for a term of three (3) years beginning January 1, 2012 and expiring on December 31, 2014? Staff Recommendation: Staff recommends that the Sole Source Procurement be approved because General Pacific is the exclusive, single source, distributor for Badger water meters and Itron metering products in Oregon. Background: Please refer to the attached Form #6, Sole Source Determination and Written Findings, for additional information. Related City Policies: Section 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model Rules except for the following: F. Sole Source Procurements - a public contract in which the Department Head finds in writing that there is only one provider of a product or service of the quality and type required available. 1. Sole-source procurements shall be awarded in accordance with ORS 27913.075 and all other applicable provisions of law. Council Options: The Council, acting as the Local Contract Review Board, can approve (or decline) the Sole Source Procurement. Potential Motions: The Council, acting as the Local Contract Review Board, moves to approve (or decline) the Sole Source Procurement. Attachments: Form #6, Sole Source Determination and Written Findings General Pacific Water Meter Quote Badger Letter Itron Letter Page 1 of 1 2012 CC Sole Source Water Meters 05 01 2012.doc ~r ask Badger Meter April 12, 2012 Kari Olsen, Purchasing Director City of Asland 90 N. Mountain Street Ashland, OR 97520 Subject: Sole Source Certification Badger Meter, Inc., does hereby certify that General Pacific of Portland, Oregon is the only authorized distributor for Badger Meter products for the states of Washington, Oregon, and Northern Idaho. You may contact Lori Teel or Jon Koch at General Pacific for local support of your Badger Meter needs. General Pacific 5600 NE 122nd Ave. Portland, OR 97230 1-800-547-9744 Sincerely, Z Theresa M. Szafranski Assistant Secretary Itron Knowledge to Shape Your Future April 11 cn, 2012 Kariann Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, Oregon 97520 Dear Ms. Olson, This letter is intended to clarify Itron sales representation for all data collection hardware and software for water utilities in the states of Alaska, Central and Northern Idaho, Oregon and Washington. General Pacific, Inc. (GenPac) has a long history with Itron in serving public power and water utilities. GenPac is our sole authorized stocking distributor for selling and supporting Itron's Choice Connect data collection and data analysis solution suite that includes software, handhelds, mobile collectors and fixed network data collection devices. This also includes Itron ERT modules integration with many quality meter manufacturers. For over 30 years, Itron, the industry leader in advanced meter reading (AMR) and advanced infrastructure (AMI) solutions, has been developing and producing technologies in the United States. This includes the manufacture of more than 84 million ERT modules. Itron is proud of our commitment to continue building our products in the United States. Itron's worldwide corporate headquarters is located in Liberty Lake, Washington. On behalf of more than 3,500 Americans working at Itron's factories and headquarters in the United States, thank you for choosing Itron products for your core operation systems' success. Itron and General Pacific believe we offer the best value for your present and future AMR/AMI requirements. We sincerely thank you for your trust and business. Regards, Deanna Henderson Account Manager 2111 North Molter Road tel 509-924-9900 Liberty Lake, WA 99019 fax 509-891-3355 www.itron.com toll-free 800-635-5461 FORM #6 CITY OF ASHLAND SOLE-SOURCE DETERMINATION AND WRITTEN FINDINGS GOODS AND SERVICES Greater than $100,000 To: City Council, Local Contract Review Board From: Mike Faught, Public Works Director Date: May 1, 2012 Re: Sole Source Determination and Written Findings for Goods and 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: Average cost per year $75,000.00 Project name: Badger Water Meters w/Itron Radio Read Description of goods and services: Badger Water Meters w/Itron Radio Read Background: This sole source jListification applies to the purchase of Badger water meters with Itron radio reads for a term of three years beginning January 1, 2012 and expiring on December 31, 2014. Badger water meters became the standard water meter in 2007 for the Water Department based on the cost results obtained at that time. The Badger water meters were the least expensive water meters that satisfied the City's water distribution system requirements. Arid, the Water and Electric Departments continue to utilize Itron meter reading equipment and software which requires meters to also have the Itron radio reads. The Water Department procures and replaces water meters on an as needed basis. The annual cost for water meters ranges fiom $40,000 to $100,000 with the average being $75,000 per year. In accordance with ORS 2798.075, the City may justify the use of a Sole Source Procurement because the existing equipment requires the acquisition of compatible equipment. ORS 27913.075 Sole Source Procurement (2) 777e deleraninalion of'a Sole Source musl he based on I1'ritlen, fhlin O sW that Inay inehtcle: (c/) That the cif ieient ulilizalion of ,existing goods requires the cacquiyition ofcoml)(ilihle goods or .Services. Form #6 - Sole Source - Goods and Services - Greater than $100,000, Page 1 of 3, 7/12/2016 Findings: The findings below must include actual information sup ►orting the determination. Market Research Overall finding: As per the attached letters from Badger Meters and Itron, (--ieneral Pacific is the "aitlhorized and sole r.listributor " for Badger Meters and Itron metering products in Oregon. L n accordance with ORS 279B. 075, these are the examples of findings that should be addressed Select at least one of the findings and prepare the determination as it specifically relates to the good or service being procured. More than one-finding can be addressed. The findings are as ollows. s Pursuant to ORS 27913.075 (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. Badger water meters became the standard water meter in 2007 for the Water Department based on the cost results obtained at that time. The Badger water meters were the least expensive water meters that satisfied the City's N titer distribution system requirements. And, the Water and Electric Departments continue to utilize Itron meter reading equipment and software which requires meters also have the Itron radio reads. Pursuant to ORS 27913.075 (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 27913.075 (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 27913.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source. As per the attached letters from Badger Meters and Itron, General Pacific is the -awhorized and sole distributor" for Badger Meters and Itron metering products in Oregon. Form #6 - Sole Source - Goods and Services - Greater than $100,000, Page 2 of 3, 7/12/2016 PUBLIC NOTICE: Pursuant to OAR 137-047-0275 (2), a Contracting Agency shall give public notice of the Contract Review Authority's determination that the Goods and Services or class of Goods and Services are available from only one source in a manner similar to the 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 to be acquired by a Sole Source Procurement. The Contracting Agency shall give such public notice at least seven days before Award of the Contract. After the Sole Source Procurement has been approved 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 - Mav 2 2012 - i 'a )_proved Mavl std PUBLIC NOTICE Approval of a Sole Source Procurement First date of publication: 11av 2 2012- i 'a roved May 1st A request for approval of a Sole Source procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on May 1, 2012 if approved. It has been determined based on written findings that the following Goods and Services are available from only one source. Badger meters with Itron radio reads are the standard water meter purchased by the City of Ashland, Water department. {.general Pacific is the "aulhor ed untlsole distributor" for Badger Meters and ltron metering products in Oregon. Therefore, the Water Department will be procuring Badger meters with Itron radio reads as needed directly fronl General Pacific as approved in this Sole Source Procurement for a term of three (3) years beginning January 1, 2012 and expiring on December 31, 2014. The contract terms, conditions and specifications may be reviewed upon request by contacting Karl Olson, Purchasing Representative, at 541-488-5354. An affected person may protest the determination that the personal services are available from only one source in accordance with OAR 137-047-0710. 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) day protest period will expire at 5:00pm on May 11, 2012. 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 Sole Source procurement. Form #6 - Sole Source - Goods and Services - Greater than $100,000, Page 3 of 3, 7/12/2016 Purchase Order Fiscal Year 2017 Page: 1 of: 1 B City of Ashland I ATTN: AP L 20 E. Main Purchase O L Ashland, OR 97520 Order # T O Delivery must be made within doors of specified destination. S V GENERAL PACIFIC, INC E PO BOX 70 H C/O Water Division N P 90 North Mountaiin Ave D FAIRVIEW, OR 97024 O T Ashland, OR 97520 R 0 = = = .nee _ ETMggg 9 = _ - _ M. -M_ME__g~as~ ca1r_ LQmf - - eve ren - 503 907-2900 KYLE ESTES re rhf-Q- rnr _ 07/12/2016 31 FOB ASHLAND OR City Accounts Payable 11 TON DUN Rur LOCAL READ METERS The Above Purchase Order Number Must Appear On All Correspondence - Packing Sheets And Bills Of Lading 1 BAD M25-X-1 C61-F-10 M25 NSF61 LOCAL READ CUBIC FEET 100.0 EACH $57.00 $5,700.00 5/8" X 3/4" METER, SEAL SCREW, CAST IRON BOTTOM, SERIAL NUMBER ON OUTSIDE OF LID, STREET READ SOLE SOURCE PROCUREMENT GREATER THAN $100,000 APPROVED BY COUNCIL 05/01/2012 GL Account: $5,700.00 2 BAD M170-R-1 C61-F-10 M170 2" METER, NSF61, CUBIC FEET 10.0 EACH $487.00 $4,870.00 LOCAL READ GL Account: $4,870.00 GL SUMMARY 0670 - 16080 $10,570.00 r4 By: Authoripd S nature By: Authorize&Signature SEE$ $10L570.00 FORM #3 CITY OF - I ASHLAND REQUISITION Date of request: 7-12-2016 Required date for delivery: ASAP Vendor Name G npralPar4fir Address, City, State, Zip 22414 N F TnwnsPnd way Fairview nrPgnn 87024 Contact Name & Telephone Number Fax Number Jason Vancleave 503-907-2876 503-489- 103 SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date 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 Date approved by Council: Contract # ❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole 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 $5K to $75K Contract # PERSONAL SERVICES ® Special Procurement Intergovernmental Agreement $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: 11-06-2012 (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: 11-15-2017 Date Description of SERVICES Total Cost Item # Quantity Unit Description of MATERIALS Unit Price Total Cost 4-0870-00 100 Ea, M-25 5/8"x314" local read meters 57.00 5700.00 4-0874-00 10 Ea. M-170 2" local read meters 487 4870.00 10570,00 Account Number 670.16080 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: IT Director Date Support -Yes /No By signing this requisition form, 1 certify that the City's public contracting requirements have been satisfied. Emp~o eDepartment Head: - U (Equal to or greater rr$5;000) Department Manager/Supervisor: --City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year. tYFS / NO Finance Director- (Equal to~ll greaterthan $5,000) Date Comments: Form #3 - Requisition